Terms and conditions

  1. THE CONTRACT

The contract for a short-term holiday rental will be between Royal Retreat Ltd, referred to as “us” or “we’ and the person making the booking, (referred to as “you” or ‘your” in the following booking conditions). Sub-letting or selling the booking to anyone else is expressly forbidden. In the event of this happening no monies will be refunded, and the booking will not be allowed to go ahead. UK Law will govern the contract. The contract of hire is not effective until we have processed the deposit. The contract will be subject to these booking conditions, and must be complied with. The party leader must be at least 18 years of age at the time of booking and prior to arrival we must be provided with a list containing the names of all guests and the age of any under 18s.

  1. PAYMENT

Prices quoted include VAT at the prevailing rate. They are subject to periodic change. If there is a change to the rate of VAT after a booking is made, we will honour the agreed price and will neither ask for a surcharge nor give a refund. The balance of rent due will be at the price agreed on booking.

The contract is not effective until a 25% deposit has been received from you and confirmation sent from us. Until then any booking made through our online booking system is provisional. The deposit must be paid within 7 days of booking being placed. Upon payment of the 25% booking deposit a binding contract for the booking is made between us and you, we will send you a booking confirmation and ask that you let us know within 5 days if any of the details are not correct.

The balance of the rental will be due for payment 6 weeks prior to the holiday commencement date, otherwise we reserve the right to treat the reservation as cancelled and re-advertise availability on our website. The balance must be accompanied by the Damages Deposit of £500 per week. This is refundable as long as there is no damage and set of keys are left in the key safe on departure.

Bookings made within 4 weeks of the arrival date require payment in full at the time of booking.

  1. REBOOKING

If the dates are available, you will be offered re-booking of the same dates the following year, this offer being open for 2 weeks following departure. There may be other exceptional circumstances in which this offer is withdrawn, however we will make every effort to accommodate return visitors.

  1. CANCELLATION

Once the booking is made you are responsible for the total cost of the holiday and it may only be cancelled by writing to us preferably by email.

If you cancel the booking more than 10 weeks prior to the start of your holidays you will receive a full refund.

If you cancel the booking between 6 -10 weeks from the start of the holiday you will lose the deposit.

If you cancel the booking within 6 weeks of the start of the holiday you will lose the deposit. The balance will only be returned if the Owner is able to re-let the house.

The Owners of Royal Retreat Ltd (Birnam & The Olive Grove) have the legal right to reimbursement for loss due to cancellation.

The Owner undertakes to use all endeavour to re-let the house in the event of a late cancellation.

In any event of cancelation, you will always receive you damages deposit refunded.

If eligible for a refund payment, we will reimburse the cancelling guest on the scheduled check-out date of the original booking, to the card or nominated bank account used for payment.

We treat cancellations dependent on a) the date the booking was made, and b) when the cancellation is made.

Visitors are strongly advised to take out a suitable travel insurance policy to protect against cancellation. Any specialised holiday cancellation insurance is acceptable. Please take particular note of any exceptions when choosing your insurance. It is expected that insurance will be taken out. If it is not you must take responsibility for that risk and not expect compensation from the Owner should you fall ill or have to cancel for any reason. There are several suitable options on comparison sites such as www.gocompare.com, where you can check which policy will be best for your particular requirements.  We are not selling, promoting, endorsing or recommending any particular product, and do not benefit financially or have any formal relationship with any of your providers.

https://www.coverwise.co.uk/Travel-Insurance/corona-virus.aspx

https://www.allianz-assistance.co.uk/travel-insurance/Covid-19-travel-insurance.html

https://www.trailfinders.com/insurance#/step1

The Owners reserve the right to refuse or terminate (without refund) any booking where we consider there to be a breach of our terms and conditions.

  1. CIRCUMSTANCES BEYOND THE CONTROL OF THE OWNER

If for any reasons beyond our control the accommodation is not available, we will either offer alternative dates or refund any monies paid, but will be under no further liability towards you.

  1. PERIOD OF HIRE

Unless otherwise agreed with the owner occupancy starts on or after 4pm on the day of the start of the holiday and ends no later that 10.00 am on the day of departure to allow our cleaning team time to prepare the houses for the next visitors. In exceptional circumstances please contact us to discuss earlier arrival but otherwise the only exception is Sunday departure after a weekend only booking, when departure is 4pm. Any attempt to enter the houses before the cleaning team have completed their work will not be tolerated and may lead to immediate cancellation by the Owner without refund.

  1. NUMBER OF PERSONS USING THE PROPERTIES

Birnam is let for a maximum of 12 people and The Olive Grove for 8 people, plus a baby or babies in cots, except by prior agreement and subject to a surcharge to cover laundry and other costs. If the maximum number is exceeded without authority this constitutes a breach of contract and we may terminate the booking immediately. You will be liable for the full booking charge and the damages deposit will automatically be forfeited. At no time may parents or guardians leave children or teenagers in any property owned by Royal Retreat Ltd on their own overnight.

  1. KEYS

The keys will be available in a key safe at each property, the code for which will be sent to you prior to arrival. It is your responsibility to return the keys to the safe on departure, not the cleaner’s responsibility. The keys and the key safes will be sanitised prior to each new arrival. If you fail to return the keys a charge will be made against the key deposit for the emergency call-out of a locksmith, supply and fitting of new locks and all copy keys required. Please be aware that we also reserve the right to withhold your damages deposit because this issue must be taken with the utmost seriousness, due to significant cost and knock on effects.

  1. LIABILITY

Supervision of babies, children and any adults requiring care remains your responsibility at all times.

We, the owners of Royal Retreat Ltd (Birnam & The Olive Grove), cannot accept any responsibility for any material loss, damage, additional expense or inconvenience directly or indirectly caused by or arising out of the properties and their plumbing, electrical supply or any other installation or for exceptional weather.

No responsibility is accepted for loss or damage to property, vehicles or vehicle contents belonging to you. If you leave any belongings at the properties we will endeavour to find and return them for a proportionate fee, but cannot guarantee to be able to do this.

If you want to engage a third-party supplier to provide services to your group, such as caterers, beauty therapists, babysitters etc, you MUST seek permission from us to do so. We would need written details for the service provider in order to obtain approval from our insurance company for the third-party supplier and ascertain that they have adequate Employers Liability insurance coverage and a current Public and Products Liability policy. A risk assessment would need to be carried out to obtain prior approval. NO liability is accepted for activities provided by a third-party supplier, even if we have suggested their services to you.

The properties are for holiday use ONLY and you should not engage in anything dangerous at the properties.

Where we have made a recommendation or suggestion of a particular third party supplier, this is based on the genuine belief and experience of us or from feedback from other guests, and we shall not be liable for the failure of a particular service provider to properly perform the relevant services. This is a matter between you and the relevant third party service provider.

  1. CARE OF THE PROPERTY AND BEHAVIOUR

While you are staying you are responsible for the property and are expected to take all reasonable care of its furniture, pictures, fittings and effects, in or on the property. You must leave them in the same state of repair, and in a reasonably 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 out there any act that may be a nuisance or annoyance to the owner or other neighbouring properties, including intrusive noise after 9pm. Smoking is not allowed indoors in any of our properties. We ask for and expect reasonable and considerate behaviour from our visitors.

If, in our opinion, any person is not suitable to continue their occupation of the property because of unreasonable behaviour, damage or nuisance to other parties, the contract may be discharged and we may repossess the property immediately. You will remain liable for the whole cost of hire and no refund of either rent paid or the damages deposit shall be due.

  1. CLEANING ON DEPARTURE

All properties must be left as they are found – in a clean and tidy state.  If you require cleaning during your stay, then our cleaning team can be employed at an additional cost.

Emptying of bins: Visitors are expected to tie up the bin liners provided in each bin and to dispose of ALL rubbish (from the bins in each room including bathrooms and the kitchen bins) in the correct bulk waste bins outside. Please do not leave any unwanted items anywhere in the house; either dispose of it or take everything home. This includes unwanted food in the fridge, freezer or kitchen cupboards.

  1. DAMAGES AND BREAKAGES

You are legally bound to pay for any damage or loss however caused, excluding reasonable wear and tear, incurred during the occupation. We recommend that you have insurance in place to cover this.

We or our agents retain the right to reasonable access to the property if deemed necessary. This will be kept to an absolute minimum in order to deal with any immediately necessary caretaking or repair issues.

If in our opinion any person is not suitable to continue their occupation of the property because of unreasonable behaviour, damage or nuisance to other parties, the contract may be discharged and we may repossess the property immediately. You will remain liable for the whole cost of hire and no refund of either rent paid or the Damages Deposit shall be due.

You agree to pay a damages deposit of £500 per week or part thereof, 6 weeks prior to arrival. This will be returned to you as soon as possible after departure following an inspection by the Caretaker, providing that the house is left in good order with no damage other than fair wear and tear.

If it is insufficient to cover these costs you must pay the shortfall within 7 days of notification. Any failure to do so may result in a Small Claims Court action.

  1. WIFI

Wi-Fi is provided for guests’ reasonable use. The guest agrees to reasonable and lawful usage of this service.

  1. PETS

We have a no dog policy. We only allow assistance dogs.

We cannot provide assurances that the properties are suitable for anyone with a dog allergy.

No other pets will be allowed.

  1. CONSIDERATION FOR OTHERS

Guests are requested to respect the peace and safety of everyone on and off site.  Noise between the hours of 8 pm and 9am must be kept to a minimum to be considerate of others. No offensive behaviour such as loud swearing, nudity etc. and no dangerous, threatening, unlawful or illegal behaviour. You must not use the property for any dangerous, offensive, noxious, noisy, immoral activities or conduct any act that may be a nuisance or annoyance to the owner or other neighbouring properties.

  1. SMOKING

Smoking is not allowed in any of our properties.

  1. POOL- HOT TUB- SWIM SPA FACILITIES

You and your group agree to abide by the Terms and Conditions for THE POOL / HOT TUB AND SWIM SPA facilities at all the properties of Royal Retreat Ltd.  You take responsibility for reading these rules before using the facilities.  Children under the age of 16 must be always accompanied by an adult.

  1. SAFETY

The use of Royal Retreat Ltd properties, any other amenity that is provided by the Owner is entirely at the visitor’s risk and no responsibility can be taken for any loss, damage or injury to persons who make use of them, nor to any property of visitors.  All of the adult visitors shall be jointly responsible for the safety of any children staying at the property and to maintain adequate supervision of them at all times.  All cars and other vehicles are parked entirely at the visitor’s risk.

The Owner takes no responsibility for any loss or damage to any car, other vehicle and their contents.

  1. LOST PROPERTY

In the event of property being left at any of our properties best efforts will be made to locate the items and arrange return at the guest’s expense, minimum charge of £10 to cover postage charges.

  1. ELECTRIC VEHICLE (EV) CHARGING

Our properties have an EV charging point that can be used by our guests only.  We do not allow EV charging for outside visitors.

  1. DESCRIPTIONS

Whilst we make every effort to ensure the accuracy of the property descriptions, they are inevitably subjective and are for guidance only. If there are any points of particular importance, please contact us for clarification. Whilst we have taken all reasonable steps to ensure the information contained in brochures, websites, advertisements and any other promotional literature is accurate, we reserve the right to alter, substitute or withdraw any service, facilities or amenity.

  1. COMPLAINTS

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.

ADDITIONAL NOTES

Included in your rental:

  • Self-catering accommodation
  • Sheets, pillowcases, duvet covers, bath towels, hand towels, pool towels and bath mats
  • Kitchen starter pack consisting of drying-up cloths, oven glove, dishcloths, scorers, dishwasher tablets, washing up liquid, bin liners and washing powder.
  • Welcome pack of mainly local produce usually including a bottle of wine, chocolates and biscuits.
  • Pre-filled salt and pepper grinders and basic cooking ingredients are also provided.

 

Many thanks for taking the time to read our Terms and Conditions

Royal Retreat Ltd