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The Hilltop Holding Oy (operating as Hilltop Forest) – Terms & Conditions

Last updated: 26 April 2022

General

The legal entity The Hilltop Holding Oy is responsible for the operations of “Hilltop Forest” (“we” or “us” or “hotel”). This website is operated by Hilltop Forest to present the accommodation business at the time the website was created and any updates thereafter. The material on this site is provided for general information only and should not be relied upon. This site may contain certain historical information. Historical information, necessarily, is not current and is provided for your reference only. We reserve the right to update our website at any time. 

While we endeavour to keep our website up-to-date, at any point the actual service offered at Hilltop Forest may differ from that presented on this website. 

At the time of booking you are required to read and accept our Terms & Conditions, after which you and us are bound by Hilltop Forest’s Terms & Conditions.

You agree not to reproduce, duplicate, copy, sell, resell or exploit any portion of this website, our brand, concept, photography or designs unless explicitly agreed, in writing, by us.

Booking, reservations & cancellation

In general, Hilltop Forest operates as a private resort where a pre-booking is required to access our premises, this is to ensure the privacy of our staying guests. At any point, however, Hilltop Forest reserves the right to grant access to non-staying guests for use of our land, facilities, lounge, sauna, guest rooms and Hilltop House.

A booking is considered confirmed and binding once payment has been received per our payment policy as set out below. You are required to read and accept these Terms & Conditions in our booking system prior to the completion of your booking. The content of your reservation is specified in our booking system against the disclosed price for the selected date of arrival and departure. Bookings must be made by persons over the age of 18. A booking confirmation will be sent to you after completion of your booking. Bookings are processed by a third party “Moder Oy”.

Booking enquiries via email or other forms of communication are considered non-binding until a booking has been paid per our booking policy and payment terms, unless explicitly stated and agreed by us.

Group bookings (not made through our booking system) will be charged 50% at the time of booking and the remaining 50% 4 weeks prior to your stay. Additional services used during your group booking will be charged at the time of your departure.

Our check-in time is 15:00 on the day of arrival and check-out time is 12:00 the day of departure. Guests arriving early or late should contact us to discuss arrangements, particularly out of the hours service of The Wellness Shed (08:00 – 22:30). Hilltop Forest has no obligation to offer rooms to arriving guests prior to 15:00 even if the guest arrives early. Arriving guests are to check-in at The Wellness Shed per our arrival instructions sent to you prior to arrival. Contactless check-in is available for arriving if requested prior to arrival. You are required to notify us of early departure on the day prior to your departure at no later than 18:00.

Changes to booking dates can be made up to 1 week prior to your date of arrival, subject to availability of alternative dates and the available prices for the alternative dates. You agree to pay the difference in price from the original to the alternative date or the booking. In the event of a lower available rate Hilltop Forest will compensate the customer for the difference. Name changes for a given booking can be made up to check-in, however notice must be given from the original booking party. Bookings can be cancelled 2 weeks prior to your arrival for a full refund, less a €10 handling fee. Cancellations less than 1 week to stay will be charged in full.

We welcome pets at Hilltop Forest, but require guests bringing a pet to pay a surcharge of €30 at the time of booking. In the event of making a booking and not disclosing a pet, Hilltop Forest reserves the right to charge the €30 surcharge during your stay or after your departure. You agree to be fully responsible for your pet during your stay and we reserve the right to charge you for any excessive damage to the hotel’s property caused by your pet during the stay.

Payments

Payment is required to confirm a booking. Payment is made by bank transfer, debit card, credit card or invoice. All payments are made in Euros (€). For individual bookings, we will take full payment at the time of your booking. For group bookings (not processed in our booking system), a 50% payment will be required at the time of booking and the remaining 50% due 4 weeks prior to your arrival. 

Payments for bookings are handled by a third party “Paytrail Oyj”. Paytrail Oyj co-operates with Finnish banks and credit institutions as the payment service provider and payment service provider. Paytrail Oyj appears as the payee on the bank statement or card invoice and forwards the payment to the merchant. Paytrail Oyj has a payment institution licence. For reclamations, you will be required to contact Hilltop Forest in the first instance.

Additional services and purchases during your stay will be charged at the time of purchase or at the time of your departure.

Data, privacy & information

This website uses cookies to enhance your experience, these can be opted out of when you opened the website. Please see our Privacy & Cookies statement on our website for more information. Other information provided to us is processed by third parties. Hilltop Forest has no responsibility or control over the data, privacy or information handling policies in place at those third parties.

You may provide other information voluntarily for marketing by signing up for our newsletter. For our newsletter we use Mailchimp. Mailchimp processes data in accordance with the EU General Data Protection Regulation (GDPR) and has strict security procedures.

To complete a booking you will be required to provide relevant information to complete the booking, this is processed by Moder Oy. The processor ensures an adequate level of data protection in the processing of data on its own equipment. The processor does not transfer personal data outside the EU. Under no circumstances will the processor disclose personal data to third parties.

Online payments for bookings are processed by Paytrail Oyj. Paytrail Oyj (2122839-7) co-operates with Finnish banks and credit institutions as the payment service provider and payment service provider. Paytrail Oyj appears as the payee on the bank statement or card invoice and forwards the payment to the merchant. Paytrail Oyj has a payment institution licence. Paytrail is part of the Nets Group A/S. Nets is the leading provider of payment solutions, information services and digital security solutions in the Nordic countries. Paytrail has been awarded the Safe Pay certificate.

Rights of Hilltop Forest 

We reserve the right to change our pricing, terms and conditions, services offered, menus as well as cease operations at any time. We also reserve the right to refuse access or service to anyone at our discretion.

We reserve the right to cancel your reservation at any time and refund you fully for your booking.

We reserve the right to apply special terms and conditions that differ from these in case of public holidays, special events, seasonality or in the event that additional services are required.

Should you fail to adhere to these Terms & Conditions, Hilltop Forest reserves the right to terminate your booking or stay. You will not be eligible for a refund in the event of a terminated booking or stay due to the customer not being in adherence to these Terms & Conditions. 

 

Customer conduct 

Arrival & Departure

We ask you to respect our neighbours and other surrounding properties when arriving & departing Hilltop Forest. You are required to read the arrival instructions sent to you prior to your arrival, follow signage close to the property and respect local speed limits. 

Hilltop Forest operates on private land with private road access. You are responsible entirely for planning your journey for the prevailing weather conditions at the time of your arrival & departure. 

At Hilltop Forest 

We ask you to be polite and respectful to other staying guests at Hilltop Forest at all times. You are also required to respect the surrounding nature and avoid littering or damaging the local environment.

Customers behaving inappropriately may be removed from the site. We reserve the right to refuse access and service to customers found to be inappropriate or disruptive. Hilltop Forest bears no responsibility to other staying guests for the inappropriate behaviour and actions of other guests.

Damage and theft 

Any damage caused by you to hotel property or the removal of hotel property from Hilltop Forest will be charged to the customer at either the cost to repair or replace. 

Smoking is prohibited inside ALL of Hilltop Forest buildings. Hilltop Forest reserves the right to fine a customer €250 if found to be smoking inside any of our buildings.

You remain responsible for your personal belongings at all times during your stay. Hilltop Forest is in no way responsible for damage or theft to your personal belongings.

Responsibility for minors 

Individuals under the age of 18 remain the responsibility of the accompanying adult and person that made the booking at all times during your stay. Hilltop Forest operates in a private forest which has uneven terrain and other natural hazards; it is for your safety that we ask responsible adults to take care at all times.

Disclaimer

General 

Hilltop Forest cannot be held responsible for incidents that occur during your stay, disruption to service out of our control and cannot be seen to be responsible for injury or damages caused to customers. If specific incidents occur that Hilltop Forest could conceivably be considered to have contributed, through neglect or otherwise, our liability is limited to the value of the customers stay. 

Land

Hilltop Forest operates on a 16 hectare natural forest with uneven terrain and wildlife. You agree to use the land entirely at your own risk and Hilltop Forest cannot be held responsible for any incidents that occur while exploring the natural environment. 

Private spa usage 

During your stay you may make use of our private sauna reservations. During your time in the private spa you will NOT be monitored by staff, therefore it is your sole responsibility to take due care during this time and cannot hold Hilltop Forest responsible for any accident that occurs. You are required to follow any guidance on safety given by staff. Minors must be accompanied by a responsible adult at all times in the spa. 

In the case of an emergency you are required to follow the instructions given by Hilltop Forest staff. Failure to do so and any harm caused as a result is the sole responsibility of the customer.

Jurisdiction

Terms & Conditions and other agreements made between Hilltop Forest and customers will be governed by the law applicable in Finland.