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Our Terms & Conditions

WINDSOR HOLDINGS LTD T/A FOXHILLS ONLINE PAYMENTS TERMS & CONDITIONS

Method of Payment

You can make your membership payment online using any major Credit or Debit card except American Express and Diners.

Delivery Policy

You will receive a confirmation e-mail when payment has been processed. Your membership is then renewed for the following year.

Refunds and Cancellation Rights

We do not operate a refund policy regarding membership subscriptions and therefore a membership payment may not be cancelled during the membership year. Subscriptions are an annual payment and are renewable on 1 April each year, upon receipt of our renewal invitation letter.

Card Security

Please do not email your card details to us. No responsibility can be taken for the security of your details if given this way. All membership renewal payments by Credit or Debit card must be done via our online payment facility.

The utmost care and consideration is taken to ensure that your card details are secure. This is achieved by encrypting your card number at the time of payment. It is imperative that you type in the cardholder’s name as it is shown on the card, and address exactly as it appears on the statement.

Card fraud is illegal and will lead to prosecution in all cases.

Privacy Policy

We are committed to protecting your privacy. We will only use the information that we collect about you lawfully (in accordance with the Data Protection Act 1998) and specifically for the benefit of you as a member of this Club.

Booking Conditions

ALL BOOKINGS AT FOXHILLS ARE ACCEPTED BY WINDSOR HOLDINGS LTD (HEREINAFTER CALLED 'THE COMPANY') UPON THE FOLLOWING TERMS AND CONDITIONS.

  1. The Company reserve the right to cancel any booking forthwith and without liability on its part in the event of damage or destruction by fire or any other cause beyond the control of The Company which shall prevent it from performing its obligation in connection with any booking. In these circumstances every effort will be made to accommodate the booking elsewhere. Should this not be possible, any payments made to The Company in advance of the booking will be refunded in full, unless an overdue amount exists. The Company make all arrangements for the event with a representative of the customer (hereinafter called The Organiser).

  2. DEPOSITS
    The Company do not accept as CONFIRMED any booking unless a non-refundable holding deposit has been received.
    Bookings will be held as PROVISIONAL until that time.
    Bookings for events more than 28 days hence will be held for a maximum of 7 days.
    Bookings for events less than 28 days hence will be held for a maximum of 3 days.

    DEPOSIT REQUIRED: For bookings held 7 days, a maximum of 10% of the overall anticipated cost of the event will be requested. For bookings held 3 days, up to 90% of the anticipated overall cost will be requested.

    T he Company reserve the right to cancel any booking where the event is not confirmed by receipt of the deposit requested within the holding periods as shown, and accepts no responsibilities for cancellation if deposits are received after due date.

    Where a 10% deposit has been accepted, further deposits will be requested prior to the event, NON RECEIPT OF REQUESTED DEPOSITS MAY JEOPARDISE THE EVENT.

    Deposits can be made by cheque (at least 7 working days for clearance should be allowed), Visa, Master Card and BACS ONLY. No other form of deposit payment is acceptable.

    All deposits held will be deducted from the final invoice OR used against any cancellation charge that may be levied, please see our "Final Number" and "Cancellation Policy". (Items 7 + 8).

    Due consideration will be given to refunds and transfers of deposits if cancellation falls outside that cancellation policy.

    Where the balance of payment is due on departure, all major credit cards are accepted, personal cheques to the value of a cheque guarantee card. Company cheques are only acceptable with prior approval, subject to financial status reports to our satisfaction

  3. ACCOUNT HOLDERS
    The Company reserve the right to cancel an event or to decline any booking if an overdue account exists.

    All invoices are payable with 30 days of invoicing, THE COMPANY DOES NOT ACCEPT CREDIT CARD PAYMENTS TO SETTLE INVOICES THAT HAVE NOT BEEN PAID ON DEPARTURE. Invoice queries must be brought to the attention of the Events Office with 5 working days of the event and confirmed in writing. Any queries thereafter will only be considered at The Company's discretion. Should we hold a signature from either The Organiser or a representative on behalf of The Organiser accepting the charges on the day of the event, no amendments to the invoice can be considered.

    The Company also reserve the right to make additional charges AFTER the event should any omissions be discovered.

  4. ACCOUNT FACILITIES
    These may be applied for, The Company reserve the right to accept or decline a request for account facilities, and The Company's decision is final.

  5. NON ACCOUNT HOLDERS
    The Company will require payment in full, on departure, of all outstanding balances, after deduction of deposits paid. Payment can be made by all major credit cards or personal cheques up to the value of a cheque guarantee card.

  6. ACCOMMODATION
    Any late charges, after departure, will be debited from the credit card presented at check-in. Early check-in and late check-out are subject to availability and will be chargeable. (Check-in 2.00pm & check-out 11.00am). A charge will be made for any company property damaged or removed from the room.

  7. CANCELLATION POLICY
    The percentage will be based on the following:
    ACCOMMODATION: Full cost of room (s) as quoted

    Rooms booked Notice given % Rooms booked Notice given %
    1-5 0-7 days 100 6+ 0-14 days 100
    8-14 75 15-21 75
    15-21 50 22-28 50
    22-28 25 29-42 25

    EVENTS
    Full cost as quoted:
    Green Fees,
    Room hire,
    Sub-contracted bookings subject to their terms.
    Food and Beverage ordered.

    Notice given %
    0-7 days 100
    8-14 75
    15-21 50
    22-28 25

  8. FINAL NUMBERS
    Conference and Events:
    FINAL NUMBERS FOR THE EVENT MUST BE NOTIFIED TO THE EVENTS OFFICE 4 WORKING DAYS BEFORE THE EVENT, AND CONFIRMED IN WRITING BY THE ORGANISER.

    Any reduction after 4 working days will be treated as part cancellation. (See Note 7). Should there be an INCREASE, The Company cannot guarantee their ability to accommodate any increase, but will make every effort to do so. Charges will be made accordingly.

    Sports Days and Societies:
    FINAL NUMBERS FOR THE EVENT MUST BE NOTIFIED TO THE EVENTS OFFICE 21 WORKING DAYS BEFORE THE EVENT, AND CONFIRMED IN WRTING BY THE ORGANISER. Any REDUCTION after 21 working days will be treated as part cancellation. INCREASES will be charged accordingly

  9. ADDITIONAL CHARGES
    They will be made by The Company to The Organiser, UNLESS The Company has been informed IN WRITING by The Organiser, that no guest or representative of The Organiser can instruct The Company's staff to add a charge to The Organiser's invoice. This instruction must be acknowledged IN WRITING by The Company.
    The Company do not take any responsibility to inform guests on The Organiser's behalf.

  10. OTHER
    No food, wine, spirits or beverage may be brought on to the complex for consumption anywhere at Foxhills.
    No animals allowed on the complex.
    Room changes shall be made from time to time at the discretion of The Company, The Organiser will be informed as soon as practicable.
    THE COMPANY ACCEPT NO RESPONSIBILITY FOR LOSS OR DAMAGE TO PROPERTY, VEHICLES OF CUSTOMERS, MEMBERS AND GUESTS OF FOXHILLS.

    All valuables should be kept in the room safes by overnight guests OR in the lockers provided by The Company in the changing rooms. They may also be handed to reception, in the Manor House.

    Any damage to The Company's property by a third party contracted by The Organiser, will be the responsibility of The Organiser, and a charge made. A charge will also be made for any Company property damaged or removed.

  11. DRESS CODE
    NO DENIM JEANS are to be worn in the Clubhouse, or in the Manor after 6:30 p.m.
    Manor Restaurant: Smart casual, tailored jacket and tie after 6.30 pm (optional)
    Clubhouse: Smart casual or golf attire. Tailored jacket and tie after 6.30pm (optional)
    Summerhouse: Informal day wear, day and evening
    Golf Courses: Traditional golf-wear, smart shorts and sports socks permitted in the summer months
    Tennis Courts: Traditional tennis-wear
    Footwear: Applicable footwear for the sport, GOLF SPIKES SHOULD ONLY BE WORN FROM THE CHANGING ROOMS TO THE COURSES.

    SPORTS DAY: All above applies.

  12. HEALTH AND SAFETY
    Whilst every care is taken by The Company to ensure the safety of all guests whilst on the premises, The Company takes no responsibility for the well-being of any guest that behaves in a careless manner, that could cause either danger to themselves or others.

  13. The Organiser accepts full responsibility to inform guests of The Company's policy on: DRESS CODE, HEALTH AND SAFETY, VALUABLES, FINAL NUMBERS, PAYMENT, FULL DETAILS OF THE ARRANGEMENTS MADE WITH THE COMPANY, ADDITIONAL CHARGES .

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©2014 Foxhills, Ottershaw, Surrey, United Kingdom KT16 0EL.  Telephone: 01932 872050.  Facsimile: 01932 875200.
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