Whether an online shop or hotel, if you are taking card details on your website you are required by the card schemes (Mastercard, Visa etc) and your acquirer to display specific information on your website, usually before a MID will be issued.
Payment Terms and Conditions.
For hoteliers, this usually means your deposit, payment and cancellation policies. This sets out clearly how and when you will charge cards and offers you protection in the event of any potential disputes.
Some sample text:
How we process your card details.
Example 1.
Deposit: Your payment card is stored securely to confirm your booking.
Payment terms: Your card will be charged the full booking value on the morning of the arrival date. Any additional items added during your stay will be charged on departure.
Cancellation policy: You can cancel for free up to two full days before the day of arrival. Cancellation less than two full days before arrival, or a no-show (not turning up without advance warning of cancellation), will incur a late cancellation penalty of the full value of the booking.
Example 2.
Deposit: Your card will be charged a deposit equal to the first night’s stay of your booking.
Payment terms: Payment for the remaining total balance of your booking, including any additional items added during your stay, will be taken on the morning of departure.
Cancellation policy: You can cancel for free up to seven full days before the day of arrival, with your deposit being refunded back to the card we have on file. Cancellation less than seven full days before arrival, or a no-show (not turning up), will incur a late cancellation penalty and forfeiture of your deposit.
Example 3.
Deposit: Your card will be charged the full value of the reservation at the time of booking.
Payment policy: Any additional items added during your stay will be charged on departure.
Cancellation policy: (For Advance Purchase / Non-refundable rates). This rate is offered at a discounted price on the understanding that it is not possible to modify or cancel the booking after it has been created.
It might be that if you offer different policies with each rate, you use a combination of the above examples, with the rate plan as a heading above the relevant text.
Additionally, you might have:
Damage:
We reserve the right to remedy and charge for any damage incurred to your room or the premises during your stay (including, without limitation, specialist cleaning), or for any items that are missing when you leave.
No Smoking:
Guests are not permitted to smoke in rooms or public areas. A cleaning charge of £50 will be applied if guests are found to have been smoking in bedrooms. Smoking is permitted only in the designated smoking area.
The following are also required if you're following best practice (usually on your contact us page):
Legal trading entity name and registered address.
John Smith trading as The Manor Hotel / The Manor (Devon) LLP / The Manor Hotel Devon Ltd (Company number 012345678).
Registered address : 17 Royal Chambers. Lion Street. Exeter EX1 2AA
Finally, added to your Terms and Conditions page:
Governing Law and Jurisdiction.
This Agreement and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the laws of [ select as appropriate: England and Wales / Scotland / Northern Ireland ].
The parties irrevocably agree that the courts of [ England and Wales / Scotland / Northern Ireland ] shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with this Agreement or its subject matter or formation.