West Arms Hotel Terms and Conditions

JGB Leisure Ltd trading as The West Arms Hotel
General guest terms • October 2026
We provide hotel accommodation, food and drink, and private dining and functions at West Arms Hotel. These
terms apply to those services supplied by JGB Leisure Ltd trading as The West Arms Hotel. Please read them
alongside the price, inclusions and booking conditions provided before you book.

1 Our business and these terms
In these terms, ‘we’, ‘us’ and ‘our’ mean JGB Leisure Ltd trading as The West Arms Hotel, and ‘you’ means the
person making the booking or buying our services. The person booking must be aged 18 or over and authorised to
make arrangements for their party. Each adult guest remains responsible for their own conduct.
Hotel address: West Arms Hotel, Llanarmon Dyffryn Ceiriog, Llangollen, Wrexham LL20 7LD, United Kingdom.
Contact email: contact@thewestarmscountryinn.co.uk. Telephone: 01691 434504. VAT number: GB 382142412.
Company number: 13193640.

Any specific booking conditions, including deposits, payment dates and cancellation deadlines, must be supplied
before your booking is agreed. Those specific conditions take priority where they differ from these general terms,
subject to your statutory rights. We will not change the terms of an existing booking without your agreement,
except where required by law.

2 Booking confirmation and information
A booking becomes binding when we accept it and issue confirmation, following a booking made by telephone or
email. We do not currently accept bookings through the website. If online booking is introduced, the available
platform, price and booking conditions will be shown before you confirm a booking. Please check the dates, guest
numbers, room type, inclusions and price, and tell us promptly about any errors. Special requests are only
guaranteed if expressly confirmed.

If you book through an online platform once that service is available, the booking and cancellation conditions
disclosed before booking also apply. Follow the platform’s amendment or cancellation procedure, or contact us for
help. This does not remove our responsibility for the hotel services we supply.
Tell us before booking about any accessibility needs so we can explain the facilities available. Please do not assume
that every room or area will meet your requirements.

3 Prices deposits and payment
Prices are in pounds sterling and include VAT where applicable. Any compulsory additional charges will be disclosed
before booking. Optional extras are charged only where agreed. Your confirmation will state what is included and
any deposit, advance payment and balance due date.

Accommodation balances are payable by departure unless an earlier date is agreed before booking. Dining bills are
payable at the end of the meal unless other arrangements have been agreed. Deposits are credited against the final
bill. A deposit is not automatically non-refundable simply because it is called a deposit.

If an agreed payment is overdue, we will contact you and give a reasonable opportunity to pay before cancelling.
Any cancellation charge remains subject to section 4. Card details are handled through our payment provider; any
pre-authorisation and its amount will be explained before it is taken.

Pay by Link payments and third parties
The merchant responsible for accepting and processing your payment under these terms is JGB Leisure Ltd trading
as The West Arms Hotel.

Pay by Link payments are handled through EPOS NOW (UK) LIMITED, trading as EPOS Now, with its payment partner
Adyen N.V. The link identifies the booking or service and the amount payable, which may be a deposit, advance
payment, balance or payment for services already supplied. Check these details before authorising payment. The
provider requests payment when you submit and authorise it; successful authorisation is normally confirmed on the
payment page. Bank settlement can take longer. A failed or pending payment does not confirm receipt of funds.
Each payment link is for a one-off payment. It does not create a subscription or recurring payment authority. Any
later balance is collected separately as agreed. Please retain the receipt and contact us if a payment appears
duplicated or you are unsure whether it succeeded. Paying does not change the cancellation conditions already
agreed.

Third parties may support our services, including the payment provider and banking networks, IT and website
providers, and any catering or event supplier identified in your booking arrangements. We remain responsible for
the hotel services we contract to provide. Suppliers’ access to personal data is described in the privacy policy below.

4 Cancellations changes and non attendance
The cancellation deadline and any charges applicable to your booking will be stated before you book and in your
confirmation. Please cancel as soon as possible using the contact details in your confirmation by email or telephone.
For a direct booking, contact us by email or telephone using section 1, stating your name, booking reference,
booked dates and whether you wish to cancel or amend. Written notice is helpful but a clear cancellation by
telephone is also accepted. We will acknowledge your cancellation and explain any charge and refund calculation;
keep a record of your notice.

If no cancellation charge was disclosed and agreed before booking, we will not apply an undisclosed fixed fee. Any
claim arising from cancellation must be legally recoverable and reflect our reasonable net loss.
Where a charge applies, it will not exceed the booking price or our reasonable net loss caused by the cancellation.
We will take reasonable steps to reduce that loss and take account of costs saved and income from reselling the room or service. Any excess deposit or advance payment will be refunded. These principles also apply to non-refundable rates, failure to arrive, early departure and reductions in guest numbers.

Changes depend on availability and may affect the price. We will explain and agree any revised price or charge
before confirming a change. Accommodation, catering and leisure services booked for a specific date or period
generally do not carry a statutory 14-day cooling-off right. Your other consumer rights remain unaffected.

Refund procedure
You may receive a full or partial refund where permitted by your booking conditions, where advance payments
exceed a lawful cancellation charge, where we cancel or cannot supply an agreed service, or where you have a
statutory entitlement because a service is not provided as agreed. A change of mind alone does not guarantee a
refund for a dated booking.

Request a refund using the email or telephone details in section 1 and provide your booking reference, payment
date, amount and reason. Please do not send full card details or security codes. We will check the booking and
payment records, explain the decision and any deductions, and provide a refund confirmation.

We will issue refunds without undue delay and normally within 14 days after confirming the amount due, or sooner
where the law requires. Refunds are normally returned through the original payment method to the original payer.
Your bank or payment provider may take additional time to display the credit. If the original method cannot be used,

we will agree a secure alternative. These services do not involve physical goods to return; cancellation and service complaints are handled through the process above.

5 Arrival departure and room use
Check-in and check-out times will be stated in your booking information. Please tell us if you expect to arrive late.
Early arrival, late departure and any associated charge require prior agreement. A late departure charge must be
reasonable and disclosed before it is agreed.

Rooms may only be occupied by the confirmed number of guests. Visitors and additional occupants require our
agreement. Children must be appropriately supervised. Please follow reasonable safety instructions and report
faults or concerns promptly.

Breakfast, meals and other facilities are included only where stated in your booking. Service times and any known
restrictions will be explained before booking. We will tell you promptly if a material change affects your stay.

6 Dining allergies and dietary requirements
Please tell us about allergies and dietary requirements when booking and remind the staff when ordering. We will
provide available allergen information and discuss what we can safely offer. As ingredients and preparation areas
may be shared, we cannot promise that food is free from every allergen; we will not describe a meal as suitable if
we cannot safely meet a notified requirement.

Menus may change with seasonal availability. We will explain material substitutions and any price differences
before you order. Dining deposits, cancellation conditions and minimum spends apply only where disclosed and
agreed before booking. Any discretionary service charge is optional.

Alcohol is supplied in accordance with licensing requirements. We may request proof of age and refuse service
where required by law or where there is a reasonable safety concern.

7 Groups and private functions
For group bookings and private functions, the written quotation or booking agreement will set out the package,
timings, guest numbers, deposit, balance date, final numbers deadline and cancellation conditions. Additional
services or changes require agreement.

The organiser must communicate relevant arrangements and reasonable venue rules to the party. Outside catering,
entertainment, decorations and use of equipment require prior approval. Any responsibility for charges or loss must
be expressly agreed; an organiser is not automatically liable for every act of another adult guest.

8 Conduct smoking and pets
Please respect staff, other guests and the property. Smoking and vaping are not permitted inside the hotel. Any
permitted outdoor smoking areas will be identified on arrival. Pets may be brought only with prior agreement,
subject to the areas and any charges confirmed before booking. Assistance dogs are accommodated in accordance
with our legal obligations.

We may refuse service or require someone to leave where reasonably necessary because of violence, threats,
serious disturbance, unlawful conduct or a serious safety risk. Where practicable, we will first explain the issue and
give an opportunity to resolve it. Any amount retained for unused services must be lawful and proportionate, taking
account of our reasonable net loss.

9 Damage cleaning and missing items
You are responsible for reasonable, evidenced loss caused by damage or missing items resulting from your
deliberate acts or negligence. Ordinary wear and tear is excluded. Additional cleaning charges apply only where
cleaning beyond normal housekeeping is reasonably necessary because of your actions.

Charges will reflect reasonable repair, replacement or cleaning costs, allowing for the age and condition of items.
We will explain the charge, provide supporting information and give you a reasonable opportunity to respond.
These terms do not give us unrestricted authority to debit a payment card; any payment must follow the
authorisation given and applicable payment rules.

10 Belongings parking and our responsibility
Please take reasonable care of your belongings and ask staff about any available arrangements for safekeeping.
Parking, where available, is subject to space and any restrictions explained to you. Please secure your vehicle and
avoid leaving valuables inside.

We will provide our services with reasonable care and skill. We remain responsible for loss or damage for which we
are legally liable, including applicable liability under the Hotel Proprietors Act 1956. Nothing in these terms excludes
or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully
be excluded.

Your statutory consumer rights, including applicable rights to a repeat performance, price reduction, refund or
compensation, are unaffected. We do not exclude liability for guests’ belongings simply because they are left in a
room or vehicle.

11 Changes or cancellation by us
If we cannot provide a confirmed service, we will tell you as soon as reasonably possible. We may offer a suitable
alternative, but you are not required to accept a material change. If no suitable alternative is agreed, we will refund
payments for the affected services not supplied.

For events beyond our reasonable control, such as a serious utility failure or a legal restriction, we will take
reasonable steps to reduce disruption and discuss the available options. This does not allow us to retain payments
for services we cannot lawfully charge for, or remove any further remedies you have under applicable law.

12 Privacy complaints and applicable law
We use personal information to manage bookings, provide services, process payments and meet legal obligations,
as explained in the privacy and cookie policies below. Marketing communications are handled in accordance with
applicable data protection and electronic marketing rules.

Please tell the manager promptly about any problem so we have an opportunity to resolve it. You can also complain
using the contact details in section 1, with your booking reference and a description of the issue. Reporting a complaint during your visit is helpful but is not a condition of your statutory rights.

These terms are governed by the law of England and Wales. Disputes may be brought in the courts of England and
Wales, without restricting any right a consumer has to use the courts of their home jurisdiction. If a provision is
unenforceable, the remaining provisions continue where legally possible.

13 Service delivery information
Our services are provided in person at West Arms Hotel, West Arms Hotel, Llanarmon Dyffryn Ceiriog, Llangollen,
Wrexham LL20 7LD, United Kingdom. Accommodation is available on your confirmed arrival date from the check-in
time stated in your booking, until the agreed departure time. Dining is provided at your reserved or agreed service
time, and functions on the date and at the times confirmed in writing.

Paying through a link does not mean that a future service starts immediately; the agreed booking date and time
determine when it is supplied. Where the payment is for services already received, no further delivery is due. A
payment receipt records the payment; the booking confirmation records the services and dates agreed.
We welcome bookings from customers in the UK and overseas, but the services covered by these terms are supplied
at the hotel in the United Kingdom. We do not ship physical products or provide these hotel services overseas. Any
separate delivery service would require its own information and agreed terms.

West Arms Hotel Privacy Policy
This policy explains how JGB Leisure Ltd trading as The West Arms Hotel uses personal information in connection
with enquiries, bookings, payments and visits. JGB Leisure Ltd is the data controller for the hotel information
described here. Contact us using the details in section 1.

14 Information we collect and store
We collect and store information you provide when enquiring, booking, paying or raising a complaint. This includes
your name, email address, telephone number, address where needed, booking dates, guest numbers, room or
event requirements, correspondence and records of services supplied.

We keep payment and accounting records such as amounts, payment dates, invoice details, transaction references,
payment status and refund records. Our payment provider collects the payment credentials needed to process your
payment. For Pay by Link, you enter card details on the payment provider’s hosted page. The provider may make
limited payment identifiers, such as masked card details or a payment token, available to us for reconciliation and
refunds. Please do not send us full card numbers or security codes by email, text or an enquiry form.

If you volunteer allergy, dietary or accessibility information, we use only what is necessary to respond to your
request. Some information may reveal health or religious beliefs and requires additional protection. Where we rely
on explicit consent for such information, we ask for it separately; acceptance of these terms is not blanket consent.
Tell us if you wish to withdraw consent so we can explain any effect on the service requested.

Our website and payment systems may collect technical information such as IP address, device and browser details,
security logs and cookie preferences. The information collected depends on the website function and provider you
use. We use necessary technical information to operate and secure those services.

15 How we use information and our lawful bases
We use necessary booking, contact and payment information to take steps at your request before entering a
contract and to perform our contract with you. We use accounting and other required records to comply with legal
obligations. We may rely on legitimate interests to manage routine enquiries, protect against fraud, keep systems
secure and resolve disputes, after considering the impact on your rights.

Marketing emails and texts are sent only where consent or another lawful permission applies. You can unsubscribe
or contact us to stop marketing. Consent can be withdrawn at any time without affecting processing that was lawful
before withdrawal. We do not use these terms to require marketing consent.

16 Information shared with third parties
We share the information necessary for bookings and payments with our payment provider, acquiring bank and
relevant payment networks. This may include customer and billing details, booking or invoice references,
transaction amounts and payment or refund status. Payment providers may also process device and security
information for authentication and fraud prevention.

We share relevant information with website, IT, email and hosting providers that operate our systems; accountants
and professional advisers for financial administration or advice; and catering or event suppliers where needed to
deliver your agreed service. For example, a caterer may receive guest numbers and necessary dietary information.
We may disclose information to authorities where legally required or lawfully necessary.

Our payment provider is EPOS NOW (UK) LIMITED, trading as EPOS Now, whose payment partner is Adyen N.V.
Their privacy information is available at https://www.eposnow.com/uk/contact-us/about/privacy-policy/ and
https://www.adyen.com/privacy-policy. If online booking platforms are introduced, we will share only the
information needed to administer your booking, payment or cancellation. The platform will be identified before
booking and its privacy notice will explain any processing it undertakes independently. We will update this policy
where a new service changes how we use your information. You can ask us for details of providers receiving your
information.

Some technology and payment providers may process information outside the United Kingdom. Where we arrange
a restricted international transfer, we use an applicable adequacy decision or appropriate safeguards, such as
approved contractual clauses and any necessary supplementary measures. Contact us for information about
destinations and safeguards relevant to your information. Independent providers explain transfers they arrange in
their own privacy notices.

We limit disclosure to what is needed for the stated purpose and use appropriate contractual and security
arrangements. A payment provider may also act as an independent controller under its own privacy notice.

17 Retention security and your rights
We retain information only as long as reasonably necessary for its purpose. Retention is assessed by reference to
the booking or enquiry lifecycle, accounting and tax requirements, and the period needed to resolve complaints or
legal claims. Sensitive service preferences are reviewed after the visit and deleted when no longer required.

Financial records are retained for the applicable statutory accounting and tax period. Booking and complaint records
are retained while necessary to deliver the service, administer refunds and defend or pursue legal claims. Enquiries
that do not result in a booking are deleted when the enquiry is resolved and there is no continuing business or legal
need. Marketing records are retained while the permission or other lawful basis remains valid, with a minimal
suppression record where needed to respect an opt-out. We review records and delete or anonymise information
when its purpose has ended; a dispute or legal obligation may require longer retention.

We use appropriate technical and organisational measures, including access restrictions and secure service
providers, to protect information. Please do not send card security codes or unnecessary sensitive information by
email.

Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your
information, object to processing, and withdraw consent. Contact us using section 1. You can complain to the
Information Commissioner’s Office at ico.org.uk. Supplying essential booking and payment information is necessary
to arrange the service; without it, we may be unable to proceed. Optional marketing information is not required to
book.

18 Cookie policy
Cookies and similar technologies store or access information on your device. Our website and payment pages may
use essential technologies for security, navigation and payment authentication. Optional technologies may be used
for preferences, analytics or advertising only where actually deployed and lawfully permitted.

Where consent is required, optional cookies are not set until you choose to accept them. You can reject optional cookies or withdraw consent using any cookie preference control displayed on the relevant website or hosted service. If you cannot locate a control, contact us using the details in section 1 for help. Essential cookies do not require consent where the legal exemption applies. You can also manage cookies through your browser, although
blocking essential cookies may prevent website or payment functions from working. A separate payment provider may use cookies on its own hosted page under its cookie notice. Links to the provider’s notices should be available before you use those pages.

Session cookies expire when the browser session ends; persistent cookies remain until their expiry date or until you
delete them. The duration and purposes of any optional cookies offered by a provider are explained in that
provider’s consent information or cookie notice. We will provide information about cookies used on our website on
request.

Contact contact@thewestarmscountryinn.co.uk or telephone 01691 434504.

We do not treat browsing the website or accepting these terms as consent to optional cookies. Where optional
analytics, advertising or embedded content requires consent, it must remain inactive until you agree. Consent can
be withdrawn for future use. External websites opened through links apply their own cookie policies and controls.