These terms apply to accommodation and other bookings made directly with The White Swan Inn. Please read them before making a booking.
The White Swan Inn is operated by Buchanan (1983) Limited, a company registered in England and Wales under company number 00721349.
Registered office: The White Swan Hotel, Market Place, Pickering, North Yorkshire, YO18 7AA
VAT number: 181 9745 29
Telephone: 01751 472288
Email: welcome@white-swan.co.uk
A booking is confirmed once you receive confirmation from us by email or another agreed method.
Please check your confirmation carefully and let us know as soon as possible if anything is incorrect.
The person making the booking must be aged 18 or over and is responsible for ensuring that all guests included in the booking are aware of and comply with these terms.
Availability and prices shown online are subject to change until a booking has been confirmed.
Our room rates vary according to date, room type, availability and rate plan.
The total accommodation price, including VAT and any mandatory charges, will be shown before you confirm your booking.
Any optional extras, upgrades, food, drinks or other services not included in your chosen rate will be charged separately.
We take reasonable care to ensure that prices are shown correctly. If we identify an obvious pricing error after a booking has been made, we will contact you as soon as reasonably possible. Where appropriate, you will be given the option to continue with the booking at the correct price or cancel and receive a full refund of any amount already paid.
Most of our standard flexible accommodation rates do not require payment in advance, although a valid payment card are required to guarantee your booking.
Different payment conditions may apply to advance purchase rates, special offers, packages, group bookings and other promotional rates. Any such conditions will be made clear before you book and will form part of your booking terms.
You are responsible for paying any balance due, together with any additional charges incurred during your stay.
Unless different conditions are stated when you book, standard flexible accommodation bookings may be cancelled without charge until 3.00pm UK local time, two days before your scheduled arrival date.
If you cancel after this time, the first night’s accommodation will be charged.
If you do not arrive for your booking and have not cancelled in accordance with the applicable cancellation policy, the full accommodation cost of the booking will be charged.
If the cancellation terms shown on your booking confirmation differ from the above, the terms shown on your confirmation will apply.
Some rates and offers may require full or partial payment at the time of booking and may be non-refundable or non-transferable.
Where this applies, it will be clearly stated before you complete your booking.
Special offers and packages may also have their own booking periods, minimum-stay requirements, cancellation conditions, inclusions or restrictions. The specific conditions shown with the offer will apply in addition to these general terms.
If you would like to change the dates, room type or other details of your booking, please contact us.
Changes are subject to availability and may result in a change to the price of your stay.
Where a booking was made on a non-refundable, advance purchase or promotional rate, changes may not be possible unless the rate conditions specifically allow them.
If you book through an online travel agent, travel company or other third party, their payment, amendment and cancellation conditions may also apply.
Please contact the company you booked through if you wish to change or cancel that booking unless they specifically advise you to contact us directly.
Our hotel policies relating to matters such as guest conduct, smoking, damage and the use of the property still apply during your stay.
We recommend booking directly through white-swan.co.uk or through a recognised booking partner. If you are unsure whether a website or booking confirmation is genuine, please contact us before making payment.
We will make every reasonable effort to honour confirmed bookings.
In exceptional circumstances, we may need to change or cancel a booking, for example because of circumstances beyond our reasonable control, serious safety or security concerns, or circumstances that make it impossible for us to provide the accommodation booked.
If we have to cancel your accommodation for a reason that is not your fault, we will refund any amount you have paid to us for the affected accommodation and, where reasonably possible, assist you in identifying alternative accommodation.
Nothing in these terms affects your statutory rights.
Check-in and check-out times are shown on your booking confirmation and on our website.
If you expect to arrive significantly later than planned, please contact us so that we can make appropriate arrangements.
Requests for early check-in or late check-out are subject to availability and may carry an additional charge unless included within your chosen package or offer.
Guests aged 16 and over are classed as adults for accommodation purposes and require their own room.
Guests under 18 must be accompanied by a responsible adult aged 18 or over.
Please contact us before booking if you require additional beds, cots or particular room arrangements for children, as not all bedrooms can accommodate them.
Pet dogs are welcome in designated Hideaway bedrooms by prior arrangement.
We allow up to two dogs per room, charged at £15 per room, per night.
Pet dogs are not permitted in the main restaurant but are welcome in our designated dog-friendly dining area.
Guests are responsible for their dogs throughout their stay and for any damage or additional cleaning reasonably required as a result.
Please tell us when booking if you intend to bring a dog so that we can ensure you have reserved a suitable bedroom.
Assistance dogs are not treated as pets and are welcome in guest areas, including our restaurant.
If you are travelling with an assistance dog or have any other accessibility requirement, please contact us if there is anything we can do to make your visit more comfortable.
The White Swan is a historic 16th-century property and parts of the building have limited accessibility.
Bedrooms within the main inn are located on the first and second floors and there is no lift.
Our Hideaway accommodation is located at ground-floor level and may be more suitable for guests who find stairs difficult.
We encourage guests with particular accessibility requirements to contact us before booking so that we can discuss their needs and help identify the most suitable accommodation.
We will make reasonable adjustments where appropriate and practicable.
Free off-street parking is available for hotel guests.
Vehicles and any belongings left within them remain the responsibility of their owners, except where loss or damage results from something for which we are legally responsible.
Local access arrangements may occasionally change because of events, markets or road restrictions. Please follow local signage and contact us if you need assistance reaching the hotel.
An accommodation booking does not automatically include a restaurant reservation unless dinner is specifically included within your chosen rate or package.
We recommend reserving a table in advance, particularly at busy times.
Where a package includes a food or dinner allowance, the value, date of use and any other conditions will be stated within the offer or booking confirmation.
A 10% discretionary service charge may be added to food and drink bills.
This charge is entirely discretionary and can be removed on request.
Smoking and vaping are not permitted inside the hotel or bedrooms.
If smoking or vaping takes place in a bedroom or other non-smoking area, we may charge the reasonable additional cleaning, deodorising, repair and/or room-out-of-service costs incurred as a result.
Guests are expected to take reasonable care of the hotel, its rooms, furnishings and equipment.
We may recover the reasonable cost of repairing or replacing property that is deliberately, negligently or recklessly damaged by a guest, together with any reasonable associated costs arising directly from that damage.
If damage is identified after departure, we will provide details of any charge and may charge the payment method associated with the booking where permitted, or issue an invoice.
Normal wear and tear will not be charged.
We want the White Swan to remain a comfortable and welcoming place for guests, visitors and our team.
We may refuse service or require a guest to leave the property where their behaviour is abusive, threatening, violent, illegal, seriously disruptive or presents a risk to other guests, employees or the property.
Where a stay is ended because of a serious breach of these terms, any entitlement to a refund will depend on the circumstances and the guest’s legal rights.
Please report any accident, injury, damage or safety concern to a member of the team as soon as reasonably practicable so that we can investigate and provide assistance where appropriate.
In an emergency, please contact a member of staff immediately.
Guests are responsible for taking reasonable care of their personal belongings.
Our liability for loss of or damage to guests’ property is governed by applicable law, including the Hotel Proprietors Act 1956 where relevant.
Nothing in these terms excludes or limits liability where it would be unlawful for us to do so.
Occasionally circumstances outside our reasonable control may affect our ability to provide part or all of your booking. These could include, for example, severe weather, utility failures, fire, flooding, significant transport disruption, government restrictions or other exceptional events.
If this happens, we will take reasonable steps to minimise the effect on your stay and will contact you where a material change is necessary.
Any cancellation, refund or alternative arrangement will depend on the circumstances and your applicable legal rights.
Private dining, meetings, wedding receptions, group bookings and other events may be subject to separate terms covering matters such as deposits, minimum numbers, final guest numbers, cancellation charges and payment deadlines.
Where separate event terms are issued with a quotation or booking confirmation, those terms will apply to the event in addition to these general conditions.
If there is anything you are unhappy with during your stay, please tell a member of the team as soon as possible.
Giving us the opportunity to investigate while you are here will usually give us the best chance of resolving the matter quickly.
If you would like to raise a concern after your stay, please contact:
The White Swan Inn
Market Place
Pickering
North Yorkshire
YO18 7AA
Telephone: 01751 472288
Email: welcome@white-swan.co.uk
We will review your concerns and respond as soon as reasonably possible.
Please also contact us if you believe there is an error on your final bill. We will investigate billing queries raised after departure.
Nothing in these terms limits or excludes any liability that cannot legally be limited or excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
We are responsible for losses that are a foreseeable result of our failure to comply with these terms or our failure to use reasonable care and skill.
We are not responsible for losses that were not foreseeable or for business losses arising from a booking made primarily for private leisure purposes, except where the law provides otherwise.
Nothing in these terms affects your statutory consumer rights.
We process personal information in accordance with our Privacy Policy.
Information provided when making a booking will be used to administer your reservation, provide the services you have requested and communicate with you about your stay.
Please see our Privacy Policy for further information about how we collect, use and protect personal information.
We may update these terms from time to time.
The terms that apply to your accommodation booking will normally be those in force when your booking is made, together with any specific conditions shown on your booking confirmation.
These terms and any booking made with The White Swan Inn are governed by the laws of England and Wales.
Nothing in this section affects any mandatory consumer rights that apply to you under the law.
Last updated: September 2026
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Phone: +44 1751 472288
Email: welcome@white-swan.co.uk