Elements Suites Terms & Conditions

Please read these Terms & Conditions carefully before making a booking, purchasing a service, or using our website. By proceeding with a booking or using this website, you agree to be bound by these Terms & Conditions.

1. About Us

Elements Suites is luxury adults-only accommodation located at:

Windmill Retreat Estate
Main Road
Middlezoy
Somerset
TA7 0PD

Contact details:

2. Bookings

All bookings are subject to availability and are only confirmed once written confirmation has been issued by email.

All reservations are treated as provisional until payment or deposit has been received.

By making payment via credit/debit card or bank transfer, you enter into a binding agreement and accept these Terms & Conditions.

The person making the booking is responsible for ensuring all guests within the party comply with these Terms & Conditions.

We reserve the right to decline, amend or cancel bookings where necessary, including in cases of:

  • Pricing errors
  • Operational issues
  • Safety concerns
  • Suspected fraudulent activity
  • Misuse of facilities

We also reserve the right to refuse check-in or access to the property where we reasonably believe a guest may breach these Terms & Conditions, pose a safety risk, or negatively impact the experience of other guests.

It is the guest’s responsibility to ensure all booking details are correct at the time of booking, including:

  • Guest names
  • Dates
  • Contact information
  • Special requests
  • Room or package selection

Please contact us immediately if any information is incorrect.

3. Pricing, Deposits & Payment

All prices are quoted in pounds sterling (GBP) and include VAT at the prevailing rate at the time of payment.

Prices are based on two adults sharing a suite and are subject to availability.

Depending on the rate selected, payment terms may include:

  • A non-refundable deposit
  • Payment of the first night
  • Full prepayment
  • Payment on arrival
  • Secure pay-by-link payment prior to arrival

Deposits are non-refundable and non-transferable unless otherwise stated.

Outstanding balances are payable upon arrival unless prepaid in advance.

We accept most major credit and debit cards including:

  • Visa
  • Mastercard
  • American Express

Cheques are not accepted.

A pre-authorisation may be applied at check-in to cover incidental charges, damages, or unpaid services.

We reserve the right to amend pricing at any time; however, confirmed bookings will not be affected unless due to an obvious pricing error.

4. Rates & Inclusions

All suite rates are bed and breakfast rates based on two adults sharing.

Rates include complimentary use of the Avanto Spa Garden during your stay, subject to availability and operating hours.

Additional spa treatments, wellness experiences, food, beverages, or upgraded experiences are charged separately unless specifically included within your package.

5. Avanto Spa Garden Use

The Avanto Spa Garden is a shared wellness space exclusive to Elements Suites guests.

Spa Garden opening hours are:
9:00am – 8:00pm

By using the Avanto Spa Garden facilities, guests acknowledge and accept the inherent risks associated with heat and water-based wellness facilities.

Use of all facilities is entirely at guests’ own risk.

Guests must follow all safety instructions and facility guidance at all times.

Guests should not use the facilities:

  • Under the influence of alcohol or drugs
  • During pregnancy without medical advice
  • If suffering from medical conditions affected by heat or cold exposure
  • If advised against such use by a medical professional

We reserve the right to refuse or restrict access where necessary for health, safety or operational reasons.

6. Spa Treatments

Spa treatments at Elements Boutique Spa must be booked separately unless included within a package.

Guests are responsible for providing accurate health and consultation information prior to treatments.

We reserve the right to amend, shorten or refuse treatments for health and safety reasons.

Guests are asked to arrive at least 15 minutes prior to treatment time.

Late arrivals may result in reduced treatment time while the full treatment fee remains payable.

Spa treatment cancellations and amendments are in line with the Elements Boutique Spa cancellation policy, which can be found within the Spa Terms & Conditions section on our website.

7. Breakfast & Dining

Breakfast is included with all stays and is served in The Levels Country Kitchen from:

  • 9:00am daily
  • 9:30am on Sundays

Guests are kindly asked to advise a preferred breakfast time in advance where possible.

Please note:
The Levels Country Kitchen closes daily at 4:00pm.

Evening dining is available via room service with advance notice.

We are also happy to recommend local restaurants and dining establishments nearby.

For room service menus or recommendations, please contact:
suites@elementsboutiquespa.co.uk

While we take reasonable precautions, food prepared on-site may contain allergens. Guests must inform us of any allergies or dietary requirements prior to dining.

8. Check-In & Check-Out

Check-in is available from 3:00pm.

Check-out is by 11:00am on the day of departure.

Check-In Information

  • Monday – Friday before 5:00pm: please proceed directly to Elements Suites
  • After 5:00pm and weekends: please check in via Elements Boutique Spa Reception

Please notify us if you expect to arrive after 7:00pm.

Early check-in and late check-out may be available subject to availability and additional charges.

9. Amendments, Cancellations & No-Shows

Cancellation and amendment terms vary depending on the booking type and rate selected.

Refundable Bookings:

  • Cancellations made more than 14 days prior to arrival: no further charges apply
  • Cancellations made within 14 days of arrival, or no-shows: full booking value will be charged

Non-Refundable & Promotional Rates:

Special offers, promotional rates and non-refundable bookings cannot be amended, cancelled or transferred under any circumstances.

Amendments:

Date changes and amendments:

  • Must be requested at least 14 days prior to arrival
  • Are subject to availability
  • May incur an administration fee or price difference

All cancellations must be made in writing and are only effective once acknowledged by Elements Suites.

No refunds are given for:

  • Early departures
  • Unused services
  • Unused package inclusions

10. Accessibility

Please inform us in advance of any accessibility requirements or special requests so we can assist appropriately.

We reserve the right to decline bookings where we cannot safely or reasonably accommodate specific requirements.

11. Adults Only, Occupancy & Minimum Stay

Elements Suites is adults-only accommodation.

Each suite designed for a maximum occupancy of two adults.

Children, additional guests, visitors, gatherings or extra beds are not permitted.

A minimum two-night stay may apply during weekends, peak seasons and special events.

12. Pets

Pets are not permitted within Elements Suites.

Registered service animals may be permitted with prior approval before arrival.

13. Smoking & Vaping

Smoking and vaping are strictly prohibited inside all suites and internal areas.

A £250 deep-cleaning charge will apply where this policy is breached.

Smoking and vaping are permitted only on designated suite balconies where ashtrays are provided.

14. Housekeeping & Maintenance

For stays of three nights or longer, fresh linen and towel changes will be provided during your stay.

Please report any maintenance concerns immediately so we can resolve them promptly.

15. Respecting the Suites

We expect all guests to behave respectfully toward staff, facilities and other guests.

Threatening, abusive, disruptive, offensive or illegal behaviour will not be tolerated.

Parties, loud music and gatherings are strictly prohibited.

We reserve the right to terminate stays immediately without refund where these Terms are breached.

Guests authorise us to charge the payment card provided for:

  • Property damage
  • Missing items
  • Excessive cleaning
  • Smoking breaches
  • Unpaid balances
  • Replacement of keys, linens, robes, towels, products or suite items

16. Parking, Personal Belongings & Lost Property

Parking is available on-site for guests during their stay. Vehicles and contents are left entirely at the owner’s risk.

We are not responsible for loss or damage to personal belongings unless formally deposited with Reception for safekeeping.

Any lost property found following departure will be retained for a limited period. Postage and packaging costs for returned items are the responsibility of the guest.

17. Gift Vouchers

Gift vouchers are valid for 12 months from the date of purchase unless otherwise stated.

Gift vouchers:

  • Are non-refundable
  • Cannot be exchanged for cash
  • Cannot be replaced if lost or stolen
  • May not be used alongside promotional offers unless expressly stated

Expired vouchers cannot be redeemed or extended unless legally required.

18. Liability

Nothing within these Terms excludes liability for death or personal injury caused by negligence, fraud, or any liability which cannot legally be excluded.

Subject to this:

  • Use of the Avanto Spa Garden and associated facilities is entirely at guests’ own risk
  • We are not responsible for loss or damage to personal belongings or vehicles
  • We are not liable for indirect or consequential losses
  • Our total liability shall not exceed the total value of the relevant booking

We strongly recommend guests arrange appropriate travel and personal insurance.

19. Force Majeure

We are not liable for failure or delay in performing obligations due to circumstances beyond our reasonable control, including:

  • Severe weather
  • Flooding
  • Utility failures
  • Government restrictions
  • Industrial disputes
  • Supplier failures
  • Epidemics or pandemics

20. Website, WiFi & Marketing Disclaimer

We make every effort to ensure all website information, photography, room descriptions and marketing materials are accurate.

However, décor, layouts, furnishings and facilities may vary slightly.

We reserve the right to amend website content, pricing, offers or services without prior notice.

Complimentary WiFi is provided for guest convenience; however, we cannot guarantee uninterrupted availability or connection speeds.

CCTV operates in external and public areas of the estate for the purposes of safety, security and crime prevention.

From time to time, photography or video content may be captured on-site for marketing purposes. Please notify a member of the team if you do not wish to appear in such content.

All imagery, branding and website content remain the intellectual property of Elements Suites and Windmill Retreat Estate.

21. Privacy & Data Protection

All personal information is processed in accordance with UK GDPR and applicable data protection laws.

Your information will never be sold to third parties.

Information may only be shared where legally required or necessary to provide booked services.

Please also refer to our separate Privacy Policy and Cookie Policy available on our website.

22. SMS & Guest Messaging Policy

We may use a guest messaging platform to communicate important information regarding your stay.

By providing your mobile number during booking, you consent to receiving text messages relating to:

  • Check-in instructions
  • Access information
  • Booking updates
  • Guest requests
  • Stay-related communication

23. Changes to These Terms

We reserve the right to amend these Terms & Conditions at any time.

The version in force at the time of booking or purchase shall apply.

24. Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

Any disputes arising shall fall under the exclusive jurisdiction of the courts of England and Wales.

25. Contact Us

Elements Suites
Windmill Retreat Estate
Main Road
Middlezoy
Somerset
TA7 0PD

Email: suites@elementsboutiquespa.co.uk
Telephone: 01823 698951