Article 1: Scope

1.1 These general terms and conditions apply exclusively to all agreements for accommodation and associated facilities and accommodation by Rode Kruishotel VZW, with its registered office at Polderwind 4, 8377 Zuienkerke, registered with the Crossroads Bank for Enterprises under number 0844.641.653, with email address info@domeinpolderwind.be and telephone number 050 23 07 50 (hereinafter “Hotel Domein Polderwind”).

1.2 Deviations from these general terms and conditions are only possible with mutual written agreement.

Article 2: Reservations

2.1 A reservation can only be made if the Customer guarantees the booking for his stay in advance with his credit card or by payment of the first night.

2.2 A reservation is only binding for Hotel Domein Polderwind once Hotel Domein Polderwind has confirmed this reservation in writing to the Customer.

2.3 Children up to 10 years old can stay in the parents’ room. Children up to 3 years stay free of charge in the parents’ room. For children between 3 and 10 years, an additional charge will be applied. From 11 years old, they can no longer sleep in their parents’ room, and an extra room must be booked.

Article 3: Cancellation

Cancellation by the Customer / Limited Right of Withdrawal

3.1 Except in cases of force majeure, the following cancellation conditions apply to individual reservations (limited right of withdrawal):

• In case of cancellation up to 4 days before arrival, the Customer will be refunded the amount paid. If the Customer provides a credit card as a guarantee, the due amount will be credited.
• In case of cancellation between 2 and 4 days before arrival, the Customer will be liable for 50% of the total reservation amount.
• In case of cancellation within 2 days or no-show on the day of arrival, the Customer will be liable for 100% of the total reservation amount.

3.1.2 To cancel a booking, the Customer must inform Hotel Domein Polderwind by an unambiguous written statement by registered mail or by email via info@domeinpolderwind.be.

In case of force majeure, the Customer is not required to pay compensation. Force majeure includes, among other things:

• The Customer or one of the persons traveling with him/her has become seriously ill or is unable to travel (doctor’s certificate as evidence);
• Due to government measures, your stay cannot or may not take place.

COVID-19 and the related current or future government measures are also considered force majeure.

3.1.4 The Customer must immediately notify Hotel Domein Polderwind by registered mail or by email via info@domeinpolderwind.be if a situation of force majeure arises, preventing the planned booking from taking place.

Cancellation by Hotel Domein Polderwind

3.2 Except in cases of force majeure, if Hotel Domein Polderwind is compelled to cancel the booking, Hotel Domein Polderwind will pay the Customer compensation, in accordance with the amounts and deadlines provided in this Article 3. Force majeure includes, among other things, fire, strikes by suppliers, extreme weather conditions, power outages, terrorism, events, or measures by the government that reasonably make it impossible for Hotel Domein Polderwind to remain open. COVID-19 and the related current or future government measures are also considered force majeure.

Article 4: Obligations of Hotel Domein Polderwind and the Customer

4.1 Hotel Domein Polderwind is obliged to provide the Customer with accommodation of the usual quality within the agreed period. Hotel Domein Polderwind is also obliged to provide the corresponding, usual catering services in the hotel and to provide the usual facilities.

4.2 Accommodation must be available to the guest from 3:00 pm on the day of arrival until 10:00 am on the day of departure.

4.3 The obligations mentioned in Article 4.1 and 4.2 do not apply:

• In case of force majeure on the part of Hotel Domein Polderwind;
• If the Customer does not appear on the first reserved day or only after 8:00 pm, except after written notice of the later arrival time by email to info@domeinpolderwind.be;
• If the Customer does not pay the amounts mentioned in Article 2.1 on time;
• If the Customer in any other way does not meet his obligations towards Hotel Domein Polderwind, whatever the basis.

4.4 Hotel Domein Polderwind is always entitled to cancel the agreement, without payment of any compensation, if there are sufficient indications that the meeting, stay, and/or reservation to be held by the Customer has a significantly different character than expected based on the announcement by the Customer or based on the nature of the Customer or guests, that Hotel Domein Polderwind would not have entered into the agreement if it had been aware of the true nature of the meeting.

4.5 Hotel Domein Polderwind is not obliged to accept and/or keep the Customer’s goods.

4.6 Dogs and guide dogs are only allowed in the rooms assigned by Hotel Domein Polderwind and provided that Hotel Domein Polderwind has been informed in writing at the time of booking.

4.7 Hotel Domein Polderwind makes the house rules in the hotel and on the Polderwind domain available to the Customer through information brochures and signs. The Customer is obliged to comply with these house rules.

4.8 Hotel Domein Polderwind is entitled to immediately terminate the provision of catering services to the Customer without notice or compensation when the Customer repeatedly violates the house rules or behaves in such a way that the order and peace in the hotel and/or Polderwind domain are disturbed. The Customer must leave the hotel and the domain at the first request.

4.9 Hotel Domein Polderwind is entitled to provide the Customer with alternative accommodation than that which would be made available according to the agreement, for example, in the case of overbooking or if the reserved room is not available for any reason, unless such a request is considered manifestly unreasonable and burdensome for the Customer. In the latter case, the Customer has the right to immediately terminate the relevant agreement.

4.10 The invoice for on-site expenses (meals, drinks, additional services, etc.) from Hotel Domein Polderwind is payable in cash at check-out. In case of non-payment or late payment, the Customer will, by operation of law and without notice of default, owe default interest of 8% from the date of check-out and a fee equal to 10% of the principal amount to cover extrajudicial collection costs caused by non-payment or late payment.

4.11 Damage/Smoke nuisance

We love our hotel and like to keep it tidy. If we find damage in the room where you stayed or if items were stolen from the room, charges may apply.

The entire hotel is smoke-free. As a smoker, you can use the smoking chalet on the domain if desired. Smoking in the room is absolutely not allowed. If we find that you have smoked in the room, a charge of €150 will be applied for thorough cleaning of the room and the impossibility to rent this room again after you, for 48 hours.

4.12 Theft

Hotel Domein Polderwind is not responsible for theft or damage to your personal belongings by other hotel guests or third parties during your stay. Each room has a safe, provided free of charge, where you can always store your valuable items during your stay.

4.13 Lost items

Did you lose or forget something in the hotel? Let us know for sure! We keep all lost items safe for a period of 6 months after discovery, unless they are perishable goods.

Article 5: Applicable Law and Jurisdiction

5.1 Belgian law applies to all agreements.

5.2 Disputes are exclusively subject to the jurisdiction of the courts of Bruges, Belgium, without prejudice to the rights that the Customer would have as an EU consumer to bring the matter before the court according to the mandatory laws of the place of the Customer’s domicile within the EU.