Card Guarantee and Pre-authorisation

1. Who we are and scope

This policy explains how registering a payment card as a guarantee, pre-authorisation and any later charge work when you book with us. The contracting party is VT Hospitality S.r.l., single-member company, Viale dei Rettori 9, 82100 Benevento (BN), Italy — VAT / Tax Code 01892000629 — certified email (PEC) hospitality@pec.villatraiano.com — email info@villatraiano.com.

It applies to:

• dinners and events (for example New Year's Eve) booked with the "card guarantee" option, online or through our PRs;
• table reservations at the lounge bar, the dining room and events;
• any other service for which we ask for a card guarantee when you book.

Hotel stays are governed by the Booking Terms; purchases already paid online (vouchers, tickets, experiences) by the Terms of Sale. Before you confirm, we always tell you the amount, the type of guarantee and the date by which any charge will be made.

2. How you register the card

The card is registered on the secure Villa Traiano payment page (pay.villatraiano.com), using the form of our payment service provider, an institution authorised in the European Union and PCI-DSS certified. The full card number and security code are entered only in the provider's form: Villa Traiano does not receive or store them. The provider replaces the card with a code (token) that only we can use; we keep only the card network, the last four digits and the expiry date, to recognise the card.

Registration normally requires strong customer authentication (3-D Secure) with your bank. We never ask for card details by phone, chat or in plain text by email: if you receive such a request in the name of Villa Traiano, do not reply and let us know.

Our PRs may send you the link to register your card, but they do not see or receive your card details and cannot make any charge.

3. The two types of guarantee

Card saved as a guarantee. The card is registered and verified without any charge: no amount appears on your statement. It stays saved with the payment provider and can be charged only in the cases and for the amounts in section 4. We use it when the date of the service is far away.

Pre-authorisation. An amount is held on the card, temporarily reducing the available balance, but it is not a charge. A pre-authorisation lasts at most 30 days, or the shorter period stated when you book. If it is not captured within that period, or if we release it earlier, the amount becomes available again: how long this takes depends on your bank (usually a few working days).

The type is chosen according to the date of the service and is shown on the registration page and in the confirmation. In both cases the maximum amount that can be charged is the one we tell you before registration.

4. Authorisation to charge

By registering the card, the cardholder authorises VT Hospitality S.r.l. to charge the card, even without the cardholder being present and without further confirmation (merchant-initiated transaction), only for the following amounts:

• Dinners and events with a card guarantee: the total price of the booking, stated at the time of purchase, by the date communicated and in any case before the event. For New Year's Eve the charge is made by 31 December.
• Table reservations: the no-show or late-cancellation amount stated in the reservation, only if that case occurs.
• Food, drinks or services used and not paid, and any damage ascertained, after telling you the amount.

We never charge more than the amounts communicated, nor for any other purpose. Each charge is decided by a Villa Traiano manager, never automatically by third parties. For each charge we issue the tax document required by law and send a confirmation to the email address you provided.

If your bank requires further authentication at the time of the charge, we may send you a link to complete the payment.

5. Tickets "with guarantee"

For dinners and events with a card guarantee you receive your tickets with QR codes right after registering the card, marked "with guarantee". Until the charge, the tickets are valid for entry; some extra features, such as adding the ticket to your phone's Wallet and changing the name on the ticket, become available after the charge.

6. If the charge fails

If the charge in section 4 is declined (for example because the card has expired, is blocked or has insufficient funds) and payment is not completed in another way agreed with us, the booking is cancelled: the QR codes are no longer valid and at the entrance show "QR not valid — payment not made". The places are released for sale. We will inform you of the cancellation by email.

The registered card must remain valid until the date of the service: if it expires earlier, the guarantee cannot be accepted and we will ask you for another card.

7. Cancellations and changes on your side

For dinners, events and reservations with a set date, the right of withdrawal is excluded under art. 59(1)(n) of the Italian Consumer Code. The cancellation and change conditions stated on the event page or in the booking confirmation apply. For any request, write to info@villatraiano.com before the charge date.

8. Release of the guarantee and retention

When the guarantee is no longer needed (service paid, booking cancelled or completed without charges) we release it: the pre-authorisation is lifted and the saved card is no longer used. In any case the saved card is not used beyond 90 days after the date of the service. The token stays with the payment provider for the period required by its rules and by anti-fraud regulations; tax documents are kept for 10 years.

9. Disputes and refunds

If you believe a charge is incorrect, please contact us before opening a dispute with your bank: info@villatraiano.com, +39 0824 326241 / +39 0824 326196. We normally reply within 7 working days. Any amount recognised as not due is refunded to the same card within 14 days. The rights granted to you by law and by your agreement with your bank are not affected.

10. Personal data

Booking data and card data (limited to card network, last four digits and expiry date) are processed by VT Hospitality S.r.l. to perform the contract and to meet legal obligations, as described in the Privacy Policy. Payment service providers act as data processors and, for fraud prevention and regulatory obligations, as independent controllers.

11. Governing law

This policy is governed by Italian law and supplements the Terms of Sale. For disputes with consumers, the court of the consumer's place of residence or domicile has jurisdiction (art. 66-bis of the Italian Consumer Code). The Italian version prevails in case of discrepancy.