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Hostels Scotland Ltd Terms & Conditions

Cowgate Tourist Hostel Edinburgh is a Hostels Scotland Ltd brand.

These Terms and Conditions (Conditions) set out the basis on which Hostels Scotland Ltd (as defined below) will provide accommodation and other products and services at its hostels to Customers (as defined below) and Guests (as defined below).
By making a Booking (as defined below) the Customer agrees to comply with these Conditions.

1. Interpretation

1.1. In these Terms and Conditions, unless the context otherwise requires, the following expressions have the following meanings:

  • "Arrival Date"
    means the date on which the Customer’s stay at the Hostel is due to commence according to the Booking Details.
  • "Booking"
    means the reservation by the Customer of accommodation and any other facilities offered by Hostels Scotland Ltd.
  • "Booking Details"
    means the details of the Booking including the number of Guests, the number of rooms required, the duration of the Guests' stay at the Hostel and any other products and/or services to be included in the Booking.
  • "Charges"
    means the charges payable by the Customer to Hostels Scotland Ltd for rooms, associated fees and (where applicable) any other facilities provided by Hostels Scotland Ltd in connection with the Booking.
  • "Contract"
    means the contract between the Customer and Hostels Scotland Ltd in relation to the Booking.
  • "Customer"
    means any person who makes a Booking.
  • "Guests"
    means any third parties invited by Customers to the Hostel in connection with the Booking.
  • "Hostel"
    means the hostel owned or operated by Hostels Scotland Ltd the location of which is specified in the Booking.

2. Bookings

2.1. Customers can request Bookings via Hostels Scotland Ltd website or by contacting Hostels Scotland Ltd staff at the Hostel Main Booking Office by telephone, email or in person at the Hostel location.

2.2. When requesting Bookings, Customers will be required to provide identification information including, but not limited to, their name, address, contact telephone number and email address.

2.3. No request for a Booking should be deemed to be accepted unless and until Hostels Scotland Ltd confirms its acceptance and provides a booking reference, at which point the Contract will come into existence.

2.4. Subject to Clause 4 Hostels Scotland Ltd will use its reasonable endeavours to accommodate any request from the Customer to change the Booking Details but any request to change the dates or length of stay or add products and/or services will be subject to availability and the Customer paying for such increased length of stay and/or products and/or services at Hostels Scotland Ltd standard rates from time to time.

2.5. For the avoidance of doubt, only persons over 18 years of age may make a Booking at Hostels Scotland Ltd. Hostels Scotland Ltd will not accept Bookings from any person younger than 18 without prior approval.

3. Fees and payment

3.1. The Charges will be as quoted by Hostels Scotland Ltd to the Customer upon the Customer's request for a Booking.

3.2. Unless otherwise agreed by Hostels Scotland Ltd, the Charges as quoted upon confirming the Booking Details only cover the provision of accommodation at the Hostel and the Customer may incur additional charges including but not limited to charges for meals, room service and wireless internet access (the "Additional Charges").

3.3. Customers will be informed of the rates of applicable Additional Charges on arrival at the hostel.

3.4. Settlement of any Additional Charges incurred by Customers must be made at Hostels Scotland Ltd discretion.

3.5. Bookings will be subject to the Customer:

  • 3.5.1. Making payment of the Charges in full in advance or, at Hostels Scotland Ltd option, paying a booking fee and/or deposit; and
  • 3.5.2. providing valid Debit or Credit Card details via which payment of the Charges or the balance of the Charges (as the case may be) and any Additional Charges can be taken at check-in at the hostel or at the time of booking.

3.6. If not prepaid in full at time of booking the balance of the Charges must be paid by the Customer immediately on checking in at the Hostel. Any Additional Charges must be paid either as they are incurred or, at Hostels Scotland Ltd option, upon the Customer checking out at the Hostel.

3.7. The following payment methods are accepted by Hostels Scotland Ltd:

  • 3.7.1. All major Credit and Debit cards (except American Express) are accepted when paying the Charges via the Hostels Scotland Ltd website.
  • 3.7.2. Cash and all major Credit and Debit cards (except American Express) are accepted when paying the Charges in person.

3.8. There is a Credit Card Surcharge of £1.00 per transaction.

3.9. There is a £20 room key deposit. This is refunded when you check out and return your key.

4. Cancellations

4.1. Subject to clause 4.2., the Customer may cancel the Booking for 7 persons or less - without charge if at least 72 hours' notice is given to Hostels Scotland Ltd prior to 1400 hours on the Arrival Date in which case Hostels Scotland Ltd will refund to the Customer all sums paid by the Customer in advance except for any booking fees. Groups of 8 persons or more will be charged the full outstanding balance 28 days before arrival. This is taken automatically from the payment method used to pay the initial booking deposit. Any changes to Group bookings MUST be made 28 before the 28 days before they arrive or they will be charged the full amount.

4.2. Where the Customer has been offered a discounted rate on condition that the Booking may not be cancelled then, provided the Customer has been informed of such Condition the Booking may not be cancelled and any Charges applicable to that Booking are payable in full.

4.3. Where the Customer fails to give sufficient notice of cancellation as per clause 4.1 or fails to arrive at the Hostel by midnight on the first night of their stay, as per the Booking Details, the Booking will be deemed cancelled and the Customer must pay the Hostel an amount equivalent to the Charges applicable to the first' night's stay at the Hostel. Or in Groups terms the total amount will be charged.

4.4. Hostels Scotland Ltd may at any time cancel a Booking if the Hostel becomes unavailable due to circumstances outside Hostels Scotland Ltd control in which case Hostels Scotland Ltd will pay the Customer a full refund of any Charges, including for the avoidance of doubt any booking fees and/or deposits, due on that booking.

4.5. Hostels Scotland Ltd may at any time cancel the Booking if the payment details provided by the Customer in accordance with clause 3.5.2 are invalid and the Customer fails to provide alternative valid details.

4.6. Deposits are never refunded.

5. Check-in and Check-out

5.1. Check-in time at the Hostel is between 14:00 and 23:00. Check-in prior to 1400 hrs may be available subject to prior arrangement with Hostels Scotland Ltd and subject to the full range of services and facilities at the Hostel not being available until the standard check-in time.

5.2. Check-out time at the Hostel is between 08:00 and 10:00. Later check-out times may be possible by prior arrangement with an additional charge and subject to availability. In the absence of such prior arrangement, failure to check-out by 1000 hours may result in the Customer being charged for an additional night's accommodation at the standard applicable rate.

6. Hostel Rules

6.1. Valid photo identification (in the form of a Driver License or Passport for example) can be requested by Hostel management upon check-in. For the avoidance of doubt, Hostels Scotland Ltd will require the full names and nationality of all guests over the age of 16 staying at the Hostel in advance of the Arrival Date.

6.2. Customers and their Guests are required to conduct themselves in a reasonable and responsible manner at the Hostel and must not act in any way which may disturb other guests. Failure to adhere to this requirement may result in Customers and/or Guests being asked to leave the Hostel in which event all Charges and any Additional Charges shall become immediately payable. In the case of pre-paid bookings no refund will be offered.

6.3. Smoking is not permitted anywhere inside the Hostel premises save for any designated smoking areas clearly marked as such.

6.4. The Customer will be responsible for any loss or damage caused at the Hostel by themselves or their Guests. The Customer may be liable for Hostels Scotland Ltd reasonable cost of repairing, cleaning or replacing any property of Hostels Scotland Ltd which is damaged, soiled or lost by a Customer.

6.5. No animals are allowed in the Hostel with the exception of guide dogs.

6.6. Hostels Scotland Ltd does not accept bookings made by those under the age of 18 or welcome guests under the age of 18 subject to clause 11.

7. Food and Drink

7.1. Unless otherwise agreed by Hostels Scotland Ltd the Charges do not include any food or drink.

7.2. Customers and their Guests may consume food and drink they have brought with them to the Hostel.

7.3. Any and all service of food or drink at the Hostel will be in compliance with the terms of any licence(s) affecting the premises. Hostels Scotland Ltd management reserves the right to refuse service of food and drink to any Guest or Customer should such service be in breach of said licence(s).

8. Disabled Guests

8.1. Hostels Scotland Ltd complies with all laws from time to time in force regulating the treatment of, and provision for, disabled Guests.

8.2. Customers with any special requirements pertaining to a disability should inform the management team at the Hostel prior to making a booking to ensure disabled access rooms are available to book.

9. Hostels Scotland Ltd liability

9.1. Hostels Scotland Ltd liability for any loss or damage suffered by Customers or Guests shall be limited to the fullest extent allowed by law to that which arises out of the negligence of Hostels Scotland Ltd employees, subcontractors or agents.

9.2. Notwithstanding Clause 9.1 above, Hostels Scotland Ltd will not be liable for any indirect loss or damage which may be suffered by Customers or Guests, including but not limited to; loss of income, loss of business, business interruption, loss of profits, loss of opportunity, loss of anticipated savings, loss of data or loss of enjoyment.

9.3. Nothing in these Conditions purports to limit or exclude Hostels Scotland Ltd liability for:

  1. Death or personal injury caused by the negligence of Hostels Scotland Ltd its employees, subcontractors or agents;
  2. Fraud or misrepresentation;
  3. Any other matter for which it would be illegal for Hostels Scotland Ltd to limit or exclude liability.

10. General

10.1. The Customer's rights as a consumer under consumer protection legislation from time to time in force shall not be affected by these Conditions.

10.2. Hostels Scotland Ltd may transfer its rights and obligations under the Contract to another organisation but will use its reasonable endeavours to inform the Customer if this happens. Such a transfer will not affect the Customer's rights under the Contract.

10.3. Hostels Scotland Ltd will not be liable to the Customer for any failure to perform or delay in performing its obligations where such failure or delay is due to an event outside Hostels Scotland Ltd control. Such events include, but are not limited to:

  1. Extreme adverse weather;
  2. Industrial action;
  3. Acts of God and natural disaster;
  4. Collapse of buildings, fire, explosion or accident;
  5. Non-performance by supplier or subcontractors.
If any such event prevents Hostels Scotland Ltd from fulfilling the Booking, either party may cancel the Contract at any time.

10.4. Hostels Scotland Ltd may, from time to time, change these Conditions without notice. However, the version of these Conditions in force at the time of the Booking will continue to apply to the Contract. Customers are advised to check Hostels Scotland Ltd website for the latest version of these Conditions before making a Booking.

10.5. Hostels Scotland Ltd complies with its obligations under the Data Protection Act 1998 (the "Act") in relation to data protection. Hostels Scotland Ltd will process personal data (as defined in the Act) in relation to Customers and Guests solely for the purpose of performing its obligations and exercising its rights in connection with the Contract. Hostels Scotland Ltd will not provide any such personal data to any third parties apart from third parties who provide services to Hostels Scotland Ltd such as the provision of legal advice.

10.6. No failure by Hostels Scotland Ltd to enforce these Conditions shall constitute a waiver of the right to subsequently enforce that provision or any other provision of these Conditions. Such failure shall not be deemed to be a waiver of any preceding or subsequent breach and shall not constitute a continuing waiver.

10.7. If any provision of these Conditions is held by any competent authority to be invalid or unenforceable in whole or in part the validity of the other provisions of these Conditions and the remainder of the provision in question shall not be affected.

10.8. This Contract (including any non-contractual matters and obligations arising therefrom or associated therewith) shall be governed by, and construed in accordance with, the laws of Scotland will have jurisdiction to deal with any disputes (including in relation to non-contractual matters) arising in connection with it.

10.9. No person who is not a party to the Contract will have any rights in connection with it.

11. Guests Under 18

11.1. Any Guests who are under 18 on the Arrival Date must be accompanied by a parent or supervising adult at all times whilst on the Hostel premises.

11.2. For the avoidance of doubt the conduct of any Guests under the age of 18 is the responsibility of the relevant supervising adult or parent. Such conduct must at all times be in accordance with clause 6.2 above and Hostels Scotland Ltd reserves the right to enforce the provisions of said clause against the whole party should any Guest under the age of 18 be in breach.

11.3. Where a Booking is made for a party including any Guests who are under 18, the Booking must be for an entire dormitory or room.

11.4. Bookings made for a party that includes any Guests under the age of 18 on the Arrival Date must include at least one parent or supervising adult for every five Guests under the age of 18.

11.5. Bookings made for a party that includes any Guests under the age of 18 on the Arrival Date are made solely at the discretion of Hostels Scotland Ltd management.

11.6. Adherence with all child protection and safeguarding rules remains the responsibility of the parent or supervising adult of any Guests under the age of 18; Hostels Scotland Ltd accepts no such responsibility and will at no time stand in loco parentis in relation to any Guest under the age of 18.

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