GENERAL TERMS AND CONDITIONS OF VAN DER VALK HOTEL HILDESHEIM GMBH
Data Protection
The personal data stated in the contract, in particular name, address, telephone number and bank details, which are necessary and required solely for the purpose of performing the contractual relationship to be established, are collected on the basis of statutory authorisations. Any use of the personal data beyond this purpose and the collection of additional information generally requires the consent of the data subject.
Scope of Application
These General Terms and Conditions apply to the provision of accommodation services and to all further deliveries and services related thereto by Van der Valk Hotel Hildesheim GmbH. They apply equally to the provision of other rooms, display cases, and areas in sections connected with the hotel. In addition to any individual agreements made with the contractual partner – a collective term for the guest, customer, organiser, purchaser, etc. – the following General Terms and Conditions shall apply. The contractual partner’s general terms and conditions shall not form part of the contract, even if Van der Valk Hotel Hildesheim GmbH does not expressly object to them.
1. Contractual Relationship
Any agreement regarding services, in particular the reservation of rooms, shall be binding on both parties once agreed either in writing or verbally.
The reservation of rooms constitutes a lease agreement. Subletting, reletting, or use of hotel rooms for purposes other than accommodation require the prior written consent of the hotel.
If a reservation is made by a third party, such party shall, regardless of a valid authorisation from the contractual partner, also become a contractual partner and shall be jointly and severally liable with the contractual partner for all obligations arising from this contract. Van der Valk Hotel Hildesheim GmbH shall be liable for its obligations arising from the contractual relationship thus established. For non‑typical services, liability shall be limited to intent and gross negligence on the part of Van der Valk Hotel Hildesheim GmbH. For all other matters, reference is made to Clause 7 of these terms and conditions. All claims by the contractual partner shall become time‑barred after six months.
2. Services
Van der Valk Hotel Hildesheim GmbH is obliged to keep the rooms booked by the contractual partner available and to provide the agreed services.
The contractual partner is obliged to pay the applicable or agreed prices of Van der Valk Hotel Hildesheim GmbH for the provision of rooms and for any additional services used by them. This also applies to services arranged by the contractual partner and expenses incurred by Van der Valk Deutschland GmbH vis‑à‑vis third parties.
The contractual partner is not entitled to the provision of specific rooms. If agreed rooms or room categories are unavailable, Van der Valk Hotel Hildesheim GmbH is obliged to make reasonable efforts to provide equivalent accommodation within its own hotel or at other properties at the same location.
3. Arrival and Departure
Booked rooms are available from 3:00 p.m. on the day of arrival and until 12:00 noon on the day of departure. The allocation of rooms to the contractual partner shall be determined by Van der Valk Hotel Hildesheim GmbH on the day of arrival. Unless a later arrival has been expressly agreed, Van der Valk Hotel Hildesheim GmbH shall have the right to reallocate booked but unoccupied rooms after 6:00 p.m. without the contractual partner being entitled to any compensation. In such cases, Van der Valk Hotel Hildesheim GmbH shall have the right to withdraw from the contract.
Rooms with guaranteed reservations shall be held available by Van der Valk Hotel Hildesheim GmbH until no later than 10:00 p.m., unless a later arrival has been agreed with the hotel.
Deposit reservations shall be deemed guaranteed reservations. In such cases, the booked rooms must be held available without exception. If the contractual partner intends to depart later than 12:00 noon, they are requested to inform reception by 10:00 p.m. on the day prior to departure at the latest. Subject to availability, the room will be retained. For departure by 6:00 p.m., half of the daily room rate will be charged; after 6:00 p.m., the full room rate for the day of departure will be charged.
4. Prices
Prices shall be determined in accordance with the valid price list at the time the services are rendered. Where statutory value‑added tax applies, it is included in the prices at the applicable statutory rate.
If taxes or duties are increased and/or new taxes or duties are imposed on Van der Valk Hotel Hildesheim GmbH, the hotel shall be entitled to adjust the prices accordingly.
If a fixed price has been agreed and more than four months elapse between the conclusion of the contract and the provision of the services, Van der Valk Hotel Hildesheim GmbH reserves the right to make a reasonable price adjustment. In such cases, Van der Valk Hotel Hildesheim GmbH undertakes to inform the contractual partner of the price change.
5. Payment Terms
All invoices issued by Van der Valk Hotel Hildesheim GmbH are due for payment immediately upon receipt and without deduction. From the due date onward, the contractual partner shall be deemed to be in default without the need for a reminder. From the commencement of default, Van der Valk Hotel Hildesheim GmbH is entitled to charge due-date and/or default interest at a rate of 5 percentage points above the applicable base interest rate pursuant to Section 288 of the German Civil Code (BGB). The right to assert a higher amount of damages resulting from default is expressly reserved and remains unaffected.
Van der Valk Hotel Hildesheim GmbH is entitled to demand advance payment, either upon arrival or prior thereto (e.g. by providing a credit card number), up to the amount of the expected total revenue, or at least in a reasonable amount. Van der Valk Hotel Hildesheim GmbH is entitled at any time to issue interim invoices, which become immediately payable upon presentation. If the contractual partner is in default after presentation of an interim invoice, Van der Valk Hotel Hildesheim GmbH shall have the right to terminate the accommodation agreement without notice.
Where invoicing has been agreed on the basis of the reservation agreement, a payment period of 14 days from the invoice date shall apply. Payment must be made without deduction and free of charges. In the case of bookings/reservations, Van der Valk Hotel Hildesheim GmbH also reserves the right to require a deposit of up to 90% of the expected revenue.
All payments must be made in euros. Van der Valk Hotel Hildesheim GmbH is entitled to refuse foreign currencies, cheques, and credit cards. For expenses and third-party services settled by credit card, a commission surcharge of 5% shall be applied. For payment reminders issued after the commencement of default, a reminder fee of €10.00 may be charged in each individual case. Van der Valk Hotel Hildesheim GmbH reserves the right, for group bookings of 10 persons or more, to consider the reservation confirmed only once, within 10 days of the final order placed by the contractual partner or confirmation by Van der Valk Hotel Hildesheim GmbH, a deposit payment of 20% of the booked services has been made or the agreed/requested advance payment has been paid by the specified due date.
6. Withdrawal and Cancellation
In the event of force majeure or other impediments beyond the control of Van der Valk Hotel Hildesheim GmbH, particularly circumstances outside the hotel’s sphere of influence, the hotel reserves the right to withdraw from the contract without the contractual partner being entitled to any claims for compensation.
If, based on a written agreement, the contractual partner has been granted a right of withdrawal within a specific period, Van der Valk Hotel Hildesheim GmbH shall likewise be entitled to withdraw from the contract during this period if requests from other contractual partners are received for the contractually reserved rooms, and the contractual partner does not waive the right of withdrawal or does not provide binding confirmation of the reservation. If an agreed advance payment is not made even after expiry of a reasonable grace period granted by Van der Valk Hotel Hildesheim GmbH with notice of refusal, Van der Valk Hotel Hildesheim GmbH shall also be entitled to withdraw from the contract (see also Clause 5). If the contractual partner fails to make use of the booked room without timely notification, the contractual partner shall remain obliged to pay the agreed total price for the first day of travel, including the first overnight stay, regardless of the reason for non‑attendance. Van der Valk Hotel Hildesheim GmbH shall make reasonable efforts, in accordance with good faith, to re‑let unused rooms in order to avoid losses.
Reservations and withdrawal periods shall apply as follows: Reservations made by Van der Valk Hotel Hildesheim GmbH for tour operators and travel agents are generally subject to a withdrawal period of 30 calendar days prior to the commencement of service delivery. Van der Valk Hotel Hildesheim GmbH may agree to a different withdrawal period in individual cases in writing. All other reservations made by Van der Valk Hotel Hildesheim GmbH for the contractual partner as an individual guest are subject to the following withdrawal periods:
1 room: 2 days 2–5 rooms: 5 days 6–10 rooms: 14 days
After the withdrawal period has expired, the reservation shall be converted into a binding booking. Withdrawal declarations must be made in writing by letter, fax, or email. Proof of receipt of the withdrawal declaration rests with the contractual partner.
Van der Valk Hotel Hildesheim GmbH is entitled to lump‑sum the damages incurred as a result and to be compensated by the contractual partner accordingly. In such cases, the contractual partner shall be obliged to pay:
90% of the contractually agreed price for overnight stays with or without breakfast, 70% for half‑board arrangements, and 60% for full‑board arrangements.
The contractual partner bears the burden of proving that no damage has been incurred or that the damage suffered by Van der Valk Hotel Hildesheim GmbH is lower than the lump‑sum amount claimed. In addition, the following cancellation conditions apply, under which the contractual partner shall generally be required to compensate lump‑sum costs in accordance with the schedule below. In all cases listed below, the contractual partner retains the right to prove a lower amount of damage, while Van der Valk Hotel Hildesheim GmbH retains the right to prove a higher amount of damage. Any trade customs contrary to these provisions are expressly excluded between the contractual parties. Day of cancellation / calendar day prior to service delivery – entitlement of Van der Valk Hotel Hildesheim GmbH:
Up to 60 days prior to arrival: free of charge Up to 30 days prior to arrival: free of charge, provided that less than 50% of group participants cancel Up to 21 days prior to arrival: charge of the total price for the first day of travel including the first overnight stay, plus 35% for subsequent days if the booked service cannot be resold 7–21 days prior to arrival: charge of the total price for the first day of travel including the first overnight stay, plus 60% for subsequent days if the booked service cannot be resold Less than 7 days prior to arrival: full total price for the first day of travel including overnight stay, plus 80% for subsequent days if the booked service cannot be resold
Any use of the contractual services by the contractual partner and/or their guests that deviates from the agreement entitles Van der Valk Hotel Hildesheim GmbH to terminate the contractual relationship without notice (immediate withdrawal) without reducing its entitlement to the agreed fees or remuneration.
6.1 Trade Fairs
For bookings made during the periods of the trade fairs listed below, Van der Valk Hotel Hildesheim GmbH refers to its separate terms and conditions. In particular, Van der Valk Hotel Hildesheim GmbH is generally entitled to require an advance payment to secure bookings made during the periods of the trade fairs listed below. In addition, the following cancellation deadlines (1–4 rooms) shall generally apply:
For the Domotex trade fair, cancellation free of charge is possible up to 28 days prior to arrival. For all trade fairs listed below, cancellation free of charge is possible up to 42 days prior to arrival:
Hannover Messe / CeMAT LIGNA Interschutz – Der rote Hahn EMO IAA Commercial Vehicles EuroBlech EuroTier Agritechnica
If different deadlines or conditions are stipulated in an individual agreement, these shall be replaced by the above provisions during the trade fair periods determined by Deutsche Messe AG Hannover.
6.2 Groups
Groups: For bookings of 5 rooms or more, separate terms and conditions as well as additional charges shall generally apply. Prior consultation with Van der Valk Hotel Hildesheim GmbH is required. For questions or requests, you may contact us at +49 (0) 5121 300 600.
7. Liability
The contractual partners of Van der Valk Hotel Hildesheim GmbH, as well as the guest themselves or acting as host, shall be fully liable to Van der Valk Hotel Hildesheim GmbH for any damage caused by themselves or their guests, regardless of whether they are personally at fault. Any use deviating from the contractual agreement shall likewise constitute damage-causing behaviour, with the legal consequences conclusively stipulated in this Clause 7.
If Van der Valk Hotel Hildesheim GmbH is prevented from fulfilling its services due to force majeure or strike action, no liability for damages towards the contractual partner may be derived therefrom. However, Van der Valk Hotel Hildesheim GmbH shall be obliged to make reasonable efforts to procure equivalent replacement services for the contractual partner. Van der Valk Hotel Hildesheim GmbH shall be liable to the contractual partner in accordance with Sections 701 et seq. of the German Civil Code (BGB). Reference is expressly made to the content of these provisions, in particular with regard to the obligations of the contractual partner and the respective liability limits.
Van der Valk Hotel Hildesheim GmbH endeavours to ensure the punctual execution of wake-up calls, the timeliness and accuracy of message transmission, and the delivery of goods of all kinds. No liability shall be assumed for any misunderstandings or errors in this regard. Lost property will only be returned upon request and at the contractual partner’s risk and expense. If no request for retrieval is made, lost items shall be handed over to the finder after a storage period of one year. Found credit cards shall be destroyed by being cut into two parts and forwarded to the relevant credit card company. If the contractual partner is still present on the hotel or restaurant premises of Van der Valk Hotel Hildesheim GmbH, the card shall be secured and the contractual partner informed. If the contractual partner has already departed, the card shall be retained for a reasonable period, but no longer than 24 hours, after which it shall be handled as lost property as described above. Items taken into custody by Van der Valk Hotel Hildesheim GmbH for which a baggage storage receipt has been issued shall be treated as lost property if not collected within one year, and handled accordingly.
No claims shall arise for the contractual partner or the person who deposited the items as a result of their treatment as lost property. Accordingly, no liability on the part of Van der Valk Hotel Hildesheim GmbH shall be inferred from such handling. Van der Valk Hotel Hildesheim GmbH expressly points out that, when using the Marktgarage Hildesheim car park, not its own terms and conditions but those of Hildesheimer Parkhaus GmbH apply. Any liability of Van der Valk Hotel Hildesheim GmbH for vehicles parked there—including theft, damage, theft of contents, or personal injury—is expressly excluded.
8. Special Provisions for Events
The organiser, as contractual partner of Van der Valk Hotel Hildesheim GmbH, is obliged to obtain all official permits and approvals required for the event in due time, at their own initiative and expense. The organiser is responsible for complying with the conditions attached to such permits and with all other applicable public-law regulations in connection with the event. The organiser must provide lists of all event participants no later than 14 days prior to arrival. Failing this, Van der Valk Hotel Hildesheim GmbH cannot guarantee the orderly execution of the event. This limitation shall apply accordingly if the number of participants exceeds the agreed number. In such cases, Van der Valk Hotel Hildesheim GmbH reserves the right to impose restrictions due to insufficient space or capacity in the hotel, restaurant, and/or event areas.
Newspaper advertisements, public or political invitations, and sales events require the express prior written consent of Van der Valk Hotel Hildesheim GmbH. The hotel reserves the right to cancel the event if publication adversely affects material interests of Van der Valk Hotel Hildesheim GmbH or the Van der Valk Hotel Group as a whole, or if there are justified reasons to believe that the event may jeopardise the smooth operation, safety, or reputation of the hotel or company, including its other contractual partners and guests. The mere existence of a serious concern shall entitle Van der Valk Hotel Hildesheim GmbH to cancel the event. No claims for damages may be derived by the contractual partner or organiser from such cancellation.
Changes to assigned rooms remain expressly reserved by Van der Valk Hotel Hildesheim GmbH, insofar as such changes are reasonable for the organiser, taking into account the hotel’s interests.
If Van der Valk Hotel Hildesheim GmbH procures technical or other equipment from third parties on behalf of the organiser, this shall be done in the name and for the account of the organiser or contractual partner. The organiser or contractual partner shall be liable for careful handling and proper return of such equipment and shall indemnify Van der Valk Hotel Hildesheim GmbH against all third-party claims arising from the provision of such equipment or related services. Cancellation Deadlines for Events Free cancellation of all or part of the booking is possible as follows:
- Groups up to 30 persons: up to 30 days before the event
- Groups up to 50 persons: up to 45 days before the event
- Groups up to 100 persons: up to 60 days before the event
- Groups of 101 persons or more: up to 90 days before the event
For later individual or full cancellations, the following charges shall apply:
Up to 29 days before the event: Rental/turnover guarantee plus 35% of lost revenue (conference package/food/rooms); if not yet specified, the minimum banquet menu price × number of persons applies.
Up to 21 days before the event: Rental/turnover guarantee plus 50% of lost revenue; minimum banquet menu price × persons if not specified.
Up to 15 days before the event: Rental/turnover guarantee plus 66% of lost revenue; minimum banquet menu price × persons if not specified.
Up to 8 days before the event: Rental/turnover guarantee plus 80% of lost revenue; minimum banquet menu price × persons if not specified.
Less than 3 days before the event: Rental/turnover guarantee plus 90% of lost revenue; minimum banquet menu price × persons if not specified.
The group size shall be determined based on the number of participants reported at the time of final booking. If fewer participants attend than reported, pricing shall nevertheless be based on the reported or at least the contractually agreed number. If the number of participants exceeds the agreed number, billing shall be based on the actual number. If the number of participants deviates by 10% or more, Van der Valk Hotel Hildesheim GmbH is entitled to adjust prices accordingly and assign alternative rooms suitable for the revised number of participants, unless this is unreasonable for the organiser. If the agreed start or end times of the event change, Van der Valk Hotel Hildesheim GmbH is entitled to charge additional readiness or staffing costs.
The burden of proof for a lower amount of damage rests with the organiser; the right to prove higher damages remains with Van der Valk Hotel Hildesheim GmbH.
The organiser or contractual partner may bring and serve their own food and beverages only with prior express written consent from Van der Valk Hotel Hildesheim GmbH. In such cases, a service fee shall be charged. For events continuing beyond midnight, Van der Valk Hotel Hildesheim GmbH may, unless otherwise agreed, invoice additional costs based on documented individual expenses, unless the agreed remuneration already covers time beyond midnight. Special services rendered pointless as a result of cancellation shall be remunerated in full in all cases. The organiser or contractual partner shall be fully liable for loss or damage caused by themselves, their employees, assistants, or event participants, and shall provide appropriate compensation. The organiser is responsible for taking out adequate insurance and must provide proof thereof upon request.
To prevent damage, the attachment of decorations or other items is permitted only with prior written consent from Van der Valk Hotel Hildesheim GmbH.
If third-party rights (e.g. copyright) are affected during the event, the organiser must obtain the necessary licences at their own expense prior to the event and pay all related fees (e.g. GEMA) directly to the relevant organisations. Should any claims nevertheless be asserted against Van der Valk Hotel Hildesheim GmbH, the organiser or contractual partner shall fully indemnify the hotel.
9. General Provisions
Van der Valk Hotel Hildesheim offers exclusively non‑smoking rooms. Smoking is therefore prohibited both in the public areas and in the guest rooms. Designated smoking areas are available for guests in selected locations. In the event of a violation, the hotel reserves the right to charge the guest €150.00 in damages to cover the additional cleaning costs incurred, including any potential loss of revenue resulting from the inability to re‑let the room. This compensation amount may be increased or reduced if the hotel proves a higher damage or the guest proves a lower damage.
The use or mention of the name of the establishment and its affiliated business units, in particular Van der Valk Deutschland GmbH, in connection with promotional or advertising measures by the contractual partner requires the prior written consent of the management. A surcharge shall be applied to third‑party services arranged or invoiced by Van der Valk Deutschland GmbH. This does not constitute any liability on the part of Van der Valk Deutschland GmbH for the services provided by third parties, and such liability is expressly excluded. Incoming messages, mail, and goods consignments for contractual partners and their guests are handled with customary care. Van der Valk Deutschland GmbH undertakes their storage and delivery/hand‑over and, upon express request, their forwarding. Any liability for loss, theft, or damage to received messages, mail, or goods consignments, as well as for delays in delivery or forwarding, is expressly excluded. Any costs incurred for delivery or forwarding shall be charged to the contractual partner or the guest.
As part of its services, Van der Valk Deutschland GmbH provides free transportation of persons and luggage only upon request and without obligation. Liability for personal injury and material damage is limited to the coverage provided by the statutory motor vehicle insurance. Any liability for loss of luggage or transport delays is entirely excluded. Van der Valk Deutschland GmbH expressly reserves the right to offer transport services such as luggage service or shuttle services for a fee.
Pets are not permitted in the hotel, with the exception of therapy dogs and guide dogs for the visually impaired (proof required). In the event of non‑compliance, Van der Valk Hotel Hildesheim GmbH shall charge a cleaning fee of €50.00 per day per dog. At check‑in, Van der Valk Hotel Hildesheim GmbH reserves the right to perform a credit card authorisation in order to secure payment for services incurred at the hotel. Alternatively, payment may be made in cash or by EC card directly at check‑in. Prostitution and human trafficking are strictly prohibited and will be reported to the authorities by Van der Valk Hotel Hildesheim GmbH.
10. Severability Clause
Should any individual provisions of the contract concluded between Van der Valk Deutschland GmbH and its contractual partner and/or of the foregoing General Terms and Conditions, or parts thereof, be or become invalid or unenforceable, this shall not affect the validity or enforceability of the remaining provisions or parts thereof, nor of the contract and the terms and conditions as a whole.
The invalid or unenforceable provisions shall be replaced by valid and enforceable provisions which correspond to or come as close as possible to the invalid or unenforceable provisions and which reflect the economic intent pursued by the parties with the invalid or unenforceable provision. The same shall apply in the event of an unintended regulatory gap.
11. Additional Agreements
No deviations from the contract established between the parties, nor any ancillary agreements thereto, have been made unless they have been set out in writing.
12. Place of Jurisdiction
The place of jurisdiction shall be the place of business Hildesheim, which is the place of performance and fulfilment of obligations of Van der Valk Hotel Hildesheim GmbH.
Any deviating provisions of the contractual partner based on their own general terms and conditions are expressly excluded by the foregoing terms and conditions of Van der Valk Hotel Hildesheim GmbH.
Version: August 2022