1. Booking and Confirmation

1.1 All bookings are subject to availability and are only confirmed once payment has been received or valid proof of payment has been submitted.
1.2 Upon acceptance of a quotation, an invoice will be issued via email.
1.3 Payment must be made within 24 hours to secure the reservation.
1.4 Management reserves the right to cancel or release any booking where payment has not been received within the required timeframe.
1.5 No cash payments are accepted on the premises.

2. Payment Terms

2.1 Payment may be required in full or as a deposit, as specified in the invoice.
2.2 Failure to complete payment may result in automatic cancellation without notice.
2.3 Any outstanding balance must be settled prior to check-in unless otherwise agreed in writing.

3. Check-in and Check-out

3.1 Check-in and check-out times will be communicated upon booking confirmation.
3.2 Early check-in or late check-out is subject to availability and may incur additional charges.
3.3 Guests must present valid identification upon arrival if requested.

4. Cancellation Policy

4.1 In the event of cancellation, the following terms apply:

On arrival or during stay: Full booking amount may be charged.

Premature departure: Full extent of the stay as originally booked may be charged.

0 to 28 days before arrival or no-show: 100% of the deposit is forfeited.

More than 28 days before arrival: 50% of deposit or 25% of the total booking value will be charged.

4.2 Refunds, if applicable, will be processed at management’s discretion and may be subject to administrative fees.

5. House Rules and Guest Conduct

To preserve a peaceful and high-quality environment:

5.1 No loud music or excessive noise is permitted at any time.
5.2 Music is only allowed with prior written approval from management.
5.3 No alcohol abuse is permitted on the premises.
5.4 No drinking glasses or glass bottles are allowed at the swimming pools.
5.5 Appropriate swimwear must be worn at all communal facilities.
5.6 No inappropriate behavior in the presence of children is allowed.
5.7 Guests must respect the property, staff, and other guests at all times.

5.8 Failure to comply with these rules may result in:

Immediate removal from the property

Termination of stay without refund

6. Visitors and Occupancy

6.1 Only registered guests are permitted on the premises unless prior approval is granted.
6.2 Management reserves the right to refuse entry to any unauthorized persons.

7. Housekeeping and Services

7.1 Basic housekeeping is provided daily.
7.2 Linen and towels are changed only for stays of 3 nights or longer.
7.3 No laundry or ironing services are available on the premises.

8. Damage, Loss and Breakages

8.1 Guests are fully responsible for any loss, damage, or breakages caused by themselves or their visitors.
8.2 The cost of repair or replacement will be charged to the responsible guest.
8.3 Management reserves the right to charge the guest’s account for any damages identified after departure.

9. Indemnity and Limitation of Liability

9.1 All guests enter and use the premises entirely at their own risk.
9.2 Hartebeespoort Country Hotel & Spa, its owners, employees, and representatives shall not be liable for:

Any injury, illness, or death

Loss, theft, or damage to personal belongings

Any indirect or consequential damages

9.3 Guests accept full responsibility for:

Their own safety

The safety of children under their care

The conduct of all members of their group

9.4 Any damages caused by animals, guests, or visitors remain the responsibility of the booking holder.

10. Right of Admission

10.1 The right of admission is strictly reserved.
10.2 Management may refuse entry or remove any guest whose behavior is deemed:

Disruptive

Unsafe

In violation of these Terms

10.3 Removal from the premises will result in forfeiture of all payments made.

11. Force Majeure

11.1 The establishment shall not be held liable for failure to perform obligations due to events beyond its control, including but not limited to:

Natural disasters

Power outages

Government restrictions

Acts of God

12. Privacy and Personal Information

12.1 Guest information is collected for booking and operational purposes only.
12.2 Personal information will not be shared with third parties except where required by law.

13. General Terms

13.1 The person making the booking accepts full responsibility for all guests in their group.
13.2 All guests are deemed to have read and accepted these Terms and Conditions upon confirmation of the booking.
13.3 These Terms apply to all bookings, whether made directly or through third-party platforms.

14. Governing Law

14.1 These Terms and Conditions are governed by the laws of the Republic of South Africa.
14.2 Any disputes shall be subject to the jurisdiction of South African courts.

15. Acceptance of Terms

By confirming a booking, the guest acknowledges that they have read, understood, and agreed to these Terms and Conditions in full.

16. Pet Friendly Terms and Conditions

16.1 Hartbeespoort Country Hotel & Spa is pet friendly and allows dogs on the premises, subject to prior arrangement and approval by management.

16.2 Guests must inform management before arrival if they will be bringing a dog with them.

16.3 A pet fee of R50 per dog per day will apply.

16.4 Only one dog is allowed per unit, unless management has approved otherwise in writing.

16.5 Lady Lavender and Je’T’aime are not pet friendly units, as these rooms have carpets. Dogs are therefore not allowed in these units.

16.6 Dogs must be kept on a leash at all times when outside the unit.

16.7 Guests are fully responsible for their dog’s behaviour, safety, and control at all times.

16.8 If a dog is aggressive, difficult to control, or not comfortable around people, children, staff, or other animals, the guest must rather leave the dog at home.

16.9 Guests must clean up after their dog immediately if the dog messes anywhere on the property, including gardens, walkways, campsites, or communal areas.

16.10 Dogs are not allowed on beds, couches, chairs, or any hotel furniture.

16.11 Guests must bring their own dog bed, blanket, food bowls, and any other pet items needed during their stay.

16.12 Smaller dogs are preferred. Larger dogs may be accepted at management’s discretion.

16.13 Guests bringing a larger dog may be required to complete and sign an additional responsibility form before or during check-in.

16.14 By bringing a dog onto the premises, the guest accepts full responsibility for any damage, injury, disturbance, cleaning cost, or loss caused by the dog.

16.15 If a dog bites, injures, threatens, or causes harm to any person, animal, guest, staff member, or visitor, the owner will be held fully responsible for all consequences, damages, costs, and claims.

16.16 Management reserves the right to refuse entry or ask that a dog be removed from the premises if the dog causes noise, damage, danger, discomfort, or disturbance to other guests, staff, or the property.

16.17 Any damage caused by a dog to furniture, bedding, carpets, gardens, fixtures, fittings, or property will be charged to the guest responsible for the booking.

16.18 Failure to follow these pet friendly rules may result in the guest being asked to remove the dog from the premises or leave the property, without refund.

16.19 By bringing a dog to Hartbeespoort Country Hotel & Spa, the guest confirms that they have read, understood, and accepted these Pet Friendly Terms and Conditions.