HOTEL ESPASION PONTOCHO

Terms of Service (Accommodation Agreement)

Scope of Application

Article 1

  1. The accommodation agreements and related contracts concluded between the Hotel and the Guest shall be governed by the provisions of these Terms and Conditions. Any matters not stipulated herein shall be governed by applicable laws and regulations or generally accepted practices.
  2. Notwithstanding the preceding paragraph, in cases where the Hotel has agreed to a special contract that does not contravene laws or established customs, such special contract shall take precedence.

Application for Accommodation Contract

Article 2

  1. A person intending to apply for an accommodation contract with the Hotel shall provide the following information:
    1. (1)Name, address, age, gender, nationality, and occupation of the Guest
    2. (2)Date of stay and estimated time of arrival
    3. (3)Accommodation charges (in principle, based on the Basic Accommodation Charges listed in Appendix 1)
    4. (4)In the case of Guests under the age of 18 staying alone, a consent form signed by a legal guardian is required
    5. (5)Guests under the age of 15 must be accompanied by a guardian
    6. (6)Other information deemed necessary by the Hotel
  2. Even after the accommodation contract has been concluded, the applicant shall immediately submit a guest register containing the Guest’s name, address, phone number, and other necessary details upon request from the Hotel.
  3. The Hotel may contact the Guest in advance via the provided contact information to confirm the reservation prior to the scheduled arrival date.
  4. If the Guest requests an extension of stay beyond the original check-out date as specified in Item (2)above, such request shall be treated as a new application for an accommodation contract at the time it is made.

Conclusion of Accommodation Contract and Reservation Deposit

Article 3

  1. The accommodation contract shall be deemed concluded when the hotel accepts the guest’s application as stipulated in the preceding article. However, this shall not apply if the guest cannot prove that the hotel accepted the application, or if the hotel can prove that it did not accept the application.
  2. If the hotel displays an incorrect accommodation rate on its website or provides an incorrect rate via telephone, and a reservation is made based on such rate, the accommodation contract—despite being accepted by the hotel—shall be considered invalid due to a mistake under the Civil Code, provided the rate is significantly lower than those of the surrounding dates and there is no indication or notice that the rate is a “special,” “limited-time,” or “campaign” offer. In such cases, the hotel shall promptly notify the guest of the cancellation.
  3. Upon conclusion of the accommodation contract as outlined in Paragraph 1, the guest shall pay a reservation deposit by the date specified by the hotel. The amount shall not exceed the total basic charge for the duration of the stay.
  4. The reservation deposit shall be applied first to the total accommodation charges. If cancellation fees or compensation become applicable under Article 6 or Article 17, the deposit shall be applied in the following order: cancellation fees first, followed by compensation. Any remaining balance shall be refunded at the time of final payment in accordance with Article 11.
  5. If the reservation deposit is not paid by the specified due date, the accommodation contract shall become null and void. However, this provision applies only if the hotel explicitly informed the guest of the payment deadline at the time of specifying the due date.

Special Contract Not Requiring a Reservation Deposit

Article 4

  1. Notwithstanding the provisions of Paragraph 3 of the preceding article, the Hotel may agree to a special contract that does not require the payment of a reservation deposit after the accommodation contract has been concluded.
  2. In the event that the Hotel does not request a reservation deposit at the time of accepting the application for accommodation, such shall be deemed as acceptance of the special contract described in the preceding paragraph.

Refusal to Conclude an Accommodation Contract

Article 5

  1. The Hotel may refuse to conclude an accommodation contract in any of the following cases:
    1. (1)When the application for accommodation does not comply with these Terms and Conditions
    2. (2)When no rooms are available due to full occupancy
    3. (3)When it is recognized that the Guest is likely to act in violation of laws or public order and morals
    4. (4)When the Guest is likely to disrupt order in the Hotel, such as by making unreasonable complaints or demands without legitimate reason
    5. When the Guest is recognized to fall under any of the following:
      1. イ. Members or affiliates of organized crime groups or other anti-social forces
      2. ロ. Corporations or organizations controlled by organized crime groups
      3. ハ. Corporations whose executive members include individuals affiliated with organized crime groups
      4. ニ. Other anti-social groups or their members
    6. (6)When the Guest engages in behavior that causes significant inconvenience to other guests
    7. (7)When the Guest is clearly identified as having an infectious disease
    8. (8)When the Guest causes disturbance to other guests through loud singing, noise, or other disruptive behavior
    9. (9)When the Guest is clearly unable to pay the accommodation charges
    10. (10)When the Guest is recognized as behaving suspiciously
    11. (11)When the Guest makes violent demands or seeks unreasonable burden beyond a rational scope
    12. (12)When accommodation cannot be provided due to natural disasters, facility malfunctions, or other unavoidable reasons
    13. (13)When the Guest is intoxicated and is deemed to cause significant inconvenience to other guests
    14. (14)When the Guest makes a reservation while concealing a commercial purpose

Right of the Guest to Cancel the Accommodation Contract

Article 6

  1. The Guest may cancel the accommodation contract by notifying the Hotel.
  2. In the event that the accommodation contract is canceled (except for cancellations made before the due date for the reservation deposit as specified in Article 3, Paragraph 3), the Hotel shall charge a cancellation fee in accordance with Appendix 2. However, this shall not apply if a special contract under Article 4, Paragraph 1 has been made and no prior notice regarding cancellation fees has been given.
  3. If the Guest fails to arrive by 24:00 on the scheduled day of arrival without prior notice, the Hotel may deem the accommodation contract to have been canceled by the Guest.

Rights of the Hotel to Cancel the Accommodation Contract

Article 7

  1. The Hotel may cancel the accommodation contract in any of the following cases:
    1. (1)When it is recognized that the Guest is likely to engage in, or has engaged in, acts that violate laws, public order, or good morals
    2. (2)When the Guest is deemed to be disturbing order within the Hotel by making unreasonable complaints or demands without legitimate reason
    3. (3)When the Guest is recognized to fall under any of the following:
      1. イ. Organized crime groups, members thereof, quasi-members, or other antisocial forces
      2. ロ. Corporations or organizations controlled by organized crime groups
      3. ハ. Corporations whose executives include members of organized crime groups
    4. (4)When the Guest engages in conduct that causes significant inconvenience to other guests
    5. (5)When the Guest is clearly identified as having an infectious disease
    6. (6)When the Guest makes violent demands or seeks an unreasonable burden beyond a rational scope
    7. (7)When accommodation becomes impossible due to force majeure such as natural disasters
    8. (8)When the Guest is deemed likely to cause significant inconvenience to other guests due to intoxication or similar reasons
    9. (9)When the Guest smokes in unauthorized areas, tampers with fire safety equipment, or otherwise violates the Hotel Rules
    10. (10)When it is discovered after the contract has been concluded that the Guest falls under Item (11)of Article 5
    11. (11)When the Guest fails to comply with a request to submit the guest register as stipulated in Article 2, Paragraph 2
  2. In the case of cancellation due to Item (7)above, the Hotel shall refund charges for services not yet provided. In all other cases, no refund shall be made.

Registration of Stay

Article 8

  1. On the day of check-in, the Guest shall register the following information at the Hotel’s front desk:
    1. (1)Name, age, gender, address, and occupation
    2. (2)For foreign nationals: nationality, passport number, port of entry, and date of entry into Japan
    3. (3)Verification and a copy of the passport
    4. (4)Departure date and estimated time of departure
    5. (5)Other information deemed necessary by the Hotel
  2. If the Guest intends to pay the accommodation charges by credit card or other non-cash means, the relevant card shall be presented at the time of registration.

Usage of Guest Rooms

Article 9

  1. The Guest may use the guest room from 3:00 p.m. on the day of arrival until 10:00 a.m. on the following day. However, for consecutive stays, the Guest may use the room throughout the day, except on the check-in and check-out dates.
  2. The Hotel may allow the use of guest rooms outside of the hours stated above. In such cases, the following additional charges shall apply:
    1. (1)Until 12:00 p.m. on the check-out day: ¥1,500 (tax included) per hour
    2. (2)After 12:00 p.m.: In addition to the above charges, a full night’s room charge shall apply

Compliance with Hotel Rules

Article 10

  1. The Guest shall comply with the “Hotel Rules” established by the Hotel as prescribed in these Terms and Conditions while staying within the Hotel premises.

Payment of Accommodation Charges

Article 11

  1. The breakdown of accommodation charges and the method of calculation shall be as listed in Appendix 1.
  2. Payment of the aforementioned charges shall be made in Japanese yen or by a credit card or other method accepted by the Hotel, at the time of check-in or upon request at the front desk.
  3. Even if the Guest voluntarily chooses not to stay after the room has been made available by the Hotel, the accommodation charges will still be incurred.

Liability of the Hotel

Article 12

  1. In the event that the Hotel causes damage to the Guest due to the performance or non-performance of the accommodation contract or related agreements, the Hotel shall compensate for such damage. However, this shall not apply if the damage was caused by reasons not attributable to the Hotel.
  2. The Hotel’s liability concerning accommodation begins when the Guest registers at the front desk and ends when the Guest vacates the room upon departure.
  3. The Hotel is insured with innkeeper’s liability insurance in case of unexpected events such as fire.

Handling Procedures When Rooms Cannot Be Provided

Article 13

  1. If the Hotel is unable to provide the contracted room, it shall, with the Guest’s consent, arrange alternative accommodations under similar conditions to the greatest extent possible.
  2. If the Hotel is unable to make such arrangements, it shall compensate the Guest with an amount equivalent to the penalty fee, which will be applied to damages. However, this does not apply if the inability to provide accommodation is not attributable to the Hotel.

Handling of Deposited Items

Article 14

  1. The Hotel does not accept custody of cash, valuables, artworks, antiques, fragile items, liquids, perishables, or similar items.
  2. In the event of loss, damage, or theft of items deposited at the front desk, the Hotel shall compensate for the damage unless caused by force majeure. However, if the type and value of the item have not been declared in advance, compensation shall be limited to ¥30,000 (tax included).
  3. For items not deposited at the front desk that are lost, damaged, or stolen, the Hotel shall compensate up to ¥30,000 (tax included), only in cases of willful misconduct or gross negligence on the part of the Hotel.
  4. The Hotel shall not be liable for dents, scratches, or other cosmetic damage to luggage deposited at the front desk.

Storage of Guest’s Baggage and Belongings

Article 15

  1. If a Guest’s baggage arrives at the Hotel prior to their stay, the Hotel shall store it only if prior approval has been granted, and the baggage shall be handed over at the time of check-in.
  2. If any belongings are left behind after check-out, the Hotel shall contact the owner if identifiable and follow their instructions. If the owner cannot be identified or provides no instruction, the items shall be handled as follows:
    1. (1)Cash and valuables: stored for 7 days, then turned over to the police
    2. (2)Perishable food: disposed of on the same day
    3. (3)Other items: stored for 14 days, then disposed of
  3. The Guest shall not object to the Hotel checking the contents of forgotten items as necessary for appropriate handling.
  4. The Hotel’s responsibility for stored baggage and belongings shall be in accordance with Paragraphs 1 and 2 of the preceding article.

Liability for Parking

Article 16

  1. When the Guest uses the Hotel’s parking facilities, the Hotel only provides the space and does not assume responsibility for managing the vehicle, regardless of whether the vehicle keys are deposited. However, the Hotel shall be liable for any damage resulting from willful misconduct or negligence in managing the parking area.

Responsibility of the Guest

Article 17

  1. If the Hotel incurs damages due to the intentional or negligent acts of the Guest, the Guest shall be liable to compensate for the damages.
  2. If the Guest recognizes that services provided differ from those stipulated in the accommodation contract, they must notify the Hotel immediately.
  3. All areas within the Hotel, including guest rooms, are non-smoking except for designated smoking areas. If smoking is detected in a guest room, the Guest shall be charged for cleaning fees and lost sales based on Appendix 3.

Disclaimer

Article 18

  1. The use of computer networks within the Hotel shall be at the Guest’s own risk. The Hotel shall not be liable for any damages incurred due to service interruptions caused by system failures or other issues.
  2. If the Guest engages in conduct deemed inappropriate while using the network and such conduct causes damage to the Hotel or a third party, the Guest shall be liable to compensate for those damages.

Refusal of Continued Stay

Article 19

  1. The Hotel may refuse to allow continued stay in the following cases:
    1. (1)When the Guest has engaged in, or is deemed likely to engage in, conduct considered inappropriate toward the Hotel
    2. (2)When the Guest has violated the Terms and Conditions, or is deemed likely to do so by the Hotel

Jurisdiction and Governing Law

Article 20

  1. Any disputes arising in relation to the accommodation contract between the Hotel and the Guest shall be governed by the laws of Japan, and the exclusive jurisdiction shall lie with the Tokyo Summary Court or the Tokyo District Court.

Appendix 1 – Breakdown of Accommodation Charges(Related to Article 2, Paragraph 1 and Article 11, Paragraph 1)

Breakdown Accommodation Charges ①Basic accommodation fee (package rate) + consumption tax
Additional Charges ②Charges for meals and other services + consumption tax
Taxes Other taxes prescribed by law, such as accommodation tax and bathing tax

Remarks
The basic accommodation fee shall be based on rates listed on the Hotel’s official website or equivalent sources.
There is no child rate available.

Appendix 2 – Cancellation Charges (Related to Article 6, Paragraph 2)

Date of Notice of Cancellation: No-show Same day 1 day before 9 days before 20 days before
For pax of 10 or fewer 100% 100% 20% 0% 0%
For pax of 11 to 49 100% 100% 80% 20% 10%
  1. The percentages represent the ratio of the basic accommodation fee charged as a cancellation fee.
  2. If the number of nights is shortened or the number of guests is reduced within the penalty period, cancellation charges will apply to the affected portion.
  3. Special plans and prepaid plans may be subject to separate terms and conditions.

Appendix 3 – Smoking-Related Penalties (Related to Article 17, Paragraph 3)

Cleaning fee for in-room smoking: ¥20,000 per room (tax included)
Compensation for loss of room sales due to smoking: Number of days the room is suspended × ¥20,000 (tax included)

Note: The number of days the room is deemed unavailable shall be determined by the Hotel based on actual non-sale days, up to a maximum of 10 days.

Hotel Rules of Use

(In accordance with Article 10 of the Accommodation Terms and Conditions) To ensure a safe and pleasant stay for all our guests, we kindly ask for your cooperation in observing the following Hotel Rules, as stipulated in Article 10 of the Accommodation Terms and Conditions. If a guest fails to comply with these rules, the Hotel may, in accordance with Article 7, Paragraph 1 of the Accommodation Terms, refuse accommodation and the use of hotel facilities, and may seek compensation for any resulting damage.

■Matters to Observe for Safety and Fire Prevention

  1. When leaving your room during your stay, please ensure that the door is locked. (Our doors are equipped with an automatic locking system.) For added safety, especially while sleeping, please engage the door latch and door hook from the inside.
  2. An evacuation route map is posted on the inside of the guestroom door. Please familiarize yourself with it.
  3. When someone visits your room, do not open the door carelessly. Open the door with the latch engaged or check using the door viewer. If you suspect anything suspicious, please contact the front desk immediately.
  4. Please refrain from meeting visitors in your guest room.
  5. Do not use the guestroom for any purpose other than accommodation without prior permission.
  6. Guests under 18 years of age staying alone must present a consent form signed by a legal guardian.
  7. Guests under 15 years of age must be accompanied by a guardian.
  8. Do not use heating or cooking appliances, or any electrical devices such as iron not provided or approved by the Hotel.
  9. Smoking is prohibited inside the building, including guestrooms and lobby areas. Please use designated smoking areas outside the building.
  10. Do not use fireworks, incense, candles, or any other items that may cause fire or emit strong odors in guest rooms or anywhere inside the building.

■Payments

The Hotel does not offer advance payments or proxy purchases for tickets (such as airplane, train, or sightseeing bus tickets), taxi fares, postage stamps, parcel deliveries, or similar services.

■Payments

The Hotel does not offer advance payments or proxy purchases for tickets (such as airplane, train, or sightseeing bus tickets), taxi fares, postage stamps, parcel deliveries, or similar services.

■Prohibited Items for Bringing into the Hotel Premises

  1. Animals or pets (excluding assistance dogs). If you are bringing an assistance dog, please notify the Hotel in advance.
  2. Poisonous, hazardous, or toxic chemicals; items with strong odours or fumes.
  3. Firearms, blades, gambling equipment, or other items prohibited by law.
  4. Explosive or flammable materials such as gunpowder or gasoline.
  5. Items that generate loud noise.
  6. Any other items that may threaten the safety or comfort of other guests.

■The following acts are strictly prohibited within the Hotel:

  1. Gambling or other acts that disrupt public order, as well as any illegal activities.
  2. Political activities, election campaigns, and religious solicitation or activities.
  3. Sales of goods, advertising, solicitation for donations, or signature collecting.
  4. Photography, filming, or audio recording for commercial purposes without prior permission.
  5. Loud or disruptive behavior that causes inconvenience or discomfort to other guests.
  6. Wearing room wear or slippers provided in the room outside of the guest room.
  7. Ordering food deliveries from outside the Hotel.
  8. Any other acts that may interfere with safety or hygiene within the Hotel.