Galaxy Country Club & Hotel
Refund & Cancellation Policy
Effective Date: July 31, 2026
This Refund & Cancellation Policy forms part of the Galaxy Country Club & Hotel Terms & Conditions and Booking Policy. It explains the conditions under which reservations may be cancelled, modified, refunded, or credited. By making a reservation with Galaxy Country Club & Hotel (“the Hotel”), you acknowledge and agree to this Policy.
- Purpose
Our aim is to provide flexibility where reasonably possible while ensuring fair treatment for both our guests and the Hotel. Cancellation and refund decisions are made in accordance with the booking rate selected, the notice provided, and the circumstances surrounding the cancellation.
- Flexible Reservations
Unless otherwise stated in your booking confirmation, standard room reservations are considered Flexible Reservations.
For Flexible Reservations:
- Cancellations made seven (7) or more calendar days before the scheduled check-in date are eligible for a full refund of amounts paid, less any non-refundable bank or payment processing charges where applicable.
- Cancellations made less than seven (7) calendar days before the scheduled check-in date are not eligible for a refund.
- Guests who wish to change their reservation dates should contact the Hotel as early as possible. Changes remain subject to room availability and applicable rate differences.
- Non-Refundable Rates
Certain promotional, discounted, advance purchase, or special offer rates may be designated as Non-Refundable.
Where a reservation is clearly identified as non-refundable:
- The booking cannot be cancelled for a refund.
- Reservation changes may not be permitted.
- The full booking amount remains payable regardless of whether the reservation is used.
The applicable booking conditions will be displayed before confirmation.
- Reservation Modifications
Guests wishing to amend a confirmed reservation should contact the Hotel promptly.
Modification requests are:
- Subject to room availability;
- Subject to any applicable rate adjustments;
- Subject to seasonal pricing and minimum stay requirements; and
- Not effective until confirmed by the Hotel.
Where a modification results in a shorter stay or lower room rate, any refund shall be determined in accordance with this Policy.
- No-Show Policy
A reservation shall be treated as a No-Show where a guest fails to arrive on the scheduled check-in date without notifying the Hotel.
In the event of a No-Show:
- The full booking amount may be charged where permitted under the booked rate.
- The Hotel may cancel the reservation.
- The reserved room may be released for resale without further notice.
No refunds shall ordinarily be provided for No-Show reservations.
- Early Departure
Guests who voluntarily shorten their stay after check-in are generally not entitled to a refund for unused nights.
Where exceptional circumstances exist, the Hotel may, at its sole discretion, offer:
- A partial refund;
- A booking credit; or
- An alternative arrangement.
Any such decision shall not create a precedent for future reservations.
- Group Reservations
Separate cancellation terms apply to:
- Group bookings;
- Conferences;
- Weddings;
- Corporate events;
- Tour groups; and
- Long-stay reservations.
The applicable cancellation, refund, and payment conditions will be set out in the relevant booking agreement or event contract.
Where separate contractual terms exist, those terms shall prevail over this Policy.
- Hotel-Initiated Cancellations
Where the Hotel is unable to honour a confirmed reservation due to operational necessity or circumstances within its reasonable control, the Hotel may:
- Offer comparable accommodation where available;
- Offer alternative travel dates;
- Provide a booking credit; or
- Refund amounts paid for the affected reservation.
The Hotel’s liability shall be limited to the amount paid for the reservation unless otherwise required by applicable law.
- Force Majeure
The Hotel shall not be liable for cancellations, delays, or interruptions caused by circumstances beyond its reasonable control, including but not limited to:
- Natural disasters;
- Floods;
- Fire;
- Epidemics or pandemics;
- Government restrictions;
- Civil unrest;
- Industrial action;
- Utility failures;
- Acts of terrorism; or
- Other unforeseen events.
Where reasonably practicable, the Hotel may, at its discretion:
- Reschedule the reservation;
- Issue a booking credit; or
- Provide a full or partial refund.
Each situation will be assessed individually.
- Refund Processing
Where a refund is approved:
- Refunds shall normally be processed using the original payment method.
- Refund processing generally takes 7 to 10 business days, although processing times may vary depending on the payment provider or financial institution.
- Payment gateway fees, bank charges, currency conversion costs, or other non-recoverable transaction fees may be deducted where permitted by law.
The Hotel is not responsible for delays caused by banks or third-party payment providers.
- How to Request a Cancellation or Refund
Guests wishing to cancel a reservation or request a refund should contact the Hotel as soon as possible.
To assist in processing your request, please provide:
- Booking confirmation number;
- Guest name;
- Contact information;
- Scheduled arrival date;
- Reason for cancellation or refund request; and
- Any supporting documentation where applicable.
Requests should be submitted using the contact details provided on the Hotel’s official website.
- Circumstances Not Eligible for Refund
Unless otherwise required by law or expressly agreed by the Hotel in writing, refunds will generally not be provided for:
- No-Show reservations;
- Early departures;
- Non-refundable promotional rates;
- Failure to obtain travel documentation;
- Personal scheduling changes;
- Missed transportation connections not caused by the Hotel; or
- Circumstances outside the Hotel’s reasonable control where alternative arrangements have been offered.
- Exceptional Circumstances
The Hotel recognises that unforeseen personal emergencies may occur.
Where appropriate supporting information is provided, management may, at its sole discretion, approve:
- A partial refund;
- A booking credit;
- Alternative travel dates; or
- Another reasonable accommodation.
Such decisions are made on a case-by-case basis and do not establish a continuing obligation for future bookings.
- Policy Amendments
Galaxy Country Club & Hotel reserves the right to amend this Refund & Cancellation Policy at any time.
The most current version will be published on the Hotel’s official website and shall apply to reservations made after the revised effective date.
- Contact Us
For cancellations, reservation amendments, refund enquiries, or assistance, please contact:
Galaxy Country Club & Hotel
Website: https://galaxycountryclub.com/contact-us/
Please use the reservation contact details published on our official website for prompt assistance.
Last Updated: July 31, 2026