Programme provider: The Elms Hotel operate a loyalty programme named Friends of The Elms administered by Inspire Loyalty.
Membership: Membership of the loyalty programme is available to residential and non residential guests who visit or stay at The Elms Hotel. Employees of the company or its agents are not eligible to participate. Only one membership per person. It’s the member’s responsibility to update their profile online or inform of any changes to their address and contact details. Some employers may prohibit or restrict employees from participating in loyalty programmes such as Friends of The Elms. The Elms Hotel and its loyalty programme operators Inspire Loyalty, assume no responsibility or liability for compliance with any such policy which a member’s employer may operate. The Elms Hotel reserves the right to refuse membership or to cancel any membership and revoke any and all unredeemed points collected by any member for reasons including, but not limited to, fraud or misuse of their membership and/ or any violation by the member of these terms and conditions. Members must be over 18 years of age to participate.
Programme availability; Changes in Terms and Conditions; Liability:
The Elms Hotel reserves the right, in its sole discretion, to modify, alter or otherwise update these terms and conditions, and/or to add, modify, restrict, suspend, discontinue, or cancel the programme, including redemptions and the number of points issued, or other programme benefits, at any time, even although such changes may affect the value of rewards or points already accumulated. The Elms Hotel and it’s loyalty programme operators, Inspire Loyalty, will not enter into any dispute concerning points awarded or redeemed and assume no liability whatsoever to damages claimed, infringed or caused by participating in this loyalty programme.
Membership cancellation: The Elms Hotel reserves the right to cancel any membership and revoke any and all unredeemed points collected by any member for reasons that include, but are not limited to: 1) violation of these Terms and Conditions; 2) misrepresentation of any information or any misuse of this programme; 3) violation of any national, regional or local law or regulation in connection with the use of membership privileges; 4) failure to pay for hotel charges; 5) a cheque to a participating hotel that is returned for insufficient funds or is invalid for any reason; 6) commission of fraud or abuse involving any portion of this programme.
Should a customer decide to cancel their membership please email email@example.com. On cancellation any loyalty voucher not used will become invalid and points awarded will be nullified. The member’s loyalty account will be closed. In the event of death this will result in cancellation of loyalty membership. Points are non-transferable.
Enrolment to the Programme: Customers have to register to join the loyalty programme on the website www.friendsoftheelms.co.uk Members will earn 200 points for registration, equivalent to £10 in loyalty value.
Earning Points: Points are awarded on spend at food & beverage outlets, accommodation and spa treatments at The Elms Hotel. Earning points begins with the date of your enrolment in the programme. Points will not be earned for any experience made prior to the date of your enrolment. Points will be awarded for accommodation booked through The Elms Hotel reservation office or website directly. Points will not be awarded for room bookings over a maximum of 3 rooms per night booked.
For every £1 you spend on accommodation, food & beverage and spa treatments you will earn 1 point. Points earned will be awarded on the same day of transaction and applied to the members loyalty account on presentation of their loyalty card at time of purchase or when final bill is paid. 1 loyalty point = 5 pence.
Please note that points cannot be earned through events and/or group bookings over 9 people.
Points cannot be claimed by two different parties for the same booking.
Members will be sent a monthly e-statement informing them of their points balance.
Please note that you need to have a credit card to be able to charge your items to your room.
OTA Earn Restriction: Members will not earn points during a stay or retrospectively on any reservations booked through Online Travel Agencies (OTA)
Members may exchange points under Friends of The Elms loyalty programme for monetary loyalty vouchers, accommodation, F&B and spa treatments by requesting a loyalty voucher online from this website. Once points have been exchanged for a loyalty voucher no refund will be available. Vouchers will be delivered to the members registered or nominated email address. The loyalty voucher must be used within 6 months of date of issue in whole of any single transaction. Please quote the loyalty voucher number for redemption when settling your invoice on departure from the hotel, otherwise full payment will be required by cash, credit card or debit card. A minimum point’s order value of 300 points applies (£15).
Card Issue & Definition: The Elms Hotel operates loyalty programme membership cards named as Friends of The Elms. Only one loyalty card per visit, can be used per household. As a registered member, cards can be used to earn and redeem points in accordance with these terms and conditions. A member will be issued a loyalty card after registration for free of charge. Points are not redeemable for cash or any other form of credit and have no value until presented for redemption in accordance with the terms and conditions of this programme. Points have no fixed or ascertainable cash value. Members have no ownership interest in accrued points and accrued points do not constitute property of the members. Use of the word earn in marketing materials in relation to the programme points shall mean collect and shall not infer that the points have any value until they are presented for redemption. Points may not be purchased or sold and are not transferable except as otherwise stated herein. Employees of the Company or its agents are not eligible to participate.
Should a card be lost or stolen the member must notify by email to firstname.lastname@example.org or in person at the hotel. The account will be suspended and a replacement card issued. Points as of date & time of notification will be transferred to the new account.
Accommodation vouchers: (Cancellation & Restrictions) : The Elms Hotel reserves the right to restrict, suspend, modify, discontinue, substitute or cancel the accommodation vouchers at any time without notice. Reservations require a credit card to guarantee the reservation. Accommodation voucher reservations can be cancelled 24 hours beforehand. Members who cancel their reservation and do not stay will have their points used for that reservation re-deposited into the member’s account, and may be subjected to a processing fee. Members who do not cancel their reservation by the cancellation deadline and do not use their reservation (no-show) are still subject to a no-show charge for the first night of the reservation, plus tax, per room, billed to the credit card used to guarantee the reservation upon booking. The points redeemed for the no-show reservation will be re-deposited into the member’s account.
Spa and/or Restaurant vouchers: A reservation for Spa treatments and/or Restaurant booking is required when redeeming vouchers. Spa/Restaurant reservations can be cancelled up to 24hours in advance. Members who cancel their Spa/Restaurant reservation and do not use it will have their points used for that reservation re-deposited into the member’s account, and may be subjected to a processing fee. Members who do not cancel their Spa/Restaurant reservation by the cancellation deadline and do not use their reservation (no-show) are still subject to a no-show charge for the treatment/ dining. Please be aware that Restaurant table reservations depend on availability.
Expiration of points/ vouchers: Points do not expire unless your account becomes inactive for any period of twelve months or longer. To maintain the points in your account, you must have at least one earn or redeem transaction posted to your account every twelve months. If you do not keep your account active for any period of twelve months or more, all of your points may expire which means your points will be removed from your account and are no longer able to be redeemed. The member account will be deemed to have lapsed. The loyalty voucher must be used within 6 months of date of issue in whole of any single transaction.
Restricted by Law: This Programme or participation therein is not valid and/or the awarding of points and/or the granting of rewards is void where prohibited or restricted by law in the country of the member’s domicile.
In the event of a conflict between Friends of The Elms programme terms and conditions and The Elms Hotel general terms and conditions, interpretation shall be at the sole discretion of The Elms Hotel. The registered member is responsible for the payment of any tax due in respect of any reward. By participating, loyalty programme members agree to these terms and conditions. All terms and conditions are in conjunction with our supplier Inspire Loyalty.
Inspire Loyalty are a loyalty company who provide loyalty programmes to the travel & tourism industry by representing client loyalty websites and clients on the Inspire Loyalty app, transactional products and data marketing platforms for their customers, partners and staff. Inspire Loyalty takes great care with personal information that is provided to us online, taking steps to keep it secure and ensure it is used for stated purposes only. All data we collect on this website or received via the Inspire Loyalty app is encrypted which is evident by the SSL (secure sockets layer) padlock you can view in the browser of this website.
Collecting information about you
If you registered on this website or our client represented on the Inspire Loyalty app and ticked the box before submitting the registration form you have given consent and agreed to receive future email messages relevant to your rewards account or the client’s business which we represent. We use a third party provider (The Rocket Science Group LLC d/p/a Mailchimp) to fulfil our email communications on our client’s behalf with a DPA (Data Processing Addendum) in place to comply with The GDPR. Should you prefer not to receive these electronic communications from us, you can unsubscribe by email to email@example.com. You may also unsubscribe your details by using any function we develop in future to allow you to do this under My Account, after login to this website. If you have subscribed by completing and submitting the registration form on this website but change your mind to receiving future emails, you can also click the unsubscribe link contained in any future email communications you receive. If you have submitted a contact us form or emailed our member support advisors directly we will use the contact information provided and data we store to help reply to your enquiry.
How we collect your information
The information we hold about you is collected from the registration form you completed on this website and transactions which are processed on your account.
The type of information we hold
The information we hold is provided by you when you completed a registration form. This may include your name, address and contact details and any free format remarks you may have submitted to contact us.
We will use your contact details to communicate with you to advise of your points statement balance, or transactional enquiries or remind you about the features and benefits of the product you have registered for and tell you about other products and services which may be of interest to you – these are called marketing messages and you can change your mind about these communications at any time.
Who we might share your information with?
From time to time we may share your information with other people or organisations (who are also bound to keep it safe and secure) if we have a duty to disclose it, if it is required for law or regulation allows or requires us to do so, for legitimate business purpose.
Right to be forgotten
You have a right to request us to remove any and all information we hold about you by email to firstname.lastname@example.org. You may also remove your details using any function we develop in future to allow you to do this under My Account, after login to this website
How can you access your information?
You can access the personal and transactional information we hold about you in the My Account area of this website, after login. You can also ask us to change or delete any personal information previously provided. If we can we will, but sometimes we have to maintain some records for legal reasons. If you cannot access your account by login and would like a copy of your information, you can write to us at the address below.
How long will we keep your information?
We will not retain your personal information for longer than is necessary for the maintenance of your account, or to meet other legal or regulatory requirements.
We use hosting companies to back up the contents of this website, including your data. Should your data be removed from this website at your request or by us, we will continue to store your data, and our website hosting companies will retain your information on their servers, for a further 30 days before the next back up. Should your data be removed from this website at your request or by us, our website hosts will hold your data for up to a further 120 days prior to permanent deletion while they replenish their own system back up. Our website hosting companies are Siteground (www.siteground.co.uk) and Amazon Web Services (https://aws.amazon.com).
Cookies do many different things, such as letting you navigate between web pages efficiently and remembering your preferences.
What are cookies?
Cookies are small files placed on your computer’s hard drive or in your browser memory when you visit a website.
What do cookies do?
Cookies help to make the interaction between users and websites faster and easier. For example, they can remember your preferences, login details or information you supply. What cookies don’t do is store any personal or confidential information about you.
Are cookies safe?
Yes, cookies are small text files. They cannot look into your computer or read any personal information or other material on your hard drive. Cookies can’t carry viruses or install anything harmful on your computer.
Why should I keep cookies switched on?
We would like you to keep cookies active on your computer during your visits to our website because parts of the site rely on them to work properly. Cookies also help us remember which parts of our site you have visited which means we can make our online advertising more relevant to your needs and interests. Remember, our cookies are completely safe and do not store any personal or confidential information about you.
The new updates in GDPR mean any identifiable information relating to an individual is now sensitive data. It must be treated fairly, lawfully, and with due diligence to security.
How to contact us?
If you have any questions or concerns about our use of your personal information or would like a copy of the information we hold about you, please write to: The Marketing Office, Inspire Loyalty, 7 Donegal Square West, Belfast, BT1 6JH
While Inspire Loyalty has taken all reasonable care to ensure the accuracy of the information presented on this website, it does not make any warranties regarding the accuracy or completeness of the information within or accessible through the site. Inspire Loyalty reserve the right at any time to revise, amend, alter, or delete the information provided on this website.