BookaSpa Booking Conditions

At BookaSpa.com, you can book a spa break or spa day from our inspirational selection of hotels and spa resorts throughout the UK published on our website www.BookaSpa.com (the “site”). BookaSpa.com is a trading name of Golfbreaks Limited (“we” or “us”), registered in England and Wales under company number 03571913, with its registered office address at 2 Windsor Dials, Arthur Road, Windsor, Berkshire, SL4 1RS, which is also the main office address of BookaSpa.com.

When you make a booking on our site, the following terms apply, so, please read them carefully. By using or visiting the site you agree to these Terms as well as our Privacy Policy and Terms of Use.

1. Your BookaSpa Booking

With BookaSpa.com, you can book a spa break, spa day or individual spa treatments:

Spa Breaks generally include one or two nights’ stay at a hotel or resort in a double or twin room with use of the spa facilities at the hotel during your stay. Spa breaks usually also include breakfast and evening meals (excluding drinks) as well as one or two spa treatments depending on the length of your break. Please see our site for details of our spa break offers. If single rooms are not available, single supplements are usually payable.

Spa days generally include the use of spa facilities at a hotel or resort between 9.00 a.m. and 5.30 p.m, a spa lunch (excluding drinks) and a spa treatment.

Spa treatments can be also be booked individually or added to the spa treatments already included in your spa break or spa day. Please note that if you book individual spa treatments without having booked a spa day or spa break, you will not be able to use the spa facilities at the hotel.

2. Contract with Hotel or Resort

When you book a spa break, a spa day or spa treatments with BookaSpa.com, we act as agent for your booking for your chosen hotel or resort. These terms of business set out the basis on which we arrange, as agent, your spa break, spa day or spa treatments listed on our site. Your contract will be with the hotel or resort and their booking conditions will apply. Please ask us for a copy if you do not have one. Many of the hotels and resorts featured on our site have their own websites where you will able to see their booking conditions .

3. Accuracy

Although we do our best to ensure the accuracy of the information on our site, in our email newsletters, our promotional material and printed media about our hotels and resorts and their spa facilities and treatments (including prices), regrettably changes and errors occasionally occur. We will therefore confirm the details of your chosen break (including the price) at the time of booking. We do not accept responsibility for any information about the hotel or resort or its spa facilities and treatments that we receive from the hotel or resort and pass on to you in good faith.

4. Price and Payment

We reserve the right to increase the price of any spa treatment, spa day or spa break advertised on our site at any time before you book. We will advise you of the current price of the spa treatment, spa day or spa break that you wish to book before your contract is confirmed. Any subsequent reduction in prices due to special offers advertised will not apply to confirmed bookings.

Depending on the requirements of your chosen hotel or resort, we may need you to provide a non-refundable deposit in order to confirm your booking Whether or not a deposit is payable, the balance of the price of your treatment, spa day or spa break must usually be paid no later than one calendar month before it is due to commence as will be advised to you in your booking confirmation (the “Balance Due Date”). In some cases bookings may require full payment more than six weeks in advance of your spa treatment, day or break; however this will be clearly advised to you at the time of booking. Bookings made less than one calendar month before the date the contracted break is due to commence, must be paid in full at the time of booking. If the deposit balance or final balance is not paid by the Balance Due Date, the hotel or resort reserves the right to cancel your booking and retain your deposit paid and may refuse admission if you arrive for your spa break, spa day or treatment without having settled in full before arrival. All monies paid to BookaSpa.com shall be treated as having been paid to the hotel or resort.

If you book a spa break, please note that the cost of your accommodation does not include any services that you may use whilst at the accommodation in addition to any spa facilities already included in the price of your break, such as laundry service, the purchase of drinks and room-service. You must pay the hotel directly for such additional services when you check-out. If you book a spa day, any additional treatments to those included in the price of your spa day that you arrange at the time with the hotel or resort must be settled with the hotel or resort before your departure and will be charged at the rate current at the date of booking.

5. Methods of Payment

We accept the following credit/debit cards: Visa, MasterCard, American Express, Delta, Electron and Connect. All payments made by credit card carry a 1.5% handling charge, except for American Express which carries a 2.5% handling charge. There is no handling charge for payments paid by debit card. Cheques made payable to BookaSpa.com are also accepted. Please write the booking number clearly on the back of the cheque.

Members may make payments for bookings online on our secure payment site. All online payments made by credit card carry a 1% handling charge, except for American Express which carries a 2% handling charge. There is no handling charge for payments made by debit card.

6. Booking and Confirmation of Booking

Bookings must be made by telephoning our Sales office on 0800 988 3202 (you can request a call back via our website) or emailing us at enquiries@bookaspa.com. You must be 18 years or over to make a booking and all bookings are subject to availability. Once you have confirmed your booking by telephone or email and paid the required deposit per person (if any), we will then email you (or send by post, if requested) your booking confirmation which we issue as agent for the hotel or resort , which will show details of the hotel or resort booked, the elements included in the price and details of any spa treatments booked, and the balance to be paid and the date by which it is due. As soon as we have issued the booking confirmation, a contract between you and the hotel or resort will exist. Please check the booking confirmation carefully as soon as you receive it paying special attention to the room type, spa treatments and other spa break or spa day details listed on the booking confirmation. Please contact us immediately and in any event no later than 72 hours after receiving the booking confirmation if any information appearing on the confirmation or any other document appears to be incorrect or incomplete, as it may not be possible to make changes later. As we act only as booking agent, we have no responsibility for any errors in any documentation except where an error is made by us.

Group Bookings:

Where your booking is for more than one person, the lead name will be responsible for the entire booking. As lead name you guarantee that you have the authority to accept and do accept the Terms as well as the terms and conditions of the hotel or resort on behalf of your party. The lead name will be responsible for making all payments due and for keeping all members of his/her party informed as to the booking details and informing us in writing of any amendments to or cancellations of the booking. Your booking confirmation is evidence of your booking and must be presented to the hotel or resort on arrival. Failure to do so may result in the hotel or resort refusing you entry. We shall have no liability in these circumstances.

7. Cancellations/Amendments by You

If, once the confirmation invoice has been issued, you wish to change the numbers of persons in your group booking, transfer your spa treatment, spa day or spa break to another person, or to cancel your spa treatment, spa day or spa break, the person who originally booked the break (the lead name) must notify us in writing by email, post or fax as soon as possible. Your request will take effect on the day we receive this during the hours of 9.00 a.m to 5.30 p.m.

The hotel or resort may charge cancellation fees, which may be as much as 100% of the cost of the booking depending on when the cancellation takes place. Please contact enquiries@bookaspa.com or your allocated Customer Service agent at BookaSpa prior to confirming your booking in order to find out your hotel or resort’s cancellation and amendment policy.

Note that if the reason for your cancellation is covered under the terms of your personal travel insurance policy (see section 12), you may be able to reclaim these charges.

All amendments are subject to availability and to the terms and conditions of individual spa hotels and resorts and whilst we will do our utmost to make your requested changes, it may not always be possible to fulfill your request. In particular, if numbers change so that there is an odd number remaining in the party, single room supplements will apply.

8. Cancellations/Amendments by Hotel or Resort

We will inform you if the spa hotel or resort makes a change to or cancels your spa break, spa day or spa treatment as soon as reasonably possible after we are informed by the hotel or resort. If the hotel or resort offers alternative accommodation or an alternative date or treatment or a refund, you will need to let us know your choice within the time frame we stipulate. If you fail to do so the principal is entitled to assume you wish to receive a full refund.

9. Responsibility for your Booking

Once your booking is confirmed, your contract is with the hotel or resort and its booking conditions apply. As agent, we accept no responsibility for the provision of the spa treatments, the spa facilities or the accommodation by the hotel or resort and it is the hotel or resort’s responsibility to provide these. Our responsibilities are limited to making the booking in line with your instructions.

However, if we are found liable to you on any basis whatsoever, our maximum liability to you is twice the cost of your booking (or the appropriate proportion of this if not everyone on the booking is affected). We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment. Please see the terms and conditions of your hotel or resort for details of any further exclusions or limitations.

10. Complaints

If you have a complaint or experience any problems during your spa treatment, spa day or spa break, please inform the hotel or resort concerned as soon as possible whilst you are still at the hotel or resort. If you fail to follow this procedure, there will be less opportunity to investigate and rectify your complaint and the amount of compensation you may be entitled to may be reduced or you may not receive any at all depending upon the circumstances. If you wish to complain when you return home, in the first instance please write to the hotel or resort at the contact address provided in your booking confirmation. We will of course assist with this if you wish - please contact Customer Services in these circumstances.

11. Your responsibilities

Above all, enjoy your spa break, spa day or spa treatments, but to ensure that you get the most out of your booking, please ensure that you comply with the requirements in our Essential Spa Information section. Hotels or resorts generally do not provide refunds if a treatment does not proceed or is cut short due to late arrival by the client or if the client does not show up.

12. Insurance

We recommend that you take out travel insurance to cover, as a minimum, the cost of any cancellation by you, particularly if you have booked a Spa Break.

Please note that it is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs. We do not check insurance policies. Please read your policy details carefully and take them with you on your Spa Day or Spa Break.

Please note that in the unlikely event that your spa treatments, spa days or spa breaks cannot be provided due to the insolvency of your hotel or resort, then you are unlikely to receive any refund unless you have taken out insurance.

13. Special Requests and Medical

If you have any special requests; you must advise us at the time of booking. Although we will endeavour to pass any reasonable requests on to the hotel or resort, we regret we cannot guarantee any request will be met. Confirmation that a special request has been noted or passed on to hotel or resort or the inclusion of the special request on your booking confirmation or any other documentation is not confirmation that the request will be met. All special requests are subject to availability.

If you or any member of your party has any medical condition or disability, including if you or any member of your party is pregnant, please tell us at the time you make your booking request so that we can try to ensure that the spa treatments, spa day or spa break that you choose is appropriate for you. If you have a medical condition, you may need to consult your doctor before booking. If the hotel or resort in question reasonably feels unable to properly accommodate your particular needs, we must reserve the right to decline your booking or, if full details are not given at the time of booking, cancel when we become aware of these details. Any health conditions should be discussed with your spa therapist before treatment in any event.

14. Data Protection

In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements, we need to use the information you provide such as name, address, and any special needs/dietary requirements etc and pass this information on to the hotel or resort. We take full responsibility for ensuring that proper security measures are in place to protect your information.. The information may also be provided to security or credit checking companies, public authorities such as customs/immigration if required by them, or as required by law. You are entitled to a copy of your information held by us. If you would like to see this please contact Customer Services at BookaSpa.com, 2 Windsor Dials, Arthur Road, Windsor, SL4 1RS. We may make a small charge for providing this to you.

We may wish to contact you by post or telephone or both with news, information and offers on our spa breaks and other similar products and services offered by our company, other selected third parties, and for market research purposes. If you prefer not to be contacted for any of these purposes, please contact Customer Services at BookaSpa.com, 2 Windsor Dials, Arthur Road, Windsor, SL4 1RS.

If you have consented to receive marketing communications from us (including our email newsletter) or from selected third parties by email, we or the relevant third party may contact you by email for this purpose. You may unsubscribe at any stage to future emails. Please see our Privacy Policy for further details.

15. Governing Law and Jurisdiction

These terms of business are governed by and shall be construed in accordance with English law and the courts of England and Wales shall have jurisdiction. Alternatively, if you are a resident of Scotland or Northern Ireland, you may bring proceedings in your local court under Scottish or Northern Irish law, as applicable.