Terms of Booking By placing a booking with Oxstays Limited a company incorporated and registered in England and Wales with company number 13787031 whose registered office is at 3-4 John Prince’s Street, Mayfair, London, W1G 0JL (the Company/we/us/our) a customer of the Company (the Guest/you/your) agree to the following terms and conditions as set-out. During your stay in our accommodation blocks (the Accommodation) located at the Oxford Brookes Wheatley Campus, Wheatley, OX33 1HX (the Estate) you agree to abide by the subsequent terms and conditions (Conditions) as set-out. If you have any questions about staying with us, please contact us before making a booking.
Our Right To Cancellation We reserve the right to cancel any booking without compensation, refund or reimbursement if the terms of these conditions are breached.
Booking Eligibility Bookings at the Accommodation are for eligible EFKB Workforce members only. You will be asked to confirm your eligibility before booking. Each Guest is required to present their employer issued ID or a valid employment contract and a government-issued photo ID for inspection at check-in. Failure to do so may result in an ineligible booking. All ineligible bookings will be cancelled and refunded subject to an admin fee of £25. In the event of your termination from an eligible EKFB Workforce company, your booking is cancelled and your right to remain in the Accommodation is terminated. You are required to check-out within 24 hours or in a time period agreed with reception at our discretion.
Reservations All reservations shall be governed by these Conditions. You may book to make a reservation for a room in advance through our website (www.oxstays.com), by telephone (+44(0)1865 965454) or in person. When you request us to make a reservation, you must provide us with your identification information including, but not limited to, your name, address, contact telephone number, email address, government issued ID and EKFB workforce employer. You must give us payment details for any reservation at the time of booking. We will take and store your credit/debit card details (which must be valid beyond the date of your intended stay) and you authorise the use of this card for any sums that become due to us. Where the person making the booking is different to the Guest taking up the occupation, the person making the booking may be held responsible for cancellation, non-arrival and damages as set-out within. Only the Guest is allowed to use the property and its facilities, any third-party visitors are only allowed at our discretion. We reserve the right to decline or cancel reservations made and stays in progress by those who have previously breached these Conditions (as may be updated from time to time) whether the reservation is in that name or not.
Fees, Deposit and Payment To secure any booking we require the first week’s stay paid in advance plus a security deposit equal to the weekly rate. This payment must be 'cleared funds' before a booking can be confirmed. Fees are only refundable under the conditions set-out within clause 6. Payments can be made online or over the phone using debit/credit card. In the event you have sums due and payable to us, and unless we agree a different arrangement with you, we shall charge the weekly rate to the debit/credit card we have stored on file at 2 pm on the Friday of the week before it is due. We will only attempt to take the payment once so please ensure you have sufficient funds available for this payment. In the event of a non-payment, your reservation is subject to cancellation and a £25 admin fee at our discretion. Should your debit/credit card information change, you must update your card information via the booking management portal provided or by contacting reception. An invoice for your stay will be provided at check-out unless otherwise agreed. On the Friday following check-out, the security deposit will be refunded subject to a final room inspection and inventory check.
Cancellation & Non-Arrival Conditions Guests who need to cancel a booking should contact us as soon as possible. Weekly rents already paid are only returned in accordance with the following conditions; cancellation made 7 days or more in advance of arrival date = full refund. Cancellation made 6 days or less of arrival date = 50% refund. Cancellation made 48hrs or less of arrival date = no refund issued; full weekly rate due. Non-arrival guests, who are unable to attend or fail to attend for whatever reason forfeit their one-week pre-paid rent. In the rare event you need to cancel your booking with us after check-in, contact reception. Please be aware that we cannot be held liable for circumstances beyond our control and that our liability to you is limited to the refund of any payment already made.
Check-in & Check-out Guests may check-in at any time after 17:00 on Sundays. Monday-Friday check-in is available until 7:30 and after 18:00. Check-out can be at any time during your stay but no later than 10:00 on Sundays. We may beforehand agree at our discretion to an arrangement for a Check-in/out outside of these hours. This must be arranged with and confirmed by reception.
Conduct All guests agree to respect the privacy and peace of all other staying guests, Oxford Brookes students/faculty/staff and the OxStays staff at all times. We reserve the right to cancel a booking with immediate effect if guests are not honouring this agreement or causing a disturbance / nuisance to other guests, Oxford Brookes students/faculty/staff or the OxStays staff.
Smoking Smoking of any tobacco products including, but not limited to cigarettes, pipes, e-cigarettes, e-liquids, cigars, snuff or chewing tobacco, is only allowed outdoors and in designated areas as sign posted throughout the accommodation grounds and is in accordance with the Health Act 2006. If you do not comply with clause 9, we may charge you for any and all costs, subject a minimum fee of £75, we incur in cleaning the room (including, but not limited to, fixtures, fittings and soft furnishings) and restoring it to a smoke-free environment. In addition, we reserve the right to ask you to vacate your room at the end of the current paid week.
Formal Complaints and Suggestions Any complaints or suggestions, not made as general feedback and dealt with by the Front Desk, should be submitted via email and addressed to the Operations Manager at Oxstays, and must contain your name, room number and contact details. Complaints should be raised as soon as possible after the occurrence of the the event that gave rise to the complaint.
Accommodation Rules You must not: bring any animals or pets into the Accommodation, with the exception of assistance or guide dogs; bring any materials or equipment we deem as potentially dangerous or hazardous onto the Estate or into the Accommodation rooms; use any electrical appliances that may set off fire alarm system, such as toasters, mini cookers or portable grills; tamper with any fire detection/alarms or emergency equipment; utilise any Accommodation rooms to store items (personal or otherwise) which could in our sole opinion cause damage to any Accommodation room, or be a risk to the health and safety of our staff or property; prevent our management, housekeeping and/or maintenance staff from having access to your room as and when required, with housekeeping being permitted full access at least once every two days; access any prohibited areas of the Estate as defined in the access map provided at check-in; break any of the rules as set out in the common rooms, shared bathrooms, shared kitchenettes and shared laundry (Common Areas); remove, damage or destroy any Accommodation or Estate property; use any technology provided by us to download or access any unlawful or obscene material; or cause unreasonable disturbance to any other guests or staff.
Damages We will charge you for any and all damage caused by you to any Accommodation, Common Areas or Estate property during your stay. This includes but is not limited to breakages, spillages, stains, damage to furniture or fixtures and fittings. Any accidental damages should be reported as soon as possible in order to minimise damage and associated costs. Lost or damaged keys/fobs/access cards will incur a replacement charge per key/fob/card Fee of £75. All of the above rules will also apply to members of your party and your guests and you shall be liable for any breach of the above rules by any of them. If you or your group cause damage or loss of any kind to the Accommodation, Common Areas or Estate, other guests or their property, you as the Guest who is making the booking will be responsible for that damage or loss and you shall be liable to pay to us on demand the amount required to make good or remedy such damage or loss. If you or your group caused damage to the Accommodation, Common Areas, the Estate, other guests or their property, or otherwise breach any of these terms or conditions, we reserve the right to: cancel your reservation with immediate effect and (if appropriate) require you to leave the Accommodation; restrict access to the Accommodation; remove your items from the room and the Accommodation, disposing of such items in the event that you do not collect them within 7 days of removal; retain all sums paid by you and/or charge you the full amount of your reservation; or refuse future reservations from you and/or refuse you entry or accommodation at any of our Accommodation. We will not be liable to refund or compensate you in the event of the any of the circumstances arising in clause 11.
Occupancy To place a booking with us the maximum number of overnight guests per room is limited to one Guest of at least 16 years of age. Any third-party visitors are only allowed access the ground level common rooms. They require our express permission and must be signed in and out at reception. We reserve the right to conduct checks on occupancy. Occupancy is not transferable. We reserve the right to change your room allocation at any point during your stay for any reason.
WiFi Fair & Appropriate Usage Policy Where Wi-Fi Internet access is provided, guests accept to use this access to the Internet fairly and appropriately. We may monitor network performance and user usage in order to maintain a fair and high level of service to all our guests. The Internet access provided is intended for general use such as access to the world wide web, email, messaging, social media, light video/music/media streaming. It is not intended or ideally suited for heavy media streaming, online gaming, extensive downloads/uploads. Access to illegal activity or use of our network for illegal activity is prohibited and will be reported to local authorities. Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, a user's network session, via any means, locally or via the Internet/Intranet/Extranet is prohibited.
Lost Property Any lost property, if discovered and found, left behind by guests during a stay will be held for a period of 1 month. While we will make our best efforts to reunite lost property with their owners, we accept no responsibility in replacing lost items and encourage guests to ensure they have all their belonging before checking-out. We may offer to post lost items via recorded delivery at the cost of the property owner, otherwise collection can be arranged.
Food and Drink Consumption of food and drink is only allowed in bedrooms, common rooms and in designated outdoor areas. Excessive consumption of alcohol on the premises will not be tolerated.
Parking You may use any vacant space in our monitored guest car park offered to you at check-in on a first-come-first-served basis provided that you have given us your vehicle’s registration number when you check-in. Any such parking will be without charge. You will be provided with a car park permit which must be visible from outside the vehicle. A vehicle’s failure to display a valid parking permit will be reported to campus security and ticketed. Whilst we will operate and maintain our guest car park with reasonable skill and care, we do not guarantee that other guests or members of the public will not enter our guest car park and steal or damage your vehicle or property in it. When you park or arrange for parking of your vehicle in our car park, you accept the risk of theft or damage of or to your vehicle and any property within it if it is caused by any person other than our staff or contractors.
Accessibility Statement We request that anyone wishing to make an enquiry or booking informs us of any special needs that they may have in order for us to meet any personal requirements. All rooms are only accessible by stairs.
Changes To These Conditions We may from time to time change these Conditions without giving you notice.
Your Personal Details & Privacy We are required to keep a register of guests over the age of 16 who stay with us, this includes full names and nationality, and/or passport numbers, place of issue, details of next destination if they are non-British, Irish or Commonwealth guests. This is in accordance with the (Immigration (Hotel records) Order 1972). These records are kept for a minimum of 12 months and in accordance with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation). Our policy surrounding the personal details you provide as part of any booking or enquiry through this website / or third-party website, including the privacy of those details are explained and set out in our Privacy Policy which you can read here. You accept that any entries you make to an on-site guest book, if available, will not contain personal information or details you would not want disclosed. Any entries containing personal details that may fall into the DPA and GDPR may be removed and destroyed.
Force Majeure We shall not be in breach of these Conditions nor shall we be liable for any delay in performing, or failure to perform, any of our obligations under these Conditions if such failure or delay results from event, circumstances or causes beyond our reasonable control. Such causes include, but are not limited to power failure, internet service provider failure, fire, flood, storms, earthquakes, acts of terror or any other event that is beyond our control.
No Waiver If we do not insist that you perform any of your obligations under these Conditions, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you or that you do not have to comply with those obligations. If we do waive any rights, we will only do so in writing, and that will not mean that we will automatically waive any right related to any later default by you.
Severance Each clause of these Conditions operates separately. If any court or relevant authority decides that any of them is unlawful or unenforceable, the remaining clauses will remain in full force and effect.
Governing Law and Jurisdiction These Conditions, any contract between us and the relationship between you and us (whether contractual or otherwise) shall be governed by, and construed in accordance with, the laws of England and Wales. Any dispute or claim arising out of these Conditions, any contract between us and relationship between us shall be settled by the courts of England and Wales.
Terms References & Further Information You may find the following link useful to further understand our booking terms and conditions, including information about your personal data privacy and data protection.