Terms and Conditions
A deposit of 50% of the total is required to secure your reservation. The balance is due 30 days prior to your arrival.
Deposits for December, January and February bookings are non-refundable.
Online Banking Transfer: 06-0601-0250515-00 Queen Charlotte Retreats Ltd.
If for any reason, The Sounds Retreat is unable to accommodate you after your booking is confirmed, we will notify you immediately by e-mail.
Cancellation within 30 days of arrival date: 100% forfeit of the total booking price.
Cancellation within 60 days of arrival date: 10% forfeit of the deposit paid.
Cancellation more than 60 days out from the date of stay - your 50% deposit will be fully refunded. Deposits for December, January and February bookings are non-refundable. Deposits will only be refunded to the credit card used to make reservation. The cost of any damage caused by adults or children to the hotel, furniture, decoration, equipment, appliances and utensils will be added to your account/bill. We are a small family run property and cancellations can affect us hugely. We do have to enforce our cancellation policy and we strongly advise that you have travel insurance to cover any unforeseen changes to your travel plans.
This Privacy and Cookie Notice explains how we at The Sounds Retreat use any personal information we collect about you.
We are committed to insuring that your privacy is protected. Under no circumstances will the details of guests be shared among individuals nor be distributed to third party organizations without consent unless legally required to do so.
What information we collect about you
When you make a booking with us or via a third party, we collect the names of all the guests who will be staying and possibly the Home address, email address, telephone number, allergy and dietary requirements of the guest or person making the booking. We also collect an Emergency contact name and telephone number. We also collect a credit card number to take the deposit and balance due as per our booking and payment policy. If you use the guest car we take a copy of your driving license and retain this copy for a period of no more than 12 months. The copy is stored in a locked filing cabinet. The copy is then shredded after 12 months or less.
How we use the information we hold on you
We use your home address as part of the card payment processing to validate the card in case verification is needed by the issuing bank.
We will use your email address to send you confirmation of the booking and an email with more details on how to find us and other information you may find useful for your stay.
After your stay you may receive an email from our booking system asking you to fill in a feedback form. We may also send you an additional email checking everything was ok with your stay and offering you ways to stay in contact with us by social media or email if you choose to do so. We may also email you requesting a review on Tripadvisor. If you leave a personal item behind we will email or call you for forwarding instructions.
We will not use your telephone number to contact you unless for an emergency and/or we have been unable to contact you by email.
We use dietary requirements and allergy information to make sure we are offering a safe and pleasant experience for your stay. We will not use the emergency contact information for any reason except in emergency where you do not arrive or are injured during your stay.
How is your data stored
All of the personal and debit/credit card data you supply us, as part of the booking process, is stored securely on third party systems: Resbook, Resonline and Payment Express. Credit card details entered are securely encrypted and all payments processed on this website are done through a certified PCI compliant payment gateway.
We do not accept credit card details by email.
Neither we nor Resbook nor Resonline nor Payment Express will share your information with any third party unless there is a legal reason for doing so.
We would like to stay in touch with you to send information about The Sounds Retreat, any special offers we may have or local events. We send occasional emails (normally no more than one every six months) to people on our distribution list. The distribution list is managed by a secure third party, Mailchimp.
Neither we nor Mailchimp will pass your details onto any third party.
All guest registration information is stored securely on Resbook and Resonline and will be stored indefinitely. Please email us directly at firstname.lastname@example.org if you would like your registration information removed from Resbook or Resonline.
Access to your information
You have the right to request a copy of the information we hold about you. If you would like a copy of this information please email us at email@example.com.
Third party websites
Our website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites and you should exercise caution and look at the privacy statement applicable to the website in question.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
Forms related cookies – When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
To help analyze how you navigate our website and compile aggregate statistics about site usage and response rates, we, with assistance from third-party analytics service providers such as Google Analytics, collect certain information when you visit our site. This information can include IP address, geographic location of the device, browser type, browser language, date and time of your request, time(s) of your visit(s), page views and page elements (e.g., links) that you click. They will not store, save or collect personal information. We use this information to provide better, more relevant content on our site, to measure the effectiveness of advertisements, to identify and fix problems, and to improve your overall experience on our site.
We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites including; Facebook, Twitter, Instagram and Tripadvisor, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that some features of this site may not work as intended.
The cookie-related information is not used to identify you personally and the pattern data is fully under our control. These cookies are not used for any purpose other than those described here.
How to control cookies
You can control and/or delete cookies as you wish by adjusting the settings in your browser (see your browser Help or www.aboutcookies.org for details on how to do this). You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.
You can set your browser not to accept cookies. See www.aboutcookies.org for more information.