123 Main Street, New York, NY 10001

Built in 1340
Hotel, Medieval Town, Rhodes

Adults Only, Totally Smoke-Free

GENERAL TERMS & CONDITIONS

Please read the following terms and conditions prior to making a booking or arriving for a stay at KÓKKINI PORTA ROSSA. We will gladly answer all your questions.

Bookings placed through our website or otherwise, even those placed through or generated by third parties are an assertion that the persons making the booking as well as the persons staying with us have read, understood and accepted all terms and conditions included in our Website.

TRAVEL AGENTS: Special terms apply in addition to our General Terms & Conditions. Please click on the Travel Agents button (screen top).

  
Charges / Rates
 

At Kókkini Porta Rossa we never ask our guests or potential guests for their credit card details or store such details, if known to us.

All payments of reservations placed through our website are made in ways mentioned futher below under “PAYMENTS”.

We have the right and it is to our discretion to require full payment in advance or a deposit at the time of booking. No Booking shall be treated as confirmed until proof of payment has been provided.

All prices displayed on our Website or otherwise communicated or published by the hotel are meant and will be charged in EUROS. They include VAT and all national and local taxes.

Prices are per room, per night, for two persons. They include breakfast and all beverages consumed in the hotel, as well as all services, amenities and goods mentioned in our website as being part of our hospitality to our guests. Additional persons of all ages will be charged as detailed in the Hotel’s RATES’, PAYMENTS’ & CANCELLATIONS’ POLICY.

A minimum length of stay, deposit, pre-payment (refundable or not), cancellation charges and other conditions may apply, as specified.

Once a certain room, number of persons and overnights, additional products and services as well as method of payment are communicated and agreed, the Hotel will contact you in writing to summarize all details regarding your reservation, charges, and the required full or partial payment. After proof of the required payment is made available, the Booking is officially confirmed by the Hotel and becomes a binding agreement for the parties.

Receipts are issued and sent to customers via email for all payments made for accommodation, services and products. Customers who, instead of a receipt, wish to receive an INVOICE (intended for official submition to fiscal authorities), are kindly asked to notify the Hotel at the time of Booking, or, the latest, at the time of arrival.

Check-In / Check Out

Our guests are kindly asked to let us know their estimated time of arrival at least 48 hours ahead.

Unless otherwise stated on the Booking Confirmation or required by law, guests may check-in on the scheduled day of arrival at any time from 14:00 till 22:00. However, we will gladly arrange your time of check-in to be whenever your time of arrival in Rhodes requires, subject to availability and provided we are notified on time.

All rooms secured by a deposit or prepaid at the time of booking will he held until 23:00 on the scheduled day of arrival, unless otherwise agreed with the Hotel.

Late arrivals due to unexpected events should be made known to us before 23:00 on the scheduled day of arrival.  Any non-secured reservation will be held until 16:00 on the day of arrival, at which time we will be entitled to re-let the room, unless the guest has notified us of a late arrival.

On the day of departure we kindly ask all guests to vacate their rooms by 11:00, unless a later departure is part of our agreement.  Late check-out after this time can be requested subject to availability and may be charged at the discretion of the Hotel.

We are obliged by law to require guests at the time of check-in to confirm their identity by showing and letting us copy information from their passport and/or identity card, as well as to provide details of their home address.

The information above will be requested for each member of your party and we reserve the right to refuse entry to persons who cannot provide the information set out above. These records can and will be disclosed or made available for inspection to the Greek police and tax authorities, as by applicable law.

Part of the information above will be stored in a secure server, protected by an access code and a firewall. Please see our PRIVACY POLICY.

Payments

We accept the following methods of payment:

• CREDIT CARDS: through Alpha Bank’s e-commerce, Webhotelier, OTAs or in the guests’ presence
• MONEY TRANSFER: to our company’s Bank Account seen below
• CASH: during our guests’ stay or upon departure.
We never ask our guests or potential guests for their credit card details or store such details if in anyway known to us.
All outstanding charges must be paid for in full on check-out from the Hotel.
Please refer to detailed payment policy.

Cancellation Policy & No-Shows

Cancellation charges may vary according to the agreed rate and the time of year.  Please refer to our RATE, PAYMENT & CANCELLATION POLICY.

Cancellation and non-arrival charges apply after the specified relevant time. Cancellation or non-arrival may result in the forfeiture of part or all the amount paid as a deposit.  Additional amounts may be sought and collected by all legal means at our disposal.

Rates agreed as non-refundable and non-changeable are subject to full prepayment for the entire stay at the time of booking. Cancellation or non-arrival will result in the forfeiture of the prepayment.

Changes or Cancellations by the Hotel

Very rarely we may need to cancel a Booking.  Such a decision will be due to unexpected, extraordinary reasons. In such circumstances you will be given a full refund, but we shall have no further liability to you arising out of such cancellation.  We will, however, make any possible effort to re-locate any confirmed Booking cancelled by us to an alternative location similar in standards to the Hotel.

Your booking is for a specific suite. In the event that, for operational or safety reasons, we need to allocate an alternative suite to you, we will make sure that our apologies for your inconvenience are suitably expressed. It is self-understood that we will refund you any difference in rates (if a lower rate should be applied) and not charge any additional rates, if you are asked to move to a more expensive suite.

Damages and Losses

We reserve the right, which by making a Booking you acknowledge, to charge and seek compensation for any damage incurred to your room or the Hotel during your stay by any member of your party (including extraordinary or specialist cleaning, deodorization and laundry services) or for any items that are found by our staff to be missing during or after your departure.

Antiques, collectables and artifacts in KÓKKINI PORTA ROSSA are part of the owners’ collection. Authorities request that these items, as well as all the hotel’s equipment, are valuated, included in a documented inventory, and remain in the premises. They can not be sold or otherwise removed. If asked, we may be able to help you find similar items through collectors, art dealers and artisans we know.

Guests’ Age

KÓKKINI PORTA ROSSA, as from April 1, 2023 is an ADULTS ONLY Hotel. All our guests must be over the age of seventeen (17).
As a result, our hotel’s insurance policies specifically exclude guests under that age. We are therefore unable and not allowed to cater for guests under 17 years of age. 
Parties with members younger than the minimum required age will be denied accommodation and our cancellation policy will be applied in full.
Persons or travel agents making a reservation take full responsibility of all matters related to safety, behaviour, peace and tranquility, as well as to finding alternative accommodation for their party.
Please note that guests of all ages are charged the same.
 

Accessibility

Dependent on individual needs, our lobby, the salon and the garden, as well as suites ORHAN and MICHALIS, may be used by people who have mobility issues to a degree. Our hotel, due to the nature of our building, has not been designed in accordance to relevant official specifications.

Please contact us to discuss specific individual requirements and the availability of appropriate accommodation. You will be accurately informed and, should you find our premises and services to be suitable for you, we will do our best to make your stay as pleasant and safe as possible.

Events

Please be aware that, at certain times throughout the year, we may organize or host events, parties, weddings, as well as family or corporate gatherings, all for a limited number of people.  We shall always make sure that there will be no or minimal disturbance of our not-participating guests. If you feel that such an event during your stay may be unacceptable, please contact us in advance of your stay for further information.

Special Offers, Promotions, Agreements regarding Reservations

Special Offers and Promotions are subject to availability, as well as other specific terms, conditions and restrictions listed on the Hotel’s website or otherwise. We reserve the right to announce, or at any time modify or revoke any offer, promotion or relevant program.

The Hotel must be notified before or upon guests’ arrival about which parts of the applied Special Offer or Promotion, or of the Agreement made regarding the specific reservation our guests wish to enjoy, as well as the day and time they wish to do so. If not notified on time, the Hotel may consider the quests’ right to some or all parts to have been waived.

Guests’ Behaviour

Our guests’ and employees’ well-being, health and safety, as well as our Hotel’s fame are of the utmost importance.
Guests are requested to conduct themselves appropriately at all times and to comply with our procedures, policies and instructions relevant to all above values.
Guests are also requested not to disrupt the comfort and enjoyment of other guests, the smooth running of the Hotel, or cause offence to other guests or our members of staff.
We reserve the right to refuse accommodation or services and ask from a guest or party to leave the Hotel if, in our reasonable opinion, we consider this provision to have been breached.
 
Where this is the case, we maintain the right to follow all legal procedures to protect out fame, name and property. At the same time we will certainly have no obligation to refund any lost accommodation, other services or any other loss or expense incurred. Our cancellation policy will apply.
 

Visitors

Entrance to the suites and other areas of the hotel is only permitted to registered guests with a confirmed reservation for a stay at Kokkini Porta Rossa.
This limitation will be implied without exceptions, as part of our effort to safeguard the health, privacy, peace and tranquility our guests are here to enjoy.
Our guests’ certainty that those values are protected will be respected at all times.
Individuals (s.a. technicians, guides, rental car companies’ agents etc.) whose presence in their professional capacity is necessary for the operation of the hotel or the needs of our guests remain in the appropriate areas for the minimum required time.
 

Food Preparation, Serving  & Consumption

Kókkini Porta Rossa is a Bed, Breakfast & Drinks Hotel.
Breakfast and all drinks served and consumed in the hotel are included in our accommodation rates.
For reasons mentioned below no other meals or snacks can be brought, prepared, served, and consumed in the hotel’s premises.
We are closely monitored for our compliance with:
► EC Regulation 852/2004 on the Hygiene of Foodstuffs and
► Law 4690/2020 on Income Tax & VAT.
Food safety management procedures based on the principles of HACCP are in place.
For taxation, hygiene, cleanliness, and pest control purposes, no exceptions to the following can be made:
  • all persons entering our food-handling area need to be authorized by the Greek food hygiene authorities 
  • no foodstuff from sources other than our official suppliers, exclusively handled and/or prepared by our personell can be brought, stored, or consumed in our premises
  • no meals or snacks other than breakfast and drink accompaniments can be prepared, served or consumed in the suites or the hotel’s public areas.
We reserve the right, which by making a Booking you acknowledge, to charge and seek compensation for any loss of income or damage incurred to your room or the Hotel during your stay by any member of your party (including extraordinary or specialist cleaning, deodorization and laundry services) or for fines and charges we will need to pay during or after your departure, because of the above.
 
Smoking
 
Our hotel is TOTALLY NON-SMOKING. There are no suites or public areas (indoors or outdoors) where smoking of any kind is allowed.
Guests using tobacco products or any substitudes thereof in any area of the hotel are in breach of the present set of terms and conditions.
They may be asked to leave the premises and are liable for the compensation of any damage or loss of income incurred to the hotel.
 

Pets

Guide dogs are accepted with prior arrangement.
Other dogs may be accepted at the Hotel’s discretion. Otherwise no pets are allowed at the Hotel.
 

Personal Data, Cameras, Incoming Phone Calls’ Recordings

The Hotel is in full complience with European Parliament Regulations as well as the Greek and International law in regard to the protection of our website users’, potential guests’, guests’ and visitors’ privacy, data and information .

Cameras have been installed in the hotel’s public areas and incoming telephone calls to the hotel (not the rooms) are recorded. Recordings are kept for 12 days and are only used for quality, security and law enforcement purposes. A recording may be kept for a longer period, if decided for specific reasons.

Please see our hotel’s PRIVACY POLICY.

Emails, Letters, Reviews, Comments

Please see our hotel’s PRIVACY POLICY.

Force Majeure 

The Hotel accepts no liability and will not pay any compensation where the performance of its obligations is prevented or affected directly or indirectly by force majeure or any circumstances beyond its reasonable control. Such  circumstances include, but are not limited to, flood, earthquake, extreme adverse weather conditions, natural disasters, other acts of God, illness, acts of terrorism, strikes, fire or failure of electric power, water, communications or other utility services, machinery, computers, vehicles or any collapse of building structures.

Limitation of Liability

The Hotel will not be responsible for the loss or damage of valuables or money left in the Hotel, unless they have been handed to the management for safe keeping and a detailed receipt has been issued.

The Hotel will not be liable for any indirect or consequential loss of any kind (whether caused by the negligence of the Hotel, its employees or otherwise). The Hotel’s total liability shall not exceed the value of the charges agreed for booking of your and your party’s stay in the Hotel.

No part of the present or any other document referred to in it shall be read or interpreted as excluding any liability for death or personal injury caused by the Hotel’s negligence or liability for fraud or fraudulent misrepresentation.

Governing Law & Jurisdiction 

The relationship between the Hotel and its website users, potential guests, guests and all members of guests’ parties, as well as all obligations arising in connection with it are governed by the Greek law.

The courts of Rhodes have exclusive jurisdiction to determine any dispute arising between the Hotel’s website users, potential guests, guests and all members of guests’ parties, including disputes relating to any non-contractual obligations.

Each party irrevocably waives any objection to proceedings being brought in the Greek courts (on the grounds that the Greek courts are not a convenient forum or otherwise).

Follow the links to read:

PAYMENT LINK REQUEST

Dear Guest or Partner,
A Payment Link will be sent to your email address as soon as we receive the following details:

ORHAN’s Useful Details

Please contact us about anything you with to ask or have clarified.

ORHAN is 52 sq.m. (560 sq.f.) and can accommodate up to 4 guests.

It is on the ground floor of the hotel and has two levels (only one step leading to the bathroom).

ACCESSIBILITY. The suite can be used be guests with mobility issues. The floor of the shower cabin is an extension of the bathroom floor. The one step leading to the bathroom is turned into a ramp and handrails are installed when necessary.

Two individually regulated A/C units (hot & cold) are in the bedroom and the sitting room.

ORHAN has a total of 6 windows. In addition to its main door it also has two doors leading to the garden.
They are all thermally insulated, soundproof and have shutters to block sunlight. 

Celling height

(sitting room):320 cm (126 in)
(bedroom):320 cm (126 in)
(bathroom):240 cm  (95 in)

BEDDING

  • King Double Bed (bedroom):  180×200×28 cm (71×79×11 in).

  • Twin Single Beds:   90×200×28 cm (35,5×79×11 in).
    The king size bed can be converted to twin single beds.
    They have separate mattresses and linen. However there is no distance between them, as they share the same King bed base.
  • Single Bed: 90×200×28 cm (35,5×79×11 in).
    The couch in the sitting room can be converted to a Single Bed with the above dimentions.

 – Bottom & top matresses: orthosomatic Coco-Mat.

 – Pillows: Coco-Mat “all natural” (see out Pillow Menu further below).

 – Bed linen: Frette, pure cotton.

Realizing our direct impact on the environment and our community, our choice is to work for a “Good for All” presence.

We therefore:

  • Employ, purchase, donate and invest locally
  • Finance and otherwise undertake the preservation of historical buildings
  • Volunteer repairs, maintenance and cleaning of parks and public areas
  • Promote local history, culture, products and cuisine
  • Highlight “hidden gems”, lesser known attractions, alternative activities
  • Do our best to raise the quality of tourism and relevant services in the region
  • Recommend worthy restaurants, shops, artisans and businesses
    Point out the ones to be avoided because of poor quality and business practices
  • Infuse a sense of pride, participation and partnership into people we work with
    Happily exchange knowledge and experience with everyone interested
    Find second homes for our replaced items (e.g. bed linen, towels, furniture, appliances, computers)

Our own solar systems cover 45% of our energy needs

They provide hot water and generate electric power for storage

Stored energy is used forlighting in public areas, water purification and in power cuts

LED light bulbs are installed in all indoor and outdoor lights

Energy efficient equipment is used to the extent possible

Sensors and timers regulate lighting and air conditioning in public areas

  • Air conditioners and most lights are automatically switched off when guests are not in rooms
  • Walls, roofs, floors and hot water tubing are thermally insulated
  • All windows and glass doors are double glazed and have wooden shutters
    Bicycles are exclusively used for carrying persons, goods and luggage in the Old Town Eco-friendly cars cover our transportation needs outside the walled city

Transport millage is reduced by purchasing from local suppliers

  • Water for housekeeping and for use in the suites is decalcified, after being filtered in 4 stages
  • A constantly replenished amount is hygienically stored for the event of a shortage
  • Drinking and cooking water is used immediately after being multi-filtered and UV purified
  • Waste is minimized:
    • Part of the used tap water is filtered, purified and reused for irrigation & outdoors’ washing
    • Aerators, auto-timed drip irrigation and fountain recirculation pumps are used
  •  

Our approach is to actively manage and reduce ourwaste by:

  • Usingless, reusing, repurposing, refilling and recycling to the extent possible
  • Salvaging and giving a second life to all kinds of items and materials
  • Purchasing recycled, recyclable, natural, biodegradable and compostable materials to the extent possible
  • Having a system for filling reusable containers with purified drinking water:
    • Sanitized glass bottles are filled for use in the hotel and
    • New, unused aluminum canisters are offered gratis to guests for when not in the hotel
  • Distributing excess food daily to those who need it

It has been said that, when it comes to food, “we have an appetite forgiving”.

However, our approach includes much more:

  • Local, fresh and (when possible) organic products are bought daily
  • Our sources are producers and suppliers we personally know and often visit
  • They all practice sustainable and responsible production and business practices
  • We grow our own herbs, herbal teas, aromatic plants and a small part of the fruit we use
    Everything we serve is lovingly prepared in our kitchen “No Wasted Food” is a key part of our ecological and social behavior
    Everything is purchased, stored and prepared wisely
    Excess food is put to good use: it is daily distributed to those who need it
    The rest is composted and used in fertilizing our gardens

In our efforts to drastically reduce the use of plastic

  • Refillable dispensers are in our suites’ bathrooms for soap, shampoo and hair products
  • Detergents and cleaning liquids are bought in bulk containers
  • Drinking water is purified and offered in glass, refillable, sanitized bottles
  • Brand-new aluminum water canisters are complimentary for guests to take with them
  • Natural, sustainable materials are used instead of plastic, whenever possible Biodegradable, reusable and recyclable plastics are chosen when necessary
  • Nylon bags brought with our supplies are reused and eventually recycled

We keep our gardens and terraces simple, natural and sustainable. In their limited space, we are proud to

  • Grow native herbal teas, aromatic plants, spices and flowers
    Look after our 300-year-old mulberry tree, our olive, bitter orange and othertrees
    Encourage the presence of bees and butterflies
    Choose plants that need little or no watering
  • Use compost, naturalfertilizers and invasive insect repellants
  • Avoid chemicals and pesticides
  • Reuse filtered tap water for our auto-timed drip irrigation system
  • Have cisterns and recirculation pumps for our fountains

When building, restoring, furnishing and decorating we are driven by our

  • Respect for our building’s past of 700 years
    Sense of responsibility towards local architecture, history and culture,
    Awareness of our Greek and multicultural heritage
  • Ecologically and socially caring approach
  • Defiance of all kinds of decoration clichés and “styles”
  • Admiration for time-proven, traditional techniques
  • Extensive use of “old school” materials such as lime, pumice, bees wax, linseed oil
  • Appreciation of modern, innovative ones
  • Reuse of salvaged timber, steel, stones, marble and other materials,
  • Repurposing of old furniture, architectural elements, lights, odd items
  • “Fix it, don’tthrow it” attitude
  • Continuous learning and share everything we know
    Dedication in making our impact as positive as possible

DRIVE A RENTAL CAR

We encourage all our guests to rent cars as the best and easiest way to enjoy more of what Rhodes has to offer.

BUT, we also let them know that:
    • Picking a car up at the port or the airport and driving to the hotel is unnecessary and can be frustrating.
    • However, dropping a car off at the airport at the end of your stay may be a very good idea.

Some of the reasons are:
    • Almost none of our guests use a car on their first (or even second) day in Rhodes. They prefer to explore the Medieval Town before visiting other places of the island.
    • When you firstly arrive, driving to the Old Town and finding the right Gate may be challenging. Everything is much easier and familiar the second day.
    • Driving your car into the Medieval Town is not allowed. All rented cars need to be parked outside, near St. John’s Gate.
    • We are not allowed to offer luggage or persons’ transfer from any of the Gates to the Hotel. 
    • If your departure is in the afternoon or evening, you can put your luggage in the car after checking out, go to places you have saved for the last day, and drop the car off at the port or airport. Your last day will be much more interesting and you will save the cost of a taxi transfer to the airport.

As soon as you decide that it is time to rent a car, we can ask a company of your choice to bring one at St. John’s gate, where you can also drop it off.

IMPORTANT: See our MAP about where NOT TO PARK every Wednesday night.
On Thursdays there is a Farmers’ Market in the little square near the Gate.

 

PRE-BOOKED PICKUP

A taxi licensed to drive in the Old Town is the best way for your arrival transfer:
An English-speaking driver will be waiting at the Arrivals Area with your name on a sign.
In 30 minutes from the airport, or 7 min from the port, you and your luggage will be brought to our doorstep (instead of being dropped off or having to park outside the walled city).
 
NOTE: This kind of transfer can also be from or to any other location on Rhodes Island.
 

The error-free way to arrange your transfer:

  • CONTACT CHRISTOS DIRECTLY between now and 36 hours before your arrival.

Information, details, last-minute changes will be accurately & immediately communicated.

He is a taxi owner-driver who leads a group of excellent colleagues.

Email: christosefs@gmail.com      Mobile: +30 6946103929
 
Information he needs from you:
  • Name (as per your reservation with us)
  • Mobile phone number
  • Flight number (or name of ferry)
  • Origin
  • Estimated time of arrival
  • Number of passengers
Your cost€42 per taxi (from the airport) or €17 (from the port).
For locations other than the Airport or Port, please ask Christos for cost.
 
NOTE: Taxis are Mercedes sedans.
They can take up to four adult passengers and a reasonable volume of luggage.

If one taxi is not enough for your party, you may need to book two taxis or a minibus. Christos will let you know.

ALTERNATIVESCLICK HERE & HERE for details, directions, and PROS & CONS you should know.
  • TAXIS from the airport’s or port’s taxi rank (not licensed to drive in the Medieval Town)
  • DRIVING a rented car to St. John’s Gate (120 m from the Hotel)..

ANY TAXI

SECOND BEST WAY:  A TAXI found at the airport’s or port’s taxi rank.

They charge much less than the pre-booked taxis with a Medieval Town license:
€29 (from the airport) or €12 (from the port), paid in cash to the driver.

However:
       • You will be dropped off outside the Old Town (approx. 120m from the hotel).
       • Queuing and/or waiting may be required (depending on the day and time).

KATINA’s Useful Details

Please contact us about anything you with to ask or have clarified.

KATINA is 52 sq.m. (560 sq.f.) and can accommodate up to 3 guests.

It is on the first floor (18 steps with handrail, no elevator) and has two levels (2 steps with a handrail).
The suite’s bathroom is on the lower level.

Its open-plan sleeping and sitting areas are separated by a decorative, thick curtain.
A glass door leads from the bedroom to the bathroom.

The suite has  a total of 7 windows. They are thermally insulated, soundproof and have shutters to block sunlight.

Two individually regulated A/C units (hot & cold) are in the bedroom and the sitting room.

Celling height

(sitting room):320 cm (126 in)
(bedroom):320 cm (126 in)
(bathroom):300 cm (118 in)

BEDDING

  • King Double Bed (bedroom):  180×200×28 cm (71×79×11 in).

     

  • Twin Single Beds:   90×200×28 cm (35,5×79×11 in).
    The king size bed can be converted to twin single beds.
    They have separate mattresses and linen. However there is no distance between them, as they share the same King bed base.
  • Single Bed: 90×200×28 cm (35,5×79×11 in).
    The couch in the sitting room can be converted to a Single Bed with the above dimentions.

 – Bottom & top matresses: orthosomatic Coco-Mat.

 – Pillows: Coco-Mat “all natural” (see out Pillow Menu further below).

 – Bed linen: Frette, pure cotton.

MICHALIS’ Useful Details

Please contact us about anything you with to ask or have clarified.

MICHALIS is 37 sq.m. (121 sq.f.) and has a garden of 47 sq.m. (155 sq.f.). It can accommodate 2 guests.

It is on the ground floor of the hotel.
Its garden has two levels, with two steps leading to the upper level.
Using the plunge pool requires ascending and descending a total of five steps with handrail.

MICHALIS has one room, with a glass door separating it from the bathroom.

The suite has one window, one skylight, one glass door leading to the garden and one wooden door leading to the hotel’s ground floor.
They are thermally insulated and sound-proof.

The skylight has a shutter. The window and the door to the garden have sunblocking curtains.

MICHALIS features a central airconditioning system.

Celling height

  
(bedroom):350 cm (138 in)
(bathroom):270 cm (106 in)

BEDDING

  • King Double Bed :  180×200×28 cm (71×79×11 in).

  • Twin Single Beds:   90×200×28 cm (35,5×79×11 in).
    The king size bed can be converted to twin single beds.
    They have separate mattresses and linen. However there is no distance between them, as they share the same King bed base.


 – Bottom & top matresses: orthosomatic Coco-Mat.

 – Pillows: Coco-Mat “all natural” (see out Pillow Menu further below).

 – Bed linen: Frette, pure cotton.

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Dear Partner,
A password will be sent to your email address as soon as we receive the following details: