Terms & Conditions

At Pine Trees Hotel, an Apex Hotel, we pride ourselves on offering our guests an easy, uncomplicated experience. These terms and conditions apply to all reservations made through any and all channels including, but not limited to, our website, by email, over the telephone, and online travel agencies that we partner with. They contain important information about your stay, event and memberships and we kindly ask that you read these carefully. If there is anything you would like to discuss regarding your booking or these terms and conditions, please don’t hesitate to contact our friendly Team on 01796 472121for general bookings, or our Apex Sales Team on 0131 441 0485 for groups and events bookings.

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Accommodation

Events And Groups Of 10 Rooms Or More

Accommodation

1. Rates

1.1. Free cancellation rates

Free Cancellation Rates allow you to amend or cancel your reservation up until 2pm (local time) the day prior to your arrival without charge. A valid credit card is required at time of reservation as a guarantee, which will be charged in the case of late cancellation or no show.

1.2. Non-refundable rates

Non-Refundable Rates are fully pre-paid at time of reservation and are non-refundable and non-transferable in the event of cancellation.

1.3. Promotional rates

Promotional Rates are limited offers, available directly with Pine Trees Hotel only. These can be withdrawn without prior notice and may be subject to a minimum night length of stay, lead time or other restrictions. Specific terms, conditions and restrictions can be found on the promotional rate information at time of reservation and on the confirmation email, sent after.

All promotional rates apply to new reservations only, cannot be used in conjunction with any other offer and do not apply to group reservations (a reservation of 9 rooms or more is considered a group).

All rates are subject to availability.

Rates are updated periodically and whilst every effort is made to ensure the accuracy of all prices, regrettably, errors do very occasionally occur. Where an incorrect price is displayed and is clearly a genuine and honest mistake, we shall not be bound by such price. We reserve the right to cancel or amend any reservations made at incorrectly offered prices. We will endeavour to contact all guests affected by such a scenario before taking any action in relation to amending the rate or cancelling the reservation. This applies to reservations made through any and all channels, including, but not limited to, our own website and the various online travel agencies that we partner with.

4. Check-in and Check-out

Check-in from 14.30 local time and check-out before 11.00 local time.

Upon arrival you will be required to complete in full a registration document. Proof of ID under the name of bedroom reservation will be required at check-in.

You may choose to pay with a credit card. In this case, your credit card will be authorised for the full value of your stay plus £25.00 per night for any incidentals or additional costs charged to your room during your stay. This amount is held on your credit card and will result in the balance of this credit card reducing. If you choose to settle your final account with a different credit card, the original authorisation will take up to a minimum of 10 days to clear from the credit card depending on the credit card issuer.

Alternatively, you may choose to pay with a debit card. In this case we will charge the debit card for the full value of your stay, however, incidentals or additional costs must be settled at time of purchase.

5. Cancellation and non-arrival

5.1. Free cancellation rate

If you need to cancel your reservation, you will need to do so no later than 2pm (local time) the day prior to your arrival. Cancellations after this time will incur a charge equal to the first night of your stay. When cancelling your reservation on the Pine Trees Hotel website, direct with our friendly Team on 01796 472121 or via Apex Reservations Centre on 0800 049 8000 you will be given a cancellation reference number. We encourage you to retain this number for your records.

5.2. Non-refundable rates

No refund or transfer is permitted in the event of cancellation.

5.3. Promotional rates

Either the free cancellation policy or non-refundable cancellation policy will apply, this information can be found on the promotional rate information at time of reservation.

Rates quoted are based on check-in date and length of stay. Should you choose to depart early, cancellation charges will apply according to your chosen rate type.

Reservations made through 3rd party websites, such as travel agents or online travel agents, must be cancelled or modified through those travel agents or online travel agents in line with their cancellation terms.

In the case of non-arrival of a guaranteed reservation, the room(s) will be held until 11.00am (local time) the day after the original arrival date, at which time if no confirmation of arrival has been received, the room (s) will be released. The first night of the original reservation will be charged in full. All subsequent nights on the same reservation from and including the second night will be cancelled and cancellation will apply according to your chosen rate type.

Pine Trees Hotel and Apex Hotels reserve the right to cancel or modify reservations where it appears that a customer has engaged in fraudulent or inappropriate activity or under other circumstances where it appears that the reservations contain or have resulted from a mistake or error.

The resale and/or transfer of a reservation from the name originally reserved is not permitted. In particular, the transfer of rooms and/or allotments to third parties at higher rates than the actual room rate is not permitted.

6. Payment Methods

We accept the following methods of payment

Cash
Credit Card (MasterCard, Visa, American Express, Diners Club, JCB, Maestro)
Debit Cards

From 14^th September 2019 to comply with the new Strong Customer Authentication (SCA) requirements the card issuing bank might require a second factor of authentication in order to complete the purchase. For guests failing to provide the second factor of authentication, the card issuing bank will decline the transaction.

7. Reservations of 9 rooms or more

Reservations consisting of or which total 9 rooms or more will be treated as a group reservation and group rates and terms and conditions will apply.

Group requests should be directed to groups@apexhotels.co.uk or telephone 0800 049 8301

Pine Trees Hotel and Apex Hotels reserves the right to cancel group reservations of 9 rooms or more made on Free Cancellation rates through the Apex Hotels website.

Long stay reservations or individual reservations over the value of £2,000 may be subject to a longer cancellation term.

8. Pet Policy

Pets are allowed in selected rooms and communal areas. No pets allowed other than Guide dogs or Service animals in the restaurant. Please notify the hotel at time of reservation if bringing your dog, Guide dog or Service animal.

9. Smoking & Electronic Cigarette/Vaping Policy

Please note that smoking and the use of Vaporisers or Electronic Cigarettes is strictly forbidden in bedrooms and all public areas. Should we believe that guests have been smoking or vaping in bedrooms or any other part of the hotel, a fee of £100 will be charged for specialised cleaning and guests may be asked to leave the premises.

10. Relocation

In the event a bedroom is not available in the chosen hotel or in cases of force majeure the hotel reserves the possibility of relocating the guest totally or partially in a hotel of equivalent category for the same services. Any additional cost of the room and transportation costs between the two hotels will be the responsibility of the hotel.

11. Special Requests

Whilst every effort will be made to accommodate special requests, they cannot be guaranteed.

12. Allergens

It is the responsibility of the guest to advise the hotel of any allergies or intolerances they have before consuming food or beverage in the hotels. All our kitchens and outlets may use and process nuts, peanuts and other seeds.

13. Marketing

The images of our rooms and facilities on our website are for illustrative purposes only. Your room or the facilities you use during your stay may vary slightly from those images. Your reservation is for a specific room type and whilst we will try to accommodate specific room requests, unfortunately we cannot guarantee that you will be able to stay in a specific room during your stay.

14. Car parking

If a parking space is provided to a guest in the hotel car park, this does not constitute a safekeeping agreement, even if a fee is exchanged. Pine Trees Hotel and Apex Hotels assumes no liability for loss of or damage to motor vehicles parked or manoeuvred on the hotel’s property and the contents thereof, except for cases of intent or gross negligence.

15. Damage

In the event of malicious, wilful or negligent behaviour or other property damage or theft, Pine Trees Hotel and Apex Hotels will seek to recover from a guest, (a) the cost of repairs or replacements of any damage or loss caused by the guest or others for whom they are responsible and (b) loss of revenue caused by a bedroom damaged by a guest being unsellable, at the room only best available rate, until the bedroom can be resold, up to a maximum of 3 nights after the guest leaves the premises, or when the damage occurred, whichever is the later. We also reserve the right to terminate, without compensation or further obligation, the reservation if it is deemed that the guest's behaviour is unsociable, abusive or in any way unacceptable to ourselves or any other guest. In such circumstances the guest accepts that they will be required to immediately leave the premises. Pine Tree Hotel and Apex Hotels have zero-tolerance on any and all criminal activity and will work with authorities to seek prosecution herewith.

In addition, if a guest is responsible for triggering a false alarm at the fire department (for example by smoking in guest rooms), all costs incurred shall be borne by the guest.

16. Force Majeure

Neither party shall be held liable or responsible to the other party, nor be deemed to have defaulted under or breached this Agreement for failure or delay in fulfilling or performing any term of this Agreement to the extent, and for so long as, such failure or delay is caused by or results from causes beyond the reasonable control of the affected party, including but not limited to fire, floods, embargoes, war, acts of war (whether war be declared or not), acts of terrorism, insurrections, riots, civil commotions, strikes, lockouts or other labour disturbances, acts of God or acts, omissions or delays in acting by any governmental authority or the other party, circumstance or emergency, making it impossible, illegal or preventing guests from staying in our hotels.

17. Data Protection

All personal data that Pine Trees Hotel, part of Apex Hotels Ltd may use will be collected, processed, and held in accordance with the provisions of EU Regulation 2016/679 General Data Protection Regulation (“GDPR”) and the clients rights under the GDPR.

For complete details of Apex Hotels Ltd collection, processing, storage, and retention of personal data including, but not limited to, the purpose(s) for which personal data is used, the legal basis or bases for using it, details of the clients rights and how to exercise them, and personal data sharing (where applicable), please refer to Apex Hotels Ltd Privacy Notice.

Apex Hotels Ltd Data Protection Officer can be contacted at privacy@apexhotels.co.uk

Events And Groups Of 10 Rooms Or More

1. Interpretation

In these Conditions and an Event Contract:

“Client”, “you or your” means the person or other body who reserves a Room or other services from the Company.
“Company” means Apex Hotels Limited, registered office currently at Apex Hotels House, 1 Mid New Cultins, Edinburgh EH11 4DH.
“Enquiry” means that you have made an initial enquiry for services and been provided with a no obligation quotation.
“Provisional” means that a proposal has been issued to you but there is no binding contract.
“Tentative” means a verbal Confirmed booking binding on the Client but which may be cancelled by us until such times as the Event Contract is signed and returned to us subject to Condition 3 hereof.
“Confirmed” means that your booking has been accepted and there is a binding contract subject to these conditions.
“Room(s)” means a room(s) and “Hotel” means the Company’s hotel premises in or at the specific Apex Hotel as outlined in the Contract.
“Conditions” means the standard terms and conditions of business set out in this document and (unless the context otherwise requires) includes any special terms and conditions agreed in Writing between the Client and the Company.
“Arrival” means the first date for which the reservation of the Room (s) or services are made.
“Writing” includes email, telex, cable, facsimile transmission and comparable means of communication.
“we”, “our” and “us” means Pine Trees Hotel, a part of the Apex Hotels Ltd group.
“Event” means the event specified on the Event Contract.
“Event Contract” means an event contract signed by you which incorporates these conditions setting out details of the Event, the charges payable by you and any additional services required by you. In the event of any ambiguity between the Event Contract and these Conditions, the Event Contract shall prevail.

2. Charges & Payment

Should an advance deposit or pre-payment be required, as set out in the Event Contract, this must be cleared in our bank account by the due date as set out on the Event Contract and is non-refundable. V.A.T. will be charged at the prevailing rate at the time of payment.

If an advance deposit or pre-payment is overdue by 7 days from the due date, we reserve the right to levy interest at a rate of 8% per annum above Bank of England base rate from the date the debt becomes overdue. If payment is not received by 28 days after the due date, the Hotel will deem the Event Contract cancelled and the cancellation fees as detailed in clause 6 will become payable.

We require at least 14 days notice prior to the Event to arrange any credit facilities and reserve the right to refuse to extend credit facilities to you. Credit accounts must not exceed their limit, as set by us, at any time.

Payment is due in respect of the outstanding balance of a credit account 14 days following the date of our invoice. All Events and bookings are quoted and payable in pounds sterling.

In the event of payment becoming overdue, we reserve the right to levy interest at a rate of 8% per annum above Bank of England base rate from the date the debt becomes overdue.

Billing for an Event will be based on actual numbers in attendance or minimum numbers as set out in the Event Contract, whichever is greater.

You are also responsible to pay within 14 days of the issue of our invoice (in respect of the Event), for all food, beverages and other services requested by you, your employees, guests, customers, clients or invitees during the Event, and which are not included within the agreed rate per room or per guest, as set out in the Event Contract except in so far as you have instructed us in Writing to obtain cash settlement from persons requesting food, beverages or other services.

If there are genuine queries on any part of the Event Contract or our invoice, you will pay the undisputed balance of the sum owing on the date due and the remainder on resolution of the query.

3. Confirmation By You

Verbal bookings accepted by us are Confirmed bookings subject to these conditions.

However all bookings are Tentative until the Event Contract is signed by you and returned to us. Until the Event Contract is signed by you and returned to us, we reserve the right to cancel a Confirmed booking and re-let the Room(s) and facilities reserved for the Event.

The Event Contract must be signed by or on behalf of the Client who will be making payment for products/services provided by us.

Final timings, menus and any special requests must be confirmed to us, in Writing, at least 14 days prior to the Event.

4. Guest Numbers

The Event Contract shall specify the ‘anticipated’ number of guests you expect to attend the Event and the ‘minimum’ number of guests we will accept for the Event.

The ‘final’ number of guests attending shall be the ‘anticipated’ number of guests as shown in the Event Contract or such other number as notified in writing at least 3 working days prior to the Arrival date of the Event. Any changes after this time will only be accepted at the sole discretion of the Hotel.

The chargeable amount will be calculated according to the highest of either the ‘minimum’ number or ‘final’ number or ‘actual’ number of guests attending the Event.

The Event space allocated is dependant on guest numbers. If either the ‘anticipated’ or ‘final’ numbers drop below the ‘minimum’ number, the Hotel reserves the right to:

change the Event space allocated
relocate the Event to an alternative Hotel venue, or,
implement additional charges.

5. Amendments By You

Amendments to guest numbers and or other arrangements after the Event Contract has been signed must be confirmed to us in Writing.

In the event that the number attending the Event exceeds the number advised at the time of booking, we shall use our reasonable endeavours to provide service and accommodation if required, for the increased numbers. We reserve the right to levy additional charges to the agreed rate per guest, or per Room, for such increased numbers.

Reduction in the duration or contracted value of the Event will be subject to our cancellation policy, as set out in the Event Contract and clause 6 of these Conditions.

6. Cancellation

If you cancel a confirmed booking or part of a booking (eg. accommodation, duration of Event, hire of space), cancellation charges will apply as specified in this clause 6.

Cancellation should be advised to the Hotel verbally in the first instance and then must be received in Writing from the Client and will take effect from date of receipt by the Hotel.

All charges will be based on guest numbers and rates stated in the Event Contract. If no specific rates are stated, the prevailing rate for such services and/or products available at the Hotel will be applied. Should the total number of guests increase at any time after entering into an Event Contract, the new applicable number of guests will automatically supersede the previous. Should guest numbers decrease at any time after entering into an Event Contract, the previous applicable number of guests will remain the same.

All cancellations will be charged including VAT at the prevailing rate.

Cancellation charges shall represent the Hotel’s loss, both direct and indirect in respect of each and every day of the Event and for each and every part of the Event. The Hotel will employ its reasonable endeavours to re-sell the facilities on your behalf. We shall reduce the charges by the revenue on any alternative business we have been able to secure on
your behalf.

The Client must reimburse the Hotel for any expenditure incurred in respect of any cancelled booking including any costs, charges or penalties as a result of having to make consequential cancellation of arrangements with third parties in relation to the Event.

Should we for reasons beyond our control need to make any amendments to your booking, we reserve the right to nominate alternative facilities within the Company for the Event.

If you make significant changes to the Event, in terms of numbers and/or dates, as set out in the Event Contract this may result in amendments in the applicable rates and/or facilities offered by us in relation to the new criteria.

An Event Contract may be cancelled by us, without penalty or liability, if in our opinion your presence would pose a risk to the safety of the other guests in the hotel or the public at large, or would result in the Hotel violating any law, licence or permit.

The Hotel may cancel a booking at any time and cancellation charges will be incurred by you, if:-

the booking might, in the opinion of the Hotel, prejudice the reputation of the Hotel, or
the Client is more than 30 days in arrears of previous payments to the Hotel, or
the Hotel becomes aware of any alteration in the Client’s financial situation, which in the Hotel’s opinion would adversely affect the Client’s ability to pay the Event Contract price.

7. Commission

The Hotel will only pay commission to registered bona fide conference / venue / travel agencies.

Commission will only be paid to a certified agent where:-

the initial enquiry to the Hotel was made by the agent and
where the subsequent signed Event Contract is received from the same agent

If two or more agencies are involved in the enquiry and booking process, commission will only be paid to the agency selected by the Client at the time of entering into the Event Contract and notified to the Hotel in writing.

Commission is payable on pre-booked business only, based on the ‘final’ number of guests confirmed and as per the commission percentage stated on the Event Contract.

Commission is payable on receipt of invoice only.

Commission claimed on cancellation shall only be paid on receipt of settlement of the cancellation charges by the Client.

8. Arrival/ Departure

Any bedroom accommodation as part of the Event is available from 14:30 hours on the day of arrival and must be vacated by 1100 hours on the day of departure, unless specific alternative arrangements have been agreed.

If guests with accommodation bookings do not arrive, no-show charges will be applied at 100% of the total anticipated accommodation charges including VAT at the prevailing rate.

Any meeting rooms as part of the Event are available at the times stated in the Event Contract. Any extension may incur additional charges. A reduced time will not result in any reduction of the charges being levied and you will be charged on the basis of the time agreed as stated in the Event Contract.

9. Your Use Of The Hotel

You and persons attending the Event shall:

Comply with all licensing, health and safety and other regulations relating to the Hotel. Please note that any third-party suppliers will be asked to complete a health and safety questionnaire.
Not carry out any electrical or other works at the Hotel, including amplification and lighting, without our prior written consent.
Not bring any dangerous or hazardous items into the Hotel and shall remove any such items promptly when requested to do so by a member of the Hotel management or any authorised person.
Not consume any food or drink at the Hotel not supplied by the Hotel or its authorised caterers, without the Hotels’ prior written consent.
Not act in an improper or disorderly manner, leave promptly at the appropriate time and comply with any reasonable requests of our employees.

The Hotel reserves the right to approve any externally arranged entertainment, services or activities you have arranged and does not accept any liability for any resultant cost.
Should any of the delegates or outside speakers or entertainers be unable to correct any aspect of poor behaviour or activities unacceptable to the Hotel, or other guests, or hotel staff, the Hotel reserves the right to terminate your stay. Should this occur, no monies will be refunded to you. The Manager’s decision is final.
Decorations or displays brought into the Hotel by you must be approved prior to Arrival by the Hotel’s Manager. It is our policy that items may not be attached to any fixed walls with nails, staples, tape or any other substance. We would be delighted to assist in organising display boards for your Event.
Any person or item in breach of conditions 9.1 or 9.2 may be refused admission to or be asked to leave the Hotel.

10 Liability

Subject to our liability under the Hotel Proprietors Act 1956, we will not be liable or responsible for any jewellery, luggage, clothing or other property belonging to you or your employees, guests, customers or invitees brought into the Hotel by you or your employees, guests, customers or invitees.

11 General

The costs of repairing any damage caused to any Hotel property, contents or grounds by any of your guests, must be reimbursed to the Hotel by the Client.

The Hotel will not be liable for any failure to provide or delay in providing facilities, services, food or beverages as a result of events or matters outside its control.

The Hotel’s name/logo may be used in publicity, only with the Company’s prior written consent and once a proof of the promotional material has been agreed with the Company.

The Client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and the requirements of the management.

The Company must comply with certain licensing and statutory regulations and require the Client to fulfil their obligations in this respect.

Prices quoted include VAT unless otherwise specified. This shall be at the rate prevailing when the Event Contract was prepared and is subject to alteration should the rate change.

Insurance can be arranged to protect you and your Event against cancellation or abandonment with a minimum sum insured based on the anticipated income to the Hotel. Insurance can also cover non-appearance of speakers or delegates, property damage at or to the venue or its contents, third party bodily injury and third party damage. The Hotel does not accept liability for these, save for death and
personal injury.

12. Frustration Of The Event Contract

We shall not be deemed to be in breach of this Agreement, or otherwise be liable to you, by reason of any delay in performance, or non-performance, of any of our obligations hereunder to the extent that such a delay or non-performance is due to any circumstances beyond our reasonable control (and this includes but is not limited to government interventions, strikes or labour disputes, actions, acts of God, national or local disasters or war) and of which we have notified you and the time for performance of that obligation shall be extended accordingly.

An Event Contract is non-transferable and shall be governed by Scottish law and you submit to the non exclusive jurisdiction of the Scottish Courts.