Terms & Conditions

1. Parties and Definitions

In these Terms & Conditions:

• "Hebron Apartments," "we," "us," "our" refers to Hebron Apartments, its management, owners, employees, agents, and authorised representatives, operating from Kumasi, Ashanti Region, Ghana.
• "Guest," "you," "your" refers to any individual, group, or entity making a reservation, occupying a room, or accessing any of our services or digital platforms.
• "Booking" means any confirmed or pending reservation for accommodation made through any channel.
• "Premises" means all rooms, common areas, facilities, and property owned or managed by Hebron Apartments.
• "Service" means accommodation, management systems, online booking platforms, and all ancillary services provided by Hebron Apartments.

2. Acceptance of Terms

A binding contract is formed between you and Hebron Apartments when any one or more of the following occurs:

• You submit a booking request through any channel (online, phone, walk-in, or agent)
• You make any payment towards a reservation
• You physically check in to or enter our premises
• You use any aspect of our digital management or booking platform

By proceeding, you confirm that you are at least 18 years of age and legally capable of entering into binding contracts under Ghanaian law.

3. Booking, Reservation & Confirmation

• 3.1 Confirmation: A booking is only confirmed upon receipt of written confirmation (SMS, email, or system notification) from Hebron Apartments. Online submissions alone do not guarantee availability until confirmed.
• 3.2 Accuracy: You are solely responsible for ensuring all booking details — including dates, room type, guest count, and contact information — are accurate. We are not liable for errors made by the guest during booking.
• 3.3 Right to Refuse: Hebron Apartments reserves the absolute and unconditional right to refuse, cancel, or revoke any booking at its sole discretion, including but not limited to cases of suspected fraud, prior misconduct, or breach of any of these terms. In such cases, any refund will be at management's discretion.
• 3.4 Maximum Occupancy: Each room has a strictly enforced maximum occupancy limit. Exceeding this limit constitutes a serious breach of these terms. Additional guests discovered on premises will result in immediate eviction without refund, and may incur additional charges.
• 3.5 Check-in Time: Standard check-in is from 2:00 PM. Early check-in is at management's discretion and may attract an additional charge.
• 3.6 Check-out Time: Standard check-out is by 11:00 AM. Late check-out must be requested in advance and approved by management. Unapproved late check-out will be charged at a daily rate pro-rated per hour at management's discretion.
• 3.7 Valid Identification: A valid government-issued photo ID (National ID, Passport, or Driver's Licence) is mandatory at check-in for all guests. Failure to produce valid ID entitles us to refuse check-in without refund.

4. Payment, Pricing & Deposits

• 4.1 Pricing: All prices are quoted in Ghana Cedis (GH₵) and are subject to change without prior notice. The rate applicable is the rate confirmed at the time of booking.
• 4.2 Payment Due: Payment is due at reception upon arrival, using Cash or Mobile Money (MoMo). No advance payment is required to submit a booking request.
• 4.3 Accepted Payment Methods: We accept Cash and Mobile Money (MoMo) at reception upon arrival. No online or advance payment is required.
• 4.4 Security Deposit: A refundable security deposit may be required at check-in. The deposit is held against damage, theft, excessive cleaning, or breach of house rules. The deposit will be returned within 7 business days of check-out, less any deductions for damages or outstanding charges. The guest forfeits the full deposit if evicted for misconduct.
• 4.5 Non-Payment: Overdue balances attract interest at the prevailing Bank of Ghana base rate plus 5% per month. We reserve the right to pursue debt recovery through any lawful means.
• 4.6 Price Disputes: Any pricing dispute must be raised before check-in. By checking in, you accept the quoted rate in full.

5. Cancellation, No-Show & Refund Policy

• 5.1 Cancellation — 7+ Days Before Check-in: Full refund less any non-refundable processing fees incurred.
• 5.2 Cancellation — 3–6 Days Before Check-in: 50% of the total booking cost will be refunded. The remaining 50% is forfeited as a cancellation fee.
• 5.3 Cancellation — Less Than 72 Hours Before Check-in: No refund. The full booking amount is forfeited.
• 5.4 No-Show: If you fail to check in on the scheduled date without prior notice, the full booking amount is forfeited. The room may be re-let at management's discretion.
• 5.5 Early Departure: No refund is provided for early check-out. The full originally booked duration will be charged.
• 5.6 Force Majeure Bookings: In cases of verified natural disaster, government-declared emergencies, or other force majeure events affecting the guest directly, management may, at its sole discretion, offer a credit note valid for 90 days. No cash refunds are guaranteed in such scenarios.
• 5.7 Refund Processing: Approved refunds are processed within 7–14 business days via the original payment method.

6. Guest Conduct, House Rules & Property Damage

• 6.1 Quiet Hours: Noise must be kept to a minimum between 10:00 PM and 7:00 AM. Loud music, gatherings, or disturbances during these hours will result in a formal warning and, on repetition, immediate eviction without refund.
• 6.2 Visitors: Visitors are permitted only during designated hours (7:00 AM – 10:00 PM) and must be registered at reception. Overnight visitors are strictly prohibited unless an additional charge is agreed with management.
• 6.3 Smoking & Controlled Substances: Smoking and the use of illegal substances are strictly prohibited throughout all premises, including rooms and common areas. Violation will result in immediate eviction without refund, forfeiture of deposit, and a minimum cleaning/damage penalty of GH₵ 500.
• 6.4 Parties & Events: Hosting parties, events, or large gatherings is prohibited without prior written approval from management. Unauthorised gatherings will result in immediate eviction and forfeiture of all payments.
• 6.5 Property Damage: You are fully and personally liable for any damage to the property, furnishings, fittings, fixtures, or equipment caused by you, your guests, or any person you allow access to. Damage costs will be assessed by management and deducted from the security deposit. Where costs exceed the deposit, you agree to pay the outstanding balance within 7 days of written demand. Failure to pay will result in legal proceedings.
• 6.6 Theft: Any guest found in possession of property belonging to Hebron Apartments will be reported to the Ghana Police Service. We will pursue full criminal prosecution and civil recovery.
• 6.7 Pets: Pets are not permitted on the premises unless explicitly authorised in writing by management prior to check-in.
• 6.8 Compliance: You must comply with all signage, instructions from staff, and management directives at all times. Failure to comply constitutes a breach of these terms.

7. Limitation of Liability & Disclaimer of Warranties

8. Indemnification

You agree to indemnify, defend, and hold harmless Hebron Apartments, its owners, management, directors, employees, agents, and service providers from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your violation of these Terms & Conditions
• Your stay on the premises or conduct during your stay
• Any damage caused by you, your guests, or persons you allow onto the premises
• Any violation of applicable law or third-party rights by you
• Any false, inaccurate, or misleading information provided by you

9. Privacy & Data Protection

We process your personal data in accordance with the Ghana Data Protection Act, 2012 (Act 843). By making a booking, you consent to the collection, processing, and storage of your personal data for the purposes of:

• Processing and managing your reservation
• Sending booking confirmations and operational communications
• Compliance with legal and regulatory obligations
• Fraud prevention and security monitoring
• Service improvement and internal analytics

Your data will not be sold to third parties. For full details, please review our Privacy Policy.

10. Prohibited Activities (Digital Platform)

Users of our digital booking and management platform are strictly prohibited from:

• Attempting to hack, probe, or circumvent security measures
• Automated scraping, crawling, or data harvesting
• Uploading malware, viruses, or malicious code
• Impersonating another person or entity
• Making fraudulent bookings or providing false information
• Misusing, reselling, or distributing access credentials
• Any activity that disrupts or overburdens our systems

Violation may result in immediate account termination, civil claims, and/or criminal reporting to authorities.

11. Intellectual Property

All content, branding, logos, designs, software, and functionality associated with Hebron Apartments are the exclusive intellectual property of Hebron Apartments or its licensors. No part of any material — including marketing materials, website content, or system interfaces — may be reproduced, modified, distributed, or commercially exploited without express prior written consent from management.

12. Right to Terminate, Evict & Refuse Service

Hebron Apartments reserves the unconditional right to:

• Immediately evict any guest who breaches these terms, engages in illegal activity, threatens staff or other guests, or causes damage to the property — without refund
• Suspend or permanently ban any user from our digital platforms
• Refuse future bookings from any individual or group at management's sole discretion
• Involve law enforcement where appropriate

Eviction decisions made in good faith by management are final. No compensation will be paid for loss of accommodation resulting from eviction due to guest misconduct.

13. Dispute Resolution & Governing Law

• 13.1 Informal Resolution: In the event of any dispute, you agree to first contact Hebron Apartments in writing and allow a minimum of 14 calendar days for management to respond and attempt to resolve the matter in good faith before escalating.
• 13.2 Mediation: If informal resolution fails, the parties agree to submit the dispute to a mutually agreed mediator in Kumasi, Ghana, before commencing formal legal proceedings.
• 13.3 Arbitration: Any unresolved dispute shall be finally settled by binding arbitration under the Alternative Dispute Resolution Act, 2010 (Act 798) of Ghana. The arbitration shall be conducted in English in Kumasi, Ashanti Region, Ghana.
• 13.4 Governing Law: These Terms & Conditions are governed exclusively by the laws of the Republic of Ghana. The courts of Ghana (and specifically the courts of the Ashanti Region) shall have exclusive jurisdiction over any matter not subject to arbitration.
• 13.5 Time Limitation: Any claim against Hebron Apartments must be lodged within 30 days of the event giving rise to the claim. Claims submitted after this period are absolutely time-barred.

14. General Provisions

• 14.1 Entire Agreement: These Terms & Conditions, together with our Privacy Policy and any booking confirmation, constitute the entire agreement between you and Hebron Apartments and supersede all prior representations, understandings, or agreements.
• 14.2 Severability: If any provision of these terms is found to be unlawful, void, or unenforceable, that provision shall be severed and shall not affect the validity and enforceability of the remaining provisions.
• 14.3 No Waiver: Failure by Hebron Apartments to enforce any provision of these terms at any time shall not constitute a waiver of that provision or any other.
• 14.4 Assignment: You may not assign or transfer your booking or any rights hereunder to any other person without our prior written consent. We may assign our rights and obligations without notice.
• 14.5 Amendments: Hebron Apartments may update these Terms at any time by posting the revised version with an updated effective date. Your continued use of the Service after changes are posted constitutes acceptance of the revised terms. It is your responsibility to check this page regularly.
• 14.6 Language: These Terms are written in English. In the event of translation, the English version shall prevail.

15. Regulatory Compliance

Hebron Apartments operates in compliance with applicable Ghanaian law, including:

• Ghana Data Protection Act, 2012 (Act 843)
• Consumer Protection Act (PNDC Law 392) and associated regulations
• Alternative Dispute Resolution Act, 2010 (Act 798)
• Ghana Tourism Act, 2011 (Act 817)
• Anti-Money Laundering Act, 2008 (Act 749)
• Ghana Electronic Transactions Act, 2008 (Act 772)

16. Contact Information

For questions, complaints, or formal legal notices regarding these Terms & Conditions, please contact us:

Formal legal notices must be submitted in writing via email and will be acknowledged within 5 business days.