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Greatbase Terms & Conditions For Self-catering Apartments

Updated on January 2023

Booking Confirmation

Your provisional booking is held for you for 5 working days. Your booking is deemed confirmed when we receive a deposit from you of the agreed rental figure and by making this payment you will be accepting these Terms and Conditions. A contract of booking is made when we receive the deposit and details of hire dates in writing or by email. Payment schedule for the check-in date that is at least 250 days in advance of the booking date:

Over 250 days prior to arrival10% initial deposit of the rental fee
120 days prior to arrival40% interim deposit of the rental fee
56 days prior to arrival50% balance of the rental fee

Payment schedule for the check-in date that is at least 120 days in advance of the booking date:

Over 120 days prior to arrival50% deposit of the rental fee
56 days prior to arrival50% balance of the rental fee

Payment schedule for the check-in date that is less than 56 days from the booking date:

56 days prior to arrivalFull balance of the rental fee


An invoice of the balance for the remaining 50% will be issued and should be paid 8 weeks (56 days) prior to arrival. Non-payment of the balance may, at our discretion, lead to the cancellation of your booking.


Credit card payment can be taken through our secure online booking system. We also accept a direct bank transfer to our UK bank. Any banking transaction fees are to be covered by the guest. If you live overseas and plan to use an international bank transfer to make the payment, we strongly recommend you settle the refundable security deposit or balance via our online payment method by using either a debit card or a credit card. Normally the bank will charge fees for international bank transfers. At each bank in the chain, fees will be taken for processing and foreign exchange. Depending on the bank you use, if the cross-border payment uses the correspondent-banking network, the bank fee will be higher in general. Any bank charge incurred from refunding the security deposit to an oversea bank or via cross-border payment will be paid by the guest. To ensure cost-efficiency, using a credit card or debit card is the best option. 

Payment can also be made by cheque drawn on a UK bank made payable to Greatbase, or by bank transfer to:

BankThe Co-operative Bank
Account NameGreatbase Apartments Ltd
Account No68543583
Sort Code08-92-50

For international transfers:

IBANGB98 CPBK08925068543583

Cheques should be sent to:

Greatbase Apartments Ltd
24 St Stephen Street
United Kingdom

Security Deposit

A refundable security deposit will be required for your booking to ensure that no damage is done to the property or its contents. The amount varies and is in the region of £200 to £500. It depends on the property’s size and how many guests stay in the property. The refundable security deposit will be released to the primary payment sources within 14 working days on condition that no damage or no violation of the terms and conditions is occurred during the holiday let. If the refundable security deposit is taken from your debit or credit card, we shall release the deposit back to your debit or credit card within 14 working days. If the refundable security deposit is taken by bank transfer, you are obligated to provide the bank details to process the release.If the property is set for pre-authorised security deposit instead, the pre-authorised security deposit is taken on your credit card on arrival and will be released within 14 working days. Alternatively, you can pay a one-off non-refundable fee for the property protection insurance on the property.


In the event of cancellation by the hirer for the booking:

PeriodPayment due
Over 6 months prior to arrivalFull refund minus £50 administration fee
Up to 56 days prior to arrivalCharge 25% of the full amount
55 -30 days prior to arrivalCharge 50% of the full amount
29 days or lessNon-refundable  – Full rental fee

Please consider obtaining personal holiday insurance to cover this and other potential losses.

To reschedule your check-in date without incurring an administration fee, please let us know by writing an email to at least 21 days before your check-in date. Please keep in mind that the rate may be subject to seasonal change, and you may be required to pay the difference of the original amount. If you are unable to inform us at least 21 days in advance, there is a £50 administration fee for rescheduling your trip.

In the event that we (Greatbase) have to cancel for reasons beyond their control (for example, due to the upcoming regulations surrounding the planning or licensing of short-term lets in Edinburgh), a full refund of all monies will be given. We cannot be held responsible for any further or consequential losses. We advise you to obtain holiday insurance to cover this.

Check In & Departure

Check-in is between 4:00 p.m. and 10:00 p.m. on the day of arrival, and check-out is before 10 a.m. on the day of departure. To ensure a smooth check-in process, please contact us as soon as you have your travel arrangements finalised and at least three days prior to arrival to confirm your expected time of arrival. For arrivals after 10:00 p.m. or late departures at 12:00 p.m., there may be a small additional fee of £25.00. Late check-out is subject to availability. We offer both face-to-face check-in and contactless check-in methods.


The hirer must allow reasonable access to the property for an authorised purpose where the hirer has been given at least 48 hours’ notice, or access is required urgently by email or phone.

The Booking

The booking is not interchangeable without prior agreement. The hirer shall not sub-let the premises or any part thereof. We, reserve the right to refuse accommodation. In no circumstances may the number of people occupying the property exceed the number stated in the details, unless agreed in advanced and in writing. If the composition of the hirer party changes after the booking has been made, we must be advised and agree to the change. We, reserve the right to refuse entry or terminate the hire without notice if this condition is not observed, or refuses to hand over the property to any person who, in our opinion, is not suitable to take charge.

The hirer shall undertake to prevent any member of their party from causing a nuisance or disturbance to their neighbours and take reasonable care of the property and any common parts.

The hirer, agrees to keep the property and all the fitments, furniture, equipment and other contents in or on the property in the like state of repair and condition as at the commencement of the holiday let and will make good any damage, breakage or loss that may occur during the period of the holiday let. The property and all fitments, furniture, utensils and equipment etc., must be left in a clean and tidy condition at the conclusion of the period of the holiday let. The hirer agrees to not put any damaging oil, grease, or other harmful or corrosive substance into the washing or sanitary appliances or drains and not interfere with the smoke detectors, carbon monoxide detectors, heat detectors or the fire alarm system. The hirer agrees to not bring any hazardous or combustible goods or material into the property, notwithstanding the normal and safe storage of petroleum and gas for garden appliances (mowers etc.), barbecues, candles or other commonly used household goods or appliances. The hirer shall avoid danger to the let property or neighbouring properties by way of fire or flooding. The hirer shall not interfere with door closer mechanisms. The hirer agrees to leave the property in a clean and tidy condition and to pay the Full cost of damage and breakages. The hirer binds and obliges to pay for any damage caused during the let period beyond reasonable wear and tear. The hirer shall, at all times, keep the property in a clean and tidy condition. A charge may be applied for an unreasonable amount of cleaning at the termination of the hire.

Respect For Others

The hirer, those living with him/her, and his/her visitors must not engage in anti-social behaviour to another person. A person includes anyone in the property, a neighbour, visitor, the Owner, Agent or contractor.

“Anti-social behaviour” means behaving in a way which causes, or is likely to cause, alarm, distress, nuisance or annoyance to any person; or which amounts to harassment of any person; or causes damage to anyone’s property. Harassment of a person includes causing the person alarm or distress. Anti-social behaviour includes speech.

In particular, the hirer, those living with him/her, and his/her visitors must not:

  • make excessive noise. This includes, but is not limited to, the use of televisions, CD players, digital media players, radios and musical instruments and DIY and power tools;
  • allow visitors to the property to be noisy or disruptive;
  • vandalise or damage the Let Property or any part of the common parts or neighbourhood;
  • leave rubbish either in unauthorised places or at inappropriate times;
  • allow any other person (including children) living in or using the property to cause a nuisance or annoyance to other people by failing to take reasonable steps to prevent this;
  • harass any other member of his/her household, visitors, neighbours, family members of the Owner or employees of the Owner or Agent, or any other person or persons in the house, or neighbourhood, for whatever reason. This includes behaviour due to that person’s race colour or ethnic origin, nationality, gender, sexuality, disability, age, religion or other belief, or other status;
  • In addition, the hirer, those living with him/her, and his/her visitors must not engage in the following unlawful activities:
  • use or carry offensive weapons;
  • use, sell, cultivate or supply unlawful drugs or sell alcohol;
  • store or bring onto the premises any type of unlicensed firearm or firearm ammunition including any replica or decommissioned firearms.
  • use the property or allow it to be used, for illegal or immoral purposes;
  • threaten or assault any other member of his/her household, visitors, neighbours, family members of the Owner or employees of the Owner or his Agent, or any other person or persons in the house, or neighbourhood, for whatever reason.The particular prohibitions on behaviour listed above do not in any way restrict the general responsibilities of the hirer.


  1. No animals or pets in the property or garden.
  2. The hirer, and his/her party, must not smoke and vaping or to permit visitors and his/her party to smoke tobacco, vaping or any other substance in the property, or out of the windows or using the crockery as an ashtray.
  3. No smoking in the property, in stairwells or any other common parts.
  4. No candles and incense burners in the property.
  5. No party is allowed in the property.

Extra Charges

There are no extra charges for rates, gas and electricity. The property is supplied with pots, pans, glasses, crockery, cutlery, towels and bed linen. However, please be aware that there may be additional charges for late departures if they are not previously agreed upon and if the property is not left in a clean and tidy condition.

Accuracy of Information

Greatbase has endeavoured to give accurate information of properties details and in the manuals for use in the properties. All information is given in good faith but Greatbase cannot accept responsibility for any loss or damage, which may arise from the information given.Confirmation of a booking by Greatbase will be deemed to be an acceptance of these conditions and a confirmation of the details and conditions supplied at the time of booking. The hirer warrants that he/she is authorised to agree to the conditions, is acting on behalf of all persons including those substituted or added at a later date and must be one of the property occupants on each night booked. The hirer is responsible for ensuring that all persons occupying the property comply with all the conditions in all respects. Any property occupied is strictly on the basis that the accommodation is for holiday use only and that no right to remain in the property after the end of the holiday period booked exists for the hirer or for any other person or persons who occupy the property. All persons will vacate the property at the conclusion of the period of the holiday.

Data Protection

Greatbase must comply with the requirements of the Data Protection Act 1988 to ensure that the hirer’s personal information is held securely and only lawfully disclosed.

Disputes and disagreement


Greatbase acts as an Agent for the Owner of properties and as the Agent, Greatbase accepts no liability for any act, neglect or default on the part of the Owner or any other person not employed by them or under their control, nor for any accident, damage, loss, injury, expense or inconvenience to either person or property which the Guests, or any other person, may suffer or incur arising from, or in any way connected with, the Tenancy. Greatbase and the Owner accept no liability for loss or damage to the Guests’ possessions on the Owner’s land or property. Please also refer to Force Majeure.

Governing Law and Jurisdiction

The validity, construction and performance of this Agreement shall be governed by Scots’ Law. The Clients and the Guests submit to the exclusive jurisdiction of the Scottish courts.

Breach of Contract

If Guests breach any of the above terms and conditions the Owner or Agent reserve the right to re-enter the property and terminate the tenancy, without prejudice to the other rights and remedies of the Owner.


In the first instance the following steps should be taken:

  • Contact Greatbase in writing, addressed to Greatbase Apartments, 24 St Stephen Street, Edinburgh, EH3 5AL, or by email, addressed to
  • The complaint will be documented and investigated.
  • Appropriate actions will be taken to try and ensure a satisfactory resolution for all inclusive parties.
  • In no circumstances can compensation be made for complaints raised after the tenancy has ended if the hirer failed to advise the Agent during his/her occupancy.
  • Complaints which are not reported immediately will not be entertained subsequently, and no correspondence will be entered into in respect of complaints Greatbase terms & conditions for Self-catering flats made on departure or after your return home. In the event of a dispute arising between Greatbase and hirer that cannot be resolved by agreement, both parties shall agree to appoint an Arbiter who shall be mutually chosen. In the event of the parties failing to agree upon a single Arbiter, an Arbiter shall be appointed by the Sheriff of Lothian and Borders at Edinburgh on the application of either party. The decision of the said Arbiter shall be final and binding on the Parties hereto.

Our aim is to provide you with the best possible experience in your stay at one of our self-catering apartments.

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