1. Business advice
  2. Know your legal obligations

Know your legal obligations

Our Pink Book can help you ensure your accommodation business is compliant with regulations. This popular resource is available online and to purchase as a handy reference book.

Did you know that you have to register with your local authority if you serve any food or drink, including breakfast? Or that you can’t refuse guests because of their age unless they are under 18?

Our Pink Book Online is a guide to legislation relevant to accommodation businesses in England. Find out on what grounds you can refuse a booking, what licences you need to play music or provide TVs and how to comply with health & safety regulations.

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Printed copies of the Pink Book are available to purchase.
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Top Resources

Chapters

Licences & Consents

Marketing

Guests

Food & Drink

Health & Safety

Staff

Business Management & Tax

Licences & consents

Alcohol and entertainment licensing

If you want to provide any alcohol for your guests, you will need a licence.

TV and copyright licences

You need special licences to allow your guests to access TVs, films and music.

Planning and building

Change of use consent and building regulations may apply if you are starting, changing or expanding your business premises.

Signs for your premises

Permission requirements to display exterior signage and how to apply for a brown tourism sign.
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Marketing

Unfair trading practices

What you can and can’t say when advertising your business, including online review sites.

Direct marketing

Regulations covering email and telephone marketing to customers.

Holiday packages

Your obligations under the new Package Travel Regulations, updated July 2018.
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Guests

Bookings

An overview of booking terms and conditions.

Registration and data protection

Your obligation to record certain guest details, data protection regulations and CCTV requirements.

Pricing and charging

How to advertise your prices within the law and the ban on debit and credit card payment charges.

Cancellations and no-shows

Your rights when a guest cancels and your obligations if you cannot fulfil a booking.

Alternative dispute resolution

What you need to do if you cannot resolve a dispute with a customer and what to show on your website if you take online bookings.

Accepting guests

When you can refuse a booking from a guest.

Disabled guests

Your obligations under the Equality Act 2010 regarding anyone who is disabled, thought to be disabled or associated with someone who is disabled.

Luggage and belongings

Your responsibility to keep guests’ belongings secure and your right to keep luggage until the bill has been paid.

Childcare

If you provide childcare facilities, there are specific regulations you need to follow.
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Food & drink

Food safety and hygiene

If you supply any food or drink, including breakfast, you need to register with your local authority.

Food labelling

You must tell guests if your food contains any of the 14 major allergens.
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Health & safety

Health & Safety at Work Act

Your responsibilities for the safety of your staff and your legal obligation to complete a health & safety assessment.

Health and safety liabilities

Your liability to guests and employees, what insurance you can take and whether you need a licence to transport guests.

Safety management

Your legal obligations under the Management of Health and Safety at Work Regulations 1999.

Hazards from work activities

How to ensure your staff do their jobs safely, such as employees who use computers.

Hazards in the workplace

Guidance on the use of safety glass, preventing trips and testing electrical products.

Product safety

How to ensure you provide safe products for your guests, particularly for gas and electrical appliances.

Swimming, gym and outdoor safety

How to manage health & safety for swimming pools and gyms and whether you need a licence for adventure activities.

Fire safety (general)

How the Regulatory Reform (Fire Safety) Order 2005 applies to tourist accommodation providers.

Fire safety of furniture and furnishings

What legislation applies if your self-catering property contains upholstered furniture.

Fire Risk Assessment Tool

Use our free online tool to help comply with your legal obligation.

Smoking in public places

Your legal duty to display a no smoking sign and ensure enclosed spaces remain smoke-free.

Legionnaires’ disease

Legionella is classified as a “hazardous substance” and you are required to undertake a risk assessment, and any subsequent remedial actions, in order to protect both your staff and customers.
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Staff

Working hours

An overview of the Working Time Regulations and what your employees are entitled to.

National Minimum Wage

The current minimum rates of pay you must provide and who is entitled to it.

Discrimination

Guidance on the Equality Act 2010 and legally protected characteristics.

Time off for parents

Your obligations regarding maternity and paternity rights, flexible working and parental leave.

Migrant workers

What documents you need to check for workers originally from outside the UK.

Employing under 18s

The legalities around employing staff under the age of 18.

Workplace pensions

If you employ staff you must provide a pension scheme and contribute towards it.
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Business management & tax

Income tax, VAT & legal form of business

There are different tax implications depending on your form of business.

Tax status of accommodation businesses

There are advantages to having your self-catering property treated as a trade business rather than a rental property.

Business rates

Find out if your business is subject to business rates.

Self-catering letting options

The legal definition of a holiday letting and the legal implications of long term let options.

Houses in multiple occupation

Your local authority may class your business as a House in Multiple Occupation, which has increased regulatory implications.

Utilities and waste collection

Legislation concerning private water supplies, charging guests for gas and electricity and commercial waste collection.
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Further information

Latest regulatory updates

Stay up to date on the latest legislation changes with our monthly update.

Where to find further information

Where to go to find further guidance on legislation relevant to tourist accommodation.

Buy a Pink Book

Printed copies of the Pink Book are available to purchase.

Pink Book Disclaimer

Whilst every effort has been made to ensure the accuracy of the information contained in the Pink Book of Legislation, we regret that we cannot be responsible for any errors.
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