Booking Terms & Conditions

The Contract:

The contract is formed between Duncan Family Farms (referred to as we) and the individual who made the booking as well as all individuals of the party (referred to as you) in following the stated booking terms and conditions.
The contract will not come into force until the booking deposit has been received. The contract is subject to the booking terms and conditions and therefore must be complied with.
The party leader (individual making the booking) must be 18 years or older. We ask for all names, ages and contact details of individual party members prior to arrival.

Deposit & Payment:

Your booking can be placed by telephone, email, or via our online booking system. If your booking is made via telephone or email we will update our online system which will automatically send you a summary of your booking. This does not mean that your booking is confirmed, or that there is a contract in place.
A contract will be made and your booking confirmed once we have received payment of your booking deposit, which is 50% of the full cost of your booking. The full payment of your booking is due at least 28 days prior to your arrival.
The deposit must be paid at the time of booking.
If deposit payment was made by either credit or debit card you authorise us to use the details of the same card to settle the balance of the rental. This will only be acted upon if you have not contacted us prior to the balance due date to arrange an alternative payment method for
the remaining balance.
If for any reason we are unable to receive the balance of your payment, 28 days prior to your stay we are entitled to cancel your booking.
If your booking is made less than 28 days prior to your stay, the full payment is required at the time of making your booking. Once the full payment has been made, a contract is in place and your booking will be confirmed.
No entry to our properties is granted without full payment of your booking, being cleared beforehand.
We accept payment from most major credit and debit cards as well as by bank transfer.


Cancellations must be notified and received by phone or email. Once we have received your cancellation we will process and confirm your cancellation request by email.
Your booking can be cancelled at any time. However, cancellations made 28 days prior to holiday commencement date will receive refund for rental balance excluding booking deposit. Please note, booking deposit of 50% is non-refundable.
Cancellations made within 28 days of your holiday commencement date will not receive a refund of their booking or booking deposit, due to costs we will have incurred, and it is unlikely that we will be able to re-let our property in that time.

Cancellation by Us for Reasons Out with Our Control:

Circumstances beyond our reasonable control (for example if access to and use of our property is prevented by fire, flood, exceptional weather conditions, epidemics, pandemics, destruction/damage, internet or other communications failure, blocked roads, war/terrorism, nuclear/radioactive disaster affecting us or our property) (these are sometimes referred to as “Force Majeure Events”). If for any reason beyond our control we are forced to cancel your Booking (or bring it to an end early) due to a Force Majeure Event affecting us or our property we will refund you the full amount of your remaining lodging costs based on the time of your Booking remaining. This will be the full extent of our liability and no additional compensation, expenses or costs (such as travel or replacement lodging costs) will be payable.

Period and Other Terms of Hire:

The duration from the holiday commencement date to the departure date as stated in booking confirmation is known as the ‘holiday period’.
Unless agreed and full payment is received for early check-in, guests should not arrive before 3pm on the holiday commencement date.
We ask that you leave and vacate the property by 10am on the holiday departure date. Failure to do so may result in you being charged for a furthers day rental. Late check-out can be agreed, however must be paid for prior in full before guests stay over the original check -out time of 10am.
You must not use the property for any purpose other than for holiday purposes during your stay, unless agreed in writing.
This Contract relates to a “holiday let” the purpose of which is to confer on you as a holidaymaker the right to occupy our property for a holiday only. You may not sub-let the property.
In the event that you are required, in accordance with guidelines imposed by the UK and Scottish Governments in relation to the disease known as coronavirus disease (Covid-19) and the virus known as severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2)), to self-isolate at the property you will be responsible for the cost of (i) any additional nights out with the Holiday Period and (ii) rehousing any booked guests that are displaced as a result of the additional nights required by you in an equivalent property.

Number of Persons Using the Property:

Under no circumstances may more than the maximum number of persons stated on your booking occupy the property. We reserve the right to refuse admittance or require you to leave our property if this condition is not observed, with no refund of your booking.
Only those named on the booking are welcome to use the property.

Our Liability:

We, our employees, contractors, cleaners, and other representatives shall not be liable to you or your party for loss or damage to property. You must take all necessary steps to safeguard yourselves and your property. Nothing in this clause shall exclude or limit any liability that
we are unable to limit or exclude by applicable law, such as liability for death or personal injury caused by our negligence.

Care of The Property:

During the holiday period you are responsible for the property and are expected to take care of the furniture, furnishings, and fittings in or on the property.
We ask that you leave the property in the same state of repair, clean and tidy as you found it.
The property must not be used for any dangerous, offensive, noxious, noisy, illegal, or immoral activities or any act which may be of nuisance or annoyance to the owner or neighbouring party.
We ask that between the hours of 10.30pm and 7am that guests take themselves indoors with the consideration of other guests.
No smoking in any of our properties.
You are responsible for the security of the property during the holiday period. Please ensure the property is locked if it is not occupied by you during your stay.

Damages & Breakages:

You are legally bound to reimburse us for the replacement, repair, or extra cleaning costs on demand.
Any significant damages or breakages will be paid for in full using the card details used for making the booking.

Parking & Access:

Our properties have an individual car parking space for one car only. If parking for more than one car is required, we ask that you park sensibly and please do not park on the grass or on the road.
Access to the site is required at all times.

Right of Entry:

We shall be allowed the right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.


Every effort has been made to ensure that you have an enjoyable stay. However, if you have any problem or cause for complaint, it is essential that you contact us immediately to give us the chance to resolve it. We live nearby and will do our best to resolve any problem.


We allow one dog per stay at The Hirsel only.

Please be aware that we are a working farm, there is wildlife and livestock in all of the surrounding fields so please have your dog on a lead when outside the pod at all times.

There are plenty of dog walking routes on the single track road and cycle path. The cycle path leads to Croftamie, which is a lovely walk to The But and Ben which is a dog friendly cafe and bistro which serves brunch, lunch and evening meals.
Please also be considerate of all other guests who may or may not be dog friendly.
Dogs are not allowed on any furniture. If you cannot guarantee that your dog will stay off the furniture, please bring a dog crate/cage with you as well as your dogs bed.
Please use the outdoor tap to wash your dog if required and use the dog towels provided.
Please clear up after your dog and don’t forget to bring poo bags and dispose of waste in the bins on the deck.

Hot Tub Safety Information:

We recommend for your safety and hygiene that you consider each of the points below before using the hot
tub. Please see the next page for how to use the hot tub.
Things to consider before entering the hot tub:
1. Guests should shower before each use, remove any make up, body oils and fake tan.
2. Do not use the hot tub after having a heavy meal or under the influence of alcohol or sedatives.
3. Please seek medical advice if you are pregnant, have health problems or are immunosuppressed.
During Hot Tub Use:
1. No alcohol should be consumed whilst in the hot tub.
2. No glass in the hot tub. Please use the plastic tumblers and glasses provided.
3. Always keep your head above water.
4. Guests with long hair should tie their hair up.
5. Do not exceed 15 minutes’ immersion at a time. Guests can re-enter the hot tub after taking 5-10
minutes break in between.
6. No more than 2 people should be in the hot tub at a time.
Hot Tub Management during your stay:
1. The hot tub is maintained at a constant temperature during your stay so that you can use it at any
2. Every day the hot tub will be tested to ensure it is safe for use. This is likely to happen between 8 and
9am. You will be contacted if this is any different.

Care of Your Property:

Your vehicles and their contents and any property and valuables you bring with you are left
entirely at your own risk.
If you leave any property behind, we will use reasonable endeavours to return it to you,
although we reserve the right to charge you in advance for any reasonable postal or courier
costs. We may dispose of any unclaimed property after six months.

Data Privacy Statement:

The data you provide us with will only be used to carry out our contract with you regarding your stay.

Duncan Family Farms
January 2024