Last updated: 14/04/2026
These Terms & Conditions (“Terms”) set out the agreement between Caledonia Private Travel (“we”, “us”, “our”) and the person or organisation making a booking (“you”, “the client”). By confirming a booking, you agree to these Terms.
1. Our Services
Caledonia Private Travel designs and delivers bespoke private travel experiences across Scotland and the UK. We work in partnership with trusted transport providers, accommodation partners, and activity operators. Your contract for vehicle provision and payment processing may be with one of our partner companies, and this will be clearly communicated at the time of booking.
2. Booking & Payment
A booking is confirmed once:
- You have accepted the itinerary or quotation, and
- A deposit or full payment has been received (as specified in your quotation).
Day Tours
Full payment is required at the time of booking to secure your single‑day tour.
Multiday Tours
A 30% non‑refundable deposit is required to secure your tour dates.
The remaining balance is due 42 days before your first day of travel.
If the balance has not been received by the 42‑day deadline, Caledonia Private Travel reserves the right to cancel the booking and retain the deposit.
Failure to pay within the stated timeframe may result in cancellation of your booking.
Inclusions & Optional Activities
Unless specifically stated in your quotation or itinerary, entrance fees, admissions, and optional activities are not included in the tour price. This includes, but is not limited to:
- Castle and historic site entry tickets
- Distillery tours and tastings
- Boat cruises and ferry crossings
- Visitor attractions and experience tickets
- Meals, refreshments, and gratuities
Where these activities are of interest, we are always happy to offer recommendations and guidance. However, the cost of such activities remains the responsibility of the client, and payment is made directly to the venue or operator unless otherwise agreed in writing.
3. Cancellations by You
If you need to cancel your booking, please notify us in writing as soon as possible. The following cancellation terms apply:
Day Tours
- 42 days or more prior to your tour date:
Full refund of the tour cost minus £50 administration fee. - 41–28 days before your tour:
75% refund of the tour cost minus a £50 administration fee. - 27–14 days before your tour:
50% refund of the tour cost minus a £50 administration fee. - 13–0 days before your tour:
No refund.
Multi‑Day Tours
If the balance has not been received by the 42‑day deadline, Caledonia Private Travel reserves the right to cancel the booking and retain the deposit.
If you cancel 42 or more days before your tour we will retain the deposit.
If you cancel within 41 days of the start date, the following refund schedule applies:
41–28 days before the tour:
75% of the remaining balance refunded, minus a £50 administration fee, minus any non‑refundable third‑party costs already paid on your behalf (e.g., ferry tickets, guide accommodation).
27–14 days before the tour:
50% of the remaining balance refunded, minus a £50 administration fee, minus any non‑refundable third‑party costs already paid.
13–0 days before the tour:
No refund.
These charges reflect the costs we incur when preparing bespoke travel arrangements.
Transferring Your Tour Date
We may be able to transfer your tour to a new date upon request. This is not guaranteed and depends entirely on vehicle and guide availability.
No‑Show Policy
If you do not meet your guide within one hour of the agreed collection time, this will be considered a no‑show, and the tour will be cancelled with no refund. If you anticipate a delay, please contact your guide as soon as you become aware — we will always do our utmost to accommodate a later departure whenever circumstances allow.
4. Cancellations by Us
We reserve the right to cancel or amend a tour in exceptional circumstances, such as:
- Severe weather
- Safety concerns
- Partner or supplier failure
- Events beyond our reasonable control
If we cancel, you will receive a full refund or the option to reschedule. We are not liable for additional expenses such as flights, accommodation, or third‑party bookings.
5. Weather & Operating Conditions
Caledonia Private Travel continuously monitors weather forecasts, road conditions, and any relevant safety advisories. The decision as to whether a tour may safely proceed rests solely with Caledonia Private Travel and its appointed representatives.
Where, in our professional judgement, weather or road conditions do not present a safety risk, the tour will operate as scheduled. Should a client choose not to travel in circumstances where Caledonia Private Travel has deemed the conditions safe, this will be treated as a client‑initiated cancellation, and the applicable cancellation terms will apply in full.
In circumstances where Caledonia Private Travel determines that weather or road conditions pose a genuine safety concern, we reserve the right to amend the itinerary, delay departure, or cancel the tour. In such cases, clients will be offered either a full refund or the option to reschedule. No further liability shall be accepted for any additional costs incurred as a result of such changes.
6. Changes to Your Itinerary
We will always aim to deliver your itinerary as agreed. However, travel conditions, seasonal factors, and operational issues may require adjustments. Where changes are necessary, we will offer suitable alternatives of equal or higher quality.
7. Client Responsibilities
You are responsible for:
- Ensuring all information provided to us is accurate
- Arriving on time for departures
- Holding valid travel documents, visas, and insurance
- Informing us of any mobility needs or medical conditions relevant to your tour
We reserve the right to refuse participation if behaviour is unsafe, disruptive, or impacts the experience of others.
8. Transport & Third‑Party Providers
Transport services are delivered by our trusted partners. All vehicles are fully licensed and insured.
Where your itinerary includes accommodation, activities, or experiences delivered by third parties, their own terms and conditions may apply.
We are not responsible for the acts or omissions of third‑party providers, but we only work with reputable partners.
9. Travel Insurance
We strongly recommend that all clients hold comprehensive travel insurance covering:
- Cancellations
- Medical expenses
- Personal belongings
- Delays or disruptions
We do not provide insurance and cannot be held liable for losses that could reasonably be covered by an insurance policy.
10. Liability
We will take all reasonable care in the preparation and delivery of your tour. However, we are not liable for:
- Losses arising from circumstances beyond our control
- Personal injury or illness unless caused by our negligence
- Loss or damage to personal property
- Additional costs incurred due to delays, weather, or third‑party failures
Nothing in these Terms limits your statutory rights under Scottish law.
11. Accessibility & Special Requirements
We will always do our best to accommodate mobility needs or special requirements. Please inform us at the time of enquiry so we can advise on suitability and make appropriate arrangements.
12. Photography & Media
During tours, guides or drivers may take photographs for marketing purposes. We will always ask for your permission before using any images featuring you or your group.
13. Data Protection
We handle your personal data in accordance with UK GDPR. Please refer to our Privacy Policy for full details.
14. Governing Law
These Terms are governed by the laws of Scotland. Any disputes will be subject to the exclusive jurisdiction of the Scottish courts.
15. Contact Us
For questions or concerns regarding these Terms:
Caledonia Private Travel
Email: info@caledoniaprivatetravel.com