Archerfield Terms & Conditions
We advise that you carefully check the details of your booking, as set out on your confirmation when you receive them. It is important that you contact Archerfield immediately via email if any of the details are incorrect or incomplete.
We will always do our best to rectify any inaccuracies or accommodate any changes you wish to make to your booking, providing we have ample notice. We cannot accept liability for any inaccuracies that are not brought to our attention within seven days of issuing your confirmation, nor can we accept responsibility for inaccurate information you have supplied.
Check-In and Check-Out Times for all Accommodation at Archerfield
Check-in to your accommodation is from 4.00 pm onwards on the day of arrival. Please check in at our Guest Services Suite, located next to Archerfield House. At check-in, should we not already have one, you will be required to provide credit card details which will be securely tokenised against your reservation. These details will be held as security against any extras or damages incurred during your stay. However, if you expect to check-in after 6.00 pm, we would appreciate if you can please notify us in advance and confirm your expected time of arrival. Check-out of your accommodation is by 10.30 am on the day of departure. It is particularly important for this time to be observed so that Housekeeping has sufficient time to prepare the accommodation for the next residents. Leave your key in your accommodation and please note a charge of £45 per key will be charged to your account for any keys not left in the accommodation.
We reserve the right to charge additional fee’s should check-out times not be adhered to.
Payment Terms All reservations require a 25% deposit (non-refundable and non-transferable**) to be paid at the time of booking. The balance for your reservation will be due 7days prior to your confirmed arrival date. Should your reservation fall within 7days full payment will be required to confirm the booking. If we do not receive full payment within the stated period, we reserve the right to cancel your booking. Any extra costs incurred during your stay must be paid in full on check out.
We accept payment by most major credit or debit cards. Supplementary items, such as transport, may require a deposit or full payment at the time of booking. If this is the case, the additional sum required will be clearly stated when making your booking. (Please note that supplementary items may require a non-refundable deposit). Unless stated as part of your reservation, additional items such as (but not limited to) the cost of external telephone calls, meals, special order drinks, golf and spa are not included in the price of your stay. If you incur any such additional costs, you must settle the sum involved prior to your departure from Archerfield. All prices quoted are in British Pounds Sterling and are subject to VAT at the standard rate. A VAT invoice (if required) will be provided following departure. If paying by card, at the time of reservation we will securely tokenise the card for the balance payment due in advance of the stay. The card will also act as security for any charges incurred during the stay which will be processed at check-out.
Breakfast
Should your confirmation state your rate is inclusive of breakfast this will be provided within the Clubhouse restaurant. Bed and breakfast rate includes breakfast for a maximum of two guests for Pavilion bookings and four guests for Cottage bookings. Breakfast is served from 8am-10.30am. Additional children’s breakfast will be charged on consumption. Unless on a room only basis.
In Room Drinks.
Any pre-ordered drinks for your room will be charged on check-in at Archerfield. All drinks, with the exception of unopened bottle of spirits are sold on a non-returnable basis.
Children’s Beds
We can on request provide additional bedding for children 12 years or under (subject to availability). These can be requested via our Estate Sales team in advance of your arrival at a cost of £35 per bed per stay. The use of Z-bed’s for guests older than 12 years is not permitted. We reserve the right to cancel your booking or add additional charges should these be used out with the terms and conditions.
Amendments to Your Booking You should notify our Reservations Team of any amendments to your confirmed booking by email or in writing as soon as possible.
Cancellation If unfortunately, you have to cancel your booking, we require seven days’ notice prior to 10am on your scheduled day of arrival. At this point we will retain the 25% non-refundable deposit**.
Cancellations within seven days of arrival will incur a cancellation charge equivalent to 100% to the total cost of the reservation.
Cancellations and Changes Made by Archerfield In the unlikely event that Archerfield is unable to accommodate a confirmed reservation, it may be necessary to offer an alternative of an equal or a superior standard. If at any time we need to make changes that will significantly affect your stay, or we need to cancel your stay, we will tell you as soon as possible, offering a suitable alternative or a refund. This does not apply to minor changes or events during your stay, resulting from unusual or unforeseeable circumstances beyond our control. We cannot be held responsible for cancelling your booking as a result of your failure to comply with any requirement of our Booking Terms & Conditions and we cannot be held liable for any expenses, costs of losses incurred by you as a result of any change or cancellation.
Non-Smoking Policy All Archerfield accommodation is non-smoking. Any guest found to be smoking will incur a charge of £150.00, which will automatically be added to the host account. Hosts are asked to inform their guests of the non-smoking policy.
Pets at Archerfield
We are delighted to accept pets in our accommodation at Archerfield. This service will be charged at £45 per stay. We kindly ask that you advise in advance of your stay whether you will be bringing your dog with you. This is subject to availability at the time of booking. Please note that any housekeeping room services and/or any maintenance visits will only be carried out if dogs are contained in a separate room or if your dog(s) are vacant from the property.
Breakages
Guests will be expected to pay for any unreasonable breakages, damage to fabrics and furnishings, or any additional cleaning in all Archerfield accommodation.
Occupancy
All of the properties at Archerfield are reserved for the overnight occupants of that property only. The maximum number of adults and children permitted is outlined on your confirmation. Should you wish external guests to visit the property during your stay this must be agreed in writing.
Noise
At Archerfield we want all of our guests to enjoy their stay with us and ask that noise is kept to a minimum out of respect for others.
Should noise levels reach an unacceptable level we reserve the right to ask guests to vacate the property and cancel the stay with immediate effect. In this situation no refunds will be provided and Archerfield reserve the right to charge any additional fee’s required.
Live Music
Please note that live music is not permitted in any of the accommodation at Archerfield unless prior written permission is provided by Archerfield.
Lost Property
Archerfield and their employees are not responsible for lost, stolen, broken or forgotten items. Any items found by Archerfield will be held for a maximum of three months.
Privacy
At Archerfield we are committed to safeguarding your privacy and data. To find out more regarding how we use your data please consult our privacy policy.
Complaints
If you are dissatisfied with any aspect of your stay, you should bring the matter to the attention of the Duty Manager as soon as possible, so that all reasonable efforts can be made to rectify the situation. If for any reason the issue cannot be resolved to your satisfaction, you should put it in writing and send it to the Reservations Manager at Archerfield Clubhouse, Dirleton, East Lothian EH39 5HU or email: Claire.smillie@archerfieldhouse.com
Fletcher's Cottage Spa Terms & Conditions
Please note that a spa reservation is with Archerfield House Hotel Management Ltd, trading as Fletcher’s Cottage Spa.
We advise that you carefully check the details of your booking, as set out on your confirmation when you receive them. It is important that you contact us immediately via email if any of the details are incorrect or incomplete.
We will always do our best to rectify any inaccuracies or accommodate any changes you wish to make to your booking, providing we have ample notice. We cannot accept liability for any inaccuracies that are not brought to our attention within seven days of issuing your confirmation, nor can we accept responsibility for inaccurate information you have supplied.
Arrival Please arrive at the specified time as outlined on your confirmation email. You will be greeted by one of our team, can complete your consultation form and will be given a spa tour. Please note that Fletcher’s Cottage Spa operates a no shoe policy. Slippers will be provided for your comfort however you are welcome to bring your own.
Lateness
Please be aware that treatments will begin promptly at the scheduled time, if you arrive late for your treatment the time given will be shortened in consideration of the next guest.
Health Check
If you have had surgery within the last six months or are suffering from a medical condition please let us know in advance of your arrival as this may affect your choice of treatments.
When you arrive, you will be asked to complete a medical questionnaire to ensure the treatment is suitable for you and you get the most from your experience with us. If you are suffering from a medical condition, please let us know in advance of your arrival as this may affect your choice of treatments. Please note that we cannot be held liable should you fail to disclose any medical information that may adversely affect your treatment.
Items To Bring
If you wish to enjoy the thermal area you will need to bring swimwear with you and if you wish to use the gym then please bring suitable sports clothing and footwear. A wide selection of books and newspapers are provided in the relax area however you are welcome to bring your own if you wish.
Please note that use of the facilities is not included with a wax or lash tint treatment.
Payment Terms
All reservations require a 100% pre-payment at the time of booking. We accept payment by most major credit or debit cards (please note we do not accept American Express). If you wish to pay with a gift voucher, please provide the voucher number at the time of booking and remember to bring this along with you on the day. Should you forget the voucher other means of payment will be due.
Amendments to Your Booking
You should notify the Spa reservations team of any amendments to your confirmed booking by email or in writing as soon as possible.
Cancellation
If unfortunately, you have to cancel your booking, we require a minimum of 48 hours notice prior to your scheduled treatment(s). At this point you will have the option to re-arrange your treatment booking to an alternative date or receive a full refund of your deposit payment.
Cancellations received within 48 hours of a booked treatment will lose the deposit payment if we are unable to re-sell the treatment time(s).
To cancel a group booking of more than 8 treatments a minimum of 72 hours notice would be required prior to the scheduled day of treatments. At this point you will have the option to re-arrange your treatment booking to an alternative date or receive a full refund of your deposit payment.
Group booking cancellations received within 72 hours of a booked treatment will lose the deposit payment if we are unable to re-sell the treatment time(s).
To cancel your booking please email spareservations@archerfieldhouse.com
Cancellations and Changes Made by Archerfield
In the unlikely event that Archerfield is unable to accommodate a confirmed reservation, it may be necessary to offer an alternative of an equal or a superior standard. If at any time we need to make changes that will significantly affect your booking, or we need to cancel your booking, we will tell you as soon as possible, offering a suitable alternative or a refund. This does not apply to minor changes or events during your stay, resulting from unusual or unforeseeable circumstances beyond our control. We cannot be held responsible for cancelling your booking as a result of your failure to comply with any requirement of our Booking Terms & Conditions and we cannot be held liable for any expenses, costs or losses incurred by you as a result of any change or cancellation.
Personal Electrical Equipment
Should you wish to utilise your own electrical equipment whilst at Archerfield these should be:
-electrically safe, of sound design and not adapted from original purpose
-show no signs of adaptations, overheating, or poor maintenance
– carry an ASTA./BEAB kite mark or an equivalent European safety conformity marking
– used in accordance with manufacturer’s instructions and used at the users own risk
Please note that you will be liable for any damage to the property or contents caused by your own electrical equipment.
Lost Property
Archerfield and their employees are not responsible for lost, stolen, broken or forgotten items. Any items found by Archerfield will be held for a maximum of three months.
Privacy
At Archerfield we are committed to safeguarding your privacy and data. To find out more regarding how we use your data please consult our privacy policy.
Complaints
If you are dissatisfied with any aspect of your experience, you should bring the matter to the attention of the Duty Manager as soon as possible, so that all reasonable efforts can be made to rectify the situation. If for any reason the issue cannot be resolved to your satisfaction, you should put it in writing and send it to Fletcher’s Cottage Spa, Archerfield, Dirleton, East Lothian EH39 5HU or email: melanie@archerfieldhouse.com
