The remainder of this policy describes our information handling practices in detail.
In order to make a reservation at The Ritz, you may be required to answer certain questions and provide certain personal information about yourself. In addition, such personal information may be disclosed to us during or as a consequence of our providing services to you. The Data Protection Act 1998 sets out your rights as a consumer in respect of information held about you by businesses.
These terms and conditions are provided to set out clearly the relationship between us. By making a reservation at The Ritz and/or using this website you consent to these terms and conditions. However, this shall not effect your rights in relation to your personal data which are explained below.
1.1 Your information will be held by The Ritz Hotel (London) Limited (Company Number 00064203) ("The Ritz"). The Ritz has its registered office at 150 Piccadilly, London, W1J 9BR. The Ritz is called the "Data Controller" because it has control over and responsibility for your personal information.
1.2 The Ritz is the owner of the web site at "theritzlondon.com" ("The Ritz Website").
1.3 If the business of The Ritz is sold or integrated with another business your details may be disclosed to our advisors and any prospective purchasers and their advisors and will be passed on to the new owners of the business.
2.1 The information about you which we will hold may include:
2.1.1 Personal details such as name, address, age, telephone number, and e-mail address;
2.1.2 Information about the transactions you undertake including credit card or other payment details.
2.1.3 General descriptions and details about your interests.
3.1 We may receive information about you directly from you when you submit information to us through the The Ritz Website, make a reservation, and during your stay at The Ritz.
3.2 Additional information is collected automatically about your visit to The Ritz Website (see "Cookies" below).
4.1 We may use your information for a number of purposes which are outlined below:
4.1.1 The provision of our services to you:
220.127.116.11 To administer and maintain our records;
18.104.22.168 To ensure that the service we offer you continues to be the most appropriate service for your needs;
22.214.171.124 To respond to any query that you may raise with us; and
126.96.36.199 To update our systems to provide an enhanced service to you.
4.1.2 Marketing, selling, and trading in personal information purposes:
188.8.131.52 Your information may be sold to suppliers of other goods and services which we feel may be of interest to you. These third parties may contact you directly or indirectly and offer their goods and services to you. If you would rather not receive this information, please send an email to [firstname.lastname@example.org] with the subject line "no third parties" or write to the data controller at the address below; and
184.108.40.206 Your personal data may be used to keep you informed about other products and services offered by The Ritz and our group companies. If you would rather not receive this information, please send a blank email to [email@example.com] with the subject line "no marketing" or write to the data controller at the address below.
220.127.116.11 Your personal data may be transferred abroad and such transfer may be to a country outside of the EEA. If we transfer your personal data outside the EEA it will only be to recipients who offer an adequate level of protection.
4.1.3 Other purposes:
18.104.22.168 Your information may be used by The Ritz for the purpose of research and statistical analysis;
22.214.171.124 The Ritz may disclose information to other companies within the same group of companies as The Ritz; and
126.96.36.199 The Ritz may use information about your registration for our internal customer service monitoring.
4.1.4 The period of use of the personal data supplied by you will not be longer than we deem necessary but may, subject to clause 8.1.4, be unlimited.
6.1 In order to help the Data Controller keep your information up to date registered users may be asked to provide details of any changes in their information at regular intervals.
6.2 If any of the information that you have provided to The Ritz changes, for example if you change your email address, name or payment details, please let us know the correct details by sending an email to [firstname.lastname@example.org] or writing to us at the address below.
7.1 We have in place a level of security appropriate to the nature of the data and the harm that might result from a breach of security. However, all publicly accessible websites are susceptible to malicious practices, and we accept no liability if security is breached.
7.2 We further undertake that we will not hold information about you which is excessive in respect of the purposes for which it is processed.
8.1 You have certain rights under the Data Protection Act in relation to the information that we hold about you. These rights are set out below:
8.1.1 You are entitled to have access to your personal data. You may request by writing to The Ritz (at the address given in Clause 9 below), details of your information which we hold and the purposes for which it is held. We will provide this information within 40 days of your request, subject to any routine processing continuing between that time and the time of response. You may be charged a reasonable fee (as permitted by the Data Protection Act 1998) for this information.
8.1.2 You are entitled, by writing to The Ritz, to require that The Ritz not commence using the information and request that The Ritz stop using information about you for the purpose of direct marketing i.e. the communication to you (by whatever means) of any advertising or marketing material;
8.1.3 You are entitled, by writing to The Ritz, to require us to ensure that no decision taken by or on behalf of The Ritz and which significantly affects you is based solely on the automated processing of your information, for the purpose of evaluating such matters as, for example, your creditworthiness, reliability or conduct; and
8.1.4 if it is held by a court that the personal information held is inaccurate, you are entitled to apply to ask the court for an order that such inaccurate information be rectified, blocked, destroyed, or erased.
The Data Protection Officer
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These Terms are applicable to all Contracts of any kind made by The Ritz Hotel (London) Limited ("the Ritz") and its clients ("the Clients")and apply to all reservations, bookings and agreements for accommodation, dining, function room hire and use of all services at The Ritz Hotel.
Clients are invited to read these provisions and note their responsibilities, arrangements for payments, cancellation terms and limitations on the liability of the Ritz. The Contract is conditional on the payment of the Deposit.
1.1 In these Conditions:
|"Arrival"||means the date on which the Services are to be provided or shall start to be provided by the Ritz;|
|"Client"||means the person for whom the Ritz has agreed to provide the Services in accordance with these Terms;|
|"Contract"||means the contract for the provision of the Services including these Terms as appropriate;|
|"Deposit"||means the payment specified in clause 5 and Schedule;|
|"Services"||means the provision of accommodation, function room hire and/or supply of food and beverages and other Services by the Ritz for the Client described in writing by The Ritz and on its website or in its brochure.|
|"Schedule"||The Schedule of deposits and payments and cancellation terms annexed to this Agreement;|
|"Standard Charges"||means the charges shown in any brochure of the Ritz or other published literature relating to the Services in force from time to time;|
|"Terms"||means these terms and conditions.|
|"Group"||a group booking comprises of six rooms or more and may also include other contracted services and use of the Ritz's facilities|
|"Event"||means an event which takes place in one of the Hotel's private dining rooms or suites|
|"Party"||means a booking in The Ritz Restaurant for lunch or dinner for more than 10 people|
The headings in these Terms are for convenience only and shall not affect their interpretation.
PROVISIONAL RESERVATION AND CONFIRMATION OF RESERVATIONS
If The Ritz confirms the reservation this Contract is conditional on the Client supplying credit card details and the authority for charges to be deducted (including cancellation charges) on the payment terms outlined in the Schedule.
If credit card details and payment authority is not given to The Ritz by the Client then subject to any outstanding obligation due to the Ritz from the Client the Contract will cease to be of effect. The Services that are the subject of the provisional reservation will be released and be resold without any further notification to the Client.
SUPPLY OF THE SERVICES
The Ritz shall provide the Services to the Client subject to the Contract.
The Client shall at its own expense supply the Ritz with all necessary data or other information relating to the Services within sufficient time to enable the Ritz to provide the Services in accordance with the Contract. The Client shall ensure the accuracy of all such information. Specific information requirements are contained in the Schedule. The Ritz may at any time without notifying the Client make any changes to the Services which are necessary to comply with any applicable safety or other statutory requirements, or which do not materially affect the nature or quality of the Services.
The Ritz London does not condone any form of bullying or harassment in the workplace. If the harasser is a guest of or a visitor to the hotel, the employee should instead convey promptly and clearly their feelings of discomfort to a manager and explain if it is interfering with their work. The manager will then deal with the matter in the most appropriate manner. The employee is strongly discouraged from raising this personally with the guest.
The charges payable by the Client shall be detailed in writing by The Ritz. If no charges are specified or additional and varied Services are provided to the Client, the Client shall pay the Standard Charges at the prevailing rate on the day the Services are provided and any additional sums which are agreed between the Ritz and the Client for the provision of the Services.
The Ritz may vary the Standard Charges from time to time.
All charges quoted to the Client for the provision of Food and Beverage Services are inclusive of any Value Added Tax at the applicable rate at the tax point unless otherwise stated.
The different requirements for Deposits are set out in the Schedule.
The payments to the Ritz to be made by the Client (including Deposits) are to be made on the date(s) and in the amounts to be calculated as specified in the Schedule.
If any services under the contract are varied prior to arrival then the payment made will reflect the latest details contained in the written details of The Ritz.
Any additional charges due to the Ritz from the Client for the Services shall be paid by the Client on presentation of an invoice.
Advance to The Ritz Rate: For room reservations made using the advanced purchase rate full payment will be taken at the time of booking. This payment is not refundable in the event of any amendment or cancellation.
Cash Payment is not accepted for walk in guests - a valid credit or debit card must be swiped through the chip and pin machine and adequate authorisation taken.
All charges to be settled prior the client leaving the hotel. The client is deemed to have authorised the settling of all outstanding charges which can be processed by the Hotel using any credit or debit card details held on file.
CANCELLATION CHARGES ("NO SHOWS")
The Client agrees to pay charges to the Ritz in the event of cancellation of the Services or if the Client and/or their guests fail to take up the Services at the time and on the day specified in the Contract. The cancellation charges are calculated by reference to the Schedule attached.
The Ritz will provide a cancellation number to a Client in the event of the Client making a cancellation and that number must be used in any future dealings with the Ritz.
VARIATION IN SERVICES REQUIRED
Any variation of numbers, accommodation and food and beverage requirements specified for the Services or other changes or additions must be agreed by the Client and the Ritz in writing.
LIABILITY OF THE RITZ
When the Ritz supplies the Services which include any services supplied by a third party, the Ritz does not give any warranty, guarantee or other term as to their quality, fitness for purpose or otherwise, but shall, where possible, assign to the Client the benefit of any warranty, guarantee or indemnity given by the person supplying the services to the Ritz.
The Ritz shall have no liability to the Client for any loss, damage, costs, expenses or other claims for compensation arising from any instructions supplied by the Client which are incomplete, incorrect, inaccurate, illegible, out of sequence or in the wrong form, or arising from their late arrival or non-arrival, or any other fault of the Client.
Except in respect of death or personal injury caused by the Ritz's negligence, or as expressly provided in these Terms, the Ritz shall not be liable to the Client by reason of any representation (unless fraudulent), or any implied warranty, condition or other term, or any duty at common law, or under the express terms of the Contract, for any loss of profit or any indirect, special or consequential loss, damage, costs, expenses or other claims (whether caused by the negligence of the Ritz, its servants or agents or otherwise) which arise out of or in connection with the provision of the Services (including any delay in providing or failure to provide the Services) or their use by the Client, and the entire liability of the Ritz under on in connection with the Contract shall not exceed the amount of the Ritz's charges for the provision of the Services, except as expressly provided in these Terms.
The Ritz may (without limiting any other remedy) at any time terminate the Contract by giving written notice to the Client if the Client commits any breach of these Terms, or if the Client goes into liquidation, becomes bankrupt, makes a voluntary arrangement with its creditors or has a receiver or administrator appointed.
The dress code of The Ritz reflects the ambience and style of the different areas of the hotel. In The Ritz Restaurant and The Palm Court, gentlemen are required to wear a jacket and tie, with the exception of breakfast; jeans and sportswear are not permitted. Smart casual attire is requested for The Rivoli Bar and The Long Gallery. Please note that sports shoes are not permitted in The Ritz Restaurant, The Rivoli Bar or The Palm Court at any time.
Arrival and departure times for accommodation at the Ritz are 2:00 p.m. and 12 noon respectively. The access and vacate times for all other Services will be as specified in the Programme Sheet and must be strictly adhered to by the Client on all occasions.
The Client is responsible for the behaviour of his, her or its guests at the Ritz and in particular for the orderly conduct of guests attending any function or staying in the Ritz or otherwise making use of the Services. The Client must ensure that no noise or nuisance is caused either for the Ritz or its other guests and Clients. The Client must comply with any reasonable request of the Ritz and with any policies of the Ritz as may apply to the Services from time to time.
Should a resident of the hotel wish for any item to be received or helped by The Ritz prior to arrival or following departure, advance notice will be required. The Hotel retains the right to deny receipt of such items. Any costs incurred for return will be borne by the sender. All items are left at the owners risk and may be subject to search. Please note that should an item be locked or sealed it is the responsibility of the owner of the item to facilitate access. The Ritz is not liable for any flood, fire or damage to the items.
Smoking is prohibited in all public areas of the hotel including The Ritz Restaurant, The Rivoli Bar and The Palm Court. Residents of the hotel are able to smoke in the clearly marked designated bedrooms or suites. To ensure the comfort of our non smoking guests, a charge will be applied for smoking in a non smoking bedroom. Residents of and visitors to the hotel may sample cigars and pipe tobacco in the Garden Room provided that the cigars or pipe tobacco sampled are obtained from the Ritz Hotel.'
All walk-in and same day booking guests must provide photographic identification on arrival regardless of their nationality.
All visitors to guest accommodation must register on arrival and provide photographic identification
In the public areas of the Ritz Hotel and some staff areas CCTV is in operation and video recordings may be made. This activity is carried out for security and service reasons for the better management of the Ritz Hotel and security for all its Clients and staff. PHOTOGRAPHY AND FILMING
Photography, which may only be for personal use and not to be published in any format, is permitted only in the designated area of the front hall under the supervision of an hotel employee. Photography or filming are not permitted in any other public areas of the hotel. Commercial photography or images including trade marks or trade names requires the prior written consent of the Ritz.
The Contract constitutes the entire agreement between the parties, supersedes any previous agreement or understanding and may not be varied except in writing between the parties. All other terms, express or implied by statute or otherwise, are excluded to the fullest extent permitted by law.
No failure or delay by either party in exercising any of its rights under the Contract shall be deemed to be a waiver of that right, and no waiver by either party of any breach of the Contract by the other shall be considered as a waiver of any subsequent breach of the same or any other provision.
English law shall apply to the Contract, and the parties agree to submit to the non-exclusive jurisdiction of the English courts.
SCHEDULE OF DEPOSITS, PAYMENTS AND CANCELLATIONS
|The Palm Court, The Rivoli Bar and The Ritz Restaurant|
|TIMETABLE||CLIENT REQUIREMENTS||CANCELLATION CHARGES|
|To Confirm booking at any time||Credit card details must be provided at the time of booking|
|Two days (48 Hrs) prior to arrival||The Hotel must receive all amendments or cancellations two days (48 Hrs) prior to arrival in order to avoid charges.|
|On day of arrival in the event of a "no show"||100% Full Payment to be taken. In the case that the guest is paying by voucher then the voucher will be validated.|
|Individual (up to 5) Room Bookings|
|TIMETABLE||CLIENT REQUIREMENTS||CANCELLATION CHARGES|
|To confirm booking at any time||A credit card guarantee or a deposit equivalent to first night's accommodation paid by BACS or cash to arrive by 2pm(UK) the day prior to arrival. Photo identification is required on check in if the reservation is made on the same day as the arrival date. Please note that payment by cheque is no longer acceptable.|
|From 2pm (UK) two days (48 Hrs) prior to arrival||100% - one nights room charge.(ex.VAT)(A cancellation reference number will always be given if a cancellation is received prior to this)|
|On Arrival||Payment in full to have been received or credit card swiped and signature verified to guarantee full payment. Please note that payment by cheque is no longer acceptable.|
|On Departure||Payment in full. Please note that payment by cheque is no longer acceptable.|
|Group (5 or more) Rooms (with or without event space)|
|On contract signature||The contract must be signed by both parties and 25% deposit of the total contracted revenue must have been received by the Hotel for the booking to be confirmed||This deposit is non refundable|
|Three (3) Months (12 weeks) prior to arrival||25% deposit of the total contracted revenue must have been received by the Hotel. If not received all contracted space will be released||Rooms and event space equivalent to 25% of the total contracted revenue may be released without charge. Please see group room reduction|
|Two (2) Months (8 weeks) prior to arrival||25% deposit of the total contracted revenue must have been received by the Hotel. If not received all contracted space will be released||Rooms and event space equivalent to 10% the total contracted revenue|
|One (1) Month (4 weeks) prior to arrival||25% deposit of the total contracted revenue must have been received by the Hotel. If not received all contracted space will be released||Rooms and event space equivalent to 5% the total contracted revenue|
|Within one (1) Month (4 weeks) or arrival||Contracted room nights and event space may be released but full charges will apply|
|Ten (10) working days prior to arrival||Full rooming list to be provided in writing||Failure to provide the rooming list will deem all aspects of the reservation cancelled and all full charges will apply.|
|On Departure||All additional charges incurred must be settled prior to the final departure from the hotel|
|EVENT SPACE or PARTY (without rooms) DEPOSIT|
|TIMETABLE||DEPOSIT REQUIRED||CANCELLATION/RELEASE POLICY|
|On contract signature||25% of the contracted revenue||Deposit is non-refundable.|
|Three (3) Month (12 weeks)s prior to arrival||25% of the contracted revenue||The initial deposit is non-refundable, but subsequent deposits may, at the Hotel's discretion, be applied to a future event, which will be confirmed in writing by the Hotel.|
|Two (2) Months (8 weeks) prior to arrival||25% of the contracted revenue||The initial deposit is non-refundable, but subsequent deposits may, at the Hotel's discretion, be applied to a future event, which will be confirmed in writing by the Hotel.|
|One (1) Month (4 weeks) prior to arrival||25% of the contracted revenue||All deposits are non-refundable.|
|Three (3) working days prior to the event||Final numbers to be confirmed in writing.||All deposits are non-refundable|
|On departure||All charges to be settled prior to the client leaving the Hotel||Agreed deposits will be applied to the final invoice|
In these terms:
|"Contract"||means the contract for the provision of the Services including these Terms and, as appropriate, any written description given by the Ritz.|
|"External Contractor"||means production companies, audio visual companies, television, video or film crews, musicians, bands, live acts and any other performers, toastmasters, florists, photographers and designers and any other person who is contracted by the Client in connection with any of the Services.|
|"Services"||means the provision of accommodation, function room hire and/or supply of food and beverages and other services by the Ritz for the Client described in writing by the Ritz and on its website or in its brochure.|
GENERAL TERMS FOR EXTERNAL CONTRACTORS AND INDEMNITY
The Ritz must be notified by the Client of any External Contractor the Client proposes to use and must obtain the permission of the Ritz to the use of the External Contractor at the Ritz. The Ritz reserves the right to refuse access to any External Contractor.
The Client must on request supply to the Ritz copies of public liability insurance policies with a minimum limit of liability of £5 million per claim or such other insurance as may be required from the Ritz and the receipts for the last premium due for all External Contractors to cover as a minimum any damage or injury to the Ritz or any of its property, staff, any plant and equipment of the Ritz, any guest of the Client or the Ritz or of any Client resulting from any activity of the External Contractor or arising out of the External Contractor being on the premises of the Ritz or in respect of any equipment brought onto the Ritz premises by the External Contractor.
Any electrical, audio visual equipment the Client wishes to use that is not the property of the Ritz can only be brought into the Ritz Hotel and used with the Ritz's written permission. All such equipment must comply with the I.E.E. regulations and safety standards. The Ritz may at its discretion arrange for its own contractors to inspect any such equipment. The cost of such inspection shall be borne by the Client. The Client will comply with any requirement or direction imposed by the Ritz following such inspection.
The Client will comply with the policies of the Ritz in connection with the construction of any stand, exhibition stand, scaffolding, the use of any plant and equipment that it wishes to bring into the Ritz Hotel and as may generally apply from time to time.
The Client will indemnify the Ritz in connection with any loss or damage caused to the Ritz, its staff, contractors, clients and guests or to any property of the Ritz or any such persons arising out of the engagement of any External Contractors or if the Client itself brings onto the premises any equipment, plant or machinery in respect of any loss, damage, costs including legal costs that the Ritz shall incur.
The Client is permitted to use its own signage subject to complying with the generality of the Contract or any policies of the Ritz for the use of such signage from time to time within private salons or meeting rooms or suites designated for the Client's use. No signage is permitted by the Ritz in any other part of the Ritz Hotel and in particular within the public areas.
The Client will comply with the terms applying to photography.
The Ritz London, 150 Piccadilly, London, W1J 9BR
Registered in England No 64203
VAT Reg 773 8638 79