Group bookings for more than 12 people

Terms & Conditions for Group Bookings

These Terms & Conditions apply to the use of the facilities and services provided by Douneside House Limited (company number 530980), of Cromar, Tarland, Aboyne, Aberdeenshire AB34 4UD, at Douneside House, Tarland, Aberdeenshire AB34 4UL, Scotland.

These Terms & Conditions apply to Group Bookings of 12 or more Customers in one party. For bookings of fewer than 12 Customers, please refer to our Terms & Conditions for Individual Bookings.

1. Definitions and Interpretation

1.1 In these Terms & Conditions, unless the context otherwise requires, the following expressions have the following meanings:

“Customer” means a paying guest of the Hotel.

“Group Booking” means a reservation for 12 or more Customers in one party.

“Hotel” means Douneside House.

“Rates” means the prices payable for rooms and, where applicable, other facilities and services offered by the Hotel.

1.2 Unless the context otherwise requires, each reference in these Terms & Conditions to:

1.2.1 “Terms & Conditions” is a reference to these Terms & Conditions as amended or supplemented at the relevant time; and

1.2.2 a Clause or sub-Clause is a reference to a Clause or sub-Clause of these Terms & Conditions.

1.3 The headings used in these Terms & Conditions are for convenience only and shall not affect their interpretation.

1.4 Words in the singular shall include the plural and vice versa.

1.5 References to any gender shall include all genders.

2. Bookings and Reservations

2.1 Customers may make reservations in advance by telephone, letter, email, through the Douneside House website, or in person.

2.2 When making a reservation, Customers are required to provide identification and contact information including, but not limited to, their name, address, telephone number and email address.

2.3 Credit or debit card details must be provided for all reservations.

2.4 A reservation made in advance does not constitute a legally binding contract between the Hotel and the Customer until the Hotel has confirmed the reservation and provided the Customer with a booking reference.

2.5 Reservations may be changed by the Customer prior to arrival, subject to the cancellation provisions set out in Clause 4 below. The Hotel will use reasonable endeavours to accommodate requested changes but cannot guarantee that all changes will be possible.

2.6 Customers may make bookings on arrival without a prior reservation, subject to availability. The Hotel cannot guarantee the availability of rooms or other facilities for bookings made on arrival.

2.7 Customers may request additional nights at the Hotel during their stay. The Hotel will use reasonable endeavours to accommodate such requests, subject to availability.

3. Fees and Payment

3.1 Details of Rates, including promotional Rates and other special offers where applicable, are available at dounesidehouse.co.uk.

3.2 Rates and prices quoted when making reservations apply only to the package described at the time of booking, for example accommodation only, accommodation and breakfast, or accommodation with dinner and breakfast, unless otherwise stated.

3.3 Additional charges may apply for items including, but not limited to, meals, room service and beverages.

Whenever possible, additional charges will be added to the Customer’s account and invoiced at check-out, becoming payable immediately upon receipt of the invoice.

If, for any reason, additional charges are not invoiced at check-out, an invoice may be sent to the postal or email address provided by the Customer under Clause 2.2. Such invoices shall be payable within three days of receipt.

3.4 Subject to Clause 3.6 below, Customers shall pay a 25% non-refundable deposit at the time of booking, with a further 25% due six months before the reservation date.

The remaining balance, including any pre-ordered food and drink, must be settled 21 days before arrival.

3.5 Final payment shall be made against an invoice and must be paid immediately upon receipt, subject to any alternative arrangement agreed between the Hotel and the Customer.

3.6 The Hotel may from time to time offer promotional Rates. Where promotional Rates apply:

3.6.1 Unless expressly stated otherwise, reservations made at promotional Rates must be paid in full at the time of booking; and

3.6.2 Any additional nights requested under Clause 2.7 shall be charged at the applicable standard Rate.

3.7 Notwithstanding Clause 4.1, payments made under Clause 3.6 and deposits or booking fees taken at the time of reservation in accordance with Clause 3.4 are non-refundable.

3.8 The Hotel accepts the following payment methods:

3.8.1 Cash;

3.8.2 Debit card; and

3.8.3 Credit card. Details of accepted card types are available from the Hotel on request.

4. Cancellations

4.1 Subject to Clause 4.2, reservations may be cancelled without charge by the Customer by providing at least three months’ notice before the scheduled arrival date.

Subject to Clause 3.7 above, any sums paid in advance to the Hotel shall be refunded to the Customer.

4.2 Failure to provide the required notice of cancellation may result in the Customer being charged for the entire duration of their stay at the Rate specified in the reservation.

Any amount due may be taken using the payment details provided by the Customer when making the reservation.

4.3 The Hotel may from time to time need to cancel a confirmed reservation. In the event of cancellation by the Hotel, the Customer shall be informed as soon as reasonably possible and shall be offered a full refund of any sums paid in relation to the cancelled reservation.

Where a refund is payable under this Clause 4.3, the provisions of Clause 3.7 relating to non-refundable advance payments shall not apply.

4.4 Customers are advised to consider appropriate travel insurance in the event that they need to cancel their Group Booking.

5. Check-in and Check-out

5.1 Check-in at the Hotel is available from 3pm on the day of arrival. Depending on the Customer’s arrival time, the full range of services normally available may not be available.

5.2 Check-out is by 11am on the day of departure.

A later check-out may be available by prior arrangement and at the Hotel’s discretion. Without prior agreement, failure to check out by 12 noon may result in the Customer being charged for an additional night’s accommodation at the applicable standard Rate.

5.3 Where a late check-out has been agreed in advance under Clause 5.2, the Hotel may charge for the additional time at an hourly rate. Details of any applicable charge will be provided when the late check-out is requested.

6. Hotel Rules

6.1 Customers are expected to conduct themselves in a reasonable and responsible manner while on Hotel property and must not behave in a way that may disturb other guests.

Failure to comply with this requirement may result in the Customer being asked to leave the Hotel, in which case all outstanding sums shall become immediately payable.

6.2 Smoking is not permitted in any indoor area of the Hotel, including bedrooms.

6.3 Failure to comply with Clause 6.2 may result in the Customer being charged for reasonable costs incurred by the Hotel in cleaning the room, fixtures, fittings and soft furnishings, and restoring the accommodation to a smoke-free condition.

6.4 Dogs are permitted in designated cottages and apartments and are subject to a charge of £20 per night.

Animals are not permitted within the Hotel, with the exception of assistance dogs.

6.5 Children under the age of 16 may not stay at the Hotel unless accompanied by an adult aged 18 or over.

6.6 Customers shall be responsible for the cost of any damage caused by them to Hotel property during their stay.

7. Food and Drink

7.1 Unless expressly stated otherwise, food and drink are not included in the Rates and will be charged separately in accordance with Clause 3.3.

7.2 Customers with allergies, intolerances or other dietary requirements are encouraged to inform the Hotel in advance of their arrival.

The Hotel will use reasonable endeavours to accommodate such requirements and will advise the Customer where this is not possible.

7.3 Customers will be advised of applicable meal times during their stay.

8. Car Parking Facilities

8.1 Car parking facilities are provided for Customers. Customers using the Hotel’s parking facilities may be required to provide their vehicle registration number on arrival.

8.2 The Hotel accepts no liability for loss or damage arising from a Customer’s use of the car parking facilities except where liability cannot lawfully be excluded. Customers use the parking facilities at their own risk.

8.3 The availability of parking spaces cannot be guaranteed. Parking is available on a first-come, first-served basis.

9. Accessibility

9.1 The Hotel is committed to meeting its obligations under applicable equality and accessibility legislation.

9.2 Customers who have accessibility requirements or require reasonable adjustments are encouraged to inform the Hotel before arrival so that appropriate arrangements can be discussed wherever reasonably possible.

10. Limitation of Liability

10.1 To the fullest extent permitted by law, the Hotel’s liability for loss or damage suffered by Customers shall be limited to loss or damage arising from the negligence of the Hotel, its employees, subcontractors or agents.

10.2 Subject to Clause 10.3, the Hotel shall not be liable for indirect or consequential loss suffered by a Customer, including but not limited to loss of income, business, profits, opportunity, anticipated savings, data or enjoyment.

10.3 Nothing in these Terms & Conditions shall limit or exclude the Hotel’s liability for:

10.3.1 death or personal injury caused by the negligence of the Hotel, its employees, subcontractors or agents;

10.3.2 fraud or fraudulent misrepresentation; or

10.3.3 any other liability that cannot lawfully be limited or excluded.

10.4 Subject to Clauses 4.1, 4.3 and 10.3, the Hotel’s total liability to the Customer, whether arising in contract, delict including negligence, breach of statutory duty or otherwise, in connection with a confirmed reservation shall be limited to the amount paid by the Customer to the Hotel for that reservation.

11. General

11.1 Nothing in these Terms & Conditions shall affect the Customer’s statutory rights as a consumer.

11.2 The Hotel may amend these Terms & Conditions from time to time. Where changes are relevant to an existing reservation, the Hotel will use reasonable endeavours to inform affected Customers as soon as reasonably possible.

12. Data Protection

Personal data provided by Customers will be collected, processed, stored and used in accordance with applicable data protection legislation.

Further information about how Douneside House collects and uses personal information can be found in our Privacy Policy.

13. No Waiver

No failure by the Hotel to enforce any provision of these Terms & Conditions shall constitute a waiver of its right subsequently to enforce that provision or any other provision.

Any failure to enforce a provision shall not be treated as a waiver of any preceding or subsequent breach and shall not constitute a continuing waiver.

14. Severance

If any provision of these Terms & Conditions is found by a competent authority to be invalid or unenforceable, in whole or in part, the validity and enforceability of the remaining provisions shall not be affected.

15. Law and Jurisdiction

15.1 These Terms & Conditions, including any non-contractual matters or obligations arising from or associated with them, shall be governed by and construed in accordance with the laws of Scotland.

15.2 Any dispute, controversy, proceedings or claim arising from or relating to these Terms & Conditions, including any associated non-contractual matters or obligations, shall be subject to the jurisdiction of the courts of Scotland.

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Contact us

If you have any questions about these terms and conditions, please contact us.

Douneside House
Near Tarland
Royal Deeside
Aberdeenshire
AB34 4UL

Telephone:
+44 (0) 13398 81230

Email:
info@dounesidehouse.co.uk

Website:
www.dounesidehouse.co.uk