Terms and Conditions

1. Who we are

Hotel Villa Traiano and all its services are operated by a single company, which is the customer's contractual counterparty for every service described on this page ("Villa Traiano" or "we"):

VT Hospitality S.r.l. — single-member limited company
Registered office: Viale dei Rettori 9, 82100 Benevento (BN), Italy
VAT / Tax code: IT01892000629 — REA: BN-313670 (Chamber of Commerce Irpinia Sannio)
Share capital: € 10,000.00 fully paid
Certified email (PEC): hospitality@pec.villatraiano.com
Email: info@villatraiano.com — room reservations: reservations@villatraiano.com
Phone: +39 0824 326241 / +39 0824 326196

2. Scope and order of precedence

These Terms apply to every booking and purchase made with Villa Traiano, through any channel: website, booking engine, phone, email, WhatsApp, reception, authorised promoters. They apply in the following order, from the most specific to the most general:

1. the signed quote or contract for private events, weddings, meetings and groups;
2. the conditions stated in the booking confirmation, product page or event page (for example rate, cancellation terms, charge date);
3. the specific Part of this page for the service;
4. the General terms.

For bookings made through online travel agencies (Booking.com, Expedia and similar) the rate and cancellation conditions are those accepted on the portal; otherwise these Terms apply. The version of these Terms in force when the booking or purchase is made applies.

3. Prices, payments and tax documents

All prices are in euro and include VAT. Prices on the website may vary by date, availability and rate: the price confirmed at the time of booking or purchase applies. The Municipality of Benevento currently does not levy a city tax; if introduced, it will be charged separately as required by municipal regulations.

We accept credit and debit cards of the main networks, the online payment methods shown at checkout and, on site, cash within legal limits. For online payments, card details are entered in the authorised payment provider's form and Villa Traiano does not receive the full card number. Guarantee cards can also be provided by email (section 4). We issue the tax document required by law for every payment; if you need an invoice, please request it before paying and provide your billing details.

4. Card guarantee and pre-authorisation

For some services (stays, tables, dinners, evenings and events) we ask for a payment card as a guarantee. Before confirming we always tell you the maximum amount, the type of guarantee and, where applicable, the charge date.

How to provide the card. The guarantee card can be provided in either of these ways:

• by email, replying to our confirmation or request email, or writing to reservations@villatraiano.com or info@villatraiano.com, with the cardholder's name, card number and expiry date. The details are used only by our reservations staff, to record the guarantee in the hotel system and for the charges described below;
• online, on Villa Traiano's secure payment page (pay.villatraiano.com) or on the booking engine, in the payment provider's form (an institution authorised in the European Union, PCI-DSS certified), normally with strong customer authentication (3-D Secure): in this case the provider replaces the card with a code (token) and we only keep the card network, last four digits and expiry date.

We only ask for card details from email addresses ending in @villatraiano.com or through pay.villatraiano.com: if you receive requests from other addresses, by text message, chat or social media in Villa Traiano's name, do not reply and let us know. Our promoters may send you the registration link, but they never see card details and cannot charge the card.

The two types. Card saved as guarantee: the card is verified without any charge and may be charged only in the cases listed below. Pre-authorisation: an amount is blocked on the card, temporarily reducing the available balance without being a charge; it lasts at most 30 days, or the shorter period stated, and if not captured it is released within your bank's timeframe.

Charge authorisation. By providing or registering the card, the cardholder authorises VT Hospitality S.r.l. to charge the card, even in the cardholder's absence and without further confirmation (merchant-initiated transaction), only for:

• the total price of dinners and events booked with the "card guarantee" option, by the date communicated and in any case before the event (for New Year's Eve by 31 December);
• the price of the stay or services not paid by check-out or by the deadline stated in the confirmation;
• late cancellation and no-show charges provided for by the rate or booking, only if the case occurs;
• food, drinks and services used and not paid for;
• damage established under section 21, after notifying you of the amount.

We never charge more than the amounts communicated or for other purposes; charges are decided by a Villa Traiano manager. For every charge we issue the tax document and send you a confirmation by email. If your bank requires further authentication, we may send you a link to complete the payment.

If the charge fails (expired, blocked or insufficient card) and payment is not completed in another agreed way, the booking is cancelled: for events the QR codes are no longer valid and the places go back on sale. We will inform you by email. The card must remain valid until the date of the service.

Release. When the guarantee is no longer needed (service paid, booking cancelled or completed without charges) the pre-authorisation is released and the saved card is no longer used; in any case not beyond 90 days from the service date.

Disputes. If you think a charge is incorrect, please write to us before opening a dispute with your bank: we normally reply within 7 working days and refund any amount found not to be due within 14 days to the same card. Your rights under the law and under your agreement with your bank are not affected.

5. Right of withdrawal: when it applies

For accommodation, catering, leisure and event services booked for a specific date or period, the right of withdrawal for distance contracts does not apply (art. 59(1)(n) of the Italian Consumer Code, Legislative Decree 206/2005, implementing art. 16(l) of Directive 2011/83/EU): the cancellation conditions of the rate or service described in the following Parts and in the confirmation apply. The 14-day right of withdrawal applies to vouchers and gift cards without a set date of use (Part F).

6. Rules of conduct

We ask all guests and visitors to respect people, spaces and the house rules. Smoking, including e-cigarettes, is prohibited in all indoor areas (Italian Law 3/2003); smoking is allowed only in the designated outdoor areas. For everyone's safety, staff may refuse service or access, or ask to leave the premises, anyone behaving in a dangerous, harassing, unlawful or indecent manner, anyone visibly intoxicated or anyone breaching the rules communicated; in such cases amounts already paid for the interrupted service are not refunded, unless the law provides otherwise.

By law we do not serve alcoholic drinks to persons under 18 (art. 14-ter, Law 125/2001) and may ask for ID. Minors are the responsibility of their parents or accompanying adults in all areas of the property.

7. Booking and confirmation

A booking is confirmed when you receive our confirmation with the stay summary, rate and cancellation conditions. A payment card guarantee (section 4) or prepayment may be required, depending on the rate. Special requests (connecting room, floor, cot, extra bed) are subject to availability and are guaranteed only if stated in the confirmation.

8. Rates and cancellation

Cancellation conditions depend on the rate chosen and are always stated in the confirmation:

• Flexible rate: free cancellation until 14:00 on the day of arrival; afterwards, the first night is charged.
• 48-hour rate: free cancellation until 48 hours before arrival; afterwards, the first night is charged.
• Non-refundable rate: the full amount is charged at booking and is not refundable in case of cancellation, change or no-show.
• No-show: if you do not arrive and have not cancelled, the full amount of the booked stay is charged, whatever the rate.

Date changes are subject to availability and may change the rate. If you leave earlier than the confirmed dates, unused nights may be charged according to the rate conditions. Cancellations must be sent in writing to reservations@villatraiano.com or through the channel used to book; Italian time of receipt applies.

9. Check-in, check-out and documents

Check-in is from 14:00 and check-out by 12:00. Early check-in and late check-out are available on request, subject to availability. Luggage storage is always available free of charge. Early check-in and late check-out may carry a supplement.

On arrival every guest, including minors, must show a valid identity document: details are reported to the police as required by art. 109 of the Italian public security law (T.U.L.P.S.). Without an ID we cannot hand over the room. Minors may stay only with a parent or with an adult holding the parents' authorisation. Only registered guests may stay in the room; visitors are welcome in the common areas.

10. Stay services

• Parking: Yes. Villa Traiano has a private guarded garage on site, reserved for guests: €18 per day, CCTV-monitored and accessible 24 hours a day. We recommend requesting it when booking so we can hold a space for you.
• Pets: Yes, Villa Traiano is pet-friendly. Small pets are welcome for a €20 per night supplement. Please let us know when booking. Owners are responsible for any damage caused by their pet and for supervising it; pets are not allowed in the spa or in the breakfast and dining rooms, except guide and assistance dogs.
• Payment: unless otherwise stated in the confirmation, the stay and extras are settled at check-out.

11. Table bookings

The Lounge Bar, La Vista Roof Garden and the breakfast/dining room are open to hotel guests and outside visitors during the hours shown on the website, which may change by season or for private events. Tables can be booked on the website, on WhatsApp, by email or at reception. For some evenings and time slots we ask for a card guarantee (section 4): the booking states any no-show or late-cancellation amount, charged only if the case occurs.

Tables are allocated subject to availability; if you are late without notice we may reallocate the table. Outdoor service at the Roof Garden depends on the weather: if it does not allow it, we will offer you an indoor table or a new date at no cost.

12. Menus, allergens and prices

Menus, wine lists and prices published online are indicative and may change with the season; those displayed on site apply. Allergen information (EU Regulation 1169/2011) is available from our staff: please tell us about allergies and intolerances before ordering. Allergens are handled in our kitchens and cross-contamination cannot be ruled out.

13. Booking and use of the spa

The spa is booked for exclusive use, for the time slot confirmed by email; price and duration are those shown on the spa page and in the confirmation. Please arrive on time: if you are late, the slot cannot be extended and the price stays the same. The conditions for cancelling or moving the appointment are stated in the confirmation; if none are stated, you may cancel or move it free of charge by letting us know at least 24 hours in advance.

Use of the sauna, Turkish bath and hot tub is not recommended during pregnancy or with cardiovascular, blood-pressure or other health conditions: if in doubt, consult your doctor before booking. Guests declare that they are fit to use the spa and do so at their own risk, following the posted instructions. Minors may enter only with a responsible adult. Glass, food and alcoholic drinks brought from outside are not allowed in the spa. The fitness area is reserved for hotel guests, included in the stay and open 24 hours a day: equipment is used at the guest's own risk, following the instructions; minors only when accompanied.

14. Purchase and tickets

Dinners, evenings and events organised by Villa Traiano (for example New Year's Eve) are bought online by paying immediately or, where available, with the "card guarantee" option (section 4). The contract is concluded when the payment is authorised or the card is registered. Programme, times, entry slots, inclusions and event rules are shown on the event page and form part of the contract.

Tickets, with a QR code, are sent by email to the address provided. Each ticket is valid for one person and one entry, within the stated time slot; the QR is checked at the entrance and we may ask for ID. Where tickets are personal, the holder's name can be changed only if and until stated on the event page: the new QR replaces the previous one, which is no longer valid. Tickets bought with the card guarantee are valid for entry until the charge; if the charge fails they are cancelled (section 4). Reselling or duplicating tickets is prohibited: duplicated or resold tickets may be cancelled.

15. Cancellations and changes

For events on a set date the right of withdrawal does not apply (section 5). Any option to change date, change name or obtain a refund is stated on the event page; unused tickets are not refunded. If we cancel the event, we refund you in full within 14 days using the same payment method. If we must materially change the date, venue or content, you may choose between the new event and a full refund. The artistic programme and menu may undergo non-substantial changes.

Photos and videos may be taken during events to document the evening and for Villa Traiano's communications, as described in the Privacy Policy; anyone who does not wish to be filmed in close-up can tell our staff.

16. Quote and contract

Weddings, receptions, private events, meetings, conferences, exclusive use of rooms and spaces (Winter Garden, Villa Belvedere, Sala Cristallo, Sala Topazio, Veranda, Roof Garden) and group bookings are governed by a specific quote or contract, which prevails over these Terms. The date and spaces are secured only once the contract is signed and the deposit stated in it is paid; the contract also sets the payment schedule, the deadline for the final number of guests (which is the minimum billing basis), cancellation charges and included services.

The client is liable for damage caused by themselves, their guests and the suppliers they appoint. External suppliers (photographers, musicians, decorators, special caterers) must be notified and approved in advance and comply with the house rules. Unless otherwise agreed in writing, music rights (SIAE and similar) and any permits required by the event are the client's responsibility. Music volume, end times and use of outdoor areas must comply with noise regulations and the authorities' requirements.

17. Products, conclusion of the contract and delivery

On www.villatraiano.com we sell vouchers, gift cards, experiences and tickets. Features, validity and price of each product are shown on its page; there are no delivery costs. The contract is concluded when the payment is authorised. The voucher, with the order summary and these Terms, is sent to the email address provided, which constitutes a durable medium. Vouchers are personal and must be presented when used; the included services must be booked in advance, subject to availability. Vouchers cannot be exchanged for cash, without prejudice to the right of withdrawal in section 18.

18. Right of withdrawal

Vouchers and gift cards without a set date of use: consumers may withdraw without giving reasons within 14 days of purchase (arts. 52 et seq. of the Italian Consumer Code), by sending a clear statement before the deadline to info@villatraiano.com or to the PEC address hospitality@pec.villatraiano.com, also using the form below. We refund the full amount within 14 days of your notice, using the same payment method, free of charge. If, at your request, the service is used during the withdrawal period, withdrawal is no longer possible for the part already used (art. 59(1)(a)).

Experiences, services and tickets with a set date or period: the right of withdrawal does not apply (art. 59(1)(n)); any date change or refund options are stated on the product page.

19. Model withdrawal form

20. Permitted use and content

The website www.villatraiano.com is operated by VT Hospitality S.r.l. Users agree to use it only for lawful and personal purposes, without attempting unauthorised access, interfering with its operation or collecting data with automated systems (bots, scrapers) without authorisation. Texts, photos, graphics, logos and code are owned by VT Hospitality S.r.l. or their respective owners and may not be reproduced without written permission.

Descriptions, photos and prices are for information: rooms and spaces may look slightly different from the pictures. The website may link to third-party sites (booking engines, social networks, maps) for which we are not responsible. Except for wilful misconduct or gross negligence and within mandatory legal limits, we are not liable for damage arising from website interruptions or malfunctions. Accessibility information is in the Accessibility Statement: if you cannot use the online booking engine, you can book by phone or email.

21. Damage caused by guests

Guests are liable for damage caused to rooms, furnishings, equipment and spaces by themselves, their companions or their pets. Damage is documented (including with photographs) and notified to you with the amount before any charge to the guarantee card; you may submit your comments within 7 days. If smoking occurs in a room, the actual cost of extraordinary sanitisation and of any period the room cannot be sold is charged.

22. Villa Traiano's liability and valuables

Articles 1783-1786 of the Italian Civil Code apply to items brought into the hotel by guests: the hotel's liability is limited to the value of what is damaged, destroyed or stolen, up to one hundred times the daily room rate, unless the damage is due to the hotel's fault or concerns items deposited for safekeeping or whose safekeeping the hotel refused without good reason. We recommend keeping cash and valuables in the in-room safe or handing them to reception. The garage and common areas are not safekeeping facilities for items left in vehicles, unless otherwise agreed.

Outside mandatory legal cases (wilful misconduct, gross negligence, personal injury), our liability for failure to perform a service is limited to the price of that service. We are not liable for failure or delay due to force majeure (natural events, orders of the authorities, strikes, public service outages or other events beyond our reasonable control); in such cases, if the service cannot be provided, we refund what was paid for the part not performed.

23. Assistance and complaints

For information, assistance or complaints write to info@villatraiano.com (for stays reservations@villatraiano.com) or phone +39 0824 326241 / +39 0824 326196. Please tell us about any problem during your stay or service so we can fix it straight away. We normally reply within 7 working days. Statutory guarantees for non-conforming services are not affected.

24. Personal data

Personal data collected for bookings, purchases, stays and events are processed by VT Hospitality S.r.l. under EU Regulation 2016/679, as described in the Privacy Policy and Cookie Policy. Use of the Wi-Fi network is governed by the Wi-Fi terms of service.

25. Governing law and jurisdiction

These Terms and all contracts with Villa Traiano are governed by Italian law.

The Court of Benevento has exclusive jurisdiction over any dispute relating to Villa Traiano's services, in particular for contracts with businesses, professionals, agencies, event organisers and other customers acting for professional purposes.

If the customer is a consumer, the court of the consumer's place of residence or domicile, if in Italy, has mandatory jurisdiction (arts. 33(2)(u) and 66-bis of the Italian Consumer Code); consumers resident in another EU Member State keep the protection of EU Regulation 1215/2012 and of the mandatory rules of their own country.

26. Changes

We may update these Terms; the date of the last update is shown at the top of the page. Changes apply to bookings and purchases made after publication; for those already confirmed, the version in force at the time of confirmation remains valid. Versions in other languages are translations: in case of discrepancy the Italian text prevails.