Terms & Conditions

Cairnfold Cabins Full Terms and Conditions

Now for the boring bit! I am aware no one really likes to read over the terms and conditions, but they are written for a reason to help protect both yourself and us at Cairnfold Cabins. These terms and conditions are put in place to provide useful information for your safety, enjoyment, and the consideration of others.

General – These booking conditions set out the basis upon which the accommodation reservations are accepted for clients (“You”, “Your party”) by Cairnfold Cabins (“Us”, “We”, “Our”).

Information – All information supplied by Cairnfold Cabins , is given in good faith, and is based on information available at the time. All reasonable measures have been taken to ensure the accuracy of any statement made either in writing or otherwise, but we are not liable for any variation however caused.

Security of Tenure – As the cabins are used as serviced holiday accommodation, they are exempt from security of tenure under the Rent Act

Acceptance of Terms and Conditions / Contract of Hire – You will be deemed to have confirmed your booking, and accepted these terms and conditions, when you make payment of the full rental charge to Cairnfold Cabins. The lead guest acknowledges and accepts that he or she agrees to these Terms and Conditions on behalf of the entire party intending to hire the property under your booking. Please ensure all guests within your party have read and agreed to these terms and conditions.

Booking – The lead guest making the booking agrees that they are authorised to make this booking on behalf of all persons who shall be staying in the property and agrees to take full responsibility for the property and the payment of any rental fees or damages. They accept on behalf of their party the terms and conditions set out below. At Cairnfold Cabins we can only accept bookings from persons over 18 years of age. To secure your reservation full payment is required at the time of booking. Once booked, guests are responsible for following the email we send, to confirm their own booking.

Overseas Bookings – Payment from overseas guests can only be accepted in Sterling Pounds. Any charges for payments from overseas will be passed on to the guest. A separate invoice will be raised for these charges and payment will be required upon arrival.

Methods of Payment – Payment must be made in UK pounds Sterling and must be clear of all bank charges, exchange rate variations, and any other deductions. We are pleased to accept card payments through our website.

Payment Procedure – We will charge 100% of the reservation costs at point of booking. If cancelled or no show, we will charge the total cost of the reservation. Please ensure that travel insurance is taken out to cover you in the event of cancellation.

Check-in and Check-out – The rules for check-in and check-out are set by Cairnfold Cabins. Units are available for occupation from 3.30pm on the day of arrival. All cabins must be vacated by 10am on the day of departure. If there is any delay in vacating the cabin beyond the agreed time a full day’s rental is charged. Any guests preventing access to our cleaning team on day of departure will incur a charge to the equivalent of 50% of that daily rate.

Keys – Keys are made available in a secure key box located outside each cabin. Once full payment has been received, an additional email or text message detailing the code will be sent to the person who originally made the reservation. All keys must be returned to the key box at each property on check out. If keys are lost or not returned a standard charge of £25 per key will be incurred.

Please ensure the cabin door and windows are left secure when unoccupied.

Number of Occupants – You are responsible for ensuring that the cabin is not occupied by more people than is stated on your original booking, which is set to the occupancy levels for each unit. The number of adults per cabin must never exceed four. (For the purposes of our accommodation guests are deemed to be a ‘child’ if 10 years of age and under)

(Corrie Cabins – families of up to six guests with no more than four adults)

(Willow Cabin – families of up to six guests with no more than four adults)

(Bracken Cabin – families of up to five guests with no more than four adults)

We reserve the right to refuse admittance to the accommodation if we feel this condition is likely to be breached. In this case no paid funds will be returned. The cabins cannot be re-let/sublet to any other group/party without the written approval by Cairnfold Cabins.

Extra visitors who are not staying at Cairnfold Cabins are not permitted to visit the site. This is to safeguard the comfort and security of all other guests.

Pets – No Dogs/Pets are permitted inside the cabins at any time due to allergy and hygiene purposes.

**Dog Rules: If you have purchased our kennel facilities for your dog to stay on site. I would like to remind you that they are not permitted inside the cabins at any time. This is for allergy and hygiene purposes. Anyone in breach of this will be asked to leave immediately and no refund will be given.

A maximum of two small, well behaved dogs are very welcome to stay in the private kennel at each cabin. Please ensure you book the Kennel for the appropriate number of nights at time of booking. (£5 per dog per night). If you have any issues, please message/call us on 07873216703

Unfortunately, there are certain breeds of dog that we cannot accept in accordance with the Dangerous Dog Act, 1991. Any dog known as a Pit Bull Terrier, Dogo Argentino, Fila Braziliero, Japanese Tosa or any dog used for fighting, has the appearance of a dog bred for fighting or has to legally wear a muzzle.

Please ensure dogs are always kept on a lead within the site grounds.

Please ensure all dog foul is collected and binned appropriately.

There are several working farms with livestock close by so please be respectful, keeping your dog under control at all times.

Games Room – A games room is provided for your enjoyment during your stay. This is a shared space for all guests. You agree to leave it clean and tidy in consideration for others. No alcohol to be taken into games room.

Children under 16 years must be supervised by a responsible adult over 18 years of age at all times whilst they are using the games room. Please be aware that some games provided may not be suitable for young children. It is your responsibility to ensure that games are safe and age appropriate.

The games room is used at your own risk. The management cannot be held responsible for any injury incurred, howsoever caused.

Any damage must be reported immediately to management. You are liable for any damage caused by your party.

Hot Tub Rules – Hot tub rules must be adhered to. You use the hot tub at your own risk. Cairnfold Cabins cannot be held responsible for your safety whilst you are using the hot tub.

Due to health and safety the hot tubs are emptied, cleaned, filled, and chemically treated after every stay, therefor they may not be fully up to temperature on the day of arrival. (although all efforts are made!)

Hot tubs are permitted for use between the hours of 7am and 11pm (with the exception between 10am-12pm daily whilst cleaning and water checks occur)

Health and Safety Guidance

Just like other physical activities, bathing in a hot tub carries certain safety and health risks. These can be minimised by following these simple guidelines and advice. We politely ask you to fully read and familiarise yourself with the important information below to ensure the hot tubs are used in a safe and appropriate manner. The lead guest is fully responsible for ensuring that all guests have read, understood, and follow the hot tub ‘rules of use’ at all times. Misuse of the hot tub, which results in an additional clean/refill being required during your stay, a charge of £50 will be incurred.

Any damage to the hot tub during your stay will be fully chargeable to the lead guest,

Never exceed the maximum number of bathers in the hot tub. Our tubs accommodate up to a maximum of five persons at any given time.
The temperature will be set at 38°C to provide a pleasant bathing experience. This temperature is electronically controlled, please do not try to alter the settings.
The use of the hot tubs are for children aged 12 year and over. Please supervise children under 16 years of age at all times.
Before every use, it is vital for guests to shower to ensure all make up and cosmetics etc are thoroughly removed. This includes fake tan. Please do not use the hot tub if it cannot be removed before entry.
Please do not enter the hot tub wearing anything other than a clean bathing costume. Your usual day/evening wear is not sufficient or safe. If this occurs the hot tub will be drained immediately, and your hot tub booking cancelled.
Please ensure all soap, body wash, shampoo, oils etc are washed off before entering. These particles will create murky water and will damage the tub.
Please ensure feet are clean before entering.
Please tie long hair back.
The current guidelines recommend a maximum immersion of 15 minutes at a time.
No food to be taken in or near the hot tubs. Food particles break down, contaminating the water and the surface of the hot tub and may cause damage.
Please ensure you drink lots of fresh water during your hot tub session. (At least one litre recommended). Extra caution must be taken whenever alcohol is being consumed either before or during hot tub use. We would recommend avoiding the use of the hot tub if under the influence of alcohol or sedatives.
No glassware is to be taken near/in the hot tubs at any time. Please use the plastic glasses provided at your cabin.
No smoking is permitted in or near the hot tubs.
Do not immerse your head under the water. Bathers are discouraged from swallowing the spa pool water.
No incontinent person may use the spa pool, either with or without a waterproof nappy.
Please take care to ensure the hot tub lid is securely fastened when not in use. Please do not sit, walk, lie, jump or climb on the hot tub or hot tub lid as it can be damaged very easily. Do not sit on external edge of tub or jump into the water as this will cause severe damage to the tub. The owners of Cairnfold Cabins will not take any responsibility for accidents caused by irresponsible behaviour.
When opening the hot tub cover please undo the two clips at the front of the tub and flip the front part of cover back on itself. Using the lifting arm at the side of tub you then lift the cover into an upright position whilst still on the lifting arm. The cover stays in this upright position whilst the hot tub is in use. NEVER LIFT THE COVER OFF THE LIFTING ARM
NEVER close the lid with bathers in the tub.
In the event of a daily water test not meeting the required standard, the hot tub may need to be closed until such time the hot tub is safe for use.

Medical Information

If any guest suffers from any of the following conditions, please DO NOT use, or stop using the hot tub immediately.

Skin Complaint or Irritation
Open Wounds
Diarrhoea or vomiting now, or in the 7 days prior to your stay.
Fever or flu like symptoms
If any of our female guests are pregnant or think they may be pregnant, please do not use the hot tub and seek medical advice.

If any guest suffers from any of the following conditions, please seek advice from your own GP or the NHS. www.nhs.uk

Heart condition
Asthma or respiratory problems
Hypertension – high blood pressure
Hypotension – low blood pressure

No Smoking/Naked Flames – We operate a strict NO SMOKING POLICY (including e-cigarettes) Smoking is not permitted in the cabins, outside deck or patio area, kennel, cycle store/store areas or communal areas. Any evidence of smoking will be a breach of agreement and guests will be asked to leave with no refund given. Please be clear that the use of naked flames…candles, gas stoves etc inside the cabins will also constitute a breach of agreement. We will make a charge of £200 for intensive cleaning if smoking has been detected inside the property during your stay. Any damage to Cairnfold Cabins property or belongings, caused by the aforementioned will be charged accordingly. We would ask all guests to respect this sensitive issue.

Campfires/Barbeques

We do not allow ground fires. Outdoor fires and barbeques are only permitted in the designated fire pit. Please only use the wooden logs provided (do not use coal or wood gathered from around the site). Additional logs can be purchased in the store. Open fires are a hazard, particularly near wooden buildings. The fire pits must never be moved and must never be left unattended. Please ensure fires are fully extinguished before going to bed and before leaving the site.

Please do not use kites, chinese lanterns or fireworks on site.

Children – Parents are responsible for supervising their children at all times.

Use of accommodation – Please remember that there are other guests staying in the neighbouring cabins so we would ask you to be courteous and respectful at all times and keep noise levels to a minimum after 11pm.

It is forbidden to use our cabins for parties or gatherings where occupants of neighbouring units might be disturbed. If, on arrival, it is felt you are intending to use the cabins for such an event you may be refused entrance. If it is discovered that you are holding such an event after arrival you will be required to leave immediately. In such circumstances, Cairnfold Cabins are not obliged to provide or locate alternative accommodation. The proportion of refund if any is at our discretion.

Please keep the accommodation secure when unoccupied and ensure all electrical items are turned off.

Allergies – We are unable to guarantee a previous guest has not consumed or used a product in the property that is one of the 14 registered allergens. Every effort is taken to ensure a thorough clean between guests Food.Gov.UK

Cancellation by You – Notification of cancellation should be made using the same booking method as the original reservation. If your reservation was made through a booking agent, all changes need to be made through the agent. All rates are non-refundable as per the terms of booking.

Cancellation by Us – In exceptional circumstances we may find it necessary to cancel your booking and if so, we shall make all reasonable efforts to offer a suitable alternative. If this is not acceptable, and assuming the cancellation is not as a result of events beyond our reasonable control, which shall include but not be limited to war, civil strife, pandemics, epidemics, terrorist activity, labour disputes, natural or man-made disaster, fire, flood, adverse weather conditions or such similar events (Force Majeure), we will refund any sum you have paid to us which shall constitute full and final settlement of any liability we may have to you as a result of such cancellation. This does not affect your statutory rights.

Alteration by Us – While every effort is made to adhere to the cabin location, and price stated in a booking, we reserve the right to change the unit until check-in and vary the total price at any time before receiving the final payment from the client. Any variation will be communicated to the client in writing by email or telephone. On receiving notification, the client has forty-eight hours to communicate non-acceptance of the variation described. If no such communication is received, the client is assumed to have accepted the variation. If communication of non-acceptance is received within forty-eight hours, all paid funds will be returned to the client without any deduction.

Damage to Apartment – You are responsible for taking all reasonable care of the property and its contents. The cabin and all equipment, crockery, utensils, furniture etc must be left clean and tidy at the end of the hire period. Except in the case of normal wear and tear the lead guest will be responsible for making good/covering cost of any damage/breakages to the unit or its contents, which has occurred due to negligence, wilful damage or irresponsible behaviour on the part of those occupying the cabin or their guests. Such damage must be reported, without delay, to management. In the event of damage to cabins, furnishings, contents, pitches or any other property belonging to us damage shall be calculated as the cost of repair of the damaged items, including but not limited to the cost of equipment, materials and labour. The premises shall not be used for any unlawful purpose or in any unlawful way. You agree not to do anything or bring onto the premises anything which may endanger the use of the property or render invalid any insurance policy.

The owner reserves the right to make an additional cleaning charge if the guest leaves the cabin in an unacceptable condition. The cabins will be inspected at the end of your stay.

Termination by Us – We have the right to terminate a booking at any time on the grounds of abuse to staff or other guests, mistreatment of the cabin or criminal activity on the part of those occupying the cabin or their guests.

Lost Property– All items are held for two weeks. Please email (the same email as the reservation must be used to confirm identity) info@cairnfoldcabins.com with name on reservation, property name and date of departure. If you would like the item(s) posted, you can also include the full address in the email. You are responsible for any postage and expenses for returning such items. Whilst every effort is made to safeguard guests’ property, we cannot be held responsible or liable for any losses due to theft or damage caused to guests’ personal possessions or property brought on to Cairnfold Cabins or left in accommodation units after check out.

Rights of Access – Our representatives and subcontractors have the right of access to the cabins at any time, with due regard to the convenience of you, for the purpose of inspection of the unit and to carry out any essential repair or maintenance work.

Complaints – We take all comments from our guests seriously and in the unlikely event that you wish to make a complaint you can contact us by email at info@cairnfoldcabins.com This email arrives directly to the Property Manager. Please let us know of any damage, breakages, or maintenance issues that you come across. Informing us about any issue(s) during your stay, allows us the chance to resolve the problem as soon as possible. Please note we cannot accept liability for complaints lodged after checking out time of 10am.

Guests have a legal obligation to mitigate their loss. If we are denied the opportunity of investigating any complaint within a reasonable timescale or denied the opportunity to put matters right during the holiday, then the guest will waive all rights. We will do our utmost to ensure that any problems are resolved quickly and to your complete satisfaction.

Litigation – In the event of any litigation arising from the booking of accommodation with us, the Courts shall have sole jurisdiction on such arising matters and law prevalent at the time shall be applied at the times.

Liability – We accept no responsibility for any loss or damage that may occur to you, your car or associated property whilst at Cairnfold Cabins.

Insurance – The cabin hire cost does not include any personal insurance cover of any kind. It is recommended that travel insurance be taken out against cancellation. In the event a reservation is cancelled by the guests, they will be advised to claim their travel insurance to recover any funds that have been paid in advance. We will not be held responsible for lost revenue, due to cancellation for any reason by the guest (this includes adverse weather). It is further strongly advised that personal accident and medical insurance is also taken out.

Force Majeure – We will not be liable for any delay, loss, damage or expenses incurred if your booking needs to be altered or cancelled or we are unable to perform our contractual obligations as a result of events beyond our reasonable control, which shall include but not be limited to events such as war, civil strife, pandemics, epidemics, terrorist activity, labour disputes, natural or man-made disaster, fire, flood, and adverse weather conditions.

Please bear this in mind when booking with us over the winter months as refunds will unfortunately not be given due to adverse weather conditions. We would advise you to obtain travel insurance to cover this issue.

Injury or Loss – We cannot be held responsible for any personal injury, loss or damage to personal effects howsoever arising at the accommodation or within the site. Neither we, nor our representatives, can be held responsible for any circumstances beyond our control including, but not limited to, mechanical breakdown, illness, self isolating, or failure of any public service supply.

CCTV – Within the public areas of the buildings and grounds CCTV is in operation. This activity is carried out for security and management purposes only.

Privacy and Data Protection – We take your privacy and confidentiality seriously. We collect: (a) information necessary for us to process your booking; and (b) information derived from “cookies”. We use cookies to monitor site usage and related information. We will try to keep your data up-to-date and accurate but we provide no warranty or guarantee and bear no liability to you in the event that any data transmission over the internet is not completely accurate or secure. We use your information to help us improve our website and our service, to personalise the types of information you receive from us, as well as for internal statistical, marketing, and administrative reasons. We do not share this information with outside parties except to the extent necessary to process your booking, By using this website, and supplying us with your information, you consent to the use by us of your information as described above.

The General Data Protection Regulation (GDPR) (EU) 2016/679. Our business conforms to all current legislative changes that took effect from May 2018

Confirming receipt of your Booking Confirmation email acknowledges your acceptance of these terms and conditions. Payment of the Full or Initial charge also indicates acceptance of these terms and conditions.

PHEW!…That’s the boring bit over!!! We appreciate you spending the time reading this information and wish you a super stay with us.