Terms and Conditions
Your contract is with Destination Edinburgh Ltd. (DE for the purpose of these Terms & Conditions), Destination Edinburgh Ltd (18 Queen Street, Edinburgh, EH2 1JX) a company registered in Scotland (SC 357 298) and complying with the laws of Scotland. If you wish to book via telephone or online (either direct or agency booking) we will assume you have read and accepted these Terms & Conditions.
It will be understood the lead person (person who dealt with a member of DE staff or named on the booking confirmation as arranging the apartment stay) has authorization from all members of his/her group to act on their behalf, and that lead person will be held responsible for collecting and paying the full amount for the apartments. In the event one or more members of his/her group do not pay, he/she will be held liable. This person must be over 25 years of age. It will also be understood the lead person has informed his/her group of the Terms & Conditions and they everyone accepts them.
Local Postcode Bookings – we reserve the right to refuse bookings made by guests from Edinburgh postcodes but please call the office if you have a legitimate reason for booking from a local postcode.
Minimum age of lead booker must be 25, unfortunately we cannot accept any booking from anyone under the age of 25 at our apartments unless authorised by Destination Edinburgh.
Apartment images not to be used for commercial purposes unless prior agreement.
We do not accept bookings from 3rd party agencies, unless you are a business partner and there is a contract in place. Any bookings through 3rd party agencies will be cancelled.
We encourage all guests to contact us about any accommodation requirements you may have at the time of booking as we cannot be liable for any special requests on arrival.
Parties/events are not allowed. We don’t accept hen and stay groups.
Minimum age of lead person staying must be 25.
There is a Security Deposit per Apartment to cover damage to the apartment or late check out. Please note this includes means accidental damage from affixing banners or balloons to walls, noise and anti-social behaviour.
The apartment blocks have a Quiet Period between 11.00pm-8.00am within the apartments and all communal areas. We do have noise aware software that detects noise volumes at all times of the day and if the volume is loud enough to disturb other clients or local residents you will receive a warning then possible security patrol visit which you will be charged for. We have more tolerance built into the system during the day but our aim is for all clients to enjoy the apartments but in no way disturb anyone else whether within the building or a near neighbour.
The apartments are fitted with noise aware software and this works with our security patrols to make sure that all house rules are followed.
There is a strict non-smoking policy, smoking or vaping in the apartments and communal areas is prohibited.
Security – We have a presence in the apartments 24 hours a day so we will enforce all house rules and exercise our rights to ask clients to leave if they do not follow these rules. We encourage clients to enjoy the city and the apartments, but we will ask clients to leave with no refund if they are causing a disturbance or not respecting either other residents or our neighbours.
WIFI access is provided by DE for complimentary use by customers only. By using you agree to be responsible for any content you browse or download using our free connection. DE does not warrant that this service will be uninterrupted or error free.
No pets are allowed at our apartments.
Pre-Authorisation – We will arrange with you a few days before your arrival to take card details for your £200 per apartment pre authorisation for the security deposit if staying at our York Place Apartments and £100 if staying at our Southside apartments. Providing your card details gives us permission to charge for any damages incurred during your stay. The pre authorisation is a temporary hold of funds held against a credit card to guarantee funds are available to cover any damages or anti-social behaviour incurred during your stay from the result of misuse or neglect. Providing the apartment/s are left in a clean and acceptable state and no damages have been reported following departure and no issues with noise or anti-social behaviour, the full amount held on the pre-authorised card will be released. Please allow at least 10 working days for this to process. Information on how the apartments should be left on departure to avoid charges can be found in the apartments. If extensive damage has been caused, we reserve the right to charge above the pre-authorised amount to cover repairs.
Charges to your pre-authorisation are as follows per apartment:
Lost/missing keys – £50 per set.
Dirty/messy apartment creating additional cleaning- £30 Minimum.
Smoking – £100.
Damage in apartment /broken items, iron marks on floors/marks on walls – Cost to restore or replace will be advised.
Late checkout – £50.
Noise disturbance to other guests – £50.
Non routine Security Call Out Charge – £50 per call out.
Please note if security is called multiple times for same apartment, we will ask you to vacate the premises with no refund and full pre authorisation amount taken
Any damage must be reported to us without delay. We make every effort to make sure the Apartments are in a safe and suitable condition. Please advise immediately if any problems.
If you have booked our Flexible rate, payment is due.
20 & 24 York Place
If arriving Sunday-Thursday payment is taken 7 days prior to arrival.
If arriving a Friday or Saturday payment is taken 30 days prior to arrival.
Any stay over an event period 01-31 August and 29 December -02 January payment is taken 30 days prior to arrival.
Full payment is taken 7 days prior to arrival. Any stay over an event period -Rugby in February and March, Edinburgh. Marathon in May, 01-31 August and 29 December -02 January payment is taken 30 days prior to arrival.
Event dates will be outlined at time of booking and on the website.
Full payment will be charged to the debit or credit card provided at the time of booking unless you have organised a bank transfer with us.
If you have booked an advance purchase rate, payment is taken on receipt of the booking and is strictly non-refundable or transferable.
If payment cannot be taken using a valid debit or credit card Destination Edinburgh Ltd reserves the right to cancel the booking. Please note if guest numbers drop you are still liable for the minimum amount of the apartment rate.
Cancellation or Alteration by Client
Flexible Rate – If cancelled before the cancellation deadline of your booking, as outlined at the time of booking and on your confirmation, then no fee will be charged.
If cancelled later than the cancellation deadline outlined or in case of no-show, the total price of the reservation will be charged.
Advance Purchase Rates – Strictly fully non-refundable or transferable at any point after booking.
We strongly recommend you take out Travel insurance to cover all eventualities.
Please note that DE is not responsible in case of clients who cannot travel for any reason. We recommend that clients who may have an issue have travel insurance or take a flexible rate.
If you need to alter your booking to avoid fees, please alter before your cancellation deadline.
We will try our best to accommodate any changes prior to the cancellation date and will advise on any additional or reduction in price.
If you try to alter your booking after the cancellation deadline you will be liable for at least the original full booking amount.
Cancellation by Destination Edinburgh
This is a very unlikely situation & DE will only cancel if, for unforeseen reasons, which are beyond are beyond our control, for example –
– The apartment becomes unavailable for any unforeseen reason
– We cannot re-locate you to another Hotel/Apartment
– We discover by carrying out the booking our reputation may be damaged
Under these circumstances we will make a Full refund.
We reserve the right to cancel any booking if payment is not received by the required date.
We reserve the right to cancel owing to Force Majeure (includes war, threat of war, riot, civil disobedience or strife, industrial dispute, terrorist activity, natural or industrial disaster, fire, adverse weather conditions, unforeseen operational decisions of air carriers such as changes of schedule, or any unforeseeable or unavoidable events beyond the Company’s control).
We make every effort to accommodate all booked clients but if we feel the apartments are not safe or require essential maintenance, we will make every effort to relocate or provide a full refund.
If DE provided you with an email credit note the credit note has to be booked and used within the dates and conditions outlined to you. No extensions or refunds can be provided.
What Happens Next?
Once you have booked with DE, you will be sent a confirmation email which contains all the relevant information you will need for your stay. We will be in touch prior to your stay with some additional apartment and arrival information.
It will be the lead person’s responsibility to check the information contained is correct and notify DE immediately if there is a query with the booking. We do not accept responsibility if you delay more than 2 days before notifying us. It will also be the responsibility of the lead person to notify other guests.
Check in & Check out
The apartments will be available from 3pm on the arrival date unless another arrangement has been made. The apartments shall be vacated by 11:00am for direct bookings and 10.30am for agent bookings on the departure date unless another arrangement has been made.
If the apartments are not vacated by the stated check out times an additional charge will be charged to the card details provided for the preauthorisation.
Destination Edinburgh Limited are not responsible for the loss of any clients property due to any security issues. If any issues we recommend notifying the police and using travel insurance. We monitor the security of the properties on a continual basis but are not responsible for any personal belongings left in the apartments.
Guests are advised that Destination Edinburgh Limited will not be responsible for any loss or damage to your goods or personal belongings kept at the accommodation in the apartment, luggage store or lost property. If we do have to post lost property back to guests, there is a minimum £10 standard charge.
Guests who use the luggage storage facilities at York Place do so at their own risk. Destination Edinburgh Ltd will not be responsible for the loss of or damage to the luggage, the contents therein or your personal belongings during storage. The luggage store is open to all guests and not maintained.
Destination Edinburgh Limited is VAT registered. VAT is included in the price of the accommodation package as part of Travel Margin Scheme, all prices quoted include VAT. Destination Edinburgh Limited is unable to provide VAT invoices or receipts, which allow recipients to reclaim the VAT paid because the scheme which the company is registered under for VAT payment does not permit this. Destination Edinburgh Limited will provide an invoice or receipt for the total amount paid inclusive of VAT.
DE will only contact you regarding your current or future booking but will not contact you unless you have given us permission to do so for marketing purposes. Bookings are made either direct or through an Online Travel Agency and our booking system is a secure Rezlynx system through Guestline Permissions for an Online Travel Agency to contact you do not mean we will contact you unless you have given us separate permission.
The following statement explains our policy regarding the personal information we collect about you.
Destination Edinburgh intends to provide information to clients, customer, browsers and interested parties about our professional services and products.
Destination Edinburgh gathers information from users on this web site automatically and when you decide to provide us with information, for example, when you complete and submit a form.
We will only contact you with information when you have requested it.
Destination Edinburgh also monitor this site’s access log information. The connection address from the Internet address you are connecting from is automatically included within that.
Destination Edinburgh may in the future share this data with third parties.
What Data Do We Collect?
When you buy anything via the site or give us any personal data as indicated above, we may need to collect information about you to process the transaction, fulfil your order and provide you with the services you expect then and in the future.
This information may include, but is not limited to, details such as your name, your address and your phone number.
Unless we have your express consent, we will only disclose personal data to third parties if this is required for the purpose of completing your transaction with us. This is of course subject to the proviso that we may disclose your data to certain permitted third parties, such as members of our own group, our own professional advisers who are bound by confidentiality codes, and when we are legally obliged to disclose your data.
By becoming a subscriber, you consent to receive from us by e-mail our e-newsletter and details of other special offers which we may think may be of interest to you. If you wish to unsubscribe at any point, you can do so by emailing us on firstname.lastname@example.org
What Do We Do With Your Data and How Do We Store It?
Destination Edinburgh Limited retains and uses your personal information to provide you with the best remote commerce (including electronic and mobile commerce) experience by providing you with a personalised service and to give you details of offers which we think will be of interest to you. We may also use the information to process any transactions you undertake with us and for internal administration and analysis.
We are committed to ensuring your personal information is secure and will store your details for no longer than is necessary. We do not store credit or debit card details at any point. If at any point you wish to see the information we hold on you, please email us on email@example.com
We do not sell, rent or trade your personal information to third parties for marketing purposes without your express consent.
Session cookies: These are used to maintain something called session state. If you consider your journey through the site to be a conversation with us and this cookie just reminds the site where we were in that conversation (for instance if at some point in the conversation you asked us to add a hotel to your basket, next time you click on the basket it is still there). These are required for the site to function but are not used in any way to identify you personally.
Permanent cookies: These store a few numbers on your hard drive. You can view them by looking in the cookies directory of your browser installation if you are interested. They last for a long time and each time you come to our site you send us a copy of them. We use them to identify you between visits. For instance, if you were looking at hotels in London last time you were on the site and we have a great hotel deal we may use this cookie to recognize you and show you our great deal. They are not required for the site to work but may enhance your experience. We do not store any personal data in these cookies, just a unique number that identifies you to us. Although you cannot block “session” cookies as they are required for our site to function correctly you can configure your internet browser so that it can reject both “permanent” and “third party” cookies. How you do this will depend upon the internet browser you use (for example, Internet Explorer 5, Netscape 4 or Opera etc) and it is therefore impractical for us to detail here how you can reject those cookies. Please refer to the relevant internet browser manufacturer’s website where you should be able to receive all the information you need.”
In the UK we operate and are registered in accordance with applicable data protection legislation. We are fully compliant with new GDPR regulations, which came into force on May 25th 2018.
Destination Edinburgh Limited Newsletter subscribers have the option to opt-out of receiving further information from us. If you wish to do this please email us on firstname.lastname@example.org or hit the unsubscribe button on our newsletters.