Terms and Conditions

 INTRODUCTION

These are the terms and conditions that apply when you reserve a room with Canterbury Vacations / Canterbury Christ Church University (CCCU) through our website.

You will be asked to confirm your acceptance of these terms and conditions when you make a reservation.

We reserve the right to amend these terms and conditions at any time and you should therefore check them each time you make a reservation.  The terms and conditions applying to your reservation will be those in place on the date that you make your reservation.

YOUR RESERVATION

To reserve your accommodation, please follow the instructions on the website, including payment.

You must be at least 18 years old to make a reservation.

You will need to provide your credit or debit card details to secure your booking and we accept the following payment methods:

Visa

MasterCard

Please check that the details you have entered are complete and accurate before you confirm your reservation. We will not be liable for any delay or non-performance if you provide us with incorrect information.

We will confirm our acceptance of your reservation by sending you confirmation to the email address that you provide during the booking process. The contract between us for the provision of your accommodation and any additional services added to your reservation will be formed when you receive this email confirmation from us.

If you think that there is a mistake in your reservation, or if you require any changes to a confirmed booking, please contact us to discuss what options are available.  Please note that reservations cannot be amended unless we have made an error with your booking.

You and/or any people you have booked accommodation on behalf of, must not resell or transfer your reservation (or any part of it) nor advertise, market or otherwise offer any CCCU room for sale either on its own, or as part of a combined offer.  CCCU will not honour any reservations made in this way and does not accept any liability for doing so. If you are a Tour Operator and wish to book rooms at Canterbury Christ Church University you should contact the team on 0800 456 1116 or email on bookings@canterbury.vacations

GROUP RESERVATIONS

A reservation of 20 rooms or more is considered a group booking. To make a group booking please call the team on 0800 456 1116 or email on bookings@canterbury.vacations

ROOM PRICES

CCCU adopts dynamic pricing and the price of our rooms fluctuates based on demand.  When you make a reservation request, we’ll give you a total price for the rooms and number of nights you’ve requested. The price you pay is the price quoted to you at the time you make your reservation.

Room prices are per room, per night and are inclusive of VAT.

Meals and any additional extras are not included in the room price, but you may be able to add them to your reservation during the booking process, or they may be available to you during your stay. You may pay for breakfast and selected extras at the same time as paying for your room. All other meals and extras must be paid for separately.

OCCUPANCY AND CHILDREN

The maximum room occupancy is two adults*.  You must not exceed the maximum occupancy for the room allocated to you.

Children under 18 are not permitted to stay at CCCU accommodation, unless a parent or guardian is also staying at the same flat.  Children are not permitted to stay in a room alone, and must have sufficient adult supervision by their parents or carers, at all times.

*A limited amount of travel cots are available for babies up to 18 months if requested ahead of arrival. Please note that bedding for the cot is not included and must be provided by the parent or guardian.

YOUR BEDROOM

All bedrooms are in cluster flats and vary in size from 3 to 8 bedrooms.  Each room has an en suite shower and is furnished with a 4 foot small double bed. Bed linen, towels and a bath mat will be provided in every room. If additional towels are required during your stay, requests should be made at reception.

Within each flat there is a communal kitchen / living area with a television. There will be no equipment available for use in the kitchen except use of the iron, ironing board, kettle and fridge.

Please note, there may be occupants staying in the flat before you arrive and therefore the communal living space may appear to have been used when you arrive. We request that all communal space is treated respectfully and left in a clean state between uses, to minimise concerns/complaints from other guests and new arrivals.

Guests are required to leave all areas of the accommodation (kitchens and bedrooms) in reasonable cleanliness and good order on departure, with rubbish placed in bins.  Guests must ensure they read and understand notices regarding flushing of products down toilets. Refrigerator/Freezers / cupboards are to be left empty of all foodstuffs. All information regarding this is provided within the accommodation literature.

Air-conditioning is not available at Petros Court, however fans are available.

For details of Laundry Facilities, see Appendix 1.

PAYMENT 

Full pre-payment at the time of booking is required in order to complete your reservation through the website. Payment can be made by credit/debit card (Visa, MasterCard,).  VAT is included in the price quoted.

CANCELLATIONS

All advance purchase rates booked through the website are non-refundable and non-transferable.

Arrivals and Departures

All guests can check-in after 14.00 on the day of arrival and should collect keys from the reception at Petros Court.  Please let the team know if you are likely to arrive after 18:00, please contact us. All Guests will need proof of identity to check in and will be required to fill out a check-in form and overseas guests, (excluding Republic of Ireland and Commonwealth citizens) being asked to provide their passport details.

All guests must leave their rooms and remove all belongings by 10:00 on their departure day. Keys / access cards must be returned to the reception. Guests will be charged an additional day’s fee if the room is not vacated by the due time. Under these circumstances we also reserve the right to remove property from the room(s) without notice and place it in commercial storage at the client’s cost.

MEALS

Meals are not included in the standard room price but are available to purchase as an additional item before completing your reservation.

ACCESSIBILITY 

The University has a set number of accessible and ground floor bedrooms, which are specially adapted for customers with disabilities available at Petros Court. All requests for accessible rooms should be made at the point of booking. Any requests for accessible rooms made after the point of booking will be considered, but availability cannot be guaranteed, as all rooms are subject to availability.

Lifts are only available at Petros Court in Blocks B, D and E.  A porter service cannot be offered as standard, but may be possible if sufficient staff are available.

PERSONAL PROPERTY

The University does not accept responsibility for the personal property of guests.

EQUIPMENT & STORAGE

The University will assist guests (where reasonably practicable) with the storage of equipment. However the University does not accept any liability for loss or damage to any items.

DAMAGE, LOST AND NON-RETURNED KEYS 

The guest shall be held responsible for any damage caused to their allocated rooms, the furnishings, utensils and equipment therein by any act, default or neglect of the guest, or visitor of the guest and shall pay to the University on demand the amount required to make good or remedy any such damage.

Any loss, damage or misuse of / to University premises will be charged to the guest on departure and where this is not possible, the University will contact the guest as soon as the damage is found to arrange payment.

Loss or non-return of room keys will be charged for in full, which may include the cost of changing locks (suited keys are increased costs).  See Appendix 2 for typical charges.

NO SMOKING POLICY (IN PETROS COURT AND EXTERNAL COURTYARDS)

The University is smoke free in order to create a cleaner, healthier environment for everyone; this includes grounds as well as buildings.  Smoking (including the smoking of e-cigarettes) will only be permitted in designated smoking shelters which may be a short walk away. Setting off smoke alarms by smoking or use or candles, or covering or obstructing alarms will result in a minimum £50 fine per occurrence to the client, to be taken from payment card of the original booking. There is no smoking at Petros Court courtyard.

WI-FI INFORMATION

Whilst a resident in University accommodation, visitors will have access to the University Guest broadband service. All visitors wishing to avail of this service agree to abide by the University’s acceptable use policy for the use of internet services.

Broadband of a downloadable speed of over 20mb is available free of charge. A response service is managed 9.00 – 17.00 Monday to Friday.

Information on how to access the internet is supplied to guests in the communal areas.

CONDUCT AND GENERAL BEHAVIOUR

The University’s residences have strict policies regarding noise and general behaviour, to ensure that guests and members of the local community are not inconvenienced. It is therefore essential that noise levels be kept to a minimum at all times and, in particular, between the hours of 22.30 and 8.00am.

Any complaints arising as a result of unreasonable noise or behaviour may result in the offending party being requested to immediately vacate the premises. Within the University’s catering areas, guests / groups will similarly be expected to behave in a reasonable manner and to observe the permitted entitlement of food that may be taken for any meal.

It is the responsibility of the lead guest or organisers of any groups to ensure that these important conditions are explained in detail to all guests associated with their booking.  They will be held responsible as the main contact for any issues caused by any persons within their group.

In addition the following points must be observed:

• No pets / animals are allowed on any University sites with the exception of trained guide dogs.
• No dangerous or hazardous materials or equipment may be brought onto any University sites.
• Fire alarms and emergency equipment must not be moved or tampered with.
• The university Wi-Fi must not be used to access or download any unlawful or obscene material.
• No damage or loss of any kind should be inflicted to any University property or to other guests’ property.
• No items of university property or other guests’ property should be removed.
• No electrical appliances that may set off the fire alarm system (i.e. that may set off the fire alarm system, such as toasters, mini cookers or portable grills) are to be used anywhere within the University’s property.
• Not to use the accommodation or any part of them for any illegal or immoral purposes.
• The accommodation is only short term accommodation and particularly, but without limitation not for any business or other commercial purpose, or for any activities that the University (acting reasonably) regard as dangerous, noisy, noxious or offensive.

If any of the above points are contravened by you or any guests associated with your booking, the University retains the right to request guests vacate the premises immediately, refuse any future reservations made by you and / or may refuse you entry to the accommodation.

ADVERTISING AND THE USE OF UNIVERSITY NAME OR INTELLECTUAL PROPERTY

Any organisation or individual making bookings for accommodation cannot use the name Canterbury Christ Church University (or any variations) or associated logos save with specific authorisation. Where usage is required (e.g. as part of a postal address) such use should be qualified by a note that the University is a provider only.  Photographs of any part of the University must not be used without formal approval.

Any guest, or his or her agent must obtain consent from the University before posting advertisements, direct mailing, or seeking media advertising or editorial coverage in the press, on radio or television, or of any kind. The University reserves the right to vet, amend or refuse the use of any poster, media statement, or advertisement that refers to the University, its premises, grounds, trading activities or any activity or event on University premises.

OFFENSIVE AND ILLEGAL PRODUCTS

The University has the right to remove any person from the University grounds deemed to be in possession of an illegal or offensive product. All residents found in possession will be asked to leave the University ground with immediate effect and this will result in loss of all prior payments made to the University.

CAR PARKING

Parking for Blue Badge holders is available at Petros Court, however it is only available on a first come first serve basis and availability cannot be guaranteed.  Requests for parking need to be made ahead of arrival by contacting the team on 0800 456 1116 or email on bookings@canterbury.vacations

No other parking is available at Petros Court.

Parking is available on the North Holmes Road campus at weekends, and between 16.00- 8.00 weekdays without a permit, but availability cannot be guaranteed and it should be noted that gates are shut overnight. Vehicles without a valid permit during the working day, or parking in an undesignated area, will be issued with a penalty notice fine, as per the parking notice displayed at each venue. For details of nearby parking go to Southeastern Parking or Canterbury Council Parking

Coach parking is not available on site, but details of coach parking within Canterbury can be given ahead of arrival.

INSURANCE

Loss or damage to clients / hirer’s property etc:

The University does not accept any responsibility or liability, in respect of loss or damage to any property, or equipment brought on to University premises by or on behalf of the organisers, or those staying in the accommodation specified or using the facilities provided. The client/hirer should have their own appropriate insurance cover.

Damage to property belonging to the University or third parties:

The client / or any organisers shall accept full responsibility for any such damage and should provide the necessary insurance cover to indemnify the University.

1. a) for loss or damage to University premises and their contents occupied or used during the period of the booking, where such loss or damage is caused or occurs as a result of any action or omission of the organisers, their servants, contractors, agents or licenses or any member of the group;
2. b) made by or against the organisers, their servants, contractors, agents or licenses arising from loss or damage to property or bodily injury to the organisers, servants, contractors, agents, members of the group/clients or any third parties, except injury, loss or damage caused by the act, default or negligence of the University, its servants, contractors or agents

Any event organisers should seek advice from their own insurance agent/broker.

LICENSING AND STATUTORY REGULATIONS

The University and functions and conferences within it, are subject to Statutory Regulations including those relating to Health and Safety, fire precautions and entertainment and liquor licensing.  The Customer must observe all Health and Safety and fire precaution notices, and Customers are asked to read fully Health and Safety and fire precaution policies included in the booking information. The provisions of the Licensing Acts and local regulations must also be observed.

 LIMITATION OF LIABILITY

The University will not be liable whether to the Customer, the Customer’s employees, agents, representatives, guests or subcontractors, or any third party for any loss of profit or of contracts, or for any other consequential or economic loss howsoever caused.

All exclusions or limitations of liability are separate and severable.

The customer will fully indemnify the University, its employees, agents, representatives and subcontractors against all claims howsoever by third parties (including the Customer’s employees, agents, representatives, guests or subcontractors) or by any such employee, agent, representative, guest or subcontractor in relation to the services provided (save to the extent of the University’s liabilities set out in this clause). For the avoidance of doubt this indemnity extends to all contractual and tortuous claims in any part of the world and includes claims in respect of property damage and personal injury or death arising from negligence.

OUR RIGHT TO CANCEL 

Your breach

We may cancel your reservation at any time with immediate effect by giving you written notice (which includes email) if:

• you do not pay us when you are required to do so; or
• you break the contract between us in any other material way.

If we cancel your reservation, where you are at fault, we reserve our legal rights in respect of your breach of contract.

Events outside our control

We may also cancel your reservation if an event outside of our control (including industrial action, explosion, fire, flooding, and failure of power and/or water supplies or emergency evacuation) means that we are unable to make your room available to you. In this case we will contact you to let you know as soon as possible and:

• if you have already paid for your room, we will refund your payment to you; or
• offer you an alternative room, or
• if you have not yet paid for your room, you will not have to make any payment to us.

Save as set out above, we will not be liable, or responsible for any failure to perform, or delay in performance of, any of our obligations that is caused by an event outside of our control.

This does not affect your statutory rights.

1.       CCCU Available Staff Conference & Events Office hours Monday to Thursday: 8.30 – 17.30    Friday: 8.30- 17.00 0800 456 1116 or canterbury.conferences@canterbury.ac.uk Out of Hours (repairs or housekeeping) Security Caretaking team at Petros Court Reception

 

Appendix 1 – Typical damages and fines

Breach of License Agreement	Typical Charge
Damage to property or contents	Repair / replacement cost
Untidy, unhygienic, hazardous Accommodation, or any other part of the property	£20 per hour per additional cleaning needed over & above the normal weekly clean.
Accidental damage to property e.g. stained mattress	Replacement cost per item – e.g. £120 single mattress, £40 freezer drawer
Smoking or using an e-cig, or similar device in any part of Property except in designated smoking areas (whether or not fire-alarm is set- off); or Misuse of fire safety equipment (e.g. covering smoke detectors, fire extinguishers, alarms, making an alarm ineffective); or Use of candles, incense sticks or similar materials in the Accommodation or other part of Property.	£50
Making a fire door ineffective – removing door closer or window restrictor or leaving cooking unattended	£25
Loss of accommodation key  / card	£30 key replacement + lock change charge (if necessary) £24.00 – Ving cards – Lanfranc, Pin hill, Holmes Court and Vernon Place. £20 Key Card

 

Appendix 2

 Laundry Information  – Prices are subject to change

Petros Court

The laundry room is located in the courtyard next to Block C (near to the C1 entrance). The machines are operated with a card that can be purchased for £3.50 from the Atrium Café between 09:00 – 17:00 Monday Friday 10:00 – 16:00 Saturday to Sunday. In order to obtain the card you will need to pay a £5.00 deposit which will be refunded to you when the card is returned to the café. There will be £3.50 credit preloaded on the card which will cover one wash and one dry (one wash is £2.50 and one dry is £1.00). If you require more washes or dries you are able to top up your card by going online to the following website: www.washstation.co.uk. Follow the simple instructions to register and then add credit to the card.

CUSTOMER PRIVACY NOTICE 

Who is interested by this Privacy Notice

In this Privacy Notice we use the term ‘customer’ to refer to those who entered, or has expressed an interested in entering into a contractual relationship, with Canterbury Christ Church University (CCCU) for a specified service other than as a student or an employee.  This Privacy Notice refers to prospective, new, existing and former customers of the University.

Information about you: what we collect and how we use it

CCCU, as the operator or the service provider, collects and processes personal data. This is for the performance of a contract to or to take steps at your request prior to entering into a contract with you.

CCCU could require and process the following personal data:

• Your name, surname and information useful to identify you
• Information relevant for the fulfilment of the service included in the contract
• Your contact details or any other contact you could provide us in order to contact you in relation of the contract
• Any other personal data the University necessary for the performance or for you to enter into a contract and specified in the pre-contract information.

The legal basis for the processing of the data

CCCU will process your personal data to provide you with a service or product in fulfilling the contract.

We may be required to process your personal data using a different legal basis for the processing.

We may share data with other organisations when such sharing is required by law.

We may share your personal data with other organisations that we engage to process data on our behalf.

If the interest of the University overrides your legitimate right to privacy, we could share your data with other organisations for clear and well defined legitimate purposes. This includes sharing your data with one of our agents if a debt you own to CCCU should be recovered.

We might process your personal data for Direct Marketing purposes. Please read further information in our Direct Marketing Privacy Notice at the following link: https://www.canterbury.ac.uk/privacy/marketing

What happens if you refuse to provide your personal information?

If you choose not to submit any personal information when requested, we may not be able to perform the contracted service and/or personalized features. This may limit the services we want to provide you.

For example, if you refuse to share your contact details, you will not be able to receive any communication via of our customer service help desk. If you refuse to provide your credit card number, you will not be able to purchase services you could require from the University.

Recipients of your Personal Data

To fulfil the contract relationship, CCCU may need to transfer your data to third party organisations including our contractors.

When CCCU uses a company to process data on our behalf, we put in place a contract that meets the requirements of the General Data Protection Regulation.

CCCU may also share your data with Partners, Agents, Contractors and other third parties. Examples of these third parties include debt recovery companies, solicitors, and courts in relation to unpaid fees.

Retention Period

CCCU will retain your data for as long as required by the purpose included in this Privacy Notice. This is the limitation period for Simple Contract as stated by the Limitation Act 1980, which is six years after the completion of the contract.

The Data Controller and further information

CCCU is the data controller for this data. Contact details are as follows

Canterbury Christ Church University

Rochester House

St George’s Place

Canterbury

CT1 1UT

Website: https://www.canterbury.ac.uk/

Contact details: https://www.canterbury.ac.uk/about-us/contact-us.aspx

Further information about how CCCU processes personal data and your rights related to it, is in our Data Protection Policy at: https://www.canterbury.ac.uk/university-solicitors-office/docs/the-data-protection-policy.docx

Rights of the data subject

You have the right to ask for a copy of the information about you that we hold.  There is no charge.  If you would like to make a request for information you can email us at this address: dp.officer@canterbury.ac.uk.

You have the following rights:

• To ask for inaccurate personal data rectified, or completed if it is incomplete.
• To have personal data erased in certain circumstances.
• To request the restriction or suppression of your personal data in certain circumstances.
• To request the portability of your data in certain circumstances.
• To object to the processing of data in certain circumstances.

You can make a request orally or in writing. We will respond in a calendar month.

Where to make a Complaint

If you have a complaint about the way CCCU handles your data, you can complain to the University’s Data Protection Officer.

The University Data Protection Officer is

Robert Melville

Assistant University Secretary

Canterbury Christ Church University

Rochester House

St George’s Place

Canterbury

CT1 1UT

E-mail: dp.officer@canterbury.ac.uk

Telephone: 01227 767700

Contacting the Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to make a complaint to the Information Commissioner’s Office. The contact details are:

The Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.gov.uk.