1 BOOKING CONDITIONS 

The Hotel-B Birkerød (Hotel-B ApS, Danish company registration number CVR 40561609, VAT number DK40561609, later “HOTEL”) Booking Terms and Conditions (“Booking Terms and Conditions”) presented within this document, apply to accommodation bookings (“Room Reservation”) at HOTEL made by private individuals, groups and corporate customers via self-service booking channels or HOTEL’s sales desk or as a walk-in transaction at the HOTEL. For bookings made via 3rd party external booking channels (so-called OTA’s) the Terms and Conditions of the respective external channel will be applied. The HOTEL has contracted a service partner (AHoP Management Oy, Finnish company registration number 3142175-6, VAT number FI31421756, later “AHOP”), which manages the daily operations of the HOTEL as well as the collection of customer payments. The person or entity who has made the booking will hereinafter be referred to as the “Customer” and all the additional guests included in the reservation will be referred to as “Guest” or “Guests”. Separate booking terms and conditions may apply to groups and long stays as well other similar special reservations. They are available from the HOTEL’ sales department and/or stipulated in the proposal or at the time of booking. 

2 RATES AND CHARGES 

The rates of rooms (hereinafter referred to as “Room”) offered by HOTEL, vary depending on the location and seasonal demand. In case HOTEL offers accommodation in connection with various additional services (such as breakfast, parking, gym, etc.), the availability and pricing of these will be mentioned in each case separately. For the services provided by third parties, the responsibility of HOTEL is limited to the price charged from the Customer for the services, never for the quality, content or availability of the services. HOTEL may at its discretion, provide a variety of sale and campaign prices up to a limit. At the time of booking, the Customer accepts the cancellation and revision restrictions possibly attached to the price. 

The prices indicated on the HOTEL’s website and booking channels include current VAT. 

3 BOOKING AND CONFIRMATION 

Room reservations are made through HOTEL’s website, through HOTEL’s sales desk, or via external 3rd party booking site. In the case of bookings made through such external 3rd party booking sites, booking and cancellation policies of the respective 3rd party entity are primarily followed. 

The Customer is required to provide personal data to HOTEL at time of booking. This requirement applies to all individuals in the Customer’s Room Reservation. HOTEL reserves the right not to confirm a reservation or to cancel a confirmed reservation if the Customer fails to notify the abovementioned personal data. In this case, HOTEL will return the paid booking fee to the Customer. If local legislation requires all guests in a room to fill in passenger cards, accepting these Booking Terms and Conditions the Customer accepts the responsibility to fill in the passenger card(s) and leave them in the room or give to HOTEL’s personnel. 

Guest may be required to forward a copy of their ID by text message, SMS, email or some other electronic messaging that the HOTEL deems acceptable prior to being granted access to the hotel. 

A booking is considered binding to HOTEL, when the Customer has paid the fee in full either to HOTEL or AHOP, and the Customer has received a booking confirmation from HOTEL. After confirming the reservation, HOTEL does not have the right to raise or the obligation to lower the price, nor to otherwise revise the terms or conditions of the booking, unless such a revision is directly attributable to revisions in the mandatory provisions of the laws of the authorities. 

4 BOOKING CHARGES AND PAYMENT TERMS 

AHOP will charge the booking fee according to the room and rate type of the reservation, at the time of booking or before the start of the stay unless otherwise stated in the rate description or reservation. In a situation where all charges relating to a Room Reservation have not been debited prior to the commencement of the stay, either HOTEL is entitled to cancel the reservation or AHOP is entitled to charge or bill the outstanding amount even after the accommodation. When billing, the default payment term is 14 days net. AHOP also has the right to make a cover charge on the credit card at the time of booking. 

5 RIGHT OF WITHDRAWAL 

The Customer may cancel her reservation according to the cancellation terms and conditions of the booking channel used. If the reservation has been made through an external booking channel, cancellations and changes must also be made through that site. For external channel bookings, its relevant booking and cancellation policies apply. 

In the case of a cancellation for a Room Reservation within the cancellation policy, any amount towards the full fee which has already been charged will be refunded to the Customer either as a cash payment or as a credit to the credit card used for the payment. When issuing a refund, AHOP reserves the right to charge a cancellation fee according to current pricing standards, which have been informed at time of booking. Separate booking terms and conditions, and cancellation policies, will apply to groups and long stays as well other similar special reservations, and revisions/cancellations to such must be made directly via the sales department. For bookings that have been charged by an external booking channel the refund will be made by the respective external channel according to their policies. 

HOTEL reserves the right to vary the terms of cancellation according to the selected hotel, room type, timing or by the terms and conditions of the promotional offer. The cancellation conditions applicable to each case have been notified at time of booking and it is the Customer’s responsibility to carefully observe the terms and conditions of the reserved fee. 

6 USE OF ROOM AND CHECK-OUT 

The room is available for the Guests on the day of arrival at the time indicated upon the booking and/or in the booking confirmation. Guests staying in the room must not let outsider individuals to the rooms or other areas of the hotel. HOTEL is entitled to check the identity of people staying in the hotel premises. HOTEL and its representatives such as security staff shall be entitled at their sole discretion to remove from the hotel premises individuals who are not Customers or who have not been notified to the hotel as Guests staying in the room. Cession of keys or key codes that grant access to the hotel and / or rooms to individuals other than the aforementioned, is strictly prohibited. The maximum number of individuals staying in each room is informed during booking. 

Individuals staying in the room must check-out from the room on the day and time of departure as marked in the booking. After this, the access codes to the hotel and rooms will not function. HOTEL is not responsible for items left in the rooms or other hotel premises. It is the Customer’s responsibility to check that the doors are locked when leaving the rooms and the hotel property. 

If the Customer does not check-out from the room on the day and time of departure as indicated, HOTEL reserves the right to charge DKK 300 for each additional full hour that has commenced until the Customer has duly left the room. Additionally, direct damage to third parties incurred by the Customer’s delayed departure will be charged.

7 HOTEL’S RIGHT TO TERMINATE AND CANCEL 

If the Customer, or an individual belonging to the same booking, egregiously violates these Booking Terms and Conditions or the Rules and Regulations pertaining to these, HOTEL reserves the right to terminate the contract with immediate effect. Egregious violations are for example: (1) Cession of the door code to individuals other than those informed within the booking; (2) Accommodation of an individual in the room who has not been notified in the booking; (3) Using the room for other purposes than personal stay (for example, the practice of gainful activities, without HOTEL’s prior written permission); (4) Repeated disruptive behavior of other residents of the hotel and / or others living or dwelling in the vicinity of the hotel; and (5) harming the hotel Room, the hotel’s public areas or the property located in these. The termination of the contract will be informed by phone or e-mail on the contact details indicated during booking. The key access code to the hotel and the room will not work after termination of the contract. In case HOTEL terminates the contract in accordance with the above stipulated, the Customer is not entitled to a refund of payments made or any other compensation. 

If the Customer or other individual indicated in the reservation has egregiously violated HOTEL’s Booking Terms and Conditions or Rules of Order previously, the hotel reserves the right to decide at its sole discretion whether or not to accept the Customer’s new reservations or to cancel a new reservation made by such client before commencement. In the above case, HOTEL’s liability in issuing a refund to the Customer is limited to the price paid at time of booking. 

8 FORCE MAJEURE 

HOTEL is not responsible for any direct or indirect damage, delay or failure to fill in the contract altogether, which is caused by events or obstacles beyond HOTEL’s empowerment and that the hotel could not reasonably be expected to have considered at time of booking or after, and the consequences of which it could also not reasonably have avoided or overcome (force majeure). Force majeure cases may be, but are not limited to, fire, water damage, war, the state of emergency, natural disaster or an order issued by the authorities whereby the hotel is completely or partially out of service. 

Should force majeure apply to the Customer’s room or influence its use, HOTEL has the right to cancel the booking made by the Customer either before the commencement of accommodation (force majeure arises before the booking commences) or during the accommodation (force majeure arises during the stay). HOTEL will notify the Customer of a force majeure cancellation immediately on the contact details provided during booking.

In the case of a force majeure cancellation, HOTEL’s liability is limited to the reimbursement of contributions already charged to the Customer. HOTEL is not obliged in case of force majeure to arrange for the Customer replacement accommodation or to compensate for other expenses, costs or damage arising from the cancellation and / or force majeure incident, (for example, travel expenses and / or damages to property in the Customer’s room), except to the extent and only to the extent that the said expenses, costs or damages are recoverable by HOTEL’s insurance at time of the incident. 

9 CLEANING AND MAINTENANCE 

Rooms have always been cleaned before the commencement of a new reservation. During the stay, the room is cleaned and maintained according to the applicable room and rate policies that are communicated on HOTEL’s website and/or in the room and rate descriptions at the time of the booking and/or in the booking confirmation. 

10 AGE LIMITS 

The Customer must be of legal age. A minor can stay at the hotel on condition that in the same room there is at least one person of legal age under whose name the reservation is made. 

11 CUSTOMER AND GUEST RESPONSIBILITY 

The Customer is responsible for the accuracy of the contact details indicated when booking with HOTEL. Thereby, HOTEL shall not be liable in situations where information related to the reservation could not be delivered to the Customer due to incorrect contact information. 

Only Guests with a valid reservation are allowed to access the hotel. Guests may not invite or grant access to other people. The Customer is liable for any persons without a valid reservation that are together with the Guests for an extra charge of 595 DKK for each unauthorized person in the hotel premises without a valid reservation. The Guest who has granted access to other persons without valid reservation is also liable for any damages caused by such persons. 

All rooms are non-smoking rooms. Smoking anywhere inside the hotel is strictly forbidden. Smoking in the hotel will require extraordinary cleaning and sometimes new paint, carpets or other interior material. In addition to the liability for any damages that are described in the next paragraph, the Hotel reserves the right to charge an additional fee, which is at minimum DKK 2500.

The Customer is fully responsible for all damage caused to the general facilities and rooms of the HOTEL including furniture and equipment, and to the property of other guests or 3rd parties, and, without limitation, for extra costs incurred due to Customer’s behaviour or actions from excessive attendance by security, guards, fire brigade, police or other authorities at the hotel, and extra cleaning. 

This rule includes without limitation the consequences of negligent or intentional misconduct by a Customer, Guest, or other person let into the hotel premises, as well as of the consequences of a pet brought to the hotel by the Customer or a Guest, or the consequences of breaching these Rules of Order. In such a situation, HOTEL reserves the right to charge, in addition to direct costs of the above-mentioned incidents, an additional sum of 2000 DKK from the Customer. 

12 HOTEL’S RESPONSIBILITY 

If the Customer or other Guest detects that there is an error or omission related to the Reservation or hotel Room equipment or condition, it is her due responsibility to report it promptly to HOTEL, in the first instance to the Customer Service. In the above cases, HOTEL may correct the error or omission during the Customer’s stay. HOTEL is not obliged to compensate for errors or omissions not communicated to the Customer as described above. 

In a situation where the Customer has arrived at the hotel in accordance with the arrival times indicated in the booking confirmation, but the reserved room cannot be made available within a reasonable time, HOTEL will seek to acquire for the Customer the nearest possible equivalent standard room at no extra cost. If HOTEL cannot offer the Customer the reserved room or another of equivalent standard room in the agreed manner, the Customer is entitled to a refund of the payments made. HOTEL shall immediately notify the Customer of any revisions in respect to the reservation on the contact information provided. The notification is delivered to the Customer on the contact details provided during booking. 

In all cases, the liability of HOTEL is limited to the reimbursement of the price paid by the Customer. 

13 AHOP’S RESPONSIBILITY 

Once the Customer has paid the reservation in full to AHOP, AHOP is responsible to settle the paid amount to HOTEL according to the contractual terms between HOTEL and AHOP.

14 OTHER TERMS AND CONDITIONS 

The above described conditions do not undermine the Customer’s rights based on current imperative consumer protection legislation. 

HOTEL reserves the right to change these Booking Terms and Conditions. HOTEL aims to inform of changes before they come into force on its website or through otherwise adequate means. The Customer is obliged to ensure that he/she is familiar with the current version of the Booking Terms and Conditions prior to accepting the reservation.