Booking Terms and Conditions
The conditions stated below form the basis of your contract with us, as booking agent for the property. Please read them carefully as they set out our respective rights and obligations. If you have booked through another channel, the other channel’s terms and conditions will take precedence where applicable over these terms and conditions.
We act as booking agent for the property, and we will collect the payments due by you to the Accommodation Provider (including the Security Deposit).
Please note that by entering into this contract you will also be entering into a separate contract with Accommodation Provider.
The Accommodation Provider means the owner providing the accommodation to rent.
“us” means Tara Macdonald, as booking agent for the Accommodation Provider.
“you” means the person booking the accommodation (the party leader) and includes all members of the party. The party leader must be at least 25 years of age at the time of the booking.
The Booking Terms and Conditions means the contract between us, as booking agent, and you as set out in this document, the booking form and the confirmation invoice.
The Guest Terms and Conditions means the contract between the Accommodation Provider (or a manager or agent on their behalf) and you.
Tara Macdonald acts as booking agent for the properties advertised on the website www.ourcabininthewood.com and other third party sites that Tara Macdonald use to advertise accommodation.
By using, browsing or visiting these sites via mobile, desktop or any other platform and then completing a booking form you acknowledge that you have read and agree to the Booking Terms and Conditions and you expressly agree to be bound by the Booking Terms and Conditions. You warrant that you will not sell or transfer the booking to another party.
The Booking Terms and Conditions shall also apply where bookings are taken via telephone.
We act as the booking agent of the Accommodation Provider and have no liability to you for the suitability or quality of accommodation, which is referred to in the Guest Terms and Conditions. It is your responsibility to ensure that the property is suitable for your party (any medical conditions, disabled access, sleeping arrangements, etc.). If you have any complaint about the quality of the accommodation, you should refer to the Accommodation Provider – see separate section
By booking accommodation through Tara Macdonald, you are also entering into a contract with the Accommodation Provider in accordance with the Guest Terms and Conditions, and you expressly agree to be bound by the Guest Terms and Conditions.
It is your responsibility to ensure that you are in possession of all necessary travel and health documents (including Passports and Visas (where applicable)) before departure.
It is strongly recommended that you take out adequate travel insurance which would cover your booking.
1. Making your booking
Once we have received your booking form, we will, subject to availability, confirm your stay by issuing a confirmation invoice by email. Please check this carefully as soon as you receive it. Contact us immediately if any information, which appears on the confirmation invoice or any other document, appears to be incorrect as it may not be possible to make changes later.
Once the deposit referred to in section 2 is paid there is a binding contract between us and you as set out in the Booking Terms and Conditions, and there is a binding contract between you and the Accommodation Provider as set out in the Guest Terms and Conditions.
2. Deposit/Final Payment
In order to confirm your stay, a deposit of 30% of the full payment (or full payment if booking within 84 days of arrival date) as shown on the confirmation invoice must be paid to us at the time of booking. This deposit is not refundable in the event of your cancellation or failure to pay on time as set out below.
The balance of the cost of your stay (the amount shown on the confirmation invoice less the deposit) must be received by us not less than 84 days prior to arrival (or at the time of booking if this date has passed). This date will be shown on the confirmation. If you have not paid in full and on time we reserve the right to treat your booking as cancelled by you. In this case the cancellation charges set out in section 11 below will be payable.
By booking accommodation through Tara Macdonald you are confirming that you, as the person responsible for the booking, are of 25 years of age or older.
We reserve the right to vet all guests. By vetting we mean obtaining information about each guest who will stay in the property such as name, age, copies of passports, address and any other reasonable information.
We reserve the absolute right to cancel the booking at any time should any information come to light in the vetting indicating that, in our opinion, any guest will not be a suitable guest for the accommodation.
Should we cancel the booking pursuant to this section, you will be refunded the full cost of the booking, less the 25% deposit unless otherwise agreed by us.
4. Use of the property
The property is to be used for short term residential accommodation. You agree (a) not to allow any animals in the property unless otherwise agreed in advance of arrival (b) not to smoke in the property and (c) to be respectful of the neighbours and keep noise from the property to a minimum between the hours of 10pm and 8am.
You agree not alter the accommodation in any way, including adding or removing items and fixtures and fittings within the property.
5. Security Deposit
You must pay to us a security deposit of £200 at least 14 days before the start of your stay (or at the time of booking if this date has passed). The cost of any damage to the property or to any items in and/or at the property caused or any service charges incurred by any member of the party will be deducted by us from the security deposit at the end of your stay. If no deductions are required, your security deposit will be refunded in full to you within 7 working days after your departure from the property.
Please note you should deal with the Accommodation Provider on any disagreement or dispute as to any deductions made or to be made from the security deposit.
The security deposit covers extra cleaning in the case of houses not being left in a decent state or if we have to remove unacceptable quantities of rubbish.
6. Utility Bills
The price of accommodation will include all charges for rates, water, gas, electricity and broadband usage unless otherwise specified at time of booking.
7. Number of persons
Only those persons whose name appears on the Booking Form may use the property. The substitution of persons during the rental period is not allowed unless previously agreed with us. The number of persons (adults and children) must not exceed the number of sleeping places indicated on the website unless previously agreed with us.
On arrival you may be asked to present your confirmation details, and we reserve the right to ask all the guests to provide passports or identity cards to the Accommodation Provider.
If (a) any person not included in the booking form or subsequently agreed to by us is with the party or (b) the required documents are not available on arrival or (c) any guest is under the influence of alcohol or drugs or is inappropriately dressed or behaves in an aggressive or otherwise unacceptable manner or (d) in our opinion it is likely that the accommodation will be used for a purpose that contravenes section 4 or the Guest Terms and Conditions, we reserve the right to cancel the booking. In this event, the full cost of your booking will not be refunded.
9. The cost of your stay
The price of your stay will be confirmed at the time of booking. We do however reserve the right to correct inadvertent errors in both advertised and confirmed prices, and we will do so as soon as we become aware of the error. Where we have to make any changes that will affect your booking we will notify you of these changes as soon as possible.
10. Changes by you
Should you wish to make any changes to your confirmed booking (including changes in the members of the party), you must notify us as soon as possible and, in any event, not later than 48 hours before check in. We reserve the right to approve these changes, and to charge for doing this.
11. Cancellation by you
Should you need to cancel your stay after the booking has been made you must immediately advise us by email. Your notice of cancellation will only be effective when we receive it and we will immediately attempt to re-let the property over the dates in question.
- Refund payment or booking rental deposit for cancelled bookings 61 days or more before check in date will be released to the cancelling guest minus a 6% cancellation/booking fee within 5 days of when the cancellation is made. If the dates are re-booked to the same value as the original booking, then the 6% cancellation/booking fee will also be refunded.
- Refund Payment or booking rental deposit for cancelled bookings from 60 days up to and including 2 days before check-in date will be released back to the cancelling guest between the cancellation date and the rescheduled date of check-out of the original booking. As above, there will be a 6% booking fee attached to this which is non-refundable.
- Cancellations made 1 day prior to or on the day of check-in will not be eligible for a refund of any sort.
12. Cancellation by us before arrival
As well as the rights to cancel the booking set out in sections 3 and 8, we reserve the absolute right to cancel a booking at any time before check in (a) should the Accommodation Provider advise us that the accommodation is no longer available for the period required by you or (b) should the accommodation, in our opinion, not match the standard required in the Guest Terms and Conditions.
If we cancel the booking pursuant to this section, you will be refunded the full cost of the booking.
13. Changes by us
We may have to make changes to or correct inadvertent errors in our website descriptions and other details both before and after the booking has been confirmed. While we always endeavour to avoid changes, we must reserve the right to do so.
If we have to make a significant change to your booking, we will tell you as soon as possible.
14. Guest Terms and Conditions
The Accommodation Provider is responsible for the accommodation during your stay and the Guest Terms and Conditions deal with this.
If you have any complaints about the accommodation during your stay, you must raise this with the Accommodation Provider during your stay, as provided in the Guest Terms and Conditions.
While we will endeavour to assist in resolving complaints, ultimately they will have to be resolved between you and the Accommodation Provider under the Guest Terms and Conditions.
16. Lost property
Any lost property will be held for 7 days and then will be donated to charity. Return of items will be subject to a £5 handling fee + associated postage/packaging costs
ACCOMMODATION PROVIDER/GUEST TERMS AND CONDITIONS
This is the contract between the Accommodation Provider and the Guest referred to in the Booking Terms and Conditions.
The conditions in this document form the basis of the contract between the Accommodation Provider and the Guest. Please read them carefully.
The Accommodation Provider means the owner providing the accommodation.
The Guest means the person booking the accommodation and includes all members of the party.
The Booking Terms and Conditions means the contract between Tara Macdonald, as the reservation agent, and the Guest for the accommodation.
The Property (“the Property”) to which this contract applies is the Property as defined in The Cabins listing and the Booking Terms and Conditions.
COMMENCEMENT AND DURATION
The occupancy will commence on the date specified by the Guest on the booking form submitted to Tara Macdonald (“the Start Date”). Normal check-in is between 16:00 hours and 23:00 hours on the day of arrival.
The occupancy will end on the date specified by the Guest on the booking form submitted to Tara Macdonald (“the End Date”). Check-out is 10:00 hours latest on the day of departure unless previously agreed with Madeira in Fife.
The Start Date or the End Date may only be altered with the prior approval of Tara Macdonald and payment of any sums required due to such a change.
OCCUPANCY AND OTHER CHARGES
The Guest has provided or will be responsible for providing the following information and payment of the below charges: –
Prior to the Start Date the Guest will have paid the occupancy charge in accordance with the Booking Terms and Conditions.
Prior to the Start Date the Guest will have provided Tara Macdonald with the requested Guest information as set out in their booking confirmation e-mail. (proof of identity & address for the lead guest, names and ages of all guests and reason for stay)
Prior to the Start Date the Guest will also have paid a security deposit of up to £200 (or such other sum as has been intimated to the Guest at the time of booking) in accordance with the Booking Terms and Conditions. The cost of any damage to the Property or to any items in and/or at the Property caused or any service charges incurred by any member of the party will be deducted from the security deposit at the end of the Guest’s occupation. If no deductions are required, the security deposit will be refunded in full to the Guest within 7 working days after the End Date. Any disagreement or dispute as to any deductions made or to be made from the security deposit will be dealt with between the Accommodation Provider and the Guest.
GUEST’S OCCUPATION AND USE OF THE PROPERTY
The Guest will take reasonable care of the Property, and will keep the Property in the same state of repair and condition as it was at the Start Date. In particular, the Guest will:
- Leave the house in a similar state to what you found on arrival. We will deal with a deep clean and changeover but would like to be left with a good starting point.
- be responsible for shutting all exterior doors and appropriate windows, and securing the property when absent or sleeping, and for minimising fire risk in the property at all times.
- not bring any hazardous or combustible goods or material including candles or fireworks into the Property;
- not pour any oil, grease, or other damaging materials down the drains or waste pipes;
- avoid danger to the Property or neighbouring properties by way of fire or flooding;
- ensure the Property and its fixtures and fittings are kept clean during the tenancy; and
- not interfere with the smoke detectors, heat detectors or the fire alarm system;
- use appropriate bins provided for general waste, recycling and garden waste. The Fife council web site provides a calendar for bin collections and guests should make use of these. Guests are expected to leave the same amount of space in bins as they had on arrival which may mean a visit to the nearest recycling centre and/or bottle bank.
- remove all their belongings at the end of the stay. Any items not belonging to the Accommodation Provider shall be disposed of once the booking has ended.
- If issued with a set(s) of keys to the property and/or garage access FOB on the start date, the guest must return them on the end date or the date of departure, if earlier. Failure to do so will incur the cost of a replacement set(s).
The Property is to be used for short term residential accommodation. The Guest agrees (a) not to allow any animals in the Property unless otherwise agreed in advance of arrival (b) not to smoke in the Property and (c) to be respectful of the neighbours and keep noise from the Property to a minimum between the hours of 10pm and 8am.
The Guest shall be responsible for ensuring that they have the appropriate documentation and insurances for their travel and accommodation prior to arrival.
The Guest must not harass or act in an antisocial manner to,or pursue a course of antisocial conduct against any person in the neighbourhood (including residents, visitors and agents of the Accommodation Provider. “Antisocial” means causing or likely to cause alarm, distress, nuisance or annoyance to any person or causing damage to anyone’s property. Harassment of a person includes causing the person alarm or distress, and antisocial conduct includes speech.
In particular, the Guest must not:
- Smoke anywhere inside the property, near to buildings or in an area where there is flammable gas.
- make excessive noise. This includes, but is not limited to, the use of televisions, hi-fis, radios and musical instrument.
- keep any animals or pets in the accommodation without the prior written consent of the Accommodation Provider. Any such consent will not be unreasonably withheld. Any pet (where permitted) will be kept under supervision and control to ensure that it does not cause deterioration in the accommodation or any common areas, or nuisance either to neighbours or in the locality of the Property. Pets are not permitted on the furniture under any circumstances. The guest must clear up after his/her dog promptly and dispose of bagged waste in an exterior bin. The Accommodation Provider reserves the right to terminate the contract if the behaviour of the guest’s pet is considered unacceptable.
- allow visitors to the Property to be noisy or disruptive;
- use the Property or allow it to be used, for illegal or immoral purposes;
- vandalise or damage the Property or any part of the common parts or neighbourhood;
- leave rubbish ether in unauthorised places or at inappropriate times;
- use or carry offensive weapons in or to the Property;
- use drugs or consume inappropriate amounts of alcohol in the Property.
The Accommodation Provider or booking agent reserves the right to terminate this agreement and request the immediate departure of all persons from the property in the event of a serious breach of the terms of this agreement. The breach may include but is not limited to the following events: a) serious damage to the property. b) a criminal or illegal act. c) unreasonable or abusive behaviour or d) excessive noise which could adversely affect the rights of the owner being able to continue to operate the property for letting purposes or involve authorities or police in any form of complaint investigation.
DAMAGES and BREAKAGES
The guest is required to inform the owner of any damage or breakage in or around the property promptly so that it can be repaired and replaced for the next Guest.
The Guest is bound to reimburse the Accommodation Provider for replacement, repair or extra cleaning costs where reasonably demanded by the Accommodation Provider for damage caused by the Guest. Damage to Linen and Towels will be deducted from the Security Deposit. This includes stains caused by Fake Tan, Make-Up, Blood or any other substance that cannot be removed by regular washing.
Any complaints about the accommodation or its contents must be raised with the Accommodation Provider (or their agent) during the course of the Guest’s stay.
GUEST CANCELLATION POLICY
Should the Guest cancel, such cancellation shall be dealt with as provided in the Booking Terms and Conditions.
ACCOMMODATION PROVIDER’S RESPONSIBILITIES
The Accommodation Provider must provide to the Guest, through Tara Macdonald , full 24 hour detail contact details for themselves or whoever is responsible for meeting and looking after the Guest during their stay.
The Property must contain all items for the use of the Guest, as advised by Tara Macdonald
The Accommodation Provider is responsible for ensuring that The Property is safe, ready to accommodate guests, that the Property is clean and has provided linen, towels and welcome packs as advised by Madeira in Fife.
The Accommodation Provider must ensure that the relevant buildings and contents insurance are in place at all times.
The Accommodation Provider will take out and maintain appropriate public liability insurance and occupiers’ liability insurance for the Property.
The Guest agrees to give immediate access to the Accommodation Provider in an emergency or when repairs/maintenance is required. The Accommodation Provider reserves the right to effect forcible entry to the Property should such access not be made available.