booking conditions & house rules

It is important to comply with the booking conditions.

Check-in information 

Check-in: from 4 pm.

A valid ID & credit Card on the guest's name are required at check-in.


In a Belgian accommodation the guest is obliged to show a valid ID. If the guest can't show a valid ID we remain the right to cancel the stay due to safety reasons. 

Check out: 11 am. Late check-out option available. In that case, the room must be vacated by noon (12h). This is subject to availability.  

Adults only

We understand that children, of all ages, need specific places and spaces to let off steam in order to be a child. Given the interior design of the appartement, there are many precious elements that prevent us from complying with this. For that reason, Studio Penelope chooses not to allow children and babies in the hotel. Reservations made and wishing to check in with children are not in accordance with our booking conditions. Therefore, management reserves the right to cancel the reservation in accordance with our cancellation policy.

The apartment can only accommodate max. 2 persons. If we notice extra people are staying in the apartment  we have the right to charge the deposit. Furthermore we have the right to terminate the stay if the extra persons will not leave the apartment.  There will be no refund whatsoever for the rest of the stay. 

Pets

Pets are not allowed even small cutes ones,unless they are assistance dogs for people with disabilities. Should pets be brought, excluding assistance dogs, the management reserves the right to cancel the reservation in accordance with our cancellation policy.

Photo shoots and film recordings

A shoot of the interior, recording a commercial, a commercial shoot, product photography, a fashion shoot, photos for portfolios, ... is a service for which you need written permission from us. The management always has the final judgment in this regard. The hotel also applies very strict conditions to this. 

Making a hotel booking can in no way be seen as permission for shoots or film recordings and does not give the guest any rights associated with it. Violation will lead to an immediate termination of your stay and the payment of a compensation of 4500 euros. If the apartment is used in this way without the written permission of Studio Penelope BV, this also has the consequence that the guest can be legally prosecuted. 

You can book photo shoots or film recordings and check our rates on the site

Cancellation policy

Hereby our conditions and cancellation policy. The applied amounts and percentages are to be paid by the guest.

  • - Between 3 and 0 day(s) before arrival: 100% (= no refund)
  • - Between 21 and 8 days before arrival: 50% 
  • - More than 3 weeks before arrival: 35%
  • - if you book a non-refundable rate, no refund will be made

 

If the booking has been made through other booking channels (eg; Airbnb or Booking.com), the cancellation conditions stated there will apply to your reservation. However, all other provisions of these booking conditions remain applicable to each reservation.

By making a reservation, the first named person on the reservation agrees on behalf of all persons detailed on the reservation that:

  • - He/she has read these Booking Conditions and has the authority to and does agree to be bound by them.
  • - He/she consents to our use of information in accordance with our Privacy Policy;
  • - He/she is over 18 years of age and were placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services; and
  • - He/she accepts financial responsibility for payment of the reservation on behalf of all persons detailed on the reservation.
  1. Making a reservation

To reserve a room with us, please follow the instructions on the website.

Please check the details of your reservation are correct before you submit your reservation request. We will not be liable for any delay or non-performance of your reservation if you provide us with incorrect information.

Your reservation is confirmed, and a binding contract will come into existence between you and us as soon as we have issued you with a confirmation with a valid confirmation number that will confirm the details of your reservation and will be sent to you. Upon receipt, if you believe that any details on the confirmation are wrong or if you require any changes to be made, you must contact us immediately as it may not be possible to make changes later.

We reserve the right to refuse a reservation and decline to issue a confirmation at our absolute discretion.

  1. Paying for your reservation

Payment can be made by credit/debit card or for reservations +7 days ahead, banc transfers are possible too. 

full prepayment of your reservation amount will be requested at the time of booking in which case you credit/debit card will be charged with the full reservation amount at any time between the time of booking and the check-in date.

If we do not receive all payments due in full and on time, we are entitled to assume that you wish to cancel your reservation. In this case, we will be entitled to keep all monies paid or due at that date and you must pay the cancellation charges notified to you at the time of booking. 

Payment for any incidental extras are made through our guest manage system and must be made directly to us before you leave at your time of check out.

  1. Prices

The price of your reservation and the terms upon which payment, changes and cancellations are made will vary according to booking type and other factors, and you will be notified of these terms at the time of booking. Please note that all rates are subject to availability.

Our prices are based on a ‘dynamic pricing’ model and will therefore fluctuate depending on supply and demand. The price of your reservation will be confirmed at the time of booking and shall not be amended in case of rate fluctuation between the date you booked your stay and your arrival. You must always check the price at the time of booking.

Unless stated otherwise on the Site, additional services (breakfast, sauna, etc.) are not included in the price. 

Prices will also vary depending on the currency chosen by you for payment and any exchange rate differences. Conversion into foreign currency could be given as an indication and is non-contractual. Only the currency confirmed on reservation is guaranteed (if this currency is different from the one used in Belgium, possible exchange fees will remain the customer's responsibility). 

We reserve the right to correct errors in both advertised and confirmed prices. We will do so as soon as we become aware of the error.

The price of your confirmed reservation is subject at all times to the correction of errors and changes arising from government action such as changes in VAT or any other government-imposed changes, and changes in the exchange rates of currency, and we reserve the right to pass on to you any increases in the price of your confirmed reservation as a result.

  1. Accuracy

We endeavor to ensure that all the information and prices both on our Site and marketing material are accurate; however occasionally changes and errors occur, and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to your chosen reservation before you make your booking.

  1. Changes by you

Should you wish to make any changes to your confirmed reservation, you must follow the procedure outlined in your booking confirmation. Whilst we will try to assist you, we regret amendment requests cannot always be met. Where an amendment can be made, you will be liable for payment of any additional costs incurred by us. See also any specific terms notified to you at the time of booking. 

  1. Cancellation by you

Should you wish to cancel your reservation once it has been confirmed, you must follow the procedure outlined in your booking confirmation.

Please note that certain reservations are non-refundable in the event of cancellation once the reservation has been confirmed. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

 

  1. Curtailment

If you decide to check-out before you’re due to, we cannot refund the cost of the remainder of your reservation which you have not used or be liable for any associated costs you may incur. Depending on the circumstances, your travel insurance may offer cover for curtailment, and we suggest that any claim is made directly with them.

  1. If we cancel your reservation

We may cancel your reservation at any time with immediate effect by giving you written notice (including by email) if you fail to make all payments applicable to your reservation in full and on time, or you otherwise breach a material term of these Booking Conditions. This is in addition to any other legal rights and remedies we may have as a result of your breach of contract. 

We may in exceptional circumstances be required to cancel your reservation due to ‘Force Majeure’. If this happens, we will notify you as soon as possible and:

  • - If you have already paid for your reservation, we refund your payment to you; or
  • - If you have not yet paid for your reservation, you will not be required to do so.

We regret we cannot meet any expenses or losses that you may incur as a result of such change or cancellation.

For the purposes of this clause, ‘Force Majeure’ means any event which we could not, even with all due care, foresee or avoid as a result of which we cannot provide you with your room.

  1. Insurance

You are strongly recommended to take out personal travel insurance for all members of your party. It is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs. We do not check insurance policies.

  1. Special Requests 

If you have any special requests, you must advise us at the time of making your reservation. Although we will do our best to fulfill any reasonable requests, the fact that a special request has been noted on your confirmation or any other documentation is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed. We do not accept reservations that are conditional upon any special request being met.

  1. Disabilities and Medical Problems

If you or any member of your party has any medical problem or disability which may affect your stay, please tell us before you make your reservation so that we can advise as to the suitability of the chosen room. In any event, you must give full details in writing at the time of making your reservation. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline the reservation or, if full details are not given at the time of booking, cancel when we become aware of these details.

  1. Complaints

If you wish to complain during your stay, please inform us immediately so we will endeavor to put things right.

If you still feel your complaint has not been resolved and you reside in an EU member state, you can also access the European Commission Online Dispute (ODR) Resolution platform.

  1. Behaviour

When you make a reservation, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid directly to us at the time. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions. Studio Penelope BV reserves the right at any time to terminate your stay or that of any member of your party due to misconduct, where justified in their reasonable opinion. No refunds will be given. Furthermore, we shall not be under any obligation whatsoever to pay compensation or meet any costs or expenses you may incur as a result of your stay being terminated. Parties are not allowed at any time. 

  1. Our Liability

We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:

  • - the act(s) and/or omission(s) of the person(s) affected.
  • - the act(s) and/or omission(s) of a third party unconnected with the provision of the accommodation contracted for and which were unforeseeable or unavoidable.
  • - unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or
  • - an event which we could not, even with all due care, have foreseen or forestalled.

We limit the amount of compensation we may have to pay you if we are found liable to you for any reason whatsoever, as follows:

  • (a) loss of and/or damage to any luggage or personal possessions and money or claims involving illness: the maximum amount we will have to pay you in respect of these claims is an amount equivalent to the excess on your insurance policy which applies to this type of loss per person in total because you are assumed to have adequate insurance in place to cover any losses of this kind.
  • (b) Claims not falling under (a) above and which don’t involve injury or death: the maximum amount we will have to pay you in respect of these claims is twice the price paid by or on behalf of the person(s) affected in total. This maximum amount will only be payable where you have not received any benefit at all from your booking.

It is a condition of our acceptance of liability under this clause that you notify any claim to us strictly in accordance with the complaints procedure set out in these conditions.

Where any payment is made, the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.

Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description: (a) which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you; or (b) relate to any business.

We will not accept responsibility for services or facilities which do not form part of our contract with you. Excursions or other tours that you may choose to book or pay for whilst you are at the hotel are not part of your contracted arrangements with us.

Photographs displayed on the Site are not contractual. Although every effort is made to ensure that photographs, graphic images and text used to illustrate hotels provide as accurate an impression as possible of the accommodation offered, variations may occur, in particular as a result of changes to furniture or possible renovations.

Hyperlinks in the booking confirmation may link to sites other than the Site and we accept no responsibility for the content of these websites or the services offered on them.

  1. Disputes

Guests should first contact us to attempt to resolve the dispute amicably. 

  1. Applicable law & jurisdiction

Without prejudice to any mandatory protective provisions that may be applicable in your country of residence, we both agree that these Booking Conditions and any agreement to which they apply shall be governed in all respects by Belgian law and that any dispute will be dealt with by the Courts of Belgium, more specific those responsible for the place where the accommodation is situated only.

  1. Modification of the Booking Conditions

These Booking Conditions may be modified and/or supplemented at any time by us. In this case, the new version of the Booking Conditions will be put online by us and will automatically apply for all customers with immediate effect.

  1. Special conditions

1) Guests must comply with the current Covid measures imposed by the government. Violation of this can lead to cancellation of the stay.

2) The hotel has a strict no smoking policy in the entire building. Smoking is only allowed in the designated area in the courtyard of the hotel. Under no circumstances is smoking allowed inside. If this does happen, a fee of 250 euros will be charged and this can also lead to the cancellation of the further stay.