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Hotel Policies

1. Privacy Policy

Ekam Kashi is committed to safeguarding the privacy and security of all personal information entrusted to us. This Privacy Policy outlines the manner in which we collect, use, store, and protect guest data in accordance with the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011.

Information We Collect

We may collect the following categories of personal information: 

  • Full name and contact details (phone number, email address, postal address) 
  • Government-issued identification details 
  • Demographic data including preferences and interests 
  • Booking and stay-related information 
  • Payment information (processed securely through authorised gateways; no full card details or CVV are stored)

Use of Information

Guest information may be used for: 

  • Processing reservations and maintaining internal records 
  • Enhancing our products, services, and guest experience 
  • Communicating booking confirmations, arrival details, and service updates 
  • Sending promotional offers or newsletters only if the guest has opted in
  • Personalising website content and on-property services 
  • Obtaining feedback to improve service quality

Data Security & Retention

We implement appropriate physical, electronic, and managerial safeguards to prevent unauthorised access, alteration, or disclosure of guest data. Guest information is retained only for the duration necessary to fulfil the purpose for which it was collected or as required by applicable law.

Cookies

  • Cookies help us personalise browsing experience and optimise website functionality. 
  • No credit card or banking information is stored via cookies. 
  • Guests may disable cookies; however, certain website features may not function optimally.

Third-Party Links

Our website may contain links to external websites. Ekam Kashi is not responsible for the privacy practices or content of such third-party websites.

Control of Personal Information

  • We do not sell, rent, or lease guest data to third parties unless required by law. 
  • Guests may request access to, correction of, or deletion of their personal data by contacting the hotel. 
  • In the event of any data breach, necessary remedial measures shall be taken and guests will be notified as required by law.

2. General Guest Policy

Identification & Age Requirements

  • The primary guest must be 18 years or older to check in. 
  • All guests aged 18+ must present a valid government-issued original photo ID, such as: – Aadhaar Card – Passport – Voter ID – Driving License 
  • The hotel reserves the right to deny check-in to guests unable to present valid identification. 
  • Minors must be accompanied by a parent or legal guardian.

Right to Refuse Service

Ekam Kashi reserves the right to refuse service, cancel a reservation, or request a guest to vacate the premises in cases of inappropriate behaviour, safety concerns, unlawful activity, or violation of hotel rules.

Guest Conduct

  • Guests must comply with all hotel rules, security instructions, and local regulations. 
  • Any disturbance, misconduct, or behaviour affecting the comfort and safety of others will result in immediate intervention.

Damage to Property

  • Guests are financially liable for any damage beyond normal wear and tear. 
  • Charges may apply for missing items, damaged furnishings, stained linens, or excessive cleaning.

Occupancy & Room Policy

  • Maximum occupancy limits apply to all room categories. 
  • The hotel reserves the right to deny check-in or impose additional charges if occupancy exceeds stated limits.

Communication

  • Guests may be contacted prior to arrival to confirm check-in details; failure to respond may result in the reservation being placed on hold or cancelled. 
  • Post-stay communication may be sent solely for feedback or service improvement.

3. Payment & Credit Card Policy

Accepted Payment Methods

  • Credit & Debit Cards
  • Online Payment Gateways
  • Cash (at the hotel)
  • Bank Transfers (select cases)

Credit Card Authorization

  • By providing card details, guests authorise Ekam Kashi to charge applicable fees to the card. 
  • Pre-authorisation may be performed to validate the card and reserve funds. 
  • Guests may be asked to present the same card used at the time of booking for verification. 
  • Failed or declined authorisations may result in cancellation of the reservation.

Charges

Charges may include: 

  • Room tariff and applicable taxes 
  • Food & Beverage consumption
  • Additional services and add-ons 
  • Incidental charges or damages

Full payment must be made at check-out unless the booking is prepaid.

Dispute Resolution

In case of chargebacks or disputes, the hotel’s records, including guest registration details, invoices, and payment logs – shall serve as final proof of stay and service utilisation.

4. Cancellation, No-Show & Refund Policy (Direct Bookings)

Payment Terms

  • 100% payment of the full stay amount is required at the time of booking.

Cancellation Policy

Summers: 

  • More than 14 days before arrival → Full refund
  • Within 14 days of arrival → 100% cancellation charge

Winters: 

  • More than 30 days before arrival → Full refund
  • Within 30 days of arrival → 100% cancellation charge

No-Show Policy

  • A no-show will result in a 100% charge of the booking amount.

Early Departure

  • No refunds will be issued for unused nights.

Modifications

  • Date modifications may be treated as cancellations and re-bookings, subject to availability and rate differences.

Non-Refundable Rates

  • Promotional or discounted bookings may be non-refundable as specified at the time of booking.

Force Majeure

  • In case of circumstances beyond reasonable control (natural disasters, government restrictions, pandemics, etc.), refunds or rescheduling shall follow the hotel’s force majeure guidelines.

Refund Processing

  • Refunds, if applicable, will be processed to the original payment method within 7–14 working days, depending on bank/payment gateway timelines.

5. Damage, Loss & Fraud Prevention Policy

  • Guests authorise the hotel to charge for property damage, missing items, excessive cleaning, or violation of hotel rules. 
  • An itemised invoice will be provided for such charges. 
  • The hotel may request ID matching the credit card used for payment. 
  • Any suspected fraudulent activity may result in immediate booking cancellation. 
  • Charges may apply for lost room keys, access cards, TV remotes, or other hotel property.

Liability for Valuables

The hotel is not liable for loss of valuables left in the room or public areas. Guests are strongly advised to use in-room safes where available.

6. Extra Bed & Additional Guest Policy

  • Extra beds are subject to availability and must be requested at the time of booking. 
  • Only select room categories can accommodate extra beds. 
  • Additional charges apply per night. 
  • Breakfast or meal inclusions may not apply to extra guests unless stated otherwise. 
  • Extra bed requests must not exceed maximum room occupancy as defined by the hotel.

7. Disclaimer & Governing Law

  • All policies are subject to change without prior notice. 
  • For bookings made through OTAs or third-party platforms, the respective platform’s policies shall apply. 
  • The hotel reserves the right to interpret and enforce all policies at its discretion. 
  • All disputes shall be governed by the laws of India. 
  • The courts of Varanasi, Uttar Pradesh shall have exclusive jurisdiction.