Estelle Manor logo - Lady illustration

Estelle Manor

THE SMALL PRINT

We have tried to keep our small print to a minimum, however there are some important things we need you to agree to. These may change from time to time, but we promise to keep you informed.

WHO WE ARE

Estelle Manor is a ‘hosted home’ in the countryside, bringing people together that have plenty to say and nothing to prove. A new school club with old school values of personalised service and discretion.

Estelle Manor is a proprietary Club residing in North Leigh, Witney OX29 6PN, the proprietor of which is Estelle Manor Ltd (“the Company”). The Company is a private company incorporated in England & Wales with company number 11258257.

A member’s membership does not entitle a member to any shares in the Company nor to participate in any voting or other shareholder matters of the Company. Within this document, ‘you’, ‘your’ and the ‘member’ refers to any person holding an Estelle membership.

GET IN TOUCH

General information
info@estellemanor.com

Membership Team
membership@estellemanor.com

OUR MEMBERSHIP TYPES

Full Membership
£3,600 (inc vat)
Joining Fee £500 (inc VAT)

Under 33
£1,750 (inc vat)
Joining Fee £250 (inc VAT)

Upon attaining the age of 33, Under 33 members will transfer to a Full Membership and its current applicable rate at their next renewal date. The Club will notify these members of the change in rate 14 days prior to their renewal date.

Please note that no reason shall be given to any candidate if their application is not successful. Membership renewals are not automatic and are reviewed annually by our Committee. The Committee does not disclose any reason for not renewing a membership and the Committee’s decision is final and may not be appealed.

LET’S TALK ABOUT PAYMENT

We require payment information to be submitted upon application for membership. If a membership application is approved, we will confirm by email and the appropriate payment will be taken. Membership will commence on the day you are informed that your application has been successful.

If a membership application is approved, we will immediately take payment of the joining fee respective to the membership type. This joining fee is non-refundable, except within an initial grace period of 14 days from the first payment date.

The joining fee amount shall be fixed from time to time by the Company; and any amount so fixed shall continue in force until the Company decides on a variation. As a member, you may (at your option) pay the current annual subscription:

a) a single lump sum equal to the current annual subscription (an “Annual Membership”)

b) in monthly instalments equal to the current annual subscription with a surcharge as set out in the application form and updated at the discretion of the business from time to time

By providing us with payment details, you as a member accept and consent to being charged membership fees in the form requested by the Club upon your application being approved or renewed. We reserve the right to amend our membership fees and surcharges (if applicable) at any time and will notify you in advance of any changes to the amount, date or frequency of payment.

Failure to pay (i) the annual subscription or (ii) any monthly instalment within 7 days of the due date will result in your membership being cancelled with no access to the Club during this time.

Within 14 days of the termination being cancelled for late payment the member may submit a request in writing to the Club for the restatement of their membership. Upon receipt of such a request, the Club may elect to reinstate membership in its absolute discretion.

If you have a Monthly Membership and you fail to make 2 monthly instalments within 7 days of the due date within any 12 month period, you will no longer be eligible to pay by monthly instalments and if you wish to re-join as a member of the Club you will need to pay the full annual subscription for Annual Membership at the time of re-joining (including the payment of all previously unpaid monthly instalments).

Estelle Manor may pursue any rights it may have to recover any unpaid amounts. The Club reserves the right to refer any missed payments to a debt collection agency and will charge you a fee, in respect of failed subscription payments and/or collection letters sent to you in respect of unpaid amounts.

If you have elected to pay monthly payments and choose to resign your membership part way through the year, you will still need to pay your full membership fee for the remainder of the year.

Memberships will renew automatically on the renewal date. If you wish to not renew your annual membership, please notify us at least 30 days prior to your renewal date at membership@estellemanor.com.

All membership fees are reviewed annually, members will be notified of any changes by email or by post giving 14 days notice.

RENEWALS & DIRECT DEBIT

The Company will contact members 14 days prior to your renewal date. Upon renewal, all membership fees will be moved to Direct Debit. Should you fail to provide Direct Debit details ahead of renewal, we will debit the fees from your card on file. If you wish to not renew your annual membership, please notify us at least 14 days prior to your renewal date at membership@estellemanor.com.

We understand that from time to time you may not want to settle a bill on the night. By agreeing to these terms, you understand that if you elect for any bill to be charged to your account, we will collect the balance on the night of the transaction via the payment method provided upon your application. Should payment from your primary card on file fail, we will automatically look to charge from other payment method(s) that we hold on file for you, including via Direct Debit.

MEMBERS EVENTS

Please note that by booking a members’ event via any of our communications channels (email, phone, member messaging service, app) you agree to the below terms:

BRANDED EVENTS

No branded products are allowed to be placed in bedrooms or events spaces unless requested in writing at least two weeks in advance of the event and every item is subject to approval by the Estelle Manor team in its absolute discretion. We reserve the right to refuse branded items in any of our spaces. No items are to be cobranded with Estelle Manor, using either the Estelle Manor name or logo.

Prohibited branded items include, but are not limited to:

It is prohibited to remove Estelle Manor items from bedrooms, including, but not limited to, robes, housekeeping signage, amenities, water bottles, crockery and mini bar products. 

Please refer to our brand photography guidelines for our policy on professional photography.

IF YOU DECIDE TO PART WAYS

In your first year of membership, you can cancel your membership (whether an Annual Membership or a Monthly Membership) within a 14 day grace period from the first payment date and the Club will issue a full refund (including the joining fees) via the payment information provided upon application.

If you wish to cancel your Annual Membership after the first 14 days have elapsed but prior to the date falling 6 months from the commencement of your membership, we will issue a refund for an amount equal to the remaining months of your membership (calculated from the beginning of the next calendar month), less an amount equal to six months membership fees. In such circumstances, no refund will be issued for the joining fee (please refer to the above payment section).

If you wish to cancel your Monthly Membership after the first 14 days have elapsed but prior to the date falling 6 months the commencement of your membership, you shall be charged an amount equal to six months membership fees. In such circumstances, no refund will be issued for the joining fee (please refer to the above payment section) and you shall no longer be eligible have a Monthly Membership at any time in the future.If you wish to cancel your membership after 6 months of membership, no refund will be possible or either the membership fees of the joining fee. In such circumstances, no refund will be issued for the joining fee (please refer to the above payment section).

Should you wish to cancel your membership, you must inform the membership team in writing via email at membership@estellemanor.com. From your second year of renewal if you wish to cancel your membership, you have an additional 14 day grace period to do so from the renewal date. You will receive a refund of your annual subscription.

If you wish to cancel any additional membership dues, such as a membership upgrade, you have a 14 day grace period to do so. You will receive a full refund on the upgrade within the 14 day period. After this time, no refund will be issued.

If you wish to re-apply after cancelling your membership, a second joining fee will not be payable, however you will need to go through the standard application process and there is no guarantee of re-approval. Prevailing membership rates will apply.

SETTLING YOUR BILL

We understand that from time to time you may not want to settle a bill on the night. By agreeing to these terms, you understand that if you elect for any bill to be charged to your account, we will collect the balance on the night of the transaction via the payment method provided upon your application.

Please note we will close your bill in each individual dining space to your card on file. Should you wish to split the bill with friends, do let us know when leaving the restaurant/space.

YOUR GUESTS

We welcome members with three guests any time, no questions asked. If you would like to bring a larger group for a dining reservation, please make your request in advance and we’ll come back asap, based on availability. As this will involve extending the guest allowance, we do require the names of your guests ahead of time.

We ask members to take responsibility for their guests at all times, this includes registering your guests prior to your visit with them.

We welcome registered guests who arrive without you to wait in the Manor House hall. Drinks may be purchased here and must be settled at the point of sale, unless we have agreed otherwise with you in advance. 

We will charge any unsettled guest bill to your stored payment card. Please note that if you are joined by people at your table and they order food and/or drinks, any outstanding charges will be assigned to the member who made the booking.

You are responsible for your guests at all times whilst they are on the Club’s premises. Failure by your guest to comply with our Club rules will be deemed as a breach of the rules by you, whether you are present or not. 

Eynsham Baths is for members and hotel guests only. Members will be able to purchase day passes for their guests. The Clubhouse workspace, gym and class studio are for members only.

We may refuse admission to your guest and/or require your guest to leave the Club, without reason. 

We are not responsible for you, your guests or any dogs. If a dispute arises, we may not be able to intervene, but of course we will do all we can to help resolve things. 

If you are staying with us as a hotel guest, please note you are unable to bring additional guests to site. This benefit is reserved for our members.

Children

Families are more than welcome at the manor, but not every occasion is made for little ones. Children under 18 years old must be supervised by the parent or guardian at all times, unless they are in The Nook.

In the Nook, we can welcome children of members only.

Children may use the South Terrace swimming pool daily from 9am-11am and 4pm-5pm.

Children over the age of 3 years can access the padel courts when accompanied by an adult.

The Glasshouse restaurant welcomes children at all times. The Brasserie welcomes children up until 7:30pm. The Billiards Room welcomes children over the age of 12 for dim sum brunch on Saturday and Sunday between 11:30am – 3pm.

The Eynsham Baths is for adults only (18 years old plus). Parents may book select treatments in the dedicated couples’ room for themselves and their children aged 12 years and over. Please speak to the Eynsham Baths team in advance and note that booking is subject to availability.

The gym and coworking space in the Clubhouse are for adults only (18 years old plus).

Children aged 12 and under are welcome in the Manor House until 7:30pm, with the exception of the dedicated members’ areas and The Billiards Room.

Your Pets

No animals are allowed in Estelle Manor, except for dogs. Your furry friends are welcome in our bedrooms (with the exception of the Manor House bedrooms), the South Terrace, The Glasshouse restaurant and around the grounds. Within the Manor House, dogs are welcome in the entrance hallway, The Living Room, The Library, The Orangery and The Members Study until 6pm. Eynsham Baths is not dog-friendly.


Please note that they must be supervised at all times and kept off furniture. Please also keep your dog on a lead.

To bring your dog for a stay in our bedrooms, please email reservations@estellemanor.com for a dog registration form, which needs to be filled out and returned prior to your arrival. For hotel guests there will be an additional room charge of £60 per dog per stay, with additional dogs charged at £60 per dog per stay. Your dog will be provided with a dog bed, foam duvet, plastic floor mats with two bowls and a poop scoop set. Dog food is not provided. Members receive a 50 per cent discount and will be charged an additional £30 per dog per stay, instead of £60.

Please be aware that all dogs should have vaccination certificates with them and are expected to have been treated in advance for worms, fleas and kennel cough. 

We reserve the right to charge the card on file a reasonable fee in respect of any damage or specialist cleaning that may be required. We also reserve the right to terminate the remainder of your stay in the event that a dog is causing a disturbance.

HELP US TO BE A GOOD NEIGHBOUR

We care deeply about our local community. We kindly ask you to respect our neighbours and be mindful about your noise levels when leaving the Club. 

SUBSTANCES & SMOKING

We have zero tolerance for any drugs and illegal substances being used or brought onto our premises. We do not permit smoking or vaping anywhere inside the buildings. 

PLEASE TAKE RESPONSIBILITY

We ask that you look after your belongings, as we are not responsible for any items lost or left onsite. We have a cloakroom for you to use, but all belongings must be collected upon your departure. 

COMPLAINTS & CONCERNS

You must conduct yourself appropriately toward the Club staff, our members and guests, at all times. Any abuse will not be tolerated and will result in immediate expulsion from the Club. 

You are responsible for the actions or any damage caused by yourself, your children, your guests and any dogs that you have invited to the Club and agree to hold us harmless. To the extent allowed by law, you and your guests waive any claims against us, plus our affiliates, parents and successors, and each of our and their employees, assignees, officers, agents and directors (together the “Estelle Manor Parties”), plus our related parties, resulting from injury or damage to, destruction, theft, or loss of, any property, person or dog. 

You must obtain our written consent before entering into any settlement involving or relating to any Estelle Manor Party. We may look into any possible violations of these rules – and you need to cooperate fully when we do, waiving any rights against any Estelle Manor Party and holding them harmless. 

You confirm that no Estelle Manor Party shall be in any way liable for any losses, costs, expenses or damage whatsoever (including in relation to personal injury, property damage or loss) that may be incurred or suffered by you, your children, your guests or any dogs invited by you. 

We encourage any comments, concerns or complaints to be communicated to our General Manager or our Membership Team at membership@estellemanor.com

TERMINATING MEMBERSHIP

If we believe that you are not complying with any of the terms in this document, we may suspend, restrict or terminate membership immediately and without notice or reason. When a membership is terminated, no portion of the joining fee or annual subscription will be refunded.

Please be aware that if your membership is suspended, restricted or terminated by Estelle Manor, our team will be instructed not to allow you access to the Club, or any events held in the Club spaces, even as the guest of another member. 

PHOTOGRAPHY & FILMING

We do not permit photography and/or filming of any kind anywhere within our premises. We do not permit professional photography and/or filming on the estate. Uploading images of the Club or our members and guests to social media is strictly prohibited. You shall not comment to any member of the press on the Club, our members and guests or their activities in the Club. 

PRIVACY & YOUR PERSONAL DETAILS

Please note you will be asked to provide the names of any guests accompanying you prior to your visit. You and your guests may also be asked to present identification upon entering the Club. Spaces may be recorded for security purposes and we may release the footage and disclose information about our members if called upon by the law. 

We will keep a list of the names and addresses of members of the Club on the premises at all times, together with a record of guest’s names and dates of their attendance, together with a record of each guest’s name, date(s) of attendance and their member invitee. Both the list and the book shall be produced on demand for inspection by the police or an authorised officer of the Council.

There is no expectation of privacy when it comes to our internet, networks, telecoms or information processing systems. 

Your usage may be monitored. See our Privacy Policy (https://membership.estellemanor.com/privacy-policy) Cookies Policy (https://membership.estellemanor.com/cookie-policy) and Web and Wifi terms of Use (https://membership.estellemanor.com/terms-of-use) any of which may change from time to time. Your personal data will be handled in accordance with our Privacy Policy. 

Hotel Payment & cancellation policy

Rooms and Suites

Offers (all rates excluding Bed & Breakfast): A non-refundable and non-transferable deposit of the first night’s stay for each room will be charged to your credit card once the booking is made. In the event of cancellation the prepaid deposit will be retained.

Bed & Breakfast: A deposit of the first night’s stay for each room will be charged to your credit card once the booking is made, this deposit is refundable up to 72 hours prior to arrival.

Houses & Woodland Cottages

While the houses are ideal for groups of friends we are unable to host disruptive events that may disturb other guests and the neighbouring houses. We will follow up your booking to discuss this in more detail and to help prepare your itinerary for your stay. Please note that we ask our members and guests to be mindful of the Estelle ethos when booking the private houses.

Our team will contact you to take payment to make your deposit up to 50% of your stay once you have made your booking, this deposit is refundable up to 28 days prior to arrival. The remaining 50% is due to be paid 28 days prior to arrival and will also be retained in the event of cancellation.

For Woodland Cottages on promotional offers (non-Bed & Breakfast), a non-refundable and non-transferable deposit of the first night’s stay for each room will be charged to your credit card once the booking is made. In the event of cancellation the prepaid deposit will be retained.

Festive Rates

For festive bookings (staying between 24 December and 1 January) a 50% non-refundable deposit is taken at the time of booking and the remaining 50% is due to be paid 28 days prior to arrival and will also be retained in the event of cancellation.

Please note, our rates are subject to availability and not guaranteed until the reservation has been confirmed.

Discretionary Service Charge

A discretionary 5% accommodation service charge will be added to the bill for all non-member bookings and to member bookings of our private houses (Hollyhock, The Farriers and Bluebell House) only. This service charge is fully distributed amongst staff.

Activities

Cancellation inside 48 hours will be charged in full.

CHANGES TO OUR SMALL PRINT

These terms may change as we continue to evolve our business. If we change these terms, we will post the revised document on our website, and such changes will be effective immediately upon that posting. Your continued use of the Club and its services constitutes your acceptance of such changes and agreement to be bound by the modified terms. As a result, we recommend that you review these terms periodically. 

These terms were last updated on 15 August, 2024.