Hamilton Cottages Terms and Conditions of Booking, Guest Information and Data Privacy Policy

​

We welcome you to Hamilton Cottages. Please take a few minutes to read through the terms and conditions of booking. We reserve the right to amend these terms and conditions at any time. 

​

A contract between you and the owners will come into existence when we receive payment and accept your booking by issuing a confirmation of booking for the holiday dates shown in the rental agreement. The contract binds you and 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 and conditions of booking. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract and loss of the booking

​

Dog Owners

​

We are pet friendly and we accept dogs, assuming owners accept our reasonable conditions which are laid out below.

​

As a general rule, we only allow one dog per cottage. We must be advised beforehand if you intend to bring a dog and we reserve the right to refuse any booking that we consider unsuitable for our cottages.

​​

1. Dogs MUST be kept on a lead around the property and gardens AT ALL TIMES. We are surrounded by farm land used for sheep farming and we have free range chickens (and children!) which wander around the property. Our chickens and neighboring livestock have been attacked multiple times by guest dogs which is a traumatic situation for everyone involved. All the attacks have been by 'very well behaved and well trained' family pets, but our experience is that in an unfamiliar environment dogs behaviour is not predictable. Livestock worrying can result in large fines and prison sentences, something most people are keen to avoid!   (click here for Police Scotland info on livestock worrying) 

 

2. Dogs must not be allowed to make use of the garden as a toilet area. If dogs are walked in the woodland any mess must be lifted. We strim the long grass in this area weekly and it's not pleasant to be showered with dog poo!

 

3. Dogs are not allowed upstairs and must be kept off all furniture.

 

4. Dogs must not be left in the cottage or gardens unsupervised.

​​

5. As our 3 cottages are adjacent to each other dogs prone to persistent barking might not be suitable for staying at Hamilton Cottages. Our cottages are well soundproofed but dog barking will travel between the cottages/ through windows etc and we don't want anyone to feel annoyed by the noise. 

  

6. All pet hairs must be removed from rugs, furniture, curtains etc before departure. Any additional cleaning time required due to pet hair/pet smell will be deducted from your deposit. 

​

In addition to asking you to accept our conditions, we ask for a deposit of £50 from dog owners. This is returned in full after your holiday in the event that there is no damage done or additional cleaning required. 

​

If you are a dog owner and your dog causes damage to our property, content, land or animals, the cost of repairing  which is beyond the £50 deposit, we reserve the right to claim from you the full cost of making good repair or replacement

 

Reservations

​

When you book we ask for a deposit of £150 to secure the booking. The balance of payment is due six weeks prior to the start date of your booking. If the balance is not received by the due date then your holiday will be treated as a cancellation and you will remain liable to pay the balance.

​

On booking we need to know how many people will be in your party and we will ask you to state this at the time of booking. If you have any changes to the numbers before you arrive you should advise us.

​

We do not accept bookings for large single sex groups or for groups under the age of 25 unless by prior agreement. Please be honest about your group composition when you are booking and discuss this with us if you are not sure.

​

Cancellations by guests

​

Should you need to cancel your holiday please let us know as soon as possible. All cancellations must be made in writing via email and are only valid once confirmed by Hamilton Cottages. The deposit is non refundable unless we can re-book the cottage. If you cancel within six weeks of the start date of your holiday you are liable for the full cost of your holiday, unless we can re-book the cancelled dates. Should we manage to re-book the cancelled dates we will refund in full minus an admin fee of £75. 

​

We strongly advise that all guests take out comprehensive travel insurance at the time of booking to cover all unforeseen cancellations, including ferry disruptions. If you choose not to then you accept responsibility for any loss that you may incur due to your cancellation.

​

Cancellations by Hamilton Cottages

​

If we have to cancel a booking due to exceptional circumstances beyond our control then notification will be given of the cancellation as soon as possible and we will promptly refund all payments made for your holiday. We do not accept any further liability. 

 

We reserve the right to terminate a booking at any time if the guests have been dishonest about the composition of their party or upon arrival the actions of guests are deemed detrimental to the property or comfort of others through unacceptable behaviour.  In such circumstances no refunds will be made.

​

Maximum Occupancy

​

The maximum occupancy for Rosa Cottage is 4 persons.  The maximum occupancy for Shurig Cottage is 6 persons. The maximum occupancy for Ashdale Cottage is 6 persons. This maximum includes infants and children. 

​

Check in and Departure

​

Check in is from 16.00 hrs on the day or arrival and we ask you to vacate the property by 10.00 hrs on the departure day. Should you know you will be arriving after 20.00 hrs please let us know so we can arrange a late check in for you. 

​

Electricity Usage

​

Fair usage of electricity is included in the cost of the cottage but excessive use will be charged at current market rate. Eg heaters should not be left on if windows are open etc. We ask you to be considerate users to help us keep our future prices reasonable!

​​

​

Damage and Condition of Cottages

​

We upkeep our cottages and gardens to a high standard and reserve the right to claim from you the full cost of repairs, replacements or any exceptional cleaning necessitated by a deliberate, negligent or reckless act by any member of your party. Please report any damage or breakages.  Cottages should be left in a clean and tidy state upon departure, cottages left in a poor state will be liable to additional cleaning charges. 

​

Multiple Cottage Bookings

​

If one party has occupancy of two or more cottages all items must be returned to their original cottage before departure. Any extra time required by our staff to relocate items eg kitchen ware, furnishings etc will be charged for. 

​

Smoking

​

Our cottages are strictly non smoking and we reserve the right to claim from you any costs incurred from additional cleaning where we consider that this condition has been violated.​

​

Speed Restrictions in lane and car park

​

When driving to and from our car park to the main road speed must be no more than 5mph AT ANY TIME. Children are often running around from behind corners and to/from the games room and we want everyone to be safe. 

​

Liability

​

We do not accept any liability for any damage, loss, or injury to any member of your party or possessions, unless proven to be caused by a negligent act by ourselves or our employees during the course of their employment.

 

Guests using our car parking area do so at their own risk. We do not accept responsibility for any loss or damage to vehicles or their contents.

​

STL Licence

​

Our STL Licence number is NA00610F.

 

Hamilton Cottages Sauna and Cold Plunge Terms and Conditions and Liability Waiver 

​

Sauna is a relaxing and enjoyable experience, but it is important to read and check the below information to make sure it is a safe experience for you and your group. The use of the sauna, log burner and cold plunge pool is at your own risk

If you are signing the waiver on behalf of a group (e.g everyone in your cottage), it is your responsibility to make sure all users are aware of the safe sauna use, the terms and conditions of the waiver form and are aware of what to bring.

Our sauna operates on a self service basis so you will need to light the log burning sauna stove yourself and allow it to get up to operating temperature which will take 45-60 minutes. 

 

What to bring

• Swimwear

• A towel

• Drinking water (no glass or metal bottles)

• Advised - crocs / water shoes / flip flops (especially if using the cold plunge pool)

• Advised - a changing robe

 

What temperature is the sauna?

Most people enjoy the sauna between 60-90oC. Please do not take the sauna any hotter than this. 

 

Using the sauna

• Anyone under 18 years old must be accompanied by a responsible adult.

• Please leave all footwear outside the sauna.

• Wear swimwear and sit on a towel within the sauna for hygiene purposes & to soak up your sweat.

• Our sauna is a ‘dry sauna’. Please do not pour water on the stones. Please do not add oils or anything else to the stones

• Take care when moving in or outside the sauna and plunge pool - be aware of wet or uneven surfaces or sharp stones. Occasionally bits of old glass bottles and pottery from the old mill make their way to the surface of the soil or are exposed by the running water so we advise against bare feet in the plunge pool.

• Max. number of users at a time is 7. 

• Alcohol, drugs, smoking and vaping are not permitted in the sauna or around the sauna site.

• Avoid eating 1-2 hours before the sauna, as you may feel nauseous

• We recommend jewellery/watches/glasses are removed before entering the sauna to prevent the risk of burning. Phones can also be damaged by the sauna.

• Do not stay too long in the sauna.  Know your limits.  We recommend a cold dip or stroll outside of the sauna every 5-15 minutes.  Alternating between hot and cold will heighten the senses, rejuvenating you and enhancing your sauna experience

• All persons using the stream pool as a ‘cold plunge’ do so at their own risk. It is your own responsibility to ensure that you can cope being exposed to the cold temperatures.

• The sauna should not be used by anyone feeling unwell.  Or whilst using the sauna, if you feel unwell, dizzy, sleepy or uncomfortable please leave the sauna immediately. 

• All personal belongings are left at your own risk.

 

Children and the Sauna

The sauna is a great place for families to relax together and children aged 4 and above can use the sauna however it is imperative that a responsible adult observes how a child’s body is responding to the high temperatures and is aware of signs of discomfort such as dizziness, headaches and feeling too hot. As a very rough guide, our children aged 4 and 6 enjoy the sauna with us at about 40oC for 5-10 minute sessions and splash up to their knees in the plunge pool between sessions. 

​

• Ratio of Adults to children under 12 is 1:1. 

• Anyone under 18 years old must be accompanied by a responsible adult.

• Children should never be left unattended.

• The stove is very hot and would cause severe burns if touched or fallen against.  

• As a rule, the younger the child, the more vigilant the adult needs to be.

 

Health and Fitness Requirements

 

• Individuals who are using prescription drugs should seek the advice of their GP, or a pharmacist, for possible changes in the drug’s effect when the body is exposed to elevated temperatures. Some medications including diuretics, barbiturates, and beta-blockers, may impair the body’s natural heat loss mechanisms. Some over-the-counter drugs such, as antihistamines, may also cause the body to be more prone to heat stroke.

• Pregnant women should consult their GP before using the sauna.

• Individuals with cardiovascular conditions, or problems (hypertension/hypotension), congestive heart failure, impaired coronary circulation, or those who are taking medications which might affect blood pressure, should exercise extreme caution when exposed to prolonged heat. If using a pacemaker, or defibrillator, please discuss risks involved with your GP.

• If you have had a heart attack in the last 6 months, please seek medical advice prior to using the sauna.

• If you have severe arterial disease, please seek medical advice prior to using the sauna.

• If you have a recent joint injury, it should not be heated for the first 48 hours after injury, or until the hot and swollen symptoms subside. If you have joints that are chronically hot and swollen, these joints may respond poorly to vigorous heating of any kind.

• Metal pins, rods, artificial joints, or any other surgical implants, are not heated by this system, generally. However, the usage of a sauna must be discontinued if you experience pain near any such implants.

• An individual that has insensitivity to heat should seek medical advice, before entering the sauna.

 

Risks of operating the log burner

​

Using a wood burning sauna stove comes with inherent fire risks and the risk of burns when operating. Vigilant operation, and adherence to safety regulations are crucial to mitigate these risks.

 

 

• Follow the log burner operating instructions accurately 

• Never leave the door of the log burner open and the sauna unattended to prevent sparks coming out of the stove.

• Use the provided gloves when adding logs to the stove

• Do not overload the stove with logs. 

• There is a fire extinguisher located outside the sauna door in case of emergency. 

• In the case of anyone receiving burns from the log burner cool the burnt area immediately in running water and seek medical advice. 

 

Sauna Cancellation and rescheduling policy

 

Cancellations:

 

Cancellations of free social sessions can be made at any time. 

For paid sessions we can offer full refunds (minus a small charge of £2 to cover our card processing fees) for cancellations up to 48 hours before the session start time confirmed in the accepted order. Please note refunds can take up to 5 days to appear in your bank.

We do not provide a refund for cancellations made less than 48 hours before the confirmed session start time.

 

Rescheduling: if required may be made through the website booking calendar.

Rescheduling is only permitted up to no less than 48 hours in advance of

your booking and subject always to availability of your requested rescheduling time. If we cannot accommodate the requested rescheduling time, you will be required to honour your original time and no discount or refund of the hire fee will be given if you cannot attend.

 

Hamilton Cottages Cancellations: If we require to cancel your session for reasons other than reasons beyond our reasonable control as specified above, the hire fee will be refunded in full. We reserve the right to cancel bookings at any time. In such cases we will contact you to rearrange your booking. Your safety is our top priority.

Please note refunds can take up to 5 days to appear into your bank.

 

Assumption of Risk & Liability Waiver

​

​In consideration of being permitted to use the Sauna facilities, you the user hereby execute this Assumption of Risk and Liability Waiver Form (the ‘Waiver’) upon making your appointment either online or in person. This Waiver covers the entirety of your period of use of the Sauna and surrounding areas including the cold plunge pool, pathways and steps to the sauna and cold plunge pool. 

For the purposes of this Waiver the “Owner Related Parties” refers to the Owner’s management, employees, subcontractors, agents and representatives, volunteers, sponsors, insurance carrier or equipment suppliers.

 

Risk Factors

I understand and acknowledge that my use of the Sauna involves risks including, but not limited to the risk of property damage, bodily injury and possibly death.

These risks may result from a variety of circumstances including, but not limited to;

1. Use or misuse of the Sauna

2. Actions of myself and/or others, including without limitation actions of the Owner or any Owner Related Party

3. Lack of supervision of the Sauna by trained personnel or otherwise; and/or

4. Unavailability of emergency care.

​

Acknowledgement of Sauna Rules & Regulations

I acknowledge, warrant and confirm as follows:

1. This Sauna is not supervised inside the Sauna by the Owner, its employees or any Owner related parties

2. I have read and agree to comply with all of the Sauna rules & Regulations and understand that the safe and proper use of the Sauna is dependent upon strict compliance with the Sauna’s Rules & Regulations.

3. I have no health problems whatsoever which preclude me from using the sauna.

4. I have the requisite skill, qualification, physical ability and training necessary to properly and safely use the Sauna, should I have any questions as to what skill, qualification, or training necessary to properly and safely use the Sauna, then I shall direct such questions to my physician and or the appropriate individuals.

5. I understand that the Owner reserves the right to revoke or terminate my authorisation to use the Sauna for any violation of this Waiver, or the Sauna Rules & Regulations.

​

Assumption of Risk

I am electing to use the Sauna of my own free will and confirm that my decision to use the Sauna and to execute this Waiver is entirely voluntary, I assume full responsibility for all risks that may arise out of or result from, directly or indirectly, my use of the Sauna, including, but not limited to the risks described in Section 1 above. Excepted from this section are any injuries caused by the negligence or willful misconduct of the Owner or any Owner Related Party.

​

Payment for Damages

I agree to pay for any and all damages to any property belonging to the Owner or any Owner Related Party caused by me negligently, wilfully or otherwise. I agree to the cleaning charge of £60 that will be applied if any of the wooden surfaces require prolonged attention due to staining from lotions or ointments due to lack of appropriate towel use. 

​

Insurance

I understand that I am solely responsible for any medical, health or personal injury costs relating to my use of the Sauna. I understand that I am strongly encouraged to have a medical physical examination prior to the use of the Sauna.

​

Jurisdiction

This Waiver and any disputes arising therefrom shall be governed by the laws of Scotland..

 

Release Waiver and Indemnity

I, my spouse (if any), heirs, executors, administrators and assigns, hereby release, waive, discharge hold harmless covenant not to sue the Owner nor any of the Owner-related parties for any and all claims, liabilities, judgements, costs and expenses related to such claims, for any property damage, property loss or theft, personal injury or illness, death or other loss arising from or relating to my use of the Sauna, I also agree to defend, indemnify and hold harmless the Owner and Owner-related Parties from and against any claims, including, without limitation, claims made by other Sauna users, employees, rescuers or any other person, arising from or related to my own acts or omissions in connection with my use of the Sauna.

I hereby further waive any protections afforded by law in respect of any claims arising from my use of the Sauna, including unknown future claims.

 

Severability

If any provision or part-provision of this Waiver is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provisions or part-provision shall be deemed deleted. It is the express intention of the parties that any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of this Waiver.

 

Merger

This waiver together with the terms of the Sauna Rules and Regulations as provided to the Sauna User set forth the entire agreement between parties with respect to the use of the Sauna. There have been no additional oral or written representations or agreements of or with the Owner or any Owner-related Party on which I have relied in entering into this Assumption and Waiver.

 

Waiver

By using the Sauna you confirm that you have read and fully understand the Sauna Rules and Regulations, benefits, risks and tips, and this Waiver and understand that it relates to the surrendering and releasing of my legal rights. Upon such you agree to this Waiver freely and voluntarily, with the full intent of releasing the Owner and Owner Related Parties from liability for injury or loss due to the inherent risks of my use of the Sauna.

​

Waiver created and signed by

Hamilton Cottages Limited

​

WEBSITE PRIVACY POLICY and DATA PROTECTION POLICY for Hamilton Cottages and Ride Arran

​

Use of 'cookies'

• Our websites uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.
• It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our websites.

There are a number of ways to manage cookies. Please refer to your browser instructions or help screen to learn more about these functions. For example, in Internet Explorer, you can go to the Tools/Internet options/Security and Privacy Tabs to adapt the browser to your expectations. If you use different computers in different locations you will need to ensure that each browser is adjusted to suit your cookie preferences.
Some modern browsers have a feature that will analyse website privacy policies and allow a user to control their privacy needs. These are known as ‘P3P’ features (Privacy Preferences Platform).
 

Links to other websites
Our website may contain links to other websites. This Policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

​

Data Privacy Policy

​

This Privacy Policy, in conjunction with our standard Terms and Conditions, sets out how Hamilton Cottages/Ride Arran collect, store and process personal data about you when you use or interact with our website.

This policy covers all users of the website, individuals including guests who make a booking, members of the guest's party and any other individual about whom we collect personal information.

​

How we collect data

• When you provide it to us through the use of our website. When you make an enquiry, sign up to our service, add content to your account or make a booking through the free2book system.

• via cookies on our website

• By contacting us via phone and providing us with your information.

 What information do we collect?

• Data that you provide by making an enquiry  or booking. This may include name and contact details, holiday dates, the date and time the booking was made and how payment was made.

• Information you provide us with in order to answer or respond to an enquiry you make via a telephone conversation or email enquiry. A record of the conversation or correspondence may be kept.

​

Disclosure of information to 3rd parties 

We will only disclose your data to the extent it is necessary to run our business.

​

How long do we retain your data?

We will hold your personal information on our systems only for as long as is necessary for the relevant activity or to facilitate any future stays, or as long as is set out in any relevant contract you hold with us. We are legally required to hold some types of information to fulfil our legal obligations (e.g. financial record keeping).
We use the following criteria to determine how long to retain your personal data:
• Reservations/booking data – Ongoing whilst guest relationship continues. If no activity after 3 years this information will be permanently deleted.
• Information to fulfil our legal obligations (e.g. financial record keeping) – 7 years

​

Security of personal data and Information

Hamilton cottages/Ride Arran take appropriate and proportionate organisational and technical measures to secure your personal information and data and to protect it against unlawful use and/or accidental loss. All data is held on secure servers with access limited to account holders and authorised internal staff. All data transferred to and from the Free2book platform is encrypted using Secure Socket Layer (SSL) technology.

 

Your rights

You may request us to provide you with any personal information and data we hold about you. Provision of this information is subject to you providing us with appropriate evidence of your identity.

You also have the following rights with regards to your personal data:

• the right to have your information corrected

• the right to have your information removed

• the right to restrict processing of your information

• the right to object to processing of your information

• the right to receive your information in a portable format

• the right to complain to a supervisory authority

In the UK, the supervisory authority is the Information Commissioner's Office (ICO).

​​

We reserve the right to amend these terms and conditions at any time. 

Policy Reviewed June 2025