Terms & Conditions
BOOKING TERMS AND CONDITIONS FOR BIRCHBRAE HIGHLAND LODGES
1. THE CONTRACT
The Contract for a short-term holiday rental will be between Birchbrae Highland Lodges (referred to as “us”, “we” or “our”) and the person making the booking and all members of the holiday party (referred to as “you” or “your”) in the following booking terms and conditions.
As our properties are located in Scotland, you and we agree that the laws of Scotland will govern our contract with you (the “Contract”). If any individual term or clause stated in these terms and conditions are held to be invalid, impermissible or unenforceable permissible by law, the remaining terms shall be unaffected and shall remain valid.
The Contract will not come into force until we have received the Deposit referred to in Clause 2 below.
The Contract will be subject to these booking terms and conditions, and must be complied with.
2. DEPOSIT AND PAYMENTS
Your booking (“Booking”) may be placed over the telephone, by email or directly on our online reservation system.
Where your Booking is communicated to us by telephone or by email, we will enter it onto our online reservation system, which will automatically generate a summary by email to the email address you provide in the online Booking form. However, that does not mean that your Booking is yet confirmed or that a Contract is yet in force between us and you.
Your Booking will only be confirmed and our Contract will only come into force once we have received payment in cleared funds of a deposit of ten per cent (10%) of the full cost of your Booking (the “Deposit”).
The Deposit must be paid within 24 hours of the Booking being placed.
The balance of the rental will be due for payment fourteen (14) days prior to your holiday commencement date (the “Holiday Commencement Date”).
If you paid the Deposit by credit or debit card, you authorise us to use the details of the same credit or debit card to settle the balance of the rental. We will only act on this authority if you have not contacted us prior to the Balance Due Date to arrange alternative payment of the balance.
If for any reason we are unable to take payment of the balance by the due date and you are unable to promptly rearrange payment (or we cannot get hold of you to arrange for payment to be made) we will be entitled to treat that as your intention to cancel the Booking and your deposit will not be refunded.
If your Booking is made less than fourteen (14) days prior to the Holiday Commencement Date then your Booking will only be confirmed and our Contract will only come into force once we have received payment in full for the Booking in cleared funds.
No entry to our properties will be allowed without payment, in full, being cleared beforehand.
Bookings are not guaranteed for a specific Lodge except for Staffa which is our access friendly Lodge.
The price quoted at the time of booking is guaranteed not to increase. No refunds will be permitted if prices are lowered or if any Special Offers are subsequently offered for the period of your booking.
If you wish to make a reservation for more than one Lodge please contact us directly first so that we can understand your Group’s requirements which will help us provide you with the best experience for your stay.
We accept payment by Visa, Mastercard or by bank transfer.
Cancellations must be notified to and received by us in writing (preferably by email) by the party leader and once received we will confirm and process your cancellation request.
We offer Flexible Cancellation which removes the stress and worry from booking your holiday. You can cancel your Booking and obtain a full refund of the lodging costs you have paid for up to fourteen (14) days before the Holiday Commencement Date. If you do need to cancel your stay, we ask that you give us as much notice as possible about your cancellation.
If you cancel later than fourteen (14) days before the Holiday Commencement Date then we cannot refund your Booking payments as we will have incurred costs and are unlikely to be able to re-let our accommodation in such a short period of time.
For this reason, we strongly recommend you take out your own travel insurance for UK holidays which covers booking cancellations. This will give you the peace of mind that you will get your money back if you need to cancel your holiday at almost the last minute. If you choose not to have travel insurance in place then you accept responsibility for any loss that you may incur due to your cancellation.
4. CANCELLATION BY US FOR REASONS BEYOND OUR CONTROL (“FORCE MAJEURE”)
We won’t be deemed to be in breach of this Contract, or otherwise liable to you, by reason of any delay in performance or non-performance of any of our obligations in this Contract to the extent that such delay or non-performance is caused by circumstances beyond our reasonable control (for example if access to and use of our property is prevented by fire, flood, exceptional weather conditions, epidemics, pandemics, destruction/damage, internet or other communications failure, blocked roads, war/terrorism, nuclear/radioactive disaster affecting us or our property) (these are sometimes referred to as “Force Majeure Events”)
If for any reason beyond our control we are forced to cancel your Booking (or bring it to an end early) due to a Force Majeure Event affecting us or our property we will refund you the full amount of your remaining lodging costs based on the time of your Booking remaining. This will be the full extent of our liability and no additional compensation, expenses or costs (such as travel or replacement lodging costs) will be payable.
5. HOLIDAY PERIOD AND OTHER TERMS OF HIRE
The period from the Holiday Commencement Date to the day of departure set out in the Booking (the “Holiday Departure Date”) is the “Holiday Period”.
Unless expressly agreed by us in writing, you should not arrive before 4pm on the Holiday Commencement Date, and you must leave and vacate the property by 10am on the Holiday Departure Date. Failure to do so may result in you being charged a further day’s rental.
You must not use the property except for the purpose of a holiday during the Holiday Period, and not for any other purpose or for a longer period except with our express written agreement.
The Contract to stay in the property for the holiday period, does not create the relationship of Landlord and Tenant between the parties.
This Contract relates to a “holiday let” the purpose of which is to confer on you as a holidaymaker the right to occupy our property for a holiday only. You shall not be entitled to any private residential tenancy or other tenancy, assured short hold or assured tenancy, lease, licence or other right to occupy, nor shall you obtain any security of tenure under any applicable law including but not limited to under the Private Housing (Tenancies) (Scotland) Act 2016 now or at the end of the Holiday Period.
You may not sub-let the property.
In the event that you are required, in accordance with guidelines imposed by the UK and Scottish Governments in relation to the disease known as coronavirus disease (Covid-19) and the virus known as severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2)), to self-isolate at the property you will be responsible for the cost of (i) any additional nights out with the Holiday Period and (ii) rehousing any booked guests that are displaced as a result of the additional nights required by you in an equivalent property.
6. NUMBER OF PERSONS USING THE PROPERTY
Under no circumstances may more than the maximum number of persons stated on our website occupy the property, except with our express written permission in which case we shall be entitled to charge an additional fee.
For the avoidance of doubt, all persons staying are included in this maximum capacity, including infants.
We reserve the right to refuse admittance or require you to leave our property if this condition is not observed.
Adults are wholly responsible for the safety of children staying with them.
Any persons other than members of your booked party must not use our accommodation or facilities.
7. OUR LIABILITY
We, our employees, contractors, cleaners and other representatives shall not be liable to you or your party for loss or damage to property howsoever arising. You must take all necessary steps to safeguard yourselves and your property. Nothing in this clause shall exclude or limit any liability that we are unable to limit or exclude by applicable law, such as liability for death or personal injury caused by our negligence.
8. CARE OF THE PROPERTY AND ITS ENVIRONS
You are responsible for the property and its environs and are expected to take all reasonable care of its furniture, pictures, fittings and effects, in or on the property.
You must leave the property and its environs in the same state of repair, and in a reasonable clean and tidy condition at the end of the rental period.
You must not use the properties for any dangerous, offensive, noxious, noisy, illegal or immoral activities or carry on there any act that may be a nuisance or annoyance to the owner or other neighbouring properties.
Smoking is not allowed in any of our properties.
You must ensure the property is securely locked when not occupied by you.
9. DAMAGES & BREAKAGES
You are legally bound to reimburse us for replacement, repair or extra cleaning costs on demand.
Any damages or breakages will have to be paid for in full on demand on the day of departure via the same payment card used to secure the deposit and/or balance payment or within three (3) days of notification in writing (although we would not charge you for the odd glass or plate). We recommend that you have appropriate insurance in place to cover this.
You are legally bound to compensate us for rehousing any booked guests that are displaced as a result of damages caused during your stay as well as any consequential loss of income incurred by us if the property is left in an unrentable condition.
Bookings made where Birchbrae Highland Lodges does not have payment card details are required to provide a £50 housekeeping bond per Lodge in cash, which is returnable in full after satisfactory inspection of each vacated property.
If you lose a key, we will replace it upon you paying for the cutting of a new one.
You must return all keys at the end of their stay. A charge will be levied if any key is not returned on the day of departure.
10. WIFI & INTERNET
Free Wi-Fi and broadband internet are provided for your reasonable use and may be subject to separate terms and conditions.
You agree to reasonable and lawful usage of this service.
We will not be liable for slow connections or for any interruptions to or the failure of this service.
11. RIGHT OF ENTRY
We shall be allowed the right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.
Every effort has been made to ensure that you have an enjoyable stay. However, if you have any problem or cause for complaint, it is essential that you contact us immediately to give us the chance to resolve it. We value your custom and want you to return (and to recommend us to your friends!). We live nearby, and will do our best to resolve any problem.
13. DRONES, NIGHT LANTERNS, BBQs AND FIREWORKS
The use of drones is not allowed without our express written permission.
Fireworks are not allowed without our express written permission.
As our Lodges are of wooden structure in a forest setting, BBQs present a fire hazard and are therefore not allowed without our express written permission.
Night lanterns are expressly forbidden as they are a fire hazard and can cause death or injury to local livestock.
14. PETS (Dogs)
We only allow dogs, and only when have they been booked in and paid for. (£30 per dog, per stay, per Lodge entered). We allow a maximum of three (3) dogs per property.
Dogs must be well behaved, house-trained, kept under proper control and not allowed on the furniture, and especially the beds, nor left unattended in the property. Dog hairs are to be removed from carpets and all dog waste collected and disposed of.
Dog owners will be held responsible for any damage caused to the property, contents or grounds by their dog and for any extra cleaning required (usually at least £50).
When out walking within the property grounds, you must ensure that dogs are kept on a lead.
Dogs must not be allowed to disturb livestock, deer or game birds.
We reserve the right to seek details of any dogs in advance and to refuse permission for them to be brought to the accommodation for any reason, including if they are considered unsuitable in character, size or behaviour, bark continuously, or are liable to be a nuisance or danger to us, our neighbours or other guests and to local wildlife and livestock.
15. CARE OF YOUR PROPERTY
Your vehicles and their accessories and contents, and any property and valuables you bring with you are left entirely at your own risk.
If you leave any property behind, we will use reasonable endeavours to return it to you. There is a minimum twenty (£20) charge to return your items.
We dispose of any unclaimed property after seven (7) days.
16. DATA PRIVACY STATEMENT
17. SHORT TERM LET LICENSING
We are provisionally licensed by Highland Council for short term lets and will update our license numbers when received.
Our Energy Performance Certificates are available for each property here: