Terms & Conditions - Golf Concierge Scotland Ltd

At Golf Concierge Scotland Ltd we understand how important your golf holiday is and our goal is to deliver a high-quality trip which matches your confirmed quotation. Integrity and trust are core to Golf Concierge Scotland Ltd and to ensure all parties are clear we implement terms & conditions which follow the current market trends, meet Package Travel, Package Holidays and Package Tours Regulations 2018 and are subject to Scottish Law. Please spend a few minutes to read our booking terms & conditions as they detail our commitment to you.

1. The Company

All bookings are made with Golf Concierge Scotland Ltd. By accepting our final quoted itinerary and completing our booking form you are agreeing to the conditions detailed in these booking terms & conditions as well as the general information detailed on the Confirmation of Booking.

2. The Booking Form and Fee

A signed and completed booking form and/or payment of any balances represents a contract between Golf Concierge Scotland Ltd and you the client, including all members of the party named on the completed booking form.

If you are under 18 you must have the consent of a parent or guardian before making a booking with Golf Concierge Scotland Ltd. If you are booking more than 100 days in advance, a non-refundable deposit of between 30-40% is required to secure supplier deposit payments which will not otherwise be held. If you are booking 100 days or less in advance, your acceptance must be accompanied by payment in full. This payment is your commitment for reservations to be made. We will then make a provisional reservation with the hotel/self-catering property(s) and golf courses you have chosen (St Andrews Old Course is subject to a ballot system unless Guaranteed Tee Time stated in your Confirmation Quotation of Booking.)

There are no fees for paying by Bank or Wire Transfer. Any payment by Card will carry a 3.5% service fee.

Once your deposit has cleared and we have made firm reservations for you we will send you a receipt of your booking showing the outstanding balance, if any. Please note you are responsible for checking all details e.g. dates, hotel/self-catering property etc. on your Confirmed Quotation of Booking are correct. Any error should be notified to Golf Concierge Scotland Ltd within 7 days of receiving your confirmation of booking, after which clauses 4 and 6 below will apply to any cancellation or changes to the booking.

3. Handicap Restrictions

It is up to the individual to ensure they meet the handicap requirements for any venues in their tour. Golf Concierge Scotland Ltd will take no responsibility for inaccurate information leading to the refusal of play.

Old Course, St Andrews:

Handicap Certificate - 24 men 36 women. Certificate proof required to play

The Ballot: A daily lottery operated by the St Andrews Links to play Old Course

If a successful ballot tee time conflicts with another prepaid tee time there is no refund if you choose to play the Old Course.


Handicap Certificate - 18 men 18 women. Handicap Certificate must be provided at the time of booking as proof is required to play.

Royal Aberdeen - 24 for both men and women. Certificate proof required to play


If participants within a group choose to make individual instalments towards a deposit payment, a contract is only formed and a tour confirmed when Golf Concierge Scotland Ltd are in receipt of the full sum of the deposit. Similarly, if a balance payment falls short for any reason or a person(s) from the group cancel supplement(s) on shared costs may apply for remaining travelers. We will endeavour to keep any costs incurred to a minimum. Deposits paid by you to Golf Concierge Scotland Ltd are never refundable as they have been forwarded to venues to secure your trip.

4. When to Pay Balances

Any outstanding balance is due 10 weeks (70 days) (16 Weeks - 112 days for over 6 rooms) prior to arrival. Payment may be made by cheque (payable to Golf Concierge Scotland Ltd) or bank transfer. Bank transfer details will be provided on the invoice. The date the outstanding balance must be paid is detailed on your invoice. No reminder will be sent. If you are booking less than 10 weeks before date of arrival, then it is necessary to pay the full amount. If for any reason the balance is not received by the due date then we reserve the right to cancel your booking and make a cancellation charge as defined in the next section.

5. If you cancel your holiday

Cancellation is only effective when received in our office in writing from the person who made the booking. In order to cover our expenditure we charge a cancellation fee according to the scales shown below.

Period before scheduled arrival:

More than 91 days - deposit only

90 - 70 days - 50% of holiday

70 - 50 days - 75% of holiday

Under 50 days - 100% of holiday

Quotation Itinerary Including:  Old Course Guaranteed Tee Times

Period before scheduled arrival:

1-7 rooms: Up to 10 weeks before 40% / Less than 10 weeks 100%

8 rooms or more: Up to 16 weeks before 40% / less than 16 weeks 100%

If an individual(s) cancel from part of a group booking (numbers reduce from original quotation). The per person shared costs will increase, increasing the price in the original Quotation Form for remaining participants.

NB if you have obtained insurance cover you may be able to claim a refund of the cancellation fee if the reason for the cancellation falls within the terms of your policy.

6. If we cancel your holiday

Golf Concierge Scotland Ltd will not cancel your holiday except for circumstances outside our control such as war or threat of war, riot, industrial dispute, pandemic including Covid-19 or mutated strains, natural disaster, fire or other unforeseen circumstances that may amount to force majeure. In these instances, Golf Concierge Scotland Ltd will not pay compensation if we have to cancel or change your travel arrangements but are committed to offering an alternate holiday of a similar standard or to pursue a full refund from suppliers of all monies paid by you.

Rounds of golf may be cancelled in particular for lightning or other adverse weather conditions. In the unlikely event of us having to cancel golf only we will give you the option of another course or a refund of the green fee paid. If we have to cancel your entire holiday for reasons other than those detailed above, we will offer an alternate holiday of similar standard or a full refund of all monies already paid by you.

7. If you change your booking

If you wish to change any details of your booking Golf Concierge Scotland Ltd will always do our best to help. We will however make an alteration charge of £55 per alteration. No alterations will be actioned after ‘Balance Due Date’ if we are not in receipt of full balance payment.

If you are prevented from proceeding with the holiday, you may transfer the booking to another person who satisfies any applicable conditions (e.g. holding a valid handicap certificate), provided you give us reasonable notice of your intention to transfer your booking before the date of arrival.

8. If we change your booking

It is unlikely that Golf Concierge Scotland Ltd will have to make changes to your booking but arrangements are made many months in advance and changes sometimes become necessary. Usually any change is made as a result of us becoming dissatisfied with the service provided by a supplier such as a hotel/self-catering property, or with the condition of a golf course, and thus the change is made to maintain the quality of holiday at the best possible level.

9. Our Responsibility for your Holiday

Golf Concierge Scotland Ltd accept responsibility for the standard of the holiday we provide and for all its component parts. We also undertake to maintain such standards in a manner commensurate to the cost of the holiday. We accept responsibility for the acts and omissions of our employees.

These assurances are subject to the following qualifications:

i. That in the event of death, bodily injury or illness, our liability is limited to paying damages for any loss caused by the negligence of our employees or agents, and any liability imposed on us by the Package Travel, Package Holidays and Package Tours Regulations 2018.

ii. When you travel with a coach carrier their Conditions of carriage apply, some of which limit or exclude liability.

iii. Golf Concierge Scotland Ltd are unable to accept responsibility for loss or expense caused by abnormal events during your holiday which are outside our control. By this we mean such circumstance as (but not limited to) adverse weather conditions, traffic congestion strikes, civil commotion, road traffic diversions, war or threat of war, terrorist activity, natural disaster industrial disputes, pandemic including Covid-19 or mutated strains, travel disruption, quarantine or testing expenses or other unforeseen circumstances that may amount to force majeure.

iv. Except in the case of physical injury, our liability for damage resulting from the non-performance or improper performance of the services supplied under or pursuant to this contract shall be limited to the total price you have paid us.

v. Subject to clause 8 we accept responsibility for the details of the reservation of your hire car and only this. We use [Arnold Clark]. For details of all other responsibilities and liabilities related to the [Arnold Clark] car hire package please refer to [Arnold Clark] terms & conditions. Delayed Flights for Rental Car: Delayed flights will be met after the branch closes until 10.30pm by prior arrangement. It is imperative that you contact the rental branch before the branch closes, to advise of any delays in order that they can confirm arrangements for the collection of the vehicle. There will be an additional ‘out of hours’ charge of £100 to meet a delayed flight after the rental office closes, up to 1030pm. Any delays after this time will not be met and arrangements will be made to collect the vehicle the following morning.

Your Responsibilities during your stay: You agree to be liable for any damages caused by you to the hotel/self-catering property which results in a claim being made against Golf Concierge Scotland Ltd.

10. Responsible for Injury OR illness

Golf Concierge Scotland Ltd have taken all reasonable and proper care to ensure that suppliers such as Hotels/self-catering properties and Coach Company etc are efficient and reputable concerns and they comply with the local and national laws of the country in which they provide services. If you or any member of your party suffer death, bodily injury or illness arising from negligence of our suppliers (which expression shall be limited to mean the suppliers of services which we have contracted to provide you) we shall not be liable for such death, bodily injury or illness beyond such liability as is imposed by us by the Package Travel, Package Holidays and Package Tours Regulations 2018. In the event we are held liable our liability is limited to the value of your order, except in the case of death or personal injury.

11. Transfers

If you have booked an airport to accommodation transfer on arrival through us, you must advise us of the airport you are arriving at, and the airline, flight number, and scheduled time of arrival. If your flight is changed you must advise us as soon as possible. There may be an additional charge if you change the airport of arrival, or if your flight is delayed beyond 1 hour. If your flight is diverted please telephone us on arrival. The airline will normally transfer you to your scheduled airport of arrival. If you have booked an accommodation to airport transfer for your departure you must be ready to leave at the agreed time.

We are unable to accept responsibility for loss caused by adverse weather conditions, accident, and breakdown or traffic congestion.

All passengers are required by law to wear a fitted seatbelt during their transportation

12. Passport / Visa requirements.

For US citizens, a current passport is required to travel to overseas destinations. Nationals of member States of the European Union require a valid passport if travelling to the United Kingdom or the Republic of Ireland. A Visa may also be required for certain countries. Check the requirements in good time before departure. Citizens of other countries should check with the appropriate Embassy.

13. Scottish Law & Scottish Courts

This contract is governed by Scots law, and any claim under this agreement shall be within the exclusive jurisdiction of the Scottish Courts.

14. Insurance

Golf Concierge Scotland Ltd do not offer any form of Insurance cover for your holiday. You are required to make your own arrangements for travel, medical etc independently.

15. If you have a complaint

In the unlikely event that you feel dissatisfaction with any aspect of your holiday arrangements we ask you to bring this to the attention of our representative at the time so that the matter can be dealt with during your golf trip. If the matter cannot be put right on the spot please put your comments in writing, to be received by Golf Concierge Scotland Ltd no later than 14 days after your holiday return date, quoting your tour and customer reference number, and explaining your complaint in as much detail as possible. Any complaint concerned with the arrangements for your holiday will be dealt with carefully by our staff. Disputes arising out of or in connection with this contract which cannot be amicably settled may (if you wish) be referred to arbitration. The arbitration is administered independently of Golf Concierge Scotland Ltd. The scheme provides for a simple and inexpensive method of arbitration on documents alone with restricted liability. It does not apply to claims which are solely or mainly in respect of physical injury or the consequences of such injury or illness. 

Unless otherwise stated in writing these conditions supersede any earlier set of conditions.

16. Photography

Throughout your Golf Tour, photography may be taken by your Golf Concierge Scotland Ltd Representative/Representative’s for use on social media, website and publications. Should you have any objections towards this, then you must inform a member of our team prior to or during your tour.

Should you have any concerns about our terms & conditions please contact us at info@golfconciergescotland.com