1. General Terms

In the event that Birchwood Pitlochry is required to close due to circumstances beyond its control (including, but not limited to, a national pandemic or government-mandated closure), all affected bookings may be rescheduled or refunded in full at no additional cost.

2. Booking Policy

To confirm a reservation, valid card details are required.

• Flexible Rate Bookings – A deposit of 25% will be charged upon booking confirmation. The remaining balance will be charged seven (7) days prior to arrival.
• Non-Flexible Rate Bookings – Full payment (100% of the room charge) is required at the time of booking and is non-refundable.
• Pre-Authorisation – A pre-authorisation of £50 will be taken at check-in to cover any incidental spend during your stay.
• Promotions – Promotional offers cannot be used in conjunction with any other offer or discount.

3. Promotional Rates

Promotional rates are limited offers, available directly with Birchwood Pitlochry only. They may be withdrawn without notice and may be subject to minimum stay requirements, lead times, or other restrictions.

Specific terms and conditions will be detailed at the time of reservation and in the booking confirmation email.

All promotional rates:

• Apply to new reservations only;
• Cannot be used in conjunction with other offers;
• Do not apply to group reservations (three or more rooms).

All rates are subject to availability. Rates are updated periodically, and whilst every effort is made to ensure accuracy, errors may occasionally occur. If an incorrect price is displayed in genuine error, Birchwood Pitlochry reserves the right to cancel or amend affected bookings. Guests will be contacted prior to any amendment or cancellation.

Promotional rates may be subject to either a free cancellation or non-refundable policy, as specified at the time of booking. Early departures may incur cancellation charges in line with the rate type selected.

Reservations made through third-party websites must be modified or cancelled through those same agents in accordance with their terms.
In the event of non-arrival, rooms will be held until 11:00 a.m. the day after the scheduled arrival. Thereafter, the room will be released, and the first night charged in full. Subsequent nights will be cancelled in line with the applicable cancellation terms.

Birchwood Pitlochry reserves the right to cancel or modify reservations found to involve fraudulent or inappropriate activity or resulting from an error.
Reservations are non-transferable and cannot be resold or reassigned to third parties at higher rates.

4. Cancellation Policy (Individual Bookings)

Guests wishing to cancel their booking must contact us as soon as possible.

• 21 days or more prior to arrival: Full refund.
• Between 7 and 21 days prior to arrival: 50% refund.
• Within 7 days of arrival: No refund.

Alternatively, guests may reschedule their stay up to 96 hours prior to arrival, subject to availability and a £50 administration fee.

Guests who fail to attend or cancel within 7 days of arrival forfeit the full booking amount. Travel or cancellation insurance is strongly recommended.

5. Group Bookings (Three or More Rooms)

Group bookings require a non-refundable deposit of £150. Cancellations made:

• 21 days or more prior to arrival – full refund (excluding deposit).
• Between 7 and 21 days – 50% refund.
• Within 7 days – no refund.

Rescheduling is available up to 96 hours prior to arrival (subject to a £50 administration fee and availability). 21 days’ notice is required for all group cancellations or amendments. Changes within this period are non-refundable.

6. Check-In and Check-Out

Check-in is from 15:00 onwards, and check-out is by 11:00. Early check-in may be available on request but cannot be guaranteed.

Guests must vacate rooms by the stated time unless prior arrangements are made.

7. Breakfast

Breakfast is included in the room rate and served between 08:00 and 10:00 daily. Guests requiring breakfast outside these hours must give 24 hours’ notice. The earliest breakfast can be arranged for 07:30.

Special dietary requirements should be advised at the time of booking or at least 24 hours prior to arrival.

8. Rooms

Rooms are allocated according to the type booked unless a specific room has been requested. Birchwood Pitlochry reserves the right to allocate a similar or higher-grade room if necessary.

Guests are responsible for any damage caused during their stay. Any damages will be charged to the payment card held on file.  All bedrooms are located on the first floor, and disabled facilities are not available.

9. Room Occupancy

All double rooms are for single or double occupancy only. Additional guests are not permitted without prior approval. An additional bed for children and a cot for babies is available and can be booked on reservation at an additional charge.

10. Minimum Stay

A minimum stay of two (2) nights may apply on Fridays, Saturdays, bank holidays, and during special events. Exceptions may be available for last-minute availability; please contact our reservations team to enquire.

11. Personal Electrical Device Policy

Introduction

All electrical appliances provided at Birchwood Pitlochry are regularly safety checked in line with legal requirements and insurance conditions to minimise fire risk.

Guests may bring personal electrical devices, and this policy ensures they are used safely within the accommodation.

Devices Covered

This policy applies to all personal electrical items, including but not limited to:

• Phones, tablets, laptops, radios and TVs
• Kettles, coffee makers, hairdryers, fans and similar appliances
• It includes chargers, plugs, leads and attachments.
• Personal heaters or air conditioning units must not be used under any circumstances.

 

Guest Responsibility

Guests are responsible for any electrical devices they bring into the accommodation. Devices must:

• Be in good working order
• Have undamaged leads and correctly rated fuses
• Be used in accordance with the manufacturer’s instructions
• Not be modified in any way

 

Safe Use

• Do not leave devices unattended while charging.
• Unplug chargers when leaving the accommodation.
• Turn off and unplug heat-producing appliances when not in use.
• Never leave heating devices unattended.
• Keep heating appliances away from flammable materials.
• Position cables safely to avoid trip hazards.

 

12. Pets Policy

Dogs are permitted only in Rooms 6, 9, and 10, subject to a £25 per night fee. Dogs must be well-behaved, kept on leads in public areas, and not left unattended in rooms. The Library is dog-friendly for breakfast or evening dining. Only guide or service dogs are allowed in the restaurant or bar area.

13. Smoking and Vaping Policy

Birchwood Pitlochry operates a strict no-smoking policy in all indoor areas, including bedrooms and public spaces. This includes the use of vapourisers and electronic cigarettes. A £150 cleaning fee will apply if evidence of smoking or vaping is found indoors.

14. Special Requests and Allergens

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

Guests must inform us of any allergies or intolerances prior to consuming food or beverages. Our kitchens may process nuts, peanuts, and other allergens.

15. Parking

Parking is available on-site for guests. Allocation of parking spaces does not constitute a safekeeping agreement. Birchwood Pitlochry accepts no liability for damage, loss, or theft involving vehicles or their contents, except in cases of intent or gross negligence.

16. Damages and Behaviour

Guests are liable for any malicious, wilful, or negligent damage to property or theft. Birchwood Pitlochry reserves the right to recover the cost of repairs, replacements, or loss of revenue where a room is rendered unsellable for up to three (3) nights following any such damage.

Unacceptable, abusive, or antisocial behaviour will result in the immediate termination of the stay without refund. Birchwood Pitlochry operates a zero-tolerance policy towards criminal activity and will cooperate fully with the relevant authorities where required.

Abuse of staff will not be tolerated under any circumstances. Guests who use threatening, aggressive, or offensive language or behaviour towards any member of staff or other guests will have their stay terminated immediately and without refund.

17. Prices

Prices include VAT at the prevailing rate (currently 20%). Birchwood Pitlochry reserves the right to amend prices in response to changes in labour costs, commodity prices, taxes, or VAT. Rates are reviewed periodically, and errors are subject to correction.

18. Payment Methods and Security

We accept cash, debit cards, and credit cards (MasterCard, Visa, American Express, Diners Club, JCB, Maestro). Traveller’s cheques and foreign currency are not accepted.

Birchwood Pitlochry complies with PCI DSS, 3D Secure/PSD2, tokenisation, and Point-to-Point Encryption (P2PE) standards to ensure cardholder data security.

19. Gift Vouchers

Gift vouchers contain a unique reference code and are valid for 12 months from the issue date. They are non-transferable, non-replaceable, and non-exchangeable for cash. Vouchers must be quoted when booking and are subject to availability. Vouchers cannot be used in conjunction with any other offer or event package.

20. Marketing and Representation

Images and descriptions on our website are for illustrative purposes only. Actual rooms and facilities may vary. While we try to accommodate specific room requests, these cannot be guaranteed.

21. Liability and Force Majeure

Subject to the Hotel Proprietors Act 1956, Birchwood Pitlochry accepts no responsibility for guests’ personal belongings, including jewellery, luggage, or clothing. The hotel shall not be liable for failure to provide contracted services due to events beyond its control, including but not limited to industrial action, fire, flood, civil unrest, terrorism, or government restrictions.

Neither party shall be liable for failure to perform obligations under this agreement where prevented by force majeure events beyond reasonable control.

22. Privacy and Data Protection

All personal data is collected, processed, and stored in accordance with the UK GDPR and Data Protection Act 2018. Full details are contained in the Birchwood Pitlochry Privacy Notice. Our Data Protection Officer can be contacted on +44 (0)7399 560 089. Personal data will not be disclosed to third parties without consent.

23. Governing Law

These Terms and Conditions are governed by and construed in accordance with the laws of Scotland, and any disputes shall be subject to the exclusive jurisdiction of the Scottish Courts.

24. Contact Information

For all booking or policy enquiries, please contact:
Email: info@birchwoodpitlochry.com
Telephone: +44 (0)7399 560 089