Terms and conditions

These terms and conditions shall apply when you make a reservation at any hotel operated by Welcome Break Group ("Welcome Break") in the UK ("Welcome Break Hotels"). Welcome Break Hotels include Ramada by Wyndham and Days Inn by Wyndham hotels in the UK.

You will be asked to confirm acceptance of these terms and conditions when you make a reservation at any of the Welcome Break Hotels.

By making a reservation with Welcome Break, you are deemed to have accepted these terms and conditions.

Welcome Break reserves the right to amend and update these terms and conditions from time to time. You should check these terms and conditions each time you make a reservation.

 

  1. Reservations and Payment

"Saver Rate" bookings will be charged at the time of reservation.

"Flexible Rate" and "Discounted Business Rate" bookings

Payment for bookings can be made via the payment link provided by the hotel prior to arrival as part of the online check-in process. If payment is not completed through the link, the hotel will process payment upon arrival.

The cancellation policy remains unchanged, allowing free cancellations up to 24 hours before arrival.

Reservations must be made with a valid credit or debit card using our digital channels (website, mobile site), distribution channels or by phone.

If you have a credit account in place with us, then payment can be made up to 30 days after departure.

If you decide to shorten your stay you must inform us by 11.00am on the day you intend to leave, otherwise you will be charged the cost of one night's accommodation and requested packages per room booked.

Any debit / credit card used must have an expiry date that is valid after the date of your stay.

You can pre-book breakfast, early check-in, late check-out and pet charges when making your reservation.

If you are a tour or other third-party operator and wish to book rooms at a Welcome Break Hotel, please contact groups@welcomebreak.co.uk or the relevant Welcome Break Hotel directly.

 

  1. Amending a reservation

The rules set out in this paragraph 2 shall apply unless any different terms and conditions for amending reservations have been stated in your reservation confirmation email.

Please note that Saver Rate reservations cannot be amended once purchased. Flexible Rate reservations can be modified up until 24 hours prior to the time of arrival (unless otherwise stated on the booking confirmation)

Business Rate reservations can be modified up until 12.00pm on the date of arrival (unless otherwise stated on the booking confirmation).

Please note that once online check-in has taken place (in accordance with paragraph 9), a reservation cannot be amended online.

Reservations can only be amended if:

a) the amended reservation is on the same basis as the original reservation (including same rate type, Welcome Break Hotel, number and type of rooms, and duration of stay);

b) the first night of the amended reservation is to take place within 12 months of the date on which you were first due to arrive at the Welcome Break Hotel (and will be subject to availability);

c) any subsequent amendments to the date of your reservation remain within 12 months of your original intended date of arrival. For example, if your original intended date of arrival is 1st July 2024, the amended stay (regardless of how many times the reservation is amended) must begin on or before 30th June 2025;

d) in the event that the value of the amended stay is less than the original reservation pre-payment, any difference in price will be forfeited; and

e) in the event that the value of the amended stay is more than the original reservation pre-payment, the additional balance is payable by you, and payment in full will be required at the time of booking the amended stay.

Modifications to reservations should only be made through the same channel as the original reservation (i.e., website or mobile site). If you have any issues, queries, or require assistance in this regard, please contact the relevant Welcome Break Hotel using the contact details provided on our websites. All booking modifications will be paid for at the time the amendment is made.

 

  1. Payment methods

Welcome Break Hotels accept payment by cash, credit or debit card (VISA, MasterCard, American Express, Maestro, Electron, JCB). Alternatively, where the feature is enabled, payment can be made for an online reservation at the point of reservation using Apple Pay or Google Pay.

Payments will appear in bank statements as having been made to Welcome Break Group.

We do not accept personal cheques.

 

  1. Arrival and departure

Rooms are available to check in from 3.00pm on the arrival date, unless you have purchased an early check-in with your reservation or directly at the Welcome Break Hotel prior to arrival, always subject to availability and at Welcome Break's discretion.

We reserve the right to require guests to provide proof of identity, age and nationality upon check-in. Overseas guests, excluding Republic of Ireland and Commonwealth citizens, will be asked to complete a registration form and provide their identity card/passport details. Acceptable forms of identification include a passport, driving licence, ID card or police warrant card.

Your room must be vacated by 11.00am on the scheduled day of departure, unless you have purchased a late check-out with your reservation or directly at the Welcome Break Hotel prior to arrival, always subject to availability and at Welcome Break's discretion. Failure to leave your room by the applicable time will result in a late check out charge or Welcome Break may charge you the applicable rate at that time for the applicable room(s) until you have checked-out.

All room keys must be returned on check-out. If you fail to do this, we may charge you for a replacement room key or lock as required. In the event that a key is not returned after check-out we request that you contact the Welcome Break Hotel to make arrangements for the keys to be returned.

 

  1. No-show policy

If you fail to check-in at the Welcome Break Hotel before midnight on the check-in date stated in your reservation, and we do not receive any prior notification of your intention not to check-in, we will treat this as a no-show for the purposes of the reservation. We will not provide any refund for no show guest(s) regardless of the rate type, even if other guest(s) on their reservation have shown up at the correct time.

If for any reason we have not received payment for a no-show guest, Welcome Break Hotel shall be entitled to charge the full cost of the reservation to the original debit or credit card used to make the reservation.

 

  1. Your right to cancel

The rules set out in this paragraph 7 shall apply unless any different terms and conditions for cancelling reservations have been stated in your reservation confirmation email.

Saver Rate reservations cannot be cancelled once confirmed.

Flexible Rate reservations may be cancelled free of charge up to 3.00pm the day before arrival, unless otherwise stated in your reservation confirmation.

Discounted Business Rate reservations may be cancelled free of charge up to 12.00pm on the day of arrival, unless otherwise stated in your reservation confirmation.

If Flexible Rate or Discounted Business Rate reservations are cancelled before the cut off times stated on your reservation no charges will be processed.

Some promotional packages are non-refundable and this is stated at the time of reservation.

 

  1. Our right to cancel

Welcome Break may cancel your reservation or terminate your stay during the course of your stay with us.

We reserve the right to change your room allocation and/or Welcome Break Hotel location at any point during your stay for any reason at our discretion, or to cancel any reservation(s) due to health and safety concerns or full or partial closure of the Welcome Break Hotel. In the event that we cancel your reservation(s) for this reason, we will attempt to communicate this to you, and a refund will be processed in accordance with paragraph 8.

A payment link will be provided by the hotel prior to arrival as part of the online check-in process. Guests are required to complete payment via this link before arrival. In the event that payment is not received through the provided link, payment will be due upon check-in at the hotel.

If the payment card provided at the time of booking is declined and the guest has not engaged with the payment link to complete the transaction, the hotel reserves the right to cancel the reservation.

We may 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:

a) If you have already paid for your room, we will refund your payment to you.

b) If you have not yet paid for your room, you will not have to make any payment to us.

Welcome Break shall not be in breach of these terms or liable for any failure to perform any of our obligations in relation to your reservation(s) (including the provision of rooms and other products and services) due to any adverse event, act, omission or accident which is beyond Welcome Break's reasonable control, including but not limited to industrial action, flood, earthquake, extreme adverse weather conditions, natural disasters, other acts of God, acts of terrorism, cancellation or delay of a major public event, fire, or interruption or failure of electric power, gas, water, or other utility service, plant machinery, computers, vehicles or collapse of building structures. This does not affect your statutory rights.

If the occurrence of any such abovementioned event means that it becomes inappropriate or impossible for Welcome Break to make (or continue to make) your room available to you, Welcome Break reserves the option to, where possible, provide alternative accommodation to the guests, in whole or in part, at another establishment in the equivalent category to the originally booked Welcome Break Hotel, subject to the prior agreement of the guest. In such a circumstance, Welcome Break may, in its sole discretion, pay the reasonable expenses relating to a transfer (additional cost of the rooms, transportation and access to a phone if necessary) between the Welcome Break Hotel and alternative establishment in accordance with the existing procedure of the alternative establishment. Welcome Break is not obliged to arrange for such a transfer and if appropriate will apply its right to cancel as set out in this paragraph.

 

  1. Refund Process

If a partial or full refund is issued for a payment made online, the refund shall be processed to the same credit or debit card used for the original transaction. Once the refund has been processed by the hotel, the timeframe for the funds to be credited back to the respective bank account will be subject to the processing times of the card issuer, which may take between 3 to 10 working days. The hotel shall not be liable for any delays caused by the card provider or banking institutions.

 

  1. Online check-in

Online check-in is available at all  Welcome Break Hotels. Please note that payments for extras (e.g. meals) can be made during the online check-in process via payment link provided.

Once online check-in has taken place, a reservation cannot be amended online.

 

  1. Room prices

Room prices are per room, per night and are inclusive of VAT. Meals and other available extras (which will vary between Welcome Break Hotels) are not included in the room price unless otherwise stated, but you may be able to add meals or other extras to your reservation during the reservation process or they may be available to you during your stay. You may pay for breakfast and other available extras at the same time as paying for your room.

Welcome Break operates on the basis of dynamic pricing and the price of available rooms may fluctuate based on demand, especially during key events and periods of high demand. In addition, Welcome Break reserves the right to review its room prices from time to time. You will pay the room price for each room booked as quoted to you at the point you make your reservation. Note that quoted room prices at Welcome Break Hotels may change up to the date of your arrival.

All room prices are non-commissionable unless there is a valid and enforceable commission agreement in place between third party(s) seeking commission (including agents and platforms) and Welcome Break. Under no circumstances will third parties be entitled to receive any commissions on room prices unless there is a valid commission agreement in place with Welcome Break.

 

  1. Length of Stay

The maximum period for which you can make a reservation is 28 days. We reserve the right to require you to move rooms upon the expiry of any 28-day period, or earlier at Welcome Break's discretion. If you refuse to do so, we may cancel your reservation and retain any money paid to us for that reservation.

We reserve the right for Welcome Break staff/management to access the room at all times in an emergency, and regularly as required and at our discretion for the purposes of cleaning and servicing the room during your stay.

By accepting these terms and conditions at the time of making your reservation, you and all members of your group expressly agree that you will neither occupy nor use any Welcome Break Hotel room(s) booked as your only or primary residence.

Where UK government tax schemes reduce or exempt the amount of VAT applicable for stays over 28 days, Welcome Break shall be under no obligation to reduce the gross accommodation fee payable by guests to reflect the value of that relief.

 

  1. Group reservations

A reservation of ten rooms or more is considered a "Group Reservation" under Welcome Break policy. Please contact groups@welcomebreak.co.uk for Group Reservation enquiries.

For a Group Reservation, Welcome Break reserves the right to collect a deposit of up to 50% of the reservation value to secure the Group Reservation. Please see our Group Terms & Conditions here.

 

  1. Guest's behaviour on our sites

Guests must not:

a) use any electrical appliances that may set off the fire alarm system, such as toasters, rice cookers, mini cookers or portable grills;

b) tamper with or cover any fire alarms or emergency equipment;

c) cover any electrical heaters so as to create a risk of fire;

d) store items (personal or otherwise) which could cause damage to the room, or be a risk to the health and safety of our other guests, staff or property;

e) prevent us (including our maintenance and housekeeping staff) from accessing your room(s) as and when we reasonably require;

f) remove, damage or destroy any of our property;

g) cause any disturbance to our other guests or staff; or act in a manner which we determine to be indecent, lewd, harassing, threatening, abusive, inflammatory, fraudulent, illegal or otherwise objectionable; or

h) bring into any Welcome Break Hotel communal areas beverages (including alcoholic beverages) or food from external sources, unless expressly permitted in advance by the Welcome Break Hotel in question.

If any guest causes damage or loss of any kind to the Welcome Break Hotel or other guests or their property, you (as the person making the reservation) will be responsible for that damage or loss and you shall be liable to pay to Welcome Break on demand the amount required to make good or remedy such damage or loss.

If any guest causes damage to the Welcome Break Hotel, other guests, their property, or fails to follow the rules relating to alcohol consumption, or otherwise breaches any of these terms and conditions, Welcome Break reserves the right to:

a) cancel the reservation(s) with immediate effect and (if appropriate) eject you from our premises;

b) cancel key cards;

c) restrict access to the Welcome Break Hotel;

d) remove guest items from the room and Welcome Break Hotel, disposing of such items (at no cost and no liability to Welcome Break) to a local charity, to the extent such items are not collected from us within 7 days of removal;

e) retain all sums paid by you and/or charge you the full amount of your reservation; and/or

f) refuse or cancel future reservations from you, and/or refuse you entry or accommodation at any of our Welcome Break Hotels.

Welcome Break reserves the right to decline or cancel reservations made as well as stays in progress by those who have previously breached these terms and conditions (as may be updated from time to time), whether the reservation is in the name of the relevant individual(s) or not.

Welcome Break will not be liable for any refund or compensation in any of the above circumstances.

Neither you nor any member of your group in the case of a Group Reservation may resell or transfer your reservation (or any part of it including any extras), nor advertise, market, or otherwise offer any Welcome Break Hotel room for sale either on its own or as part of an offer. Welcome Break will not accept or honour any reservations made in this way and will not accept any liability for refusing to do so.

 

  1. Families and Children

Children are classed as being under the age of 16 years. Children will only be permitted to stay if a parent or guardian over 18 is also booked to stay in the same room for the same period of time. Guests aged 16 or 17 years will be permitted to stay in separate room(s) under the responsibility of a parent or guardian staying at the Welcome Break Hotel for the same period of time.

Unless otherwise specified by us, the maximum room occupancy is two adults (17 years and above). Guests must not exceed the maximum occupancy for the room allocated. We reserve the right to conduct checks on room occupancy and compliance with this paragraph 14 with no prior notice to you. Occupancy is not transferable and guests should occupy the rooms which have been allocated to them.

Family Rooms sleep up to 2 adults and 2 children. The layout of all our rooms is detailed when booking online, as the configuration may differ between Welcome Break Hotel locations.

Sofa beds and extra beds are not full-size beds and may not be suitable for some adults. Please call your chosen Welcome Break Hotel for advice before booking.

Cots are available upon request at no extra charge and are subject to availability. We do offer accessible bedrooms which are specially adapted for customers with disabilities. For more information please contact the relevant Welcome Break Hotel directly.

We reserve the right to request valid photographic proof of a guest's identity and age, so please ensure that you and any members of your group bring this with you. If proof of identification and/or age is not produced on request, we reserve the right to terminate your reservation(s).

 

  1. Reservations with Pets

With the exception of the Ramada East Kilbride hotel, all Welcome Break Hotels are domestic-pet friendly. Only domestic pets that have been added to your reservation are permitted to stay with you during your stay at Welcome Break Hotels. You can select this additional option as part of the reservation process or contact the Welcome Break Hotel directly.

There is a limit of two pets per room. This is to ensure that there is an appropriate amount of space in the rooms to safely exit in case of an emergency. Additional pets may be requested, however this must be confirmed with the Welcome Break Hotel ahead of your stay and is subject to management approval. Please contact the Welcome Break Hotel directly for any requests or queries in this regard, including details of the total number of animals, type, and size.

Pets are not permitted in any restaurant or bar areas at any time. You must not leave animals unattended in any rooms or public areas at any time. Dogs must be kept on leads in public areas at all times.

It is expected that guests tidy up after their pets. This includes, but is not limited to, the room, communal hotel areas and outside any buildings whilst on site. Welcome Break reserves the right to charge a deep clean and/or maintenance fee on check out should this be necessary. If any of these terms and conditions are not adhered to, Welcome Break reserves the right to terminate any guest's stay and decline future stays should this be deemed necessary.

Guide, assistance, and hearing dogs are exempt from access limitations and stay fees, however cleaning charges may apply if appropriate. Please notify the Welcome Break Hotel in advance that you are intending to bring such a dog with you.

Please note that the Ramada East Kilbride does not accommodate pets of any sort. However, guide, assistance and hearing dogs are permitted in accordance with this paragraph.

 

  1. Special Requirements

Welcome Break will make every possible effort to ensure that any of our guest's requirements or special requests are met, however all rooms are subject to availability. We apologise in advance if your particular requirements cannot be met.

Welcome Break may be forced (or reasonably required for any legitimate purpose) to temporarily suspend access to and/or from any of its Welcome Break Hotels without notice to guests, especially for technical reasons involving maintenance or for safety or security purposes, and will not incur any liability in doing so.

 

  1. Car Park

It is possible for guests to park vehicles at all Welcome Break Hotel sites.

Where room reservations are made directly through the Welcome Break website (Motorway Hotels | Service Area Hotels | Welcome Break), guests will be entitled to free parking for the duration of their stay.

However, where reservations have been made through a third-party platform, you will be entering into an agreement with that third-party and there may be charges for parking either at the point of reservation or on arrival at the car park.

Whether reservations have been made through a third-party or direct on the Welcome Break website, HGVs, lorries, light goods vehicles and other larger vehicles may need to be parked in designated areas which may incur an additional charge.

As Welcome Break sites operate automatic plate recognition systems, all vehicles will have to be registered by guests on arrival at the Welcome Break Hotel (whether or not a guest has made the reservation direct through the Welcome Break website or via a third-party),

Welcome Break shall not be liable in any circumstances for any loss or damage to vehicles which guests bring to the Welcome Break Hotel or for any property left in them regardless of whether they are parked in a car park connected to the Welcome Break Hotel or not.

 

  1. In Room Facilities

Welcome Break Hotel rooms come with bed linen, towels, soap, shower gel, FreeView TV, a hairdryer, tea & coffee making facilities and access to standard Wi-Fi. Each room shall have an ensuite bathroom with either a walk-in shower or shower over the bath – the exact details of shower configuration will be provided in your room description.

 

  1. Use of Wi-Fi and Internet

Where a Welcome Break Hotel makes Wi-Fi and/or an internet connection available for use by guests (whether included in the reservation or for an additional fee), you must comply with the security policy of the applicable internet service provider.

You must not use any internet access provider by Welcome Break to download or access any unlawful or obscene material, or cause unreasonable disturbance to other guests or any Welcome Break staff.

In using any internet connection provided by Welcome Break, you acknowledge and accept that Welcome Break does not accept any liability for inconvenience or damage arising as a result of you using the internet network, including but not limited to:

a) the poor or failed transmission and/or reception of any data and/or information over the internet;

b) the failure of any reception equipment or lines of communication; or

c) any malfunction of the internet network that prevents Welcome Break's websites from operating properly and/or booking and managing reservations.

 

20. Communal Facilities

Where a Welcome Break Hotel offers fitness rooms, guest access will be in accordance with any special conditions or schedules applicable to the Welcome Break Hotel. Access to any fitness facilities is strictly off-limits to children.

To use fitness facilities, guests must bring suitable sports clothing and footwear and respect the sanitary rules, any internal regulations, and applicable advice on usage of the facilities in each Welcome Break Hotel.

The opening hours of the restaurant, bar and other facilities are specific to each Welcome Break Hotel and are subject to change at Welcome Break's discretion without prior notice being given to guests.

 

  1. Non-smoking policy

All of our Welcome Break Hotels operate a strict No-Smoking policy within the premises. This includes vaping and the smoking of e-cigarettes. Smoking anywhere inside the premises including your room will result in a £120 fine (inclusive of VAT). Smoking is permitted in designated outdoor spaces.

 

  1. Personal data

Welcome Break shall administer all personal data in accordance with the terms of its Privacy Policy.

 

  1. Charge-backs

By making a reservation at a Welcome Break Hotel, you agree not to make chargeback claims with your card provider when you are in breach of these terms and conditions. In the event you feel that you are entitled to make a chargeback claim as you believe your claim is outside the scope of our terms and conditions you agree to ask your card issuer to contact us in writing so we can discuss your claim before your card issuer makes any decision to initiate a chargeback. Furthermore, you agree that if the card issuer initiates a chargeback without first contacting Welcome Break to discuss your claim, we may charge your credit/debit card for the disputed amount plus a £10.00 administration fee. If you and the card issuer follow these terms and conditions and the card issuer finds in your favour, then we will respect that decision.

 

  1. Food and Drink

Guests are not permitted to bring outside food and drink into communal areas of a Welcome Break Hotel premises without advance permission from a member of staff. This includes all alcoholic beverages from outside of the Welcome Break Hotel premises.

Guests must follow all site-specific rules, policies and guidance relating to alcohol, and obey all instructions from Welcome Break staff relating to alcohol consumption on site.

If any guest fails to observe the rules relating to alcohol consumption, Welcome Break may exercise any of its rights outlined in paragraph 14 above, including (but not limited to) the right to cancel a guest's reservation(s) with immediate effect and (if appropriate) eject them from the premises;

 

  1. FAQs

Please refer to our FAQs on our website for further information.

 

  1. Our liability to you

Nothing in these terms and conditions will have the effect of excluding Welcome Break's liability for death or personal injury arising from our negligence, or that of our employees or agents, nor do we seek to exclude our liability for fraudulent misrepresentation by us, our employees or agents.

Welcome Break accept no liability for failure to meet any of our obligations for reasons beyond our reasonable control. If Welcome Break breach these terms and conditions for any reasons within our control, we shall only be liable for direct losses which are reasonably foreseeable as a consequence of such breach.

Unless prohibited by applicable law, Welcome Break shall not be liable whether in contract, tort (including negligence) or for breach of statutory duty, or by any other means, for any indirect or consequential losses suffered by you.

In the event that Welcome Break is liable for breach of these terms and conditions, our maximum liability to you whether in contract, tort (including negligence) or for breach of statutory duty shall not exceed the total price of your reservation, unless the Hotel Proprietor's Act 1956 applies, in which case our liability will be limited to the maximum amount prescribed under that Act.

 

  1. Rights under this contract

This contract is formed upon confirmation of your reservation. No other person shall have any rights under this contract, whether under the Contracts (Rights of Third Parties) Act 1999 or otherwise.

Non-business customers have certain rights under consumer protection legislation. Nothing in these terms and conditions will affect those rights.

 

  1. Severability

If any part of these terms and conditions is deemed to be invalid, illegal, or unenforceable for any other reason then that part shall be deemed deleted and will not affect the validity and enforceability of the remainder of these terms of conditions. Any delay or failure by Welcome Break to enforce any of our rights and remedies under these conditions or otherwise in law shall not be construed as a waiver by us of those or any other rights or remedies.

 

  1. Governing Law

These terms and conditions, their subject matter and formation (and any non-contractual disputes or claims) are governed by and construed in accordance with the laws of England. All parties agree that the courts of England and Wales will have non-exclusive jurisdiction over any claims arising from, or related to your reservation and/or experience staying at a Welcome Break Hotel.

 

Company contact details

Welcome Break Group, Vantage Court, 2 Tickford Street, Newport Pagnell, Bucks, MK16 9EZ.

Telephone: 01908 299700

Welcome Break Holdings Limited, Registered England and Wales: 03290817.