GTC

GENERAL TERMS AND CONDITIONS OF SALE – BUSINESS CUSTOMERS

L’Hôtel D’ORSAY is a SARL (limited liability company), registered with the Registre du Commerce et des Sociétés under the number 84940202900011, whose registered office is at 8, boulevard de Bonrepos, 31000 TOULOUSE – France, and whose intracommunity VAT number is FR94849402029, Insured by Abeille Assurance through SARL MARKER 2 BIS ALLEES FRANCOIS VERDIER, 31000 TOULOUSE.

Hotel contact by phone +33 (0)5 61 62 71 61 or e-mail toulouse@hotel-dorsay.com

1. APPLICATION

Pursuant to Article L 441-6 of the French Commercial Code, these General Terms and Conditions of Sale govern the relationship between Hôtel D’ORSAY, on the one hand, and business travel professionals or natural or legal persons making a reservation for professional groups, seminars, meetings, conventions, events, whether residential or not, as part of their professional activity, on the other hand, regardless of the method used for the reservation.
The fact of making a reservation implies the customer’s full and unreserved acceptance of these GTC.
The general terms and conditions of sale and the special terms and conditions form an integral part of the sales contract, and must be accepted in their entirety before any sale is concluded.
No general or specific conditions communicated by the customer may be incorporated into these general conditions.
In the event of any contradiction between the booking form (quotation or proforma invoice) and the general terms and conditions, the provisions of the booking form shall be the only ones applicable to the obligation in question.
The Customer’s agreement to the general terms and conditions of sale of SAS HOTEL D’ORSAY and the terms and conditions of sale of the rate booked is obtained at the time of booking; no booking is possible without this agreement.

2. CAPACITY

All hotel guests acknowledge that they have the legal capacity to enter into commitments under these terms and conditions.
All the information accessible on the Website and Mobile Services, enabling the reservation of services, is presented in French as well as in several other foreign languages.

3. BOOKING CONFIRMATION

– Group bookings:
All group bookings are confirmed only after the return of the quotation or proforma invoice drawn up by the hotel, duly signed and initialled, and accompanied by the handwritten mention “Bon pour Accord”.
These documents must be accompanied by the payment of a deposit corresponding to 50% of the total amount of the booking.

– Individual bookings:
For individual bookings, confirmation is effective upon advance payment of at least the first night. Payment implies acceptance of the general terms and conditions of sale, and no signed return of the quotation or proforma invoice is required.

 

4. PRICES AND PRICE GUARANTEE :

Prices are in Euros, excluding taxes, and are indicated before and at the time of booking.
The prices indicated include only the services strictly mentioned in the reservation.
An invoice is drawn up by the Hôtel d’Orsay and given to the Customer for each provision of Services.
The conditions for determining the cost of services for which the price cannot be known a priori or indicated accurately, as well as the method of calculating the price enabling the latter to be verified, will be communicated to the Customer or will be the subject of a detailed quotation, at the Customer’s request in accordance with the provisions of article L 441-6 of the French Commercial Code.
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Prices are subject to change without notice. Rates confirmed on the hotel’s quotation are firm for 30 days from the date of the quotation. After this period, they may be modified according to economic conditions, in which case the rates applicable will be those in force on the day of the event.
In the case of a booking during a trade fair or event, specific conditions may apply and will be indicated at the time of booking.
If necessary, an invoice or credit note will be issued after the group’s stay in order to regularize the invoicing.

 

5. RESERVATION AND RESERVATION GUARANTEE

The Customer must send the Hotel D’orsay the list of names of participants in the event, meals and room assignments in writing (e-mail or post) no later than 7 days before the scheduled arrival date.
A reduction in the number of Participants is considered a partial cancellation of the reservation. A reduction in the services ordered (number of meals, buffet, cocktail or other) is also considered a partial cancellation of the reservation.
The Customer acknowledges that he/she has taken cognizance of the nature, destination and terms and conditions of the reservation, and that he/she has requested and obtained the necessary and/or additional information to make the reservation with full knowledge of the facts.
As the Customer is solely responsible for his/her choice of services and their suitability for his/her needs, Hôtel D’ORSAY cannot be held liable in this respect.
The reservation will only be confirmed by Hôtel D’Orsay by e-mail once payment has been received.
In the absence of payment, Hôtel D’ORSAY will not confirm the reservation and will not guarantee the availability of the reserved spaces/rooms.
Any request to modify a reservation must be made to the hotel
– by telephone on +33 (0)5 61 62 71 61every day of the week during hotel opening hours
– by e-mail to toulouse@hotel-dorsay.com
Reservation changes are not binding until confirmed by the hotelier and acknowledged to the customer.
Requests for changes may be subject to cancellation conditions.

6. TERMS OF PAYMENT

6.1 PAYMENT

Payment must be made in the local currency of the country where the hotel is located. Bank charges are at the customer’s expense.
In the case of reservations with or without accommodation, the balance of the total invoice must be paid no later than 7 working days before the date of arrival.
The tourist tax must be paid on site by the participants or the Customer before the departure of the group.
The hotel declines all responsibility for the consequences of a delayed departure due to this collection.
Any payment incident suffered by the hotel may result in the breach of the agreement concluded with the Customer and/or the cancellation of reservations without compensation for the Customer.
In the event of late payment and payment of sums due by the Customer beyond the deadline set out above, and after the payment date shown on the invoice sent to the Customer, late payment penalties calculated at the contractual rate of 10% of the amount (including VAT) of the price of the Services shown on the said invoice, shall be automatically and by operation of law payable to Hôtel D’ORSAY, without any formality or prior formal notice.
In the event of non-compliance with the above payment conditions, Hôtel D’Orsay also reserves the right to suspend the supply of Services reserved by the Customer, to suspend the performance of its obligations and to cancel any discounts granted to the Customer.
It is also reminded that a fixed indemnity of €40 will be due for collection costs in the event of late payment.
Any modification or introduction of new legal or regulatory taxes imposed by the competent authorities will automatically be reflected in the prices indicated on the date of invoicing.

6.2 EXTRAS

Payment for extras (laundry, minibar, telephone, etc.) and other services requested individually by one or more participants, in particular the services proposed in article 9 of these GCS and which were not included in the reservation made by the Customer for the group, will be made directly by the participants concerned at the hotel reception desk before their departure (individual payment).
In the absence of payment by one or more participants for services claimed in addition to those included in the contract (extras, meals, etc.), the invoice will be sent to the customer, who undertakes to pay it within 30 days of the invoice date at the latest.
In the case of individual payment, the deposit paid at the time of booking will be returned to the customer within 8 days of receipt by the establishment concerned of the full amount due for the event. Any unpaid amounts will be deducted from the deposit, and the balance returned to the customer.

7. CANCELLATION

In the event of a no-show (cancellation without notice) or late reservation (seven (7) working days or less between the date of the request and the reservation date), Hôtel D’ORSAY will invoice the Customer for compensation equal to 100% of the amount (including tax) of the hotel services, seminars, meetings and events booked, for the entire stay.
A reduction in the number of Participants is considered as a partial cancellation of the reservation. A reduction in the number of meals, buffets, cocktails or other services ordered is also considered a partial cancellation of the reservation.
In the event of interruption of the event due to the customer’s fault, the entire agreed price will be collected.
The customer acknowledges that he/she has taken cognizance of the nature, destination and terms and conditions of the reservation and that he/she has requested and obtained the necessary and/or additional information to make the reservation with full knowledge of the facts.
As the customer is solely responsible for his/her choice of services and their suitability for his/her needs, Hôtel D’ORSAY cannot be held liable in this respect.

8. PROVISION OF SPACE

The Customer must inform Hôtel D’ORSAY before the date of the event of any change in the number of participants in the event.
In any event, if the number of participants is less than the number specified in the contract/quotation, the Customer may be allocated a different space from that initially planned, for reasons inherent in the management of the establishment.
It is also expressly stipulated that the Customer may not make any claim against the Hotel D’ORSAY in the event of work taking place, during all or part of the services, inside or outside the hotel.
The Customer may not obtain financial compensation or damages from the hotel in the event of modification of the spaces initially planned or in the event of works.
Any request to modify the set-up (change of furniture, room or any other element of the space) in relation to the accepted contract/quotation must be made in writing no later than 48 hours before the start of the event. After this 48-hour deadline, the hotel will apply a surcharge based on the changes requested by the customer.
In the event of the hotel’s unavailability, in the event of force majeure, a technical problem at the hotel or for any other reason, the hotel reserves the right to accommodate participants in whole or in part in a hotel of equivalent category, with all costs relating to the transfer being borne by the hotel (except in the event of force majeure), which will not be entitled to claim any additional compensation.

9. USE OF SPACE

The Customer accepts and undertakes to use the premises in good manners. Any behavior contrary to good morals and public order will lead the hotelier to ask the Customer and/or participants in the event to leave the establishment without any compensation or reimbursement for all days booked.
In the event of a problem, the Customer must accept civil liability. In the event of damage, the hotel reserves the right to invoice the customer for the cost of repair or replacement. The same applies to any offence detected after the Customer’s departure, where the amount of compensation will be debited from the Customer’s card.
Children present are the sole responsibility of the Customer.
For safety reasons and out of respect for everyone, smoking is strictly forbidden throughout the hotel, including in the rooms.

10. FORCE MAJEURE

Force majeure is defined as any unforeseeable, insurmountable event external to the parties which prevents either the Customer or the hotelier from fulfilling all or part of their obligations under the contract. Cases of force majeure or fortuitous events are those usually recognized by the jurisprudence of the French Courts and Tribunals.
Each party may not be held liable to the other party in the event of non-performance of its obligations resulting from an event of force majeure. It is expressly agreed that force majeure suspends the parties’ performance of their mutual obligations, and that each party shall bear the costs arising therefrom.

11. HOTEL STAY

In application of the regulations in force in certain countries, the customer may be asked to complete a police form on arrival at the hotel. To do so, the customer will be asked to show proof of identity in order to verify whether or not he/she is required to complete the police form.
For the safety of people and property, the hotel is under video surveillance.
Pets are not allowed in the hotel.
The correct use of WIFI is conditional upon compliance with the WIFI charter, which the customer must read before connecting.
The customer accepts and undertakes to use the room with good manners. Any behavior contrary to good morals and public order will lead the hotelier to ask the Customer to leave the establishment without any compensation or refund if payment has already been made. If no payment has yet been made, the Customer must pay the price of the nights consumed before leaving the establishment.
In the event of a problem, the Customer must accept civil liability. In the event of damage, the hotel reserves the right to invoice the Customer for the cost of repair or replacement. The same applies to any offence detected after the Customer’s departure, where the amount of compensation will be debited from the Customer’s card.
Children are the sole responsibility of the Customer.
For safety reasons and out of respect for everyone, smoking is strictly forbidden throughout the hotel, including in the rooms.
Rooms are made available to customers from 3:00 p.m. and must be vacated by 11:00 a.m. on the day of departure. If the check-out time is exceeded, a “late check-out” surcharge of 40 euros will be applied up to 4:00 pm. After 4:00 pm, an additional night will be charged.

12. SUPPLEMENTARY BENEFITS
13. Services offered by companies outside the hotel
    The Hôtel D’ORSAY can put its customers in touch with external service providers, including:
    – Private chauffeur (airport/hotel transfers, etc.)
    – Dry-cleaning service
    – Sale of parking tickets, museum tickets and events (Cité de l’Espace, Halles de la Machine, etc.), tours, tastings, etc.
    – Event management companies (teambuilding, group activities, etc.)

Contact with these service providers is possible via reception or via the Sales Manager, from whom all information concerning these services is available.
Hôtel D’ORSAY accepts no responsibility for the quality or execution of the services provided by these external service providers.

1. Bicycle rental and services
   The Hôtel D’ORSAY provides its guests with bicycles for their personal use. The specific terms and conditions of this service, including rates, commitments, return, guarantee and management of cases of theft or damage, are available from reception.
   Customers are required to return bicycles and associated equipment in their original condition. In the event of damage, loss or theft, any necessary repairs or replacements will be charged to the customer. The hotel declines all responsibility for any damage to persons or property arising from the use of bicycles.
2. Luggage storage
   The Hôtel D’ORSAY offers a luggage storage service for its guests:
   – For guests who have stayed at the hotel, this service is offered free of charge for a few hours after their departure.
   – For external guests, a paid service is offered, requiring the signature of a release form and the affixing of a security link to the luggage.

In all cases, the hotel declines all responsibility for loss, theft or damage to luggage or its contents. All goods worth more than €1,000 must be declared and may be placed in a secure safe after prior agreement with reception.

13. CLAIMS

Any complaint must be made by registered letter with acknowledgement of receipt to the hotelier within 8 days of the date of the event.

14. RESPONSIBILITY

The hotel’s liability for theft or damage to guests’ personal belongings is governed by Articles 1952 et seq. of the French Civil Code.
Identity papers and valuables (watches, jewelry, means of payment, etc.) must be placed in the mini safe provided in the rooms. For larger items, a safe is available at reception. The Hotel D’ORSAY also offers a luggage storage service at reception for a fee (rates available at reception or on request by telephone or e-mail). Before any luggage is taken to the luggage room, the customer must draw up a list of identity papers and valuables contained in the luggage, which will be given to the Hôtel D’ORSAY. As safes are available in the rooms and at reception, as well as a luggage room at reception, Hôtel D’ORSAY declines all responsibility in the event of theft.
For the organization of any commercial event, game contest, competition of any type, exhibition, unpacking sale, or any type of event which, by virtue of its purpose or legal status, would require any authorization, prior declaration, license or similar formalities in accordance with the regulations in force, the Customer undertakes to obtain the necessary information from the competent authorities and to act within the framework of the applicable regulations, and undertakes to guarantee Hôtel D’ORSAY in this respect. Hôtel D’ORSAY may cancel or terminate the contract at any time, to the sole detriment of the Customer, in the event that it is used to support an event that is contrary to moral order or good morals.
All projects concerning the decoration, layout and technical installation of the premises must be submitted to Hôtel D’ORSAY for prior written approval, reasonably in advance. At the end of the event, the Customer undertakes to remove all installations at his own expense so that the premises can be returned in their original condition. No food or drink brought in from outside by the Customer or his guests will be admitted without prior authorization from the Hotel.
After midnight, the noise level in the lounges must not disturb the Hôtel D’ORSAY’s clientele or the immediate vicinity. The Hôtel D’ORSAY reserves the right to limit noise levels in the event of excess. The Customer undertakes to comply with the times stipulated in the special conditions for the occupation of spaces and lounges.
For shows and musical programs to be organized and produced for the event, the Customer shall be solely responsible for all applications for authorization and/or declarations to SACEM or the various collective bodies or administrations concerned, as well as all payments relating to the rights of authors, producers and performers. The Customer guarantees Hôtel D’ORSAY against any claim in this respect.

15. LOCATION

In the event of an exceptional event or the impossibility of making the reserved room available to the customer, or in the event of force majeure, the chosen hotel reserves the right to accommodate the customer, in whole or in part, in a hotel of equivalent category, for services of the same nature and subject to the prior agreement of the customer.
Any additional cost of the room, transport between the two hotels and a telephone call remain the responsibility of the chosen hotel.

16. CONTRACTUAL WARRANTY

The customer benefits from a contractual guarantee on any non-conformity that the service may present.
It is emphasized that the photographs presented on the website or those of the partners are merely indicative. Although every effort is made to ensure that the photographs, graphics and texts reproduced to illustrate the Hôtel D’ORSAY give as accurate an idea as possible of the accommodation services offered, variations may occur, particularly due to changes in furnishings or possible renovations.
The Hôtel D’ORSAY cannot be held responsible for the non-execution or poor execution of the reservation in the event of force majeure, the act of a third party, unforeseeable and insurmountable, the act of the customer, in particular the unavailability of the Internet network, impossibility of access to the website, external intrusion, computer viruses or in the event of unauthorized prepayment by the cardholder’s bank.
In addition to the above provisions, it is specified that the partners are responsible for promoting the offers broadcast on their own websites, mobile services and/or any other tool enabling access to the website.

17. USE OF PHOTOGRAPHS

During your stay at the hotel, you may be asked to agree to be photographed and to the use of this photograph. Once the agreement has been given, Hôtel D’ORSAY may use the photographs for any public projection, advertising, press, social networks, website, electronic publications.
Hôtel D’ORSAY expressly refrains from using the photographs in any way that might infringe on the privacy or reputation of the person(s) photographed, nor from using the photographs covered by said authorization in any way that might be prejudicial. Hôtel D’ORSAY will provide the person photographed with proof of each publication, available on request.
By giving their authorization, the person(s) photographed confirm(s) that their authorization is given with full knowledge of the facts and without compensation. They may not claim any remuneration for the use of the images.

18. DATA CONFIDENTIALITY

Hôtel D’ORSAY collects, processes and uses the Customer’s personal data only if the Customer has given its prior consent or if permitted by law. Hôtel D’ORSAY collects, processes and uses only the data required to operate its services and the online portal and/or the services offered therein.
Hôtel D’ORSAY will not sell this data to third parties under any circumstances. Data will only be transferred to third parties if this is necessary for reservations with the accommodation provider chosen by the customer or for the performance of other services to be provided by Hôtel D’ORSAY. This expressly includes any transfer of data to subsidiaries or other subcontractors of the agent that is useful for processing the reservation, within the scope of the respective contractual structures and within the framework of the legal regulations in force, in particular with respect to data confidentiality.
Detailed information on data confidentiality and the processing of personal data can be found in the data confidentiality notice.

19. AMICABLE SETTLEMENT OF DISPUTES

The customer is hereby informed of the possibility of having recourse, in the event of a dispute relating to these general terms and conditions, to a conventional mediation procedure or any other alternative dispute resolution method, under the conditions set out in Title I of Book VI of the French Consumer Code.
After having referred the matter to customer service or the hotel in an attempt to resolve the dispute amicably, and in the event of a negative response or the absence of a response within sixty (60) days of the referral, the customer may refer the matter to the Tourism and Travel Ombudsman. Information (contact details and how to contact the Mediation officer) concerning the Mediation officer is available on the https://www.mtv.travel/contact/ website.
The Mediation officer may be contacted within twelve (12) months of the first complaint.
Hôtel D’ORSAY also informs customers of the existence of a European platform for Online Dispute Resolution (“RLL”) to which they may have recourse. Customers can access this platform via the following link: http://ec.europa.eu/consumers/odr/.

20. APPLICABLE LAW

Any dispute, claim or litigation relating to the booking of a stay or hotel room shall be governed by French law, without prejudice to any mandatory protective provisions that may apply in the consumer’s country of residence.

In Toulouse on 01/01/2024