Terms & Conditions & Cancellation Policy

I Cancellation Policy for Direct Bookings

Valid from April 12, 2025

Applies to bookings made via vor-lauter-baeumen.de, our booking platform RoomRaccoon, or by phone, unless otherwise stated or agreed upon: *

• Up to 30 days before arrival: free of charge
• Up to 7 days before arrival: 30% of the booking cost, but no more than the cost of the first two nights (excluding additional services)
• From 6 calendar days before arrival: 50% of the booking cost, but at least the cost of the first night (excluding additional services)
• From 4 calendar days before arrival: 100% of the accommodation costs (excluding additional services, unless already purchased explicitly at the guest’s request)

If you need to cancel for a valid reason, please contact us — we’ll do our best to find a solution together.
We always recommend purchasing travel cancellation insurance!

• Separate booking conditions apply, for example, to group bookings of more than 10 people and to rates explicitly marked as non-refundable.

II. Terms & Conditions

1. Scope of Application

1.1 These Terms and Conditions apply to contracts for the temporary rental of guest rooms for accommodation purposes, as well as to all other related services and deliveries provided by the guesthouse (referred to as „Accommodation Contract“). The term “Accommodation Contract” includes and replaces the following terms: lodging, guest accommodation, hotel, pension, and room rental agreements.
1.2 Subletting or re-letting the rooms provided, as well as using them for purposes other than accommodation, requires prior written consent from the hotel. § 540 (1), sentence 2 of the German Civil Code (BGB) shall not apply unless the customer is a consumer under § 13 BGB.
1.3 The customer’s general terms and conditions only apply if this has been expressly agreed in writing in advance.

2. Contract Conclusion, Contracting Parties, Limitation Period

2.1 The contract is concluded between the hotel and the customer. It is formed when the hotel accepts the customer’s request. The hotel may confirm the room booking in writing.
2.2 All claims against the hotel are generally subject to a one-year limitation period from the beginning of the statutory limitation period. This does not apply to claims for damages or other claims based on intentional or grossly negligent breaches of duty by the hotel.

3. Services, Prices, Payment, Offsetting

3.1 The hotel is obligated to provide the rooms booked by the customer and deliver the agreed services.
3.2 The customer is obliged to pay the agreed or applicable prices for room rental and additional services used. This also applies to services commissioned by the customer and performed by third parties on behalf of the hotel.
3.3 The agreed prices include applicable taxes and local charges valid at the time of contract conclusion. Local taxes payable by the guest under municipal law, such as visitor’s tax, are not included. If tax laws change after contract conclusion, prices will be adjusted accordingly. For consumer contracts, this only applies if more than four months lie between the contract date and fulfillment.
3.4 If the customer requests a reduction in booked rooms, services, or duration of stay, the hotel may make this conditional on an appropriate price increase.
3.5 Hotel invoices are due immediately upon receipt without deductions. If payment on invoice was agreed, it must be settled within ten days unless otherwise specified.
3.6 The hotel may require a reasonable advance payment or security deposit, such as a credit card guarantee. Details can be agreed in writing. Statutory rules apply to advance payments for package tours.
3.7 In justified cases (e.g., late payments, extended contract), the hotel may demand an advance or security deposit after the contract has been signed, up to the start of the stay.
3.8 Additionally, the hotel may demand a security deposit at check-in or during the stay for existing or future claims arising from the contract.
3.9 The customer may only offset claims against those of the hotel if such claims are undisputed or legally established.
3.10 The customer agrees to receive invoices electronically.

4. Customer Withdrawal (Cancellation) / No-Show

4.1 The customer may only withdraw from the contract if a right of withdrawal was agreed, a statutory right applies, or the hotel consents to the cancellation.
4.2 If a free cancellation period was agreed, the customer may withdraw without cost up to that point.
4.3 If no cancellation right exists or has expired and the hotel does not agree to contract termination, the customer must still pay the agreed price even if the service is not used. The hotel will deduct income from re-letting the room and saved expenses. If not re-let, the hotel may charge a flat rate:

• 90% of the agreed price for room with or without breakfast or packages with third-party services,
• 70% for half-board,
• 60% for full-board.
  The customer is free to prove that no or significantly less damage occurred.

5. Hotel Withdrawal

5.1 If a free cancellation period is agreed for the customer, the hotel may also withdraw from the contract within that period if other customers inquire and the original customer doesn’t confirm their booking.
5.2 If the customer fails to provide a requested advance or deposit (per 3.6/3.7) after a deadline, the hotel may withdraw.
5.3 The hotel may also withdraw for legitimate reasons, e.g.:

• Force majeure or other circumstances beyond the hotel’s control make contract fulfillment impossible
• Rooms were booked with misleading or false information (identity, payment ability, purpose)
• Use of services may endanger hotel operations, safety, or public reputation
• The stay’s purpose is illegal
• Violation of section 1.2
• Exercise of house rules due to behavior violating the rights of staff or guests, e.g., racist, homophobic, or discriminatory statements
  5.4 In such justified cases, the customer has no right to damages.

6. Room Provision, Handover, and Return

6.1 The customer has no right to specific rooms unless agreed in writing.
6.2 Rooms are available from 3:00 PM on arrival day. Early check-in is not guaranteed but will be attempted.
6.3 Rooms must be vacated by 11:00 AM on departure day. Late check-out may incur fees:

• 50% of room rate until 6:00 PM
• 90% after 6:00 PM
  The customer may prove that no or lesser claims exist.

7. Hotel Liability

7.1 The hotel is liable for injury to life, body, or health, and for other damages caused by gross negligence or breach of essential contractual obligations.
7.2 Liability for property brought to the hotel is governed by statutory provisions. Use of the hotel safe is recommended. Items over €800 (valuables) or €3,500 (other property) require a special agreement.
7.3 A parking space does not constitute a storage contract. The hotel is only liable for vehicle loss/damage as per section 7.1.
7.4 Wake-up calls, messages, mail, and package forwarding are handled with care. Liability follows section 7.1.

8. Final Provisions

8.1 Changes and additions must be in writing. Unilateral changes are invalid.
8.2 Place of fulfillment and jurisdiction for commercial customers is Walkenried (district Zorge). If no domestic general jurisdiction exists, Herzberg am Harz applies.
8.3 German law applies. The UN sales law is excluded.
8.4 As required by law, the hotel refers to the EU’s online platform for out-of-court consumer dispute resolution:
http://ec.europa.eu/consumers/odr/