Terms and conditions

Please ensure you read and fully understand these booking terms and conditions prior to booking. If anything is unclear, please contact us so we can explain in further detail to avoid any misunderstandings. 

Email: info@kinclune.co.uk 
Telephone: Aylwin 07927 494763  

Bookings are subject to the following terms and conditions: 

  1. Booking Confirmation, Deposit and Payment 
    1. Bookings made through the online booking system are provisional until confirmed.
    2. Deposit - In order to confirm your booking, a deposit of 25% of the cost of your holiday must be paid at the time of booking (or full payment if booking within 10 weeks of the date of your check in). 
    3. Booking confirmation - A holiday rental contract between you and the owner, R & M Osborne, will come into existence when the deposit, or full payment is received, and a booking confirmation is issued showing the confirmed holiday dates. Confirmation will normally be sent by email within 24 hours of receipt of deposit or full payment. If you have not received your booking confirmation within the specified time, please notify us as soon as possible by email info@kinclune.co.uk. Please check your junk-mail. If it’s there, please add us to your contacts to make sure you don’t miss any subsequent updates. 
      1. Please check all the details in your booking confirmation promptly after receiving it and notify us as soon as possible, and in all cases within 24 hours of receipt of your booking confirmation, if you think there are any mistakes or errors with your booking. If you notice that you have made a mistake, we may be able to amend your booking. If we have made a mistake with your booking or it contains any errors, which are our fault, you will need to contact us with 24 hours of receipt of your booking confirmation to confirm your correct booking details to us so we can then reissue your booking confirmation.  
    4. Payment in full - Your full balance must be paid 10 weeks prior to your arrival. A reminder email to pay your full balance will be sent to you in advance of this date.
      1. We automatically take the balance of payment using the same card as used to make the deposit payment. It is your responsibility to advise us if we should use a different card. 
      2. If there is a problem with your card, e.g. it has expired, then we will contact you to try and take alternative payment. 
      3. If you do not pay the balance by the due date or, at the latest, within 3 working days of this date, then we will terminate the contract.  
      4. Currency - Please note, if you have paid in a currency that is different to the original pricing, we will not be able to guarantee the same conversion rate that was used to convert the deposit. 
      5. VAT - Total charges are inclusive of VAT, where applicable. 
    5. Security deposit - A security deposit of £600 will be pre-authorised on your debit or credit card. It is activated 10 days prior to arrival and will be released 7 days after departure. See further details relating to security deposit below.
  2. Booker, Lead Booker and Notification of Guests
    1. This rental contract binds you (the lead booker) and all the members of the party who are part of the booking (guests). It is your responsibility to ensure that all members of your party accept the terms of the contract set out in these terms and conditions. 
    2. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract and loss of the booking. 
    3. Bookings cannot be accepted from persons under 18 years of age. 
    4. We require the names, ages and contact details of all guests. You and your guests agree to these booking terms. 
    5. Only those guests listed on the booking form can occupy the property. 
    6. Maximum occupancy - The maximum number of persons occupying the property must not exceed 14 persons, including children, but excluding 2 infants under the age of 1 (10 persons in main house and 2 adults and 2 children in annex). This corresponds to our legal obligations to comply with Scottish short-term let licence and fire safety regulations and is essential in the event of any accident or damage to persons or property. It is, therefore, non-negotiable.  
    7. Please be advised that no extra overnight visitors are allowed to stay at the property. 
    8. We or our representatives reserve the right to enter the property at any time to undertake essential maintenance, repairs or for inspection purposes. 
    9. We reserve the right to remove additional guests or unregistered guests and their vehicles from the property.  
    10. The client may in no circumstance re-let or sublet the property. 
    11. The owner reserves the right to refuse a booking without giving any reason.
  3. Security Deposit  
    1. A security deposit of £600 will be pre-authorised on your debit or credit card. It is activated 10 days prior to arrival and will be released 7 days after departure. 
    2. In making a booking, you accept responsibility for any theft, breakage or damage caused by you, your pets or any member of your party and agree to indemnify us in full for any loss that we may incur as a result.  
    3. The security deposit will be returned within 7 days of the end of your holiday, less the cost of any damage/breakages or extra cleaning costs. 
    4. Damages and breakages - please treat the facilities & accommodation with due care so that other guests may continue to enjoy them. If you notice something is missing or damaged in your accommodation, please let us know immediately so that we can take the appropriate action. If there has been any damage or breakages during your stay, we would be grateful if you could report them promptly, especially before check-out. The accommodation will be inspected at the end of the holiday and you may be charged for any loss, damage or extra cleaning costs. These are to be paid for in full within 7 days of notification. 
    5. If damage occurs and the owner must cancel and/or refund subsequent bookings, the owner may bring a claim against you for any loss arising as a result. 
  4. Your Responsibilities 
    1. Information you provide - You must make sure that all the information you provide in connection with your booking, including all booking details, are true, accurate, current and complete. 
    2. Financial responsibility - You accept full financial and other responsibility for all transactions made with us. We will notify you of any payments that are due and you shall be responsible for paying them within the timescales that we specify. 
    3. Your promises to us - You promise to us that before, during and after the Holiday Period: 
      1. The number of people and pets occupying the property will not exceed the number stated in the booking confirmation. 
      2. You cannot arrange for additional visitors to come to the property or hold events (such as parties, celebrations or meetings) at the property without obtaining the written consent in advance. 
      3. The property will be used solely for the purpose of a holiday or private accommodation by you and your Guests and will not be used for any commercial or business purpose. To be clear, you and your guests are permitted to use the property as private accommodation for work or business trips.  
      4. You will (and you will ensure that your guests will) show all due consideration and respect for the owner, their representatives, neighbours and other persons or parties that have a connection with the property. This includes refraining from abusing your right to use the property or rental services or participating in any illegal, dangerous, offensive, inappropriate, violent or anti-social behaviour towards such people. 
      5. You will (and you will ensure that your guests will) use the property and rental services lawfully, will not abuse or damage any facilities provided as part of the rental services and will comply with any health and safety or other policies or instructions notified to you by us or the owner in connection with the property or rental services. 
      6. You will allow the owner or any representative of the owner (including any tradespeople) to access the property at any reasonable time during the Holiday Period provided the owner provides you with reasonable advance notice (except where the owner requires access to the property due to an emergency, for example, if repairs need to be carried out or the owner becomes aware that you have breached, or has reasonable suspicion to believe that you will breach these booking terms); 
      7. You will keep the property and all furniture, utensils, equipment, fixtures and fittings in or on the property in the same state of repair and condition as at the start of the holiday period and you will ensure that at the end of your holiday the property is left in the same state of order and cleanliness in which it was found. We may charge you for any additional, reasonable charges for professional cleaning after the end of your holiday period where you have failed to comply with this paragraph. These charges are necessary in order to return the property to its original state of cleanliness and tidiness for future bookings by other customers.
      8. You will report to us, as soon as possible, any breakages or damage caused by you or your guests during the holiday period. Without affecting any other remedies that we have under the rental contract, you promise to fully reimburse the owner for the cost of replacement or repair for such breakages or damage.  
      9. You will arrive at the property no earlier than the time confirmed in your booking confirmation on the first day of your holiday period and you will vacate the property no later than the time confirmed in your booking confirmation on the last day of your holiday. 
      10. You will not allow any person other than you and your booked guests to use the facilities and amenities of the property without the express permission of the owner. 
    4. Your responsibility for guests - You will be responsible for all guests staying at the property and the things they do (and do not do), even if you do not stay there yourself during the holiday period. 
    5. Your responsibility for travel and health documentation - You will be responsible for ensuring that you, your guests and any pets have the relevant travel and health documents and requirements needed for visiting the country UK. These include any passport or other identification documents, visa requirements and, in the case of pets, any vaccines or microchips. We will not be liable for any expenses incurred resulting from your missing, incomplete or incorrect documentation or any non-compliance with such requirements. 
    6. Your responsibility to comply with the law - You will be responsible to ensure that you and your guests comply with applicable laws (such as restrictions on travel or staying at properties due to health or lockdown or due to inclement weather). 
    7. Our Security - You will keep the location of all keys/access cards for the Property, which the Owner shall provide you (or otherwise provide you details of in the Booking Confirmation), confidential and return all of them at the end of your holiday to the location requested in the booking confirmation. 
  5. Cancellation Policy 
    1. Cancel in writing - All cancellations must be notified in writing and, once received, we will confirm the cancellation.  
      1. You do not have a right to cancel the contract 6 weeks or less before the start of the holiday.  
      2. If you cancel more than 6 weeks prior to the holiday arrival date you may be due a partial refund. The refund will depend on the amount of notice you give us before the holiday start date. 
      3. In all other circumstances, the refund will be calculated as follows: 
        0 – 42 days’ notice – 0% of the total accommodation cost 
        43 -70 days’ notice – 40% of the total accommodation cost 
        More than 70 days’ notice – your liability to pay the balance will be waived, however, the deposit will not be refunded. 
    2. If we cancel - We reserve the right to cancel a booking even after we have sent you the booking confirmation, where the property is unavailable for your intended holiday period. If we must cancel, you will be entitled to a full refund of the accommodation costs. Notification will be given of the cancellation as soon as possible, in writing, and we will promptly refund all payments made to us for your holiday. Our liability for cancellation will be limited to payments made to us. 
    3. Government restrictions - If our property must close due to government restrictions or your address is put into local/regional lockdown for your holiday dates and you are unable to travel, you will be refunded in full. 
    4. If we believe your booking is not legitimate or that you have broken any of the booking terms, such as the information you have supplied is incorrect or insufficient or you have behaved in an abusive manner, we will tell you in writing and we will have no further responsibility to you.  
    5. Deposit - For the avoidance of doubt, the deposit paid at time of booking (not the security deposit, which is held on your card) is non-refundable in all circumstances when you cancel a holiday. It is retained to cover the costs incurred and services provided, including, but not limited to marketing and PR, property management, booking management, credit card fees and customer services. 
    6. Travel insurance - We strongly advise that you take out comprehensive travel insurance to cover cancellations. If you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation. 
  6. House Rules 
    1. Arrival and departure - Tenancies normally commence at 4pm on the arrival date and guests are required to leave the rental by 10am on the day of departure. Failure to do so may result in you being charged a further day’s rental. 
    2. WiFi - We provide free WiFi, smart TVs and Sonos music speakers. You will find the WiFi password in the welcome pack. The guest agrees to reasonable and lawful usage. We do not have fibre broadband due to our rural location, so we use a local supplier. We cannot guarantee high speed, uninterrupted internet access and bookings should not be made if they are wholly reliant upon high speed or uninterrupted provision of WiFi.  
    3. Phone reception - We cannot guarantee mobile phone coverage in the property.  
    4. Private, personal use - The property is rented for private, personal and non-commercial use only. This includes using the property as private accommodation for work or business trips. Should you wish to rent the property for commercial purposes, such as meetings or for events or marketing purposes, please contact us. 
    5. Working farm - The property is located on a working farm. There will occasionally be sounds and smells associated with countryside living that cannot be avoided. We shall not be held liable for: agricultural noise, e.g. farm machinery, building work noise or disruption coming from neighbouring properties.  
    6. Logs and wood – We supply a starter pack of 3 full log baskets with firelighters and matches. Additional wood can be purchased on site for £10 per bag.
    7. Smoking - Smoking and vaping are strictly prohibited anywhere inside the property. If we reasonably believe you are breaking this rule, it will result in immediate termination of occupancy and forfeiture of all payments. This must be strictly adhered to. Any damage or extra cleaning caused will be at your expense. 
    8. Smoking bins are provided in the exterior front porch and garden pergola. Please dispose of waste materials responsibly in the bins provided. If you do not, we may deduct clean up costs from your security deposit. 
  7. Additional Visitors, Parties or Events 
    1. You must not use the property except for the purpose of a holiday. 
    2. If you wish to invite additional visitors to visit you during your stay, this must be arranged in advance and names and contact details of day / evening guests must be supplied. 
    3. If you wish to use the house to host an event with additional guests, e.g. a special celebration, such as an anniversary or wedding, this must be booked separately as an event booking. Contact details of day / evening guests must be supplied. There is an extra charge for this service due to the additional impact on the house, grounds and neighbours (including, but not limited to, additional cleaning and wear and tear on furniture, fixtures and fittings, noise, increased septic tank usage and energy usage). We can supply additional tables, seating, dishes, cutlery, glassware, tablewear, etc. for this service to enable you to host your event in style. Please contact us should you wish to take advantage of this service. 
    4. Please remember that, due to short-term let licencing and fire safety regulations, no extra overnight visitors are allowed to stay at the property. 
    5. We reserve the right to enter the property at any time for inspection purposes.  
    6. We reserve the right to remove additional guests or unregistered guests and their vehicles from the property.  
    7. We do not accept Stag parties.  
  8. Dogs and Pets 
    1. We allow a maximum of 2 dogs in Kinclune House and 1 dog in Kinclune Annex at no additional cost. 
    2. Dogs must be booked in advance. 
    3. We require notice of the number of dogs and type of dog to accompany you on your stay so that we can supply dog crates, beds, towels, bowls and treats for your dog(s).  
    4. We reserve the right to inspect the property and to remove guests with additional dogs. 
    5. Dogs are not allowed upstairs and must not be allowed on the furniture, especially sofas and beds. 
    6. Dogs must not be left alone in the property. 
    7. Guests are responsible for cleaning up after their pets in the house, garden and elsewhere on the estate. 
    8. Please clean muddy dogs using the outside tap and the dog towels provided. 
    9. If the property requires additional cleaning due to excessive dog hair or if dogs have been in the bedrooms or on a sofa, we will charge a £100 fee deductible from your security deposit to cover the extra cleaning costs. 
    10. You are responsible for your dog and you will be charged for any damage caused by your dog including, but not restricted to, any damage to furniture or doors and any injury to livestock.  
  9. Care of the House and Respect for Neighbours 
    1. This property is privately owned and is our family home. We expect all guests to enjoy the facilities and treat the property with the same respect that they would with their own home. 
    2. Please do not move any furniture from one room to another. 
    3. Please do not take any of the indoor furniture, furnishings, towels or bedlinen outside. 
    4. Please remove shoes before entering the house. 
    5. Please lock the doors and close the windows when you leave the property unoccupied. 
    6. Ground floor doors have self-closing devices in the event of a fire to prevent the spread of fire through the house. Please do not wedge these doors open as this creates a fire hazard. 
    7. Bedroom doors should be kept closed at night in the event of a fire to prevent the spread of fire through the house.  
    8. Your welcome pack includes a fire safety and emergency plan. Please review and follow the instructions. 
    9. Fireworks, Chinese lanterns, firepits, candles and portable barbeques are strictly prohibited due to the risk of damage to property, livestock and horses. 
    10. Please make sure you switch off lights and electrical appliances when you go out – we’re an eco-friendly holiday home. 
    11. Do not remove any towels from the house to use on the beach or at the local lochs. Please bring your own beach towels.
    12. Check-out – Please  clean dirty dishes prior to checkout. 
    13. The owner reserves the right to make a charge to cover additional cleaning costs if the client leaves the property in an unacceptable condition. 
    14. Please note that if any keys issued are not returned at the end of your stay, then the cost of replacement will be charged to you. 
    15. The owners shall not be liable to you or your holiday party for loss or damage to property, however arising. 
    16. All inventory must remain in the property and not be taken to another property.  
    17. You are responsible for the supervision of all members of your party under the age of 18 at all times. 
    18. In particular, children must not be left unsupervised in the kitchen or any room with a working stove or fireplace. 
    19. Please respect the local community and try to keep noise levels to a minimum, especially between 11pm and 8am.  
    20. We reserve the right to terminate your rental agreement with immediate effect where the unreasonable behaviour of the persons named on the booking (or their guests) may impair the enjoyment, comfort or health of others. You’ll be asked to leave the property, without any refund of the rental amount paid. 
  10. Vehicles and Parking 
    1. Parking is available for up to 6 cars
    2. Please park your vehicles in the parking spaces to the side of Kinclune House. 
    3. Do not park in front of the house. 
    4. Do not park out-with Kinclune House garden and driveway. Ensure cars do not block access to the farmyard, farm drive or other properties. Vehicles which cause an obstruction will be removed.  
    5. No parking on the grass. You will be liable for damage to the lawn.  
    6. Electric Vehicle Charger – We can provide EV charging. Please contact us at least one week prior to arrival to arrange. An additional fee is charged for this service, per car, and the electricity used is deducted from your security deposit at cost price. 
    7. The charging point is for the use of the booked vehicle(s) only. 
    8. Domestic electric vehicle chargers (commonly known as a ‘granny charger’ or a ‘trickle charger’) are not suitable for use at the property and are strictly forbidden. You are liable for any damage or loss suffered by us due to your unauthorised use of domestic chargers. 
    9. We do not guarantee availability of the EV charging point and unavailability shall not constitute a breach of our booking contract. 
    10. Use is at the owner’s own risk and we do not accept any liability for loss or damage sustained by you or your EV as a result of using the charger unless the damage was caused directly by our negligence. 
    11. You shall be responsible to us for any damage to the charging point or loss suffered by us caused by your use of the charging point.
  11. Problems or Complaints 
    1. Any problem or complaint must be immediately reported directly to us/our representatives to allow us the opportunity to resolve it. 
    2. Non-compliance with the house rules will be considered as a breach of the terms and conditions of the rental agreement. We reserve the right to terminate the booking with immediate effect and without a refund if they do not abide by the rules. 

Other helpful information such as emergency contact details, bin collection days, etc. are included in your guest information.