TERMS AND CONDITIONS

Terms and Conditions – The Rings, Fife

Please read these Terms & Conditions carefully as by booking and paying for a holiday you are deemed to have accepted them. If anything is unclear, please contact us so we can explain in further detail to avoid any misunderstandings.

Contract

We/us are the firm of M C Henderson having our principal place of business at Ring Farm, Chance Inn, by Cupar, Fife, KY15 5PQ trading as The Rings.

You are the customer named on the booking confirmation email.

The contract for a short-term holiday rental shall be made between you and us. The Contract is only effective once the transaction has been approved via email, the required payment has been received and confirmation has been sent to you either by email or post. On arrival  you must be able to provide written confirmation of booking that we have sent to you as evidence of said booking if requested. If there is no written confirmation of booking for the appropriate dates there is no legal contract.

Bookings

You, as the person making the booking, will be responsible for all members of your party. You, as the person in charge of your party, must be at least 18 years old at the time of booking. Children under the age of 18 must be accompanied by an adult. The contract binds you & all the members of your party. It is your responsibility to ensure that all members of your party accept the terms of the contract set out in these terms & conditions of booking. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract & loss of the booking.

Standards of Behaviour

By making a booking with us, you have entered into a contract by which you undertake, on behalf of yourself and the people in your party, to adopt the following standards of behaviour:

  • To act in a courteous and considerate manner towards us, other guests and neighbours.
  • To ensure that children and pets are properly supervised so that they do not create a nuisance, or endanger themselves or other guests and neighbours
  • To respect other guests and neighbours, keeping noise to a minimum between 10:00pm and 8:00am
  • To ensure livestock, crops and other farm related animals, equipment or facilities are not damaged, distressed or otherwise disrespected.
  • To ensure natural conditions are not disturbed. Trees and other vegetation may not be cut or otherwise damaged. This includes tying ropes to trees and driving nails into trees.
  • You agree that you will not commit any criminal offence (including, but not limited to, vandalism, carrying a firearm or any other weapon, and using illegal drugs).

General

No property shall be used for any illegal or immoral purpose or for any trade or business.

No inflammable or explosive material should be stored or placed in or close to any property.

Only the curtains and blinds in each property shall be used to cover or obstruct the windows of the property.

It is the hirer’s responsibility to ensure that children are properly supervised so they do not create a nuisance or endanger themselves or other guests or neighbours.

As a working farm, on occasion, heavy vehicles may be in use near the property, it is the hirer’s responsibility to supervise children and pets as it is difficult for the drivers of heavy vehicles to see clearly from their cab.

Home entertainment equipment, musical instruments, sporting or games equipment and any similar equipment must be used in a way as to cause no annoyance or disturbance to any other member, occupancy or neighbour. In particular the volume of all equipment should be controlled so as not to be audible outside any property. All noise outside the property must cease by 10pm. In the countryside there is nothing to obstruct the sound and it carries long distances.

We or our representatives reserve the right to enter the property at any time to undertake essential maintenance or for inspection purposes.

Cars must be parked only in designated parking areas. Each cottage bedroom, each super-pod and each tent space has a parking space for only ONE car. Only guests who have pre-booked parking adjacent to the property entrances may park there as this is a designated drop-off zone for guests with additional needs.

We reserve the right to decline accommodation and to require the immediate removal of any persons not complying with these conditions or for any behaviour detrimental to the property or the comfort of our other guests.

Payment and Prices

Deposits are taken at the time of booking and are non-refundable. The level of deposit depends on the type of accommodation booked and that along with requirements for paying the remainder of the balance of any booking are set out below :-

CottageSuperPodsWilderness Camping
A non-returnable deposit of 30% (subject to a minimum deposit of £100) of the rental is payable on booking. Provisional bookings are held for 2 working days only. The balance of the rental is payable eight weeks prior to arrival. For bookings made less than eight weeks in advance, the total amount is payable on booking. Payment can be made by debit or credit card, online using our booking system on our website, by bank transfer or by cheque. Cheques should be made payable to “Firm of M. C. Henderson” and sent to Ring Farm, Chance Inn, Fife, KY15 5PQ. You are responsible for the cost of any bank charges payable. If there is any shortfall this must be paid for by you on arrival. In the event of the failure to submit the balance eight weeks prior to the date of entry we will cancel your booking and retain the non-refundable deposit.A non-returnable deposit of 30% (subject to a minimum deposit of £100) of the rental is payable on booking. Provisional bookings are held for 2 working days only. The balance of the rental is payable eight weeks prior to arrival. For bookings made less than eight weeks in advance, the total amount is payable on booking. Payment can be made by debit or credit card, online using our booking system on our website, by bank transfer or by cheque. Cheques should be made payable to “Firm of M. C. Henderson” and sent to Ring Farm, Chance Inn, Fife, KY15 5PQ. You are responsible for the cost of any bank charges payable. If there is any shortfall this must be paid for by you on arrival. In the event of the failure to submit the balance eight weeks prior to the date of entry we will cancel your booking and retain the non-refundable deposit.A non-returnable deposit of the first night stay is payable by bank transfer on booking. The balance of any further nights is payable strictly on arrival.   Please see the camping page on our website for latest prices.   This price includes the use of a toilet and shower facility in one of our farm sheds. This facility is shared by other campers but is kept clean for your use. If you find that it needs cleaned, please notify us. These facilities are an added bonus to your booking as they are not required for Wilderness Camping. However the facilities are covered by these terms and conditions. Please respect them.  

We reserve the right to amend the price and conditions detailed on the website at any time prior to booking and variations may apply from the published price if there are any golf or other major events on locally.

VAT at the current rate is included.

Cancellation

In the event that you have to cancel, our cancellation policy is as follows:

All cancellations must be notified in writing. If you cancel your holiday

  • Up to 8 weeks prior to your arrival – Deposit will be forfeited.
  • Within 8 weeks prior to your arrival – Full balance will be taken and is non-refundable and non-transferable.

We strongly recommend that you take out comprehensive travel and holiday cancellation insurance to protect against unforeseen circumstances. If you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation.

Your booking will not be cancelled by the owner except in exceptional circumstances beyond our control. Notification will be given of the cancellation as soon as possible and we will promptly refund all payments made for your holiday. Our liability for cancellation will be limited to payments made to us.

Period of Hire

Your check in time and check out times will depend on the type of accommodation booked and are set out below as are any additional fees chargeable for late checkout :-

CottageSuperPodsWilderness Camping
Your cottage or apartment will be ready for you by 4 pm on the day of arrival and must be vacated not later than 10 am on the day of departure. Early arrival and later departure are by prior arrangement only. Please note that late departure will incur a charge of £45 per hour, which will be charged to your credit/debit card and is by prior arrangement only. We will be available for check-in between the hours of 4 pm and 6 pm on your arrival date. If arriving outside of these times please contact us as soon as possible to advise, and to make alternative arrangements for keys to be collected. We cannot be held responsible for properties not being ready for occupation should you arrive earlier than 4pm. Changeover days for weekly stays are normally on Fridays. Changeover days for three-night or four-night breaks are normally on Mondays and Fridays. Our minimum stay is 2 night. Some peak dates are limited to three -night minimum stays at weekends and four-night minimum stay Monday-Friday. Other durations may be arranged on request prior to arrival.  Your pod will be ready for you by 3 pm on the day of arrival and must be vacated not later than 10am on the day of departure. Early arrival and later departure are by prior arrangement only. Please note that late departure will incur a charge of £45 per hour, which will be charged to your credit/debit card and is by prior arrangement only . We will be available for check-in between the hours of 3 pm and 6 pm on your arrival date. If arriving outside of these times please contact us as soon as possible to advise, and to make alternative arrangements for keys to be collected. We cannot be held responsible for pods not being ready for occupation should you arrive earlier than 3pm. Changeover days for weekly stays are normally on Fridays. Changeover days for three-night or four-night breaks are normally on Mondays and Fridays. Our minimum stay is 2 nights. Some peak dates are limited to three -night minimum stays at weekends and four-night minimum stay Monday-Friday. Other durations may be arranged on request prior to arrival.Arrival is after 1pm and departure before 11am unless prior arrangements have been agreed by the owners.  

Health and Safety

We take the wellbeing and safety of our guests seriously.  Therefore, we would ask that you comply with the following:

  • NUMBER OF GUESTS PER PROPERTY

The number of persons occupying a property, pod or tent must not exceed the maximum number stipulated and agreed on at the time of booking. We reserve the right to terminate the hire without notice if this condition is breached. Children over the age of 2, not sleeping in a travel cot, count towards the total number of guests.

Other visiting guests are welcome, by arrangement with management, to visit but must not stay overnight.

  • FARM SAFETY

Please be aware that we are a working farm and, on occasion, heavy vehicles will be in use.  We would therefore ask that you ensure that your children are properly supervised at all times, as it is difficult for the drivers of heavy vehicles to see them

Children have a lot of freedom around the holiday area, but in the interests of safety they are not allowed to enter any of the buildings, except for the toilet facilities, through the entrance indicated to you on your arrival. We expect that children will be settled in their tents or accommodation by 9pm onwards to allow a quiet time for other guests.

  • VEHICLES ON THE FARM

Commercial vehicles and other towing vehicles may only be brought onto the farm with our prior consent. Lorries may not be brought onto the farm.

Recreational vehicles may not be used on the farm.  This includes motorised scooters (with the exception of mobility scooters).

Mechanical or repair work may not be undertaken on the farm.

Smoking / Vaping policy

You are reminded that all of the properties are strictly non-smoking to ensure the comfort of all our guests. All traces of smoking / vaping must be removed from patios/gardens etc by the hirer by the end of their occupancy. Anyone found to have been smoking/vaping in the accommodation will be charged a fee of up to £200 for a deep clean to remove the smell of smoke for fellow guests.

Smoking/Vaping is not permitted inside any of the farm buildings.  If you wish to smoke/vape at the camp site or in designated outdoor smoking areas, we expect that you

  • will dispose of ash and cigarette ends (vaping things) responsibly
  • will not smoke/vape near to other guests or children without invitation

Care of Property

Your cottage or apartment must be left clean and tidy on departure. No confetti, glitter or similar material is allowed either inside or outside the property.

Nothing should be stuck to the doors or walls in any property for any reason. If anything is stuck to the windows, please ensure it is well cleaned before leaving. If you must use something to stick to windows, our preference would be masking tape as this is more easily removed.

We reserve the right to make an additional charge of the extra cost of cleaning incurred by us if the property is not left in a satisfactory condition.

Guests are expected to use properties with care and will be liable for any loss or damage to a property or contents regardless of whether this damage is the result of negligence or of acts committed by themselves or by other guests.

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. We reserve the right to carry out inventory and other checks prior to your departure, or to carry out repairs or maintenance.

We accept that minor accidents do happen.  However, if the damage is significant, the individual who made the booking will be liable.

We reserve the right to seek compensation for any damage discovered at a later date.

Furniture may be moved to accommodate accessibility but please do not move beds or sofas from one room to another without prior approval from management.

When you leave the property unoccupied, please lock the doors and close the windows. Please also make sure you switch off lights, heating and any electrical appliances when you go out. We are an eco-friendly holiday business.

All inventory must remain in the property and not be taken to another property.

You may in no circumstance re-let or sublet the property, even free of charge.

Barbecue – please use the designated barbecue utensils and clean the utensils after use.

At the cottage, you and your party may only use the BBQ which has been hired by us. No disposable BBQs are permitted.

Camping – Only open fires made in the fire pits provided are permitted unless you have permission to use your own. You must dispose of any ashes in a responsible manner, observing fire safety rules. Do not leave ashes lying in the field.

Generators are not permitted without prior permission.

Refudable Security Deposit (RSD)

We will hold credit card details in lieu of a refundable security deposit, or ask for payment of the security deposit with the balance of rental. This is held in case of unreported breakages, loss or damage to items within the property together with any excess cleaning or refuse disposal required after occupancy.

On departure, failure to return keys will incur a charge of £45.00 per key to your credit/debit card.

Pets

Pets are permitted at an additional charge and must be included in the booking request. Assistance dogs are welcomed with no charge.

Pets are not allowed on any furniture or bedding. Owners must bring their own pet bedding and pets should not be left unattended at any time in the property. All traces of pet faeces must be removed from patios/gardens etc by the hirer during their occupancy and respecting other guests. 

We reserve the right to charge for any damage or extra cleaning required as a result of pets. 

Please remember that this is a working farm with livestock and it is the owners’ responsibility to ensure that pets are not detrimental to any livestock in the countryside, including neighbouring farms and any wildlife. 

Guests may bring pets, provided they have obtained our prior consent.  If you bring your dog, we request that you:

  • Keep it under control at all times and do not leave it unattended.
  • Clean up after it.
  • Bring your own basket or blanket for your dog, as these are not provided.
  • Ensure that your dog does not interfere with any of the other animals or guests

From April to August there will be ground nesting birds.  While your dog is out of sight, it may be destroying their nests.  Please keep your dog under control by lead or command to help protect our native birds.

Guests whose dogs create a nuisance or pose a danger to other guests may be required to remove their dogs from the farm.

Items Included

The items we include during your stay depends on the type of accommodation booked and that along with details of additional items that can be requested are set out below :-

CottageSuperPodsWilderness Camping
Our prices include the provision of quality bed linen, duvets and towels. Heating and electricity are included. Refillable toiletries, shower cap, vanity kit and sewing kit are available in each of the bathrooms. A welcome pack including tea, coffee sugar and milk sachets is provided. We also provide a small supply of washing powder, dishwasher powder, washing up liquid and all the basic cleaning items that you would require during your stay. Your property is fully serviced for your arrival. If you wish to have additional servicing during your stay this can be arranged for an additional charge. Please contact us prior to your arrival should you wish to arrange this.Our prices include your pod and one parking space in the designated car park. Heating and electricity are included. Additional items such as bed linen, towels, toiletries, tea and coffee, washing powder and liquid are not included in the price but can be booked in advance as extras.  Your property is fully serviced for your arrival. If you wish to have additional servicing during your stay this can be arranged for an additional charge. Please contact us prior to your arrival should you wish to arrange this.  Our prices include the use of the field for a pitch for tent and vehicle or campervan. Use of the shower room and toilet.      

A travel cot is available at a cost of £10 per stay and a high chair at £5 per stay and must be requested at time of booking. Due to our limited number of cots and high chairs we cannot always guarantee availability. Please note that cot linen is not supplied.

Personal Injury & Loss of Property

The proprietor accepts no liability for accident, injury, loss or damage sustained by any residents, their family, visitors, vehicles or personal effects however caused.

Liability

We will not be liable for the death or injury of any of our guests, or for the loss of or damage to any of their property, except where such death, injury, loss or damage is a result of our negligence. We will not accept responsibility for any loss or damage to your property, including personal belongings, cash, jewellery and motor vehicles, however caused, during your stay.

Circumstances Beyond Our Control

At the time of booking you will be given the name of the property reserved for you. However, the owners reserve the right to move you to another property with the guarantee that it will be of the same size or larger.

If for any reason a property has been rendered unsuitable for holiday letting (e.g. water damage/fire damage, break down of heating system etc.) on the date booked, we will endeavour to offer alternative accommodation within our property or alternative dates, or offer a refund of all monies you have paid. There shall be no further claim against the owner.

We cannot be held liable for a breakdown of any facility which is beyond our reasonable control (e.g. breakdown or failure of any electrical equipment, facility or plumbing) or from any misuse or negligence of the caused by your use of the equipment.

Complaints

We are sure that you will have a very enjoyable holiday in Fife with us. Nevertheless, should you any have cause for complaint regarding any aspect of our accommodation, or if you find that anything is faulty within the accommodation that needs our attention, please raise it with us as soon as possible and we will endeavour to assist or put matters right, make repairs or make alternative arrangements. Due to the limited period of hire, it may not be possible to repair such items during the period of hire. We recommend that you raise any complaints prior to your departure.  However, if you nevertheless wish to pursue a complaint after your departure, please do so in writing within 28 days.

Our Right To Evict

 We may terminate our contract with you and ask you to leave your Accommodation and the Site immediately (without any compensation being payable) if: (a) we consider that you or your party have committed a serious breach of these terms and conditions; (b) we consider that your or your party’s behaviour endangers the safety of our visitors or staff; (c) any complaints are made of anti-social or unacceptable behaviour against you or your party; (d) you or your party cause an unreasonable amount of damage to the property or its contents; or (e) you exceed the maximum occupancy limit for your Accommodation.

Covid 19

The global pandemic creates unique challenges for our business. Our priority is the safety of our guests and to ensure we are fully compliant with all government guidelines.

All of our Covid-19 policies are based on current government guidelines and are being constantly reviewed based on the latest advice. With that in mind, some of the information you receive at the time of booking may be out of date by the time you stay. Please keep check on our Covid-19 Safety page for the latest information this can be found on our website https://therings.co.uk/coronavirus-covid-19-information/ .

If you have to cancel your booking due to changes in travel restrictions, local lockdowns or because of a need to shield or isolate we will try to work with you. In many cases we may be able to refund your deposit in full or offer you alterative dates for your booking. Please contact us directly to discuss your situation as we may have insurance in place that will allow your deposit to be refunded depending on the circumstances.

Please do not travel to the Rings if you are experiencing COVID symptoms. We would ask that any customers experiencing symptoms or sickness to please postpone their visit to a later date.

If you are travelling from another country Self-isolating/Quarantine at the Rings is not an option. We will not accept bookings from anyone not adhering to the 14-day quarantine ahead of their expected check in date of stay.

We have put in place a through and comprehensive cleaning and sanitising program in preparation for your arrival with specific extra attention being given to all touch points throughout.

We will review regularly and update as the situation evolves, keeping policies and procedures relating to Covid-19 under ongoing review.

Your Data

We only use your personal information in accordance with our Privacy Notice. Please take the time to read this, as it includes important terms, which apply to you. https://therings.co.uk/privacy-policy/

Any data collected during the course of making bookings or dealing with enquiries are dealt with in strict confidence and stored safely. Your data will never be sold. We keep your contact email addresses on file for a period of 2 years.  By accepting these terms and conditions you consent to receiving these communications from us in relation to your booking.

Disclaimer

While every effort is made to ensure the accuracy of our website and other listings, errors occasionally occur. You must therefore ensure you check all details of your arrangements with us at the time of booking. We will, however, use our  best endeavours to notify you of any changes to or inaccuracies in any information provided to you as soon as reasonably practical after we become aware of the change or inaccuracy.

Complaint Procedure

Every effort has been made to ensure that you have an enjoyable stay. If, however, We have not met your expectations, please  contact us while you are on the property with your concerns.

If, thereafter, you feel that the issue has not been resolved to your satisfaction, please address your concerns in writing to Firm of MC Henderson, Ring Farm, Chance Inn, Cupar, Fife, KY15 5PQ

Governing Law and Jurisdiction

Any dispute under this agreement shall be interpreted in accordance with Scots law, and any dispute shall be referred to the exclusive jurisdiction of the Scottish courts.

We reserve the right to make reasonable amendments or additions to these terms and conditions without notice.