Terms & Conditions

Booking Conditions for Gairlochy Bay Holiday Site

In these booking conditions, ‘you’ and ‘your’ means all people named on the booking form (including anyone who is added or replaced at a later date). ‘We’, ‘us’ and ‘our’ means Gairlochy Bay Holiday Site of Gairlochy, Spean Bridge, Inverness-shire, PH34 4EJ.

Before booking through us, please read these conditions carefully and all the other information relevant to your booking, including:

The property rental conditions (which means all information an any specific conditions or restriction set out on the website description of your chosen property or parties); and The ‘Important information’ section of the website.

When you book a property with us acting as owner, you are actually entering into a contract with us.

1. Making your booking

All bookings depend on the property being available. You as the person in charge of the property (the property leader) must be at least 18 years old at the time of booking. All other members of the party must authorise you to make the booking on the basis of these conditions. By making the booking, you confirm that you are authorised to make the booking and that all other members of the party agree that the booking will be governed by these conditions. You are responsible for making all payments due to us.

As long as the property is available and we have received all the relevant payments, we will give you written confirmation (see below) as soon as reasonably possible. This confirmation will show your booking details and the amount you still owe for the booking. Your binding contract with us will begin when we issue the written confirmation. For bookings made within 14 days of the departure date, you will have a binding contract with us when we have spoken confirmation of your booking to you.

We will give you written confirmation either by post or by email. If you book with us online, we will acknowledge that we have received your booking and then send you confirmation by email. If you book by post or phone, we will send your confirmation to you by post unless you tell us at the time of booking that you would prefer it be provided by email. It is your responsibility to check your emails regularly and to let us know about any change to your email address

We have the right to refuse any booking before we send you your written confirmation. If we do this, we will tell you in writing an promptly refund any money that you have paid to us. In this case we will have no legal responsibility to you.

As soon as you receive your confirmation, you must check the details carefully. If anything is not correct, you should tell us immediately.

2. Payment

When you book, you should pay the deposit amount due (plus any insurance premiums’ you have to pay) by Paypal or by sending us a cheque (made payable to Gairlochy Bay Holiday Site). We must then receive the rest of the money owed no less than 10 weeks before the start of your trip. However, if you book less than 10 weeks before the start of your trip, we must receive full payment of the total cost (including any travel insurance premiums) when you make the booking. For any accommodation booked less than two weeks before your intended stay, you must pay for the booking by paypal at the them of booking.

If you do not pay any payment due tin relation to your booking by the appropriate date we are entitled to assume that you want to cancel your booking. In this case, we will be entitled to keep all deposits paid or due at that date.

3. Pricing

We may increase or reduce the prices of unsold products and services or correct mistakes in pricing at any time before we confirm your trip. We will confirm the price f your booking when you make it. As changes and mistakes can happen, you must check all details at the time of booking.

All prices quoted or otherwise given to you include all charges and any UK taxes or government charges which may apply to your booking at the time it is made. We can pass on to you, in full, after we have confirmed your booking, all cost or charges connected with your accommodation, including any price increases due to changes in the rates of currency.

All prices are for the property and NOT on a per person basis.

4. Website details

We aim to make sure that the information provided by us is presented accurately on our website. There may be small differences between the actual property and its description. This is usually because we are always aiming to improve services and facilities. Occasionally, problems mean that some facilities or services are not available or may be restricted. If this happens, we will tell you as soon as reasonably practical after we become aware of the situation. We cannot accept responsibility for any changes or closures to local services or attractions mentioned on the website, by our advisors or advertised elsewhere. We make reasonable efforts to make sure that information we give you about your property and its facilities or services, as well as advertised travel and other services, is accurate and complete on the date given. We cannot accept responsibility for any inaccurate, incomplete or misleading information about any property or its facilities and services, unless this was caused by our negligence.

5. If you change or cancel a booking

A. changes

If you want to change any detail of your confirmed booking, we will do our best to make the changes. however, we must receive your noticing in writing or get written notice from your travel agent. Also, we cannot guarantee that we will be able to meet your request. You must also enclose a payment of £26.00 with this notice for each change or £41.00 for each change to us. We will charge for any amendment at the current website price, which may be different from the price on the website from which you booked your chosen accommodation. We may treat changes to your dates or accommodation as a cancellation of the original booking and so you will have to pay cancellation charges.

B. Full Cancellation

If you have to, or want to, cancel your booking, you must phone us on the number shown on your booking confirmation as soon as possible. The day we receive your notice by phone to cancel is the date on which we will cancel your booking.

Depending on your reason for cancellation, you may receive a refund by us of all money you have paid to us for your booking.

The conditions for getting a refund referred to above only apply in the cancellation applies to all members of your party. All prices are for the whole property and not on a per person basis.

Under your contract we us, to qualify for a refund you must have one of the following reasons and may be asked to send evidence.

* Illness or pregnancy (we may need to see medical evidence that you or a member of the party is unfit to travel). We will not cover pregnancy if the relevant person was pregnant before the booking was made. And we will not make a refund if the woman is due to give birth within 14 weeks of the arrival date home.

* Death

* Redundancy (as long as the employment has been continuous with the same employer for at least two years)

* Jury or witness service (in a court of law).

* Illness or death of a close relative (a close relative is defined as a husband, wife, civil partner, son or daughter, son-in-law, daughter-in-law, parent, mother-in-law, father-in-law, grandparent, sister or brother, fiancé or fiancée).

* Your home is damaged and cannot be lived in because of a fire, storm, flood subsidence or malicious damage.

* The police have asked you to stay at home, following a burglary at your home or place of business, during the period of your holiday or within the seven days before this.

* You are in the HM Forces and are posted unexpectedly or have leave cancelled if you are in the police (unless you can recover the cost of the lost booking from another source).

* Or, you are place in quarantine.

We may ask you to fill in a booking cancellation form which may need signing by a medical practitioner or employer. In this case, we may need you to give us more information from other people (we will tell you at the time).

The following reasons for cancellation do not qualify for a refund as set out above. Suicide or attempted suicide, deliberate self-injury, the effect of alcohol or drugs, or any other reason which we have not specifically referred to.

If the reason for cancellation does not fall within one of those given above, for example, you do not want to travel, your leave is cancelled by your employer (other than HM Forces or the police) and so on, you will have to pay a cancellation charge based on the number of days before the arrival date at the property that we receive notice, as shown in the following table. This means that if you have paid the balance of your total booking cost and then have to, or want to, cancel you may receive a refund of part of the cost. However, if you have not paid your total booking cost by the time of your cancellation, you may to make a further payment to cover the cancellation charge. For the purpose of the table below, accommodator cost means the total cost of the accommodation booking, including any extra items.

Cancellation charges

*Notice to cancel Cancellation Charge
More than 70 days Full deposit (including any balance of the deposit due).
29 to 70 days 50% of the accommodation cost or full deposit (including any balance of deposit due), whichever is greater.
15 to 28 days 75% of accommodation cost
14 days or less 90% of accommodation cost
On arrival date or later Full accommodation cost

*Number of days before the start date of your trip that we receive your notice to cancel.

If you live outside the UK and have booked through a local agent, the term accommodation cost in the above cancellation charges table means the amount paid by your local agent to us.

C. Cutting short your stay

You can also get a refund as set out above if your stay is cut short for any of the reasons set out in ‘b’ above. In this case, we will refund the appropriate percentage of the cost of your stay. This only applies if everyone from your part leaves the property. If your stay is cut short for medical reasons affecting any person in your party, you will need to produce a certificate from a local doctor, confirming that they needed to return home

D. Part cancellations

If only one person in your party needs to cancel, this will not normally affect the total cost of your booking unless you cancel any travel arrangements or extra services which are charged on a ‘per person basis’. in these instances, we will provide a refund of any per person charges paid after taking off any cancellation charges made by us.

6. Cancellations or changes by us

We do not expect to have to make any changes to your booking. However, sometimes problems happen and bookings have to be changed or cancelled or mistakes made on the website. We have the right to do this. I we do we will contact you (by phone if reasonably possible in the case of a significant change or cancellation - we will let you know about minor changes by email or post) as soon as reasonably practical. We will explain what has happened and let you know about the cancellation or change.

7. Events beyond our control

Unless we say other wise in these booking conditions, unfortunately we will not be legally responsible for any compensation if we are prevented from carrying out our responsibilities under this contract as a result of events beyond our control. This means an event we could not, even with all due, care expect or avoid including but not limited to:

* Strike

* Lock-out or labour dispute

* Natural disaster

* Acts of terrorism, war, riot or civil commotion

* Malicious damage

* Keeping to any law or governmental order, rule, regulation or direction

* Accident

* Breakdown of equipment or machinery

* Insolvency or bankruptcy

* Fire, flood, snow or storm

* Difficulty or increased cost in getting workers, goods or transport: and any other circumstances affecting the supply of goods or services

8. Our legal responsibility to you

If you have any complaints about our service you must let us know immediately.

We cannot be held responsible for any noise or disturbance which comes from beyond the boundaries of any property or which is beyond our control

9. Insurance

We recommend that you take out enough travel insurance to cover you for your total stay.

10. Disabilities and medical problems

If you or any member of your party has any medical problem or disability that may affect your booking, please tell us before you confirm your booking and give us full details in writing as early as possible before you travel. If we feel we are unable to properly meet that person’s particular needs, we can refuse or cancel the reservation.

11. Our property

You can arrive at the property anytime after 3pm on the day of arrival.

You and all members of your party agree to keep the property clean and tidy, to leave the property in a similar condition as you found it when you arrived and to behave in a way at all times while at the property which does not break any law.

You and all your members of your party also agree not to sue the property for any illegal or commercial purpose, including subletting to or otherwise allowing anyone to stay in it who we have not previously accepted.

You are responsible to us for the actual costs of any breakages or damage to our property - along with any extra costs that may result, which are caused by you or any member of your party.

We can ask for an extra payment from you to cover any related costs.

We can refuse to allow you into the property or ask you to leave if we reasonable believe you or any member of your party are behaving illegally, or that any damage is likely to be caused, has been caused or is being caused by the behaviour of you or any member of your party. We will treat these circumstances as a cancellation by you. You also must not allow more people than the brochure states to stay in the property. And, you cannot significantly change the number of adults or children during your stay. (For example, if you book for two adults and two children, you cannot arrive with four adults and no children). If you do any of these things we can refuse to hand over the property to you, or can repossess it. If we do this we will treat this as you cancelling the booking. In these situation you will not receive a refund of any money you have paid for your booking. And we will not be legally responsible to you as a result of this situation. (This will include, for example, any costs or expenses you have to pay due to not being able to stay in the property, such as finding other accommodation). Neither are we under any obligation to find any alternative accommodation for you.

You must allow us (including workmen) access to the property at any reasonable time during your stay. You would get notice of this if was needed (except in an emergency or if a problem needs sorting out quickly and you cannot be contracted in time. In these situation we can enter the property at any time without giving you notice).

Pets are not allowed in the property unless stated on the website. No pets are allowed on the beds or furniture. Do not leave any pets unattended in the property including the outside areas.

12. Special requests

If you have any special requests you must let us know when you make a booking and we will endeavour to meet these.

13. Complaints

If you want to complain we want to take action to sort your complain as soon as possible. It is essential you contact us as quickly as possible. It is often extremely difficult and sometimes impossible to sort our any defaults properly unless you contact us promptly. In particular, complaints which would only be temporary (for example how the property has been prepared or the heating is not on).

We cannot accept any legal responsibility for you own personal property.