Terms and Conditions last updated 21st April 2021 COVID19 Policy and Notice Dakota Edinburgh Dakota Eurocentral Dakota Glasgow Dakota Leeds Dakota Manchester Dakota Hospitality Limited (referred to within as “we”, "Hotel", “Company” or “Dakota”) Page 1 of 38 COVID19 Policy and Notice The contents of this policy provide amended terms and conditions which supersede those of our standard booking terms and conditions where applicable. 1. Commitment Dakota Hotels has been following the COVID19 pandemic very closely and have been utilising this time during the closure to ensure we implement the most stringent possible health and safety measures as we begin to welcome home our valued team and guests. We are: • Sincere in our efforts in protecting our team and guests. • Diligent in ensuring that new regulations and best practice are followed. • Enthusiastic in making your stay as safe as possible whilst upholding the highest levels of service we are renowned for. 2. Hotel Operation i. Bedrooms The ability for guests to stay at a Dakota Hotel with a bedroom booking is subject to change based on Government restrictions in place at the time, as well as health and safety considerations of our guests and team. In the event that we are unable to honour reservations, we will: • Communicate any changes with you via your booking email. • Cancel bedroom reservations for bookings made on a flexible rate, at no charge. • Reschedule bedroom reservations for bookings made on a pre purchase or advanced purchase rate, for a date up to six months after the original date of arrival.* ii. Bar and Grill Maximum table houses and household configurations of bookings must comply with current government guidelines in place at the time of the reservation. We will continue to keep our guests informed of any updates and keep you informed of any changes. The Hotel will communicate with Guests in advance of their stay in the event of the Bar and/or the Grill being closed, as well as if room service and/or breakfast is being offered. There may be occasions whereby the experience is on a room only basis due to restrictions or demand. iii. At the time of writing, the Government has imposed a curfew for non-residents being onsite and/or a curfew for the consumption of alcohol which all businesses must adhere to. For updated information on how this might impact your experience, please contact our Reservations team directly. iv. Tier system Guests must comply with the restrictions in place at the time of their stay including the restrictions set for the tier which the hotel is based in. By checking in to a hotel, the Guest is confirming that they are complying with the restrictions. This includes, but is not limited to: - Providing proof of essential work travel, where applicable - Not travelling out with the local authority you live in for leisure purposes, where applicable For specific guidance on the restrictions, please refer to the applicable Government website or speak to Reservations. Dakota Hospitality Limited (referred to within as “we”, "Hotel", “Company” or “Dakota”) Page 2 of 38 3. Protective Measures i. Based on the Government recommendations, we’re introducing a number of preventive and protective measures throughout our operation, including: • Social distancing measures for a minimum of one metre have been introduced using signage in all of our establishments, for both our team and guests. • Foot traffic is being managed by limiting the number of reservations we accept, managing the number of guests allowed into hotels at any given time. • It is mandatory for guests to wear face masks in all public areas of the property unless at a table currently eating or drinking or they are medically exempt and are able to provide proof of this. • Temperature checks may be performed upon entry into our hotels based on current government guidance and industry practice. The Company reserves the right to deny entry to anyone with a temperature above 38°C. Access to the premises will be denied should you refuse to have your temperature checked whilst the procedure is in place. • Hand sanitizer dispensers are available throughout the hotel for use by our guests and our team. • Our comprehensive cleaning regimes have been further developed upon following the pandemic and we regularly disinfect surfaces and upholstery using anti-bacterial and virus-killing chemicals/agents. • High contact surfaces (handles, elevator buttons, counters, etc.) are disinfected frequently throughout the day. • All of our team are provided with personal protective equipment recommended by the government, and have been trained to follow good preventive practices. • Access to onsite gyms are closed until further notice. • Card payments only are encouraged. • Physical distancing rules (with a minimum distance of 1metre) have been introduced so far reasonably practicable including elevator controls to ensure only one party is in the elevator at any time. ii. For Hotel Residents: • All individual bedroom reservations made up to and including 30th December 2021 can have the date rescheduled up to 3pm the day prior to arrival at no charge*, to allow for flexibility. For group bookings of eight bedrooms and above, please speak with us directly on your amended terms. • The hotel will endeavour to minimise the check in time upon arrival to the hotel by: - operating a system of electronic registration cards to be completed prior to arrival - offering the option of sending a payment link to prepay reservations prior to arrival • No items can be placed in the guest bedroom if given by a third party. • The airport transfer service provided in our Edinburgh and Glasgow location only, is not applicable until further notice. • New luggage storage procedures apply. • Turndowns will only be provided to applicable bedrooms on request and only in circumstances whereby no guests are in the room at the time of the employee entering. • Rooms will be cleaned using best practice protocols. • Room service delivery will be adapted to conform with governmental requirements and only applicable to guests who provide a card payment pre-authorisation on check-in. iii. In our Bar and Grill: • We have implemented social distancing in our Bar and Grill with signage noting tables which are not to be used until further notice. • We will strictly only provide table service to avoid congestion. Dakota Hospitality Limited (referred to within as “we”, "Hotel", “Company” or “Dakota”) Page 3 of 38 • Card payments machines (PDQ’s) will be sanitised in front of the guest before each use to be assured of our cleaning measures, and we will encourage the use of contactless payments via card and mobile devices where possible. • All guests are asked to wait to be seated with signage upon entry. • The cloakroom is suspended wherever possible on arrival until further notice and, where coats are taken to hang up, they will be covered by a disposable cover to avoid cross contamination. • We will stop offering a buffet provision at breakfast based on hygiene guidelines during the outbreak until further notice. Buffet items will however still be available to order. • Disposable menus are provided or the option of viewing menus using a QR code provided by each table. • Tables will be set as the guest arrives to ensure items on the table are sanitised. • Hand sanitiser is available on entry into the Bar and Grill. • Our team will be wearing face masks as you are served. iv. Test & Trace / Test & Protect protocol Known as Test & Trace in England and Test & Protect in Scotland, we will: • Fully comply with the initiative by requesting the full name, email address and/or telephone number of all guests aged 16 and over who drink or dine in our hotels. • Bedroom guests will receive an electronic or paper registration card with a dedicated optional area to include the details of other guests within their bedroom. This data will be stored on the reservation in accordance with our GDPR Privacy Notice. • All guests coming to our Bar & Grill will have a table reservation made on our booking system, Restaurant Diary, in accordance with our GDPR Privacy Notice. • The Company reserves the right to refuse entry for any guest who refuses to provide information to comply with Test & Trace / Test & Protect protocol. Applicable charges may apply in accordance with our cancellation terms in this event. • The Company reserves the right to request identification as proof of name given under this protocol. 4. Guest Responsibilities We respectfully request that no persons enter Dakota property if they have: • Personally experienced any symptoms of COVID19 in the preceding 14 days. • Knowingly been in the presence of any persons who have COVID19 symptoms in the preceding 14 days. • Personally been diagnosed with COVID19 and have not fully recovered from all symptoms for at least 14 days. • Been instructed by Test & Trace / Test & Protect to self-isolate at the time of entry. All guests must adhere to social distancing procedures as far as reasonably practicable at all times and frequently sanitise their hands for their own safety as well as those of our other guests and team. 5. Peace of mind i. All bedroom bookings under the pre purchase or advanced purchase rate are permitted to reschedule their booking up to 3pm the day prior to arrival for another date up to six months after the original date of arrival. This will be in place for bookings made with a date of arrival up to and including 30th December 2021. ii. *A charge will be applicable if the new date of stay is a higher rate, for the difference between that and the original rate. Dakota Hospitality Limited (referred to within as “we”, "Hotel", “Company” or “Dakota”) Page 4 of 38 Dakota Edinburgh Booking Terms & Conditions These terms and conditions apply to all bedroom reservations with Dakota Hospitality Limited (Queensferry) herein referred to within as the "Hotel", “Company” or “Dakota”.