These terms and conditions apply to all bookings made with The White Swan Inn, whether via our website, online via 3rd party, by email or over the telephone. They contain important information about your stay and we kindly ask that you read these carefully. If there is anything you would like to discuss regarding your booking or these terms and conditions, please don’t hesitate to contact us.

WHO WE ARE

Buchanan 1983 LTD trading as The White Swan Inn is a family-owned business located in Pickering, North Yorkshire YO18 7AA.

General Manager: Simon Cornish

Directors: D.M.S Buchanan F.H.C.I.M.A.  |  C.E. Hubbard  |  V.J. Buchanan

Registered Office: Market Place, Pickering, North Yorkshire YO18 7AA

Registration No: 721349 | VAT No: 181 9745 29

RATES:

Please note our rates stated are at a starting from price, and fluctuate throughout the year depending on season. We often run special offers and late room rate, which you can view here.

ONLINE AVAILABILITY:

The availability shown online is live and always up-to-date. If you can’t find the date you are after, please email welcome@white-swan.co.uk and we will contact you should a room become available.

ACCOMMODATION FRAUD:

Please be aware of accommodation fraud. Unfortunately, it does exist.

Accommodation fraud is when you pay money through a booking agent for a hotel reservation, but the reservation does not exist.

Protect yourself from accommodation fraud:

• Be aware that fraudulent adverts do exist. If you have any doubts always contact us direct.
• The safest way to protect yourself from booking hoax accommodation is to book directly through our own website or over the phone. Here you will find the cheapest available rate and all our special offers.
• If you decide to book independently through a third-party agent, you should exercise caution. Our affiliates are booking.com, Expedia, Staylists and Speedy Booker we do not have a contractual agreement with any other 3^rd party agent.
• We always make every effort to ensure our partners’ rates are within 10% of the direct booking price. If you see a cheaper rate it is highly likely that it is fraudulent.

CHANGING OR CANCELLING YOUR BOOKING:

If you wish to make a change to your booking, please contact us. We will let you know if the change is possible and will send you a confirmation email with the new booking details if the change has been accepted.

We will do our best to avoid having to cancel your booking however, where necessary, we reserve the right to cancel your booking at any time. In such circumstances, we will provide you with a full refund and we will have no further liability to you in relation to the cancellation. In the event of over-booking, we will assist you with relocation to an alternative hotel.

All reservations must be guaranteed with a credit/debit card. Cancellations must be made no later than 48 hours prior to arrival. 48hrs are calculated from 15:00 current local time for London on the day of your arrival. Please note where a deposit has been paid it will be non-refundable. For cancellations made within 48hrs of arrival, the first nights’ accommodation charge will be taken.

CHECK IN & CHECK OUT TIMES:

Guests may check in at any time from 15:00 on day of arrival. On departure, we kindly ask that guests vacate no later than 11:00am.

Early check-in and late check-out can be arranged with reception but may be subject to a charge of £20.

CHILDREN:

Children are more than welcome at The White Swan Inn. The hotel is a wonderful location for exploring the North Yorkshire Countryside and there are many family friendly attractions and places of interest within a short distance.  

• Babies stay free. 
• Children over 2, sharing a parent or guardians room, are charged at £35 per child, per night including bed and breakfast and VAT. Dinner is not included and will be charged as taken.
• Children aged 16 years and upwards are classed as adults and will therefore need to stay in their own room. Where possible we will offer adjacent rooms.
• Children staying in their own room will be charged at the applicable room price that applies to the dates and duration of their stay. 
• Our Children’s menu is  available at lunchtime until 2pm  and from 6.00pm by prior arrangement. Children are welcome to eat from the restaurant menu but child portions from that menu are not available. 
• Guests under 18: Please note that all guests under the age of 18 must be accompanied by an adult during their stay.

CHARGES:

Upon check-in, we may request a valid credit or debit card. A pre-authorisation for the full room rate (unless already paid in advance) may be taken upon arrival. If you paid a deposit with a card, you may need to present the same card at check-in. If this is not possible, we may need to refund the original payment and process the charge on a new card.

Any additional charges incurred during your stay, such as food and drink or other extras, must be settled upon check-out. If you’d like to use a different payment method at that time, just let us know. Please review your bill before departure, as we may not be able to adjust charges after you’ve checked out.

DURING YOUR STAY:

During your stay, we ask that you comply with the following house rules:

Accidents:

Guests must report any accident or injury they or their guests may have whilst on the premises immediately to a member of management and in any event, within 24 hours of the incident. This information is needed in order to comply with health and safety obligations and for insurance purposes

Damage to our property:

We reserve the right to charge guests the cost of rectifying damage caused by the deliberate, negligent or reckless act of the guest to the Inn’s property or structure. Should this damage come to light after the guest has departed, we reserve the right to make a charge to the guest’s credit / debit card, or send an invoice for the amount to the registered address. We will however make every effort to rectify any damage internally prior to contracting specialists to make the repairs, and therefore will make every effort to keep any costs that the guest would incur to a minimum.

Damage & Loss: 

All reasonable efforts are made to provide a secure hotel environment. Nevertheless, the risk of theft, damage or loss of our guests’ personal possessions cannot be eliminated entirely, and we strongly advise you safe keep valuable items such as jewellery or large amounts of cash. Management reserves the right, in its sole discretion, to refuse to store any personal property of guests.

We shall not be liable for any loss or damage suffered by our guests or to their property. However, this does not exclude or limit in any way our liability where it would be unlawful to do so, and which includes liability for death or personal injury caused by our negligence (or the negligence of our employees, agents or subcontractors) and for fraud or fraudulent misrepresentation.

Market Day:

If arriving or departing on a Monday, please note: Pickering Market takes place during the hours of 8am and 4pm and the road is closed. You are still permitted access to drive up or down the Market place as The White Swan has authorization through the Ryedale Council we just politely ask that you drive slowly and use your hazard warning lights. If you have any problems, please contact Reception on 01751 472288.

Our Rooms:

The images of our rooms and facilities on our website are for illustrative purposes only. Every room is unique and the facilities you use during your stay may vary slightly from those images. Your reservation is for a particular type of room and, whilst we will try to accommodate specific room requests, unfortunately we cannot guarantee that you will be able to stay in a specific room during your stay.

Pets:

Pets are welcome to stay in specific pre-allocated Hideaway bedrooms. Should you wish to bring your four legged friend with you, by prior arrangement, then please note charges apply.

We kindly ask you not to leave your dog in the room unattended and that you do not allow your dogs on any soft furnishings. We will pass on any excess cleaning or repair costs that might arise.

We ask that you keep dogs on a lead at all times when in public areas.

If your dog gets dirty on a walk (which let’s face it, most dogs love to do) please clean them down before coming back in. We have a hose or watering can that you can use on request but please bring towels for drying.

Dogs are not permitted in the restaurant so if you wish to bring your dog to meals please ask for a table in the bar.

As always, doggy deposits should be bagged and binned. There are dog poo bins located around the car park so please use them. If you have forgotten or have run out of dog bags please ask as we normally have some available.

For practical reasons we limit the number of dogs in a room to 2.

Parking:

We are unable to take responsibility for your car or any belongings that are in your car whilst you are onsite.  Please make sure that all valuables are removed from your car.

Restaurant Reservations:

If you have reserved a table in our restaurant and change your mind or decide that you no longer wish to dine during your stay, please kindly let us know as soon as possible.

While we try our best to accommodate all our staying guests, we do not guarantee we can accommodate guests who have not made reservations.

Service Charge

A discretionary service charge of 10% is applied to food and drink bills. This charge is shared among our team, as we believe everyone plays a role in delivering a warm and welcoming experience. If you’d prefer not to pay it, just let us know, and we’ll be happy to remove it from your bill.

Smoking:

Smoking including e-cigarettes, both of which will activate the fire alarm, is not permitted on the premises, and any persons wanting to smoke must do so outside of the building. Smoking in the bedrooms attracts a mandatory room ‘out of order’ charge of one night’s tariff. We also reserve the right to terminate the remainder of your stay in the event that we find you have failed to comply with our smoking policy.

CONFERENCE AND EVENT BOOKINGS:

Each conference, function or event will have their own specific terms and conditions regarding booking, payment and cancellation. These terms must be signed and returned within the stated period. 

Any special dietary requirements must be advised to the hotel a minimum of 4 days prior to the event otherwise the hotel cannot guarantee to fulfill the request although all efforts will be made to do so

ROOM HIRE:

The Bothy is available for private hire and is subject to a minimum charge of £100

OTHER IMPORTANT TERMS:

PERSONAL INFORMATION:

We will use the personal information you provide to us in accordance with our Privacy Policy and in line with GDPR regulations.