THE EDINBURGH ADDRESS BOOKING TERMS AND CONDITIONS
BOOKING TERMS AND CONDITIONS - INTRODUCTION -
UPDATED ON 21/12/2020 with new Flexible cancellation terms and reduced holding deposit.
We, The Edinburgh Address LTD, registered in Scotland under company number SC340134 registered office International House, 38 Thistle Street, Edinburgh EH2 1EN, Scotland, UK.
The conditions contained in this document form the basis of your contract with us, as booking agent for the property. Please read them carefully as they set out our respective rights and obligations.
We act as booking agent for the property, and we will collect the payments due by you to the Accommodation Provider (including the Security Deposit).
Please note that by entering into this contract you will also be entering into a separate contract with Accommodation Provider.
A. The Accommodation Provider means the owner providing the accommodation to rent.
B. us means The Edinburgh Address Ltd, as booking agent for the Accommodation Provider.
C. you means the person booking the accommodation and includes all members of the party.
D. The Booking Terms and Conditions means the contract between us, as booking agent, and you as set out in this document, the booking form and the confirmation invoice.
E. The Guest Terms and Conditions means the contract between the Accommodation Provider (or a manager or agent on their behalf) and you.
(a) The Edinburgh Address Ltd acts as booking agent for the properties advertised on the website www.theedinburghaddress.com and other third party sites that The Edinburgh Address Ltd use to advertise accommodation.
(b) By using, browsing or visiting these sites via mobile, desktop or any other platform and then completing a booking form you acknowledge that you have read and agree to the Booking Terms and Conditions and you expressly agree to be bound by the Booking Terms and Conditions.
(c) The Booking Terms and Conditions shall also apply where bookings are taken via telephone.
(d) We act as the booking agent of the Accommodation Provider and have no liability to you for the suitability or quality of accommodation, which is referred to in the Guest Terms and Conditions. If you have any complaint about the suitability or quality of the accommodation, you should refer to the Accommodation Provider – see section 15.
(e) By booking accommodation through The Edinburgh Address Ltd, you are also entering into a contract with the Accommodation Provider in accordance with the Guest Terms and Conditions, and you expressly agree to be bound by the Guest Terms and Conditions.
(f) It is your responsibility to ensure that you are in possession of all necessary travel and health documents (including Passports and Visas (where applicable)) before departure.
(g) It is strongly recommended that you take out adequate travel insurance which would cover your booking.
1. Making your booking
Once we have received your booking form and booking deposit, we will, subject to availability, confirm your stay by issuing a confirmation invoice by email. Please check this invoice carefully as soon as you receive it. Contact us immediately if any information, which appears on the confirmation, or any other document appears to be incorrect as it may not be possible to make changes later.
Once the deposit referred to in section 2 is paid there is a binding contract between us and you as set out in the Booking Terms and Conditions, and there is a binding contract between you and the Accommodation Provider as set out in the Guest Terms and Conditions.
2. Deposit/Final Payment
In order to confirm your stay, a deposit of 15% of the full payment (or full payment if booking within 28 days of arrival date) as shown on the confirmation invoice must be paid to us at the time of booking.
This deposit is not refundable in the event of your cancellation or failure to pay on time as set out below.
The balance of the cost of your stay (the amount shown on the confirmation invoice less the deposit) must be received by us not less than 28 days prior to arrival (or at the time of booking if this date has passed). This date will be shown on the confirmation invoice. If you have not paid in full and on time we reserve the right to treat your booking as cancelled by you. In this case the cancellation charges set out in section 11 below will be payable.
By booking accommodation through The Edinburgh Address Ltd you are confirming that you, as the person responsible for the booking, are of 25 years of age or older (Minimum age requirement vary per property. Please check the specific home listing description).
We reserve the right to vet all guests. By vetting we mean obtaining information about each guest who will stay in the property such as name, age, copies of passports, address and any other reasonable information.
We reserve the absolute right to cancel the booking at any time should any information come to light in the vetting indicating that, in our opinion, any guest will not be a suitable guest for the accommodation.
Should we cancel the booking pursuant to this section, you will be refunded the full cost of the booking, less the 15% deposit unless otherwise agreed by us.
4. Use of the property
The property is to be used for short term residential accommodation. You agree (a) not to allow any animals in the property unless otherwise agreed in advance of arrival (b) not to smoke in the property and (c) to be respectful of the neighbours and keep noise from the property to a minimum between the hours of 10pm and 8am.
You agree not alter the accommodation in any way, including adding or removing items and fixtures and fittings within the property.
5. Security Deposit
You must pay to us a security deposit of £250 (£500 for Glencairn Apartment @ The West End, Well Court @ Dean Village, The Edinburgh Mews @ The West End, Castle View Apartment @ The Old Town, Edinburgh Castle Suite @ The Old Town, The Skyline @ The West End, £650 for The Art House @ The New Town, The Edinburgh Idyll @ The New Town and The Townhouse @ Stockbridge, £1000 The Grand Residence @ The West End)
such other sum as has been intimated to you at the time of booking) for stays of less than 2 weeks, or 15% of the booking value for stays of 2 weeks and over, 7 days before the start of your stay (or at the time of booking if this date has passed). The cost of any damage to the property or to any items in and/or at the property caused or any service charges incurred by any member of the party will be deducted by us from the security deposit at the end of your stay. If no deductions are required, your security deposit will be refunded in full to you within 7 working days after your departure from the property.
5.1 Security Deposit Refund - Card Updates
Please note, we require the deposit to be paid and returned to the same card. Should the card you use to pay your security deposit expire before the repayment date any charges related to the refund will be paid at the guests expense.
5.2 Security Deposit Disputes
Please note you should deal with the Accommodation Provider on any disagreement or dispute as to any deductions made or to be made from the security deposit.
6. Utility Bills
Council tax and a charge for use of utilities (taking account of what has been the norm for previous occupancies for a similar length, seasonality, and any other relevant factors) are included in the cost of your stay shown on the confirmation invoice. If the utilities bill or bills exceed the charge included in the cost of the stay shown on the confirmation invoice, the Accommodation Provider will deduct the amount of the excess from the Security Deposit.
7. Number of persons
Only those persons whose name appears on the Booking Form may use the property. The substitution of persons during the rental period is not allowed unless previously agreed with us. The number of persons (adults and children) must not exceed the number of sleeping places indicated on the website unless previously agreed with us.
On arrival you must present your confirmation details, and all the guests must provide passports or identity cards to the Accommodation Provider.
If (a) any person not included in the booking form or subsequently agreed to by us is with the party or (b) the required documents are not available on arrival or (c) any guest is under the influence of alcohol or drugs or is inappropriately dressed or behaves in an aggressive or otherwise unacceptable manner or (d) in our opinion it is likely that the accommodation will be used for a purpose that contravenes section 4 or the Guest Terms and Conditions, we reserve the right to cancel the booking. In this event, the full cost of your booking will not be refunded.
9. The cost of your stay
The price of your stay will be confirmed at the time of booking. We do however reserve the right to correct inadvertent errors in both advertised and confirmed prices, and we will do so as soon as we become aware of the error. Where we have to make any changes that will affect your booking we will notify you of these changes as soon as possible.
10. Changes by you
Should you wish to make any changes to your confirmed booking (including changes in the members of the party), you must notify us as soon as possible and, in any event, not later than 48 hours before check in. We reserve the right to approve these changes, and to charge for doing this.
11. Cancellation by you
Should you need to cancel your stay after the booking has been made you must immediately advise us by email. Your notice of cancellation will only be effective when we receive it. As we incur costs from the time we confirm your booking and may be unable to re-sell your period of stay, the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost of the accomodation price, excluding amendment charges. Amendment charges are not refundable in the event of cancellation.
Period before start of stay within which written/email notification of cancellation is received by us.
Flexible Cancellation Charges:
More than 4 weeks till arrival Deposit payment only (15% Non refundable holding deposit)
Between 4 & 1 week till arrival Deposit payment + 50% of accommodation price
Less than 1 week till arrival Deposit payment + 100% of accommodation price
Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of any insurance policy you may have.
For Covid-19 related issues please read our section below "COVID-19 - GUESTS TERMS AND CONDITIONS"
12. Cancellation by us before arrival
As well as the rights to cancel the booking set out in sections 3 and 8, we reserve the absolute right to cancel a booking at any time before check in (a) should the Accommodation Provider advise us that the accommodation is no longer available for the period required by you or (b) should the accommodation, in our opinion, not match the standard required in the Guest Terms and Conditions.
If we cancel the booking pursuant to this section, you will be refunded the full cost of the booking.
13. Changes by us
We may have to make changes to or correct inadvertent errors in our website descriptions and other details both before and after the booking has been confirmed. While we always endeavour to avoid changes, we must reserve the right to do so.
If we have to make a significant change to your booking, we will tell you as soon as possible.
14. Guest Terms and Conditions
The Accommodation Provider is responsible for the accommodation during your stay and the Guest Terms and Conditions deal with this.
If you have any complaints about the accommodation during your stay, you must raise this with the Accommodation Provider during your stay, as provided in the Guest Terms and Conditions.
While we will endeavour to assist in resolving complaints, ultimately they will have to be resolved between you and the Accommodation Provider under the Guest Terms and Conditions.
COVID-19 - GUESTS TERMS AND CONDITIONS
Book with confidence
If travel or government restriction, due to the Coronavirus, was in place when you are due to arrive, you would be given the option to:
1. Use a credit voucher and transfer to new dates within 12 months from your original arrival date;
2. If a credit voucher is not suitable for you, we will issue a refund less your booking fee.
This applies only to The Edinburgh Address properties (distinguished by the @ symbol).
The refund will be made within 2 working days from the booking arrival date and please also allow for bank processing time.
If your booking does not fall under this category and you still wish to cancel, our flexible terms and conditions will apply.
- Government means either the Scottish Government or Westminster (whoever has jurisdiction)
- Before arrival guests will be asked if they are symptom free. If guests have confirmed Covid-19 or Covid -19 symptoms before arrival then they should cancel their stay.
- All guests must complete a Health Questionnaire before arrival and return it.
- Guests must disclose their reason for travelling and the number of households who will be staying in the property.
- Guests should stay up to date with current Government Guidelines on health issues, any other guidance affecting their stay, and to follow any such guidelines once they have made their booking and during their stay.
- Guests are strongly advised to consider having insurance cover for any financial consequences of following guidelines from the Government or any other party on health matters, such as not being able to travel or alternatively having to quarantine, and therefore having to extend their booking. If Guests are unwell and cannot return home, Guests will be expected to pay all costs for their accomodation to The Edinburgh Address.
- In exceptional circumstances Guests may need to be relocated (availability permitting), due to a previous guest displaying Covid-19 symptoms and having to quarantine there for instance. A suitable alternative will be provided but in the unlikely event that this is not possible, The Guest’s booking might need to be subject to cancellation and a refund. No liability can be accepted for any losses incurred by the party booking, or to any third party as a result of a cancelled booking.
- Guests must adhere to the current house rules regarding safety and hygiene.
- Please be considerate of neighbours and local communities and follow The current Government Guidelines relating to this.
- Suspected Covid-19 cases and guest self-isolation: if a guest presents themselves with symptoms of Covid-19 during their stay or is asymptomatic but declares the need to self-isolate please call your Property Manager/Host and The Edinburgh Address office asap.
- Please maintain the cleanliness of the property during your stay
- The Covid-19 Terms & Conditions do not cover Disinclination to travel and are only valid if there are official travel restrictions in place mandated by the government. This will apply to credit notes as well. Scotland is currently not under any Covid-19 Travel Restrictions - travel from abroad please check country of origin restrictions.
- Should there be government restrictions imposed which impact your ability to travel or stay with us, you would have the option to defer your booking in the first instance. Where eligible an appropriate refund may be offered. Our normal terms and conditions will apply for all other cancellations. Disinclination to travel is not covered by this clause and our normal terms and conditions apply.
- It is understood that if anyone staying in the property contracts Covid-19, they will immediately inform their host/manager who can inform of the next steps to be taken.
Disclaimer - we are working to the best of our ability to ensure that our collaborators follow good cleaning and sanitising protocols and we have recommended they follow the Government endorsed ASSC Cleaning Protocols for Self-Catering Properties in the Context of Covid-19. However, we accept no liability should a person contract Covid-19 while in Edinburgh or while staying or using any of the properties listed on our website. Guests travel and stay in Edinburgh and stay in the property at their own risk. We will do all we can to deal with any maintenance issues that may occur and current guidelines will be adhered to. However, different circumstances could arise during the pandemic that could mean there may be a limit to what maintenance can be carried out. It may be that a tradesperson is not permitted or unwilling to attend.
ACCOMMODATION PROVIDER/GUEST TERMS AND CONDITIONS
ACCOMMODATION PROVIDER/GUEST TERMS AND CONDITIONS - INTRODUCTION
This is the contract between the Accommodation Provider and the Guest referred to in the Booking Terms and Conditions.
The conditions in this document form the basis of the contract between the Accommodation Provider and the Guest. Please read them carefully.
A. The Accommodation Provider means the owner providing the accommodation.
B. The Guest means the person booking the accommodation and includes all members of the party.
C. The Booking Terms and Conditions means the contract between The Edinburgh Address Ltd, as the reservation agent, and the Guest for the accommodation.
The Property ("the Property”) to which this contract applies is the Property as defined in The Edinburgh Address Ltd’s listing and the Booking Terms and Conditions.
2. COMMENCEMENT AND DURATION
The occupancy will commence on the date specified by the Guest on the booking form submitted to The Edinburgh Address Ltd ("the Start Date")
The occupancy will end on the date specified by the Guest on the booking form submitted to The Edinburgh Address Ltd (“the End Date”)
The Start Date or the End Date may only be altered with the prior approval of the Edinburgh Address Ltd and payment of any sums required due to such a change.
3. OCCUPANCY AND OTHER CHARGES
The Guest has provided or will be responsible for providing the following information and payment of the below charges: -
3.1 Prior to the Start Date the Guest will have paid the occupancy charge in accordance with the Booking Terms and Conditions.
3.2 Prior to the Start Date the Guest will have provided The Edinburgh Address Ltd with the requested Guest information as set out in their booking confirmation e-mail. (proof of identity & address for the lead guest, names and ages of all guests and reason for stay)
3.3 Prior to the Start Date the Guest will also have paid a security deposit of £250 (or such other sum as has been intimated to the Guest at the time of booking) for stays of less than 2 weeks, or 15% of the booking value for stays of 2 weeks and over, in accordance with the Booking Terms and Conditions. The cost of any damage to the Property or to any items in and/or at the Property caused or any service charges incurred by any member of the party will be deducted from the security deposit at the end of the Guest’s occupation. If no deductions are required, the security deposit will be refunded in full to the Guest within 7 working days after the End Date. Any disagreement or dispute as to any deductions made or to be made from the security deposit will be dealt with between the Accommodation Provider and the Guest.
3.4 Council tax and a charge for use of utilities (taking account of what has been the norm for previous occupancies for a similar length, seasonality, and any other relevant factors) are included in the cost of the Guest’s stay shown on the confirmation invoice. If the utilities bill or bills exceed the charge included in the cost of the stay shown on the confirmation invoice, the Accommodation Provider will deduct the amount of the excess from the Security Deposit.
4. GUEST’S OCCUPATION AND USE OF THE PROPERTY
4.1 The Guest will take reasonable care of the Property, and will keep the Property in the same state of repair and condition as it was at the Start Date. In particular, the Guest will:
i. not bring any hazardous or combustible goods or material into the Property;
ii. not pour any oil, grease, or other damaging materials down the drains or waste pipes;
iii. avoid danger to the Property or neighbouring properties by way of fire or flooding;
iv. ensure the Property and its fixtures and fittings are kept clean during the tenancy; and
v. not interfere with the smoke detectors, heat detectors or the fire alarm system;
vi. use appropriate bins provided for general waste, recycling and garden waste;
vii. remove all their belongings at the end of the stay. Any items not belonging to the Accommodation Provider shall be disposed of once the booking has ended.
4.2 The Property is to be used for short term residential accommodation. The Guest agrees (a) not to allow any animals in the Property unless otherwise agreed in advance of arrival (b) not to smoke in the Property and (c) to be respectful of the neighbours and keep noise from the Property to a minimum between the hours of 10pm and 8am.
4.3 The Guest shall be responsible for ensuring that they have the appropriate documentation and insurances for their travel and accommodation prior to arrival.
5. GUEST’S CONDUCT
Without prejudice to paragraph 4.2:-
5.1 The Guest must not harass or act in an antisocial manner to, or pursue a course of antisocial conduct against any person in the neighbourhood (including residents, visitors and agents of the Accommodation Provider. "Antisocial" means causing or likely to cause alarm, distress, nuisance or annoyance to any person or causing damage to anyone's property. Harassment of a person includes causing the person alarm or distress, and antisocial conduct includes speech.
5.2 In particular, the Guest must not:
i. make excessive noise. This includes, but is not limited to, the use of televisions, hi-fis, radios and musical instrument;
ii. keep any animals or pets in the accommodation without the prior written consent of the Accommodation Provider. Any such consent will not be unreasonably withheld. Any pet (where permitted) will be kept under supervision and control to ensure that it does not cause deterioration in the accommodation or any common areas, or nuisance either to neighbours or in the locality of the Property.
iii. allow visitors to the Property to be noisy or disruptive;
iv. use the Property or allow it to be used, for illegal or immoral purposes;
v. vandalise or damage the Property or any part of the common parts or neighbourhood;
vi. leave rubbish ether in unauthorised places or at inappropriate times;
vii. use or carry offensive weapons in or to the Property;
viii use drugs or consume inappropriate amounts of alcohol in the Property.
Any complaints about the accommodation or its contents, must be raised with the Accommodation Provider (or their agent) during the course of the Guest’s stay.
7. GUEST CANCELLATION POLICY
Should the Guest cancel, such cancellation shall be dealt with as provided in the Booking Terms and Conditions.
8. ACCOMMODATION PROVIDER’S RESPONSIBILITIES
8.1 The Accommodation Provider must provide to the Guest, through the Edinburgh Address Limited, full 24 hour detail contact details for themselves or whoever is responsible for providing property access and looking after the Guest during their stay.
8.2 The Property must contain all items for the use of the Guest, as advised by The Edinburgh Address Limited.
8.3 The Accommodation Provider is responsible for ensuring that The Property is safe, ready to accommodate guests, that the Property is clean and has provided linen, towels and welcome packs as advised by The Edinburgh Address Limited.
8.4 The Accommodation Provider must ensure that the relevant buildings and contents insurance is in place at all times.
8.5 The Accommodation Provider will take out and maintain appropriate public liability insurance and occupiers’ liability insurance for the Property.
9. EMERGENCY ACCESS
The Guest agrees to give immediate access to the Accommodation Provider in an emergency. The Accommodation Provider reserves the right to effect forcible entry to the Property should such access not be made available.
1. PROMOTIONAL TERMS AND CONDITIONS
We will refer to Promotional Terms and Conditions using the term “Promo Ts&Cs”, and we’ll use the term “promotions” with reference to any Promotional Offers, Discounts and Competitions throughout all our The Edinburgh Address marketing activities, including activities carried out by us in 3rd parties’ channels.
The following specific terms and conditions govern Your participation in Promotional Offers, Discounts and Competitions in respect of the Service and form part of Your Agreement as set out in the Booking Terms.
1.1 To the extent there is any inconsistency between the Booking Terms and any of these Promo Ts&Cs, then the Booking Terms shall prevail.
1.3 We may at our absolute discretion restrict who may enter into promotions for any reason.
1.4 We can decline your booking, if we do not think the promo code or offer used is valid for the product(s) ordered, or if we reasonably suspect fraud or dishonesty.
1.5 Unless the offer says otherwise, you can only use one promo code or discount offer per Booking. You cannot combine offers.
1.6 Online offers can only be used on www.theedinburghaddress.com. They are not valid for purchases made on 3rd parties or over the phone unless expressly stated in the offer.
1.7 Promotions apply solely to The Edinburgh Address apartments. These apartments are identified with the “@” symbol in the Property Name. Some apartments may be excluded from offers. We also reserve the right to alter properties included in promotions. As this varies by offer you will need to check individual offer details for such exclusions.
1.8 Offers apply to accommodation price only. They do not apply to any service fee charges, OPTIONAL EXTRAS (such us Luxurious Extras and Functional extras) or any other applied charges unless otherwise stated.
1.9 If we give you a refund, it will be for the total price paid by you, taking into account the offer or discount. Under no circumstances will we give a full refund for the accommodation price without factoring in the discount you received.
1.10 Payment is non-transferable and applies to promotional dates only.
1.11 Some specific dates might be excluded from the promotion. Bookings made after promotion deadline (stated in the offer) will not considered as eligible, and the discount will be removed from booking.
1.12 Promotion cannot be used for pre-existing bookings. Discount is subject to availability
1.13 Unless stated otherwise, discounts are only applicable for apartments and not extras or experiences
1.14 We reserve the right to change these terms and conditions or withdraw an offer at any time, with reasonable notice.