Terms of Let

Last updated: Monday, 13th July 2020

The person whose name appears on the Booking Form agrees to take full responsibility for ensuring that all the following Conditions of Let are adhered to by all members of the party. If any of our Terms of Let are not clear to you, please ask for clarification on specific points.

Guests Agree:

  1. Guest numbers and booking contract:
    1. To limit the number of guests occupying any one property to that stated in the brochureor website, unless by prior consent with the owner. Also to limit the number of “extra”daytime visitors to 6 unless by prior discussion and agreement with the owner when a smalldaytime charge may be imposed towards “wear and tear” for any daytime visitors in excess of 6.
    2. To accept that a completed booking form agreed by both parties is a binding contract and that any subsequent amendments must be agreed by both parties in writing. Also that any deviations/ relaxations to the normal payment or cancellation terms detailed below, andagreed in writing or email between the owner and an individual, form a binding contract.
  2. Payment Arrangements:
    1. With the Wing of Crosswoodhill, Steading Cottage and Orlege End : To pay 50% depositon booking, with the balance payable 5 weeks before the start of the holiday. If a booking is made less than 5 weeks before the start of the holiday please pay the full rent at the time of booking, having first checked that the property of your choice can be reserved for you. Failure to pay the balance of rental charges, or to remind, request and  allow the owner to take the balance by card by the due date (35 days prior to arrival), will result in the owner treating the property as available for re-booking and the deposit runs the risk of being  forfeited and retained by Crosswoodhill.
    2. With Craigengar Lodge: Variations in the timings of payments may be individually agreed in writing or by email between owner and hirer. However, unless otherwise agreed by both parties prior to or at the time of booking, a minimum of £200 immediate non-returnable deposit is required to secure the booking. This relaxation of the usual 50% deposit “rule” at the time of booking is to offer time to the named individual completing the booking form to collect in more monies from the remaining party members. However the remainder of the 50% initial deposit must be paid within 14 days maximum from the time of booking unless special dispensation has been given in writing by the owner for a booking many months away, either for instalments or for the full 50% deposit to be paid later than this 14 day period. Failure to pay the balance of monies timeously   ( with or without  a reminder from the owner ) involves a risk that an overdue payment may result in their booking being cancelled by the owners of the property and the monies already paid forfeited. . In all cases the 50% balance should be fully paid 8 weeks’ prior to start of the let at Craigengar.
    3. After the final balance has been paid, no £50 refund can be offered  if any "extra person" previously booked  withdraws.  At the owner’s discretion extra guests can however be added at the usual £50 fee.
  3. Cancellation Terms:
    1. To notify any cancellation in writing and pay any monies due: 50% up to 5 weeks’ prior to the arrival date, 100% after that ( or 50% up to 8 weeks and 100% after that in the case of Craigengar.) If the accommodation is re-let at the full rate, a full refund, less an administration fee of £50 per week for the smaller properties will be made. In the case of Craigengar the administration fee is £100 but this will be waived as the non-refundable £200 cancellation fee will be retained. If a new booking for the property is secured at a lesser rate a partial refund will be made. If not re-let then no refund will be made. To safeguard against cancellation charges & other unforeseen eventualities we strongly recommend Cancellation Insurance. If you are not covered by other policies you may like to contact these insurers direct on this link https://www.schofields.ltd.uk/travel
    2. To accept that should the property, subsequent to booking, become unavailable through any cause, the owner’s liability is limited to the amount of any rent paid.
    3. To accept that although guests are usually welcome to explore the farm and watch farm activities, there may be times (mainly for reasons of animal or human welfare) when access to farm sheds/farmland/surrounding hills may need to be restricted or even prohibited. Providing that the accommodation itself is still available, no rental rebates would be given in such circumstances.
    4. To accept that in the event of the unexpected, such as strikes, travel delays, adverse weather, etc the holiday property owner cannot be expected to reimburse/ refund any accommodation rental paid. As such we strongly advise guests to take out comprehensive travel insurance to protect against their cancellation losses.
  4. Additional Terms of Let:
    1. To keep any pets, where allowed, under strict control at all times and accept liability for any damage caused. Dogs must be house-trained, are not to be left alone at any time in or near the accommodation, unless specifically agreed with the property owners and must not be exercised on our sheep farm. (Forestry Commission area, 1 mile away, is ideal for this purpose). Animal hairs to be removed from carpets and dogs are not allowed onto the furniture or bedrooms. Any fouling in the gardens should be cleared. Please read and agree, as applicable, to our Pet-Friendly rules before booking.
    2. To accept that the responsibility for personal property of guests occupying the accommodation is solely theirs. All vehicles are also left at the guests’ risk. Also guests agree to absolve the Property Owner of any responsibility for any accident or mishap to persons or property whilst on the premises or whilst engaged in any activity therein, or from any illness or injury arising from any cause whatsoever. This includes both play areas on the farm where it is also the responsibility of adults to supervise children.
    3. To use the property solely for its purpose as self-catering accommodation and to accept the owner’s right to refuse to hand over the property to any person deemed unsuitable to take charge. Causing a nuisance or disturbance to neighbours, unreasonable behaviour or disrupting the running of the farm may result in the owners’ asking guests to leave with the possibility of no re-imbursement of rent.
    4. To accept that in the event of disruptions such as electricity power cuts, the supply of broadband or the telephone to the premises or any environmental factors beyond our control, no refunds can be offered to guests unless the supply companies offer any recompense for the inconvenience. 
    5. To allow the owners or agents access to the property at all reasonable times.
    6. To be responsible for shutting all exterior doors and appropriate windows and securing the property when absent or sleeping.
    7. To respect and look after their accommodation during their stay and to leave the property clean and tidy, with full inventory. Also to take responsibility for minimising any fire risk and to show consideration for guests that follow by not smoking inside the property. Because of the fire risks, the use of candles, other than in emergency situations, is discouraged.
    8. To settle any fuel/electricity and telephone charges as appropriate, Fuel and electricity charges mainly apply to the smaller cottages. However although guests are quoted an all-in price for Craigengar Lodge, this price excludes any logs or coal used after the first free basket of logs and/or bucket of coal gifted to guests. Subsequent supplies of this luxury are charged at cost and need, please, to be paid for at the end of your stay. Prices on request if not displayed.
    9. To reimburse the owner for any breakages, loss or damage, other than those due to fair wear and tear. Also to accept the owner’s discretionary £25 charge for extra cleaning if the property has been left in an untidy mess. In the case of the much larger property Craigengar, this discretionary charge could rise to £75 dependent on the degree of extra cleaning required.
    10. To accept that, mainly in the case of Craigengar, our larger property, a good housekeeping deposit of up to £500 cash may be requested, to be handed to the owner on arrival and returnable on, or shortly after, departure, provided there has been no apparent significant damage or breakages when appropriate deductions may be made. Damage or losses subsequently discovered will be notified in writing and an agreement reached if compensation is necessary.
    11. To vacate the property by 10.00 hrs. latest on the final day of let, unless otherwise agreed with the owners. Failure to vacate promptly may incur a minimum penalty charge of £10, or more, depending on the degree of inconvenience to owners/incoming guests. Guest arrival time is from 16.00 hrs. onwards unless an earlier time, or the need for a later access time,  has been agreed in advance.
    12. In the event of a complaint or grievance we would ask that you contact us during your stay to allow us  to address any issue while you are  still staying at Crosswoodhill. If you are unable to do this we would advise that you should lodge any complaint within 14 days of departure by email or by post.  If we have not acknowledged an email within 48 hours please follow  up with a copy in the post to Mrs. G. Hamilton, Crosswoodhill, West Calder, EH55 8LP.  All disputes, claims or other matters arising in connection with a booking will be governed by Scottish Law.
  5. This clause has been added on 19 June 2020 in the light of Government restrictions imposed by the Covid situation.
    1. If the Government were to re-introduce restrictions that all self-catering cottages must be closed to recreational guests we would be obliged to give you a full refund of any monies paid because we would not be able to offer you the service you had paid for. So the total loss would be ours. However, if the Govt were to impose a limit, for example, on how many different households could share the accommodation, that’s different. When we take a booking, one person signs the booking form as responsible for the contract between us, and that contract does not require me to know who you, as the person responsible for the booking, are inviting as your guests. So for example, suppose the Govt were suddenly to announce that no more than 4 households were to stay together and you had invited 5 different families and had booked Craigengar Lodge, you would either have to consider re-organising who your guests were to be or cancel the booking on our normal terms basis as displayed above. And if you were, for example, to reduce the original number of your guests staying. If the number was over 12, we would give you an extra guest refund of £50 if already paid. on any extra guests that you drop over the 12 number, but we would not be able to offer any refund on your up to 12 rental figure paid. The thought behind all this is that if you were to cancel for a “numbers / no. of household” reason, we could find myself foregoing much-needed income when I could have accepted an alternative booking from another party with an acceptable make-up, say 3 families with 4 children each, who would not have exceeded the number of households allowed. On my booking form, I only need to know the numbers of guests, broken down into adults and children ( the last, just for my own interest and to know if cots are required.) And the number of any pets as there is a small dog fee. For Track and Trace reasons I may need to be given contact details just prior to arrival or durng your stay of  everyone staying or visiting.
    2. For clarity:  Should the guests’ personal circumstances alter and prevent them using our accommodation we cannot issue a refund as long as we are allowed to remain open.  Likewise if we are allowed by the Government to remain open but restrictions have been imposed, for example,  on a guest travelling to our accommodation, eg. due to their own area   localised lockdowns / border or  quarantine  requirements being imposed,  no refunds can be issued unless the owners can achieve an alternative booking when our cancellation policy outlined in  Term 3.1. would be relevant.
    3. The other thing to consider when booking,  is safe distancing. With Craigengar’s 5 bedrooms ( six if you count the gallery as a bedroom ) and 6 bathrooms, there would be enough space between beds for the 2-metre rule currently existing in the summer of 2020 and there can be 14 separate beds which include 2 kingsize and singles that can be zip linked into superkings ( 12 proper beds and 2 sofa beds). We can provide a couple of air beds. Your only problem might be sitting around the dining tables but in addition to the long dining table ( which can be split into 2 tables ) seating 8, there are 2 other tables seating 4 each which can be used. And the kitchen might only allow 2 cooks or perhaps 3 if the 2-metre rule is still applying.

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About Us

4 Quality Self-Catering properties, sleeping 2 – 14, within easy reach of Edinburgh, Glasgow and Livingston. Welcoming holiday and short stay farm accommodation in West Lothian.

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Crosswoodhill Holiday Farm Cottages

by West Calder
EH55 8LP
West Lothian

+44 (0)1501 785205

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