Terms & Conditions

1. Bookings and confirmation

1.1All bookings are subject to availability.

1.2Full payment is required to secure a booking.

1.3A quotation, enquiry, pre-approval, room selection or the start of checkout is not a confirmed booking.

1.4No payment, no confirmed booking.

1.5A booking is confirmed only after the required payment has been received and verified by Olivia Pines Guesthouse or its approved payment processor.

1.6Until the booking is confirmed, the accommodation may remain available to other guests.

2. Rates and rate options

2.1Rates are in South African Rand and apply to the selected accommodation, dates and guest count.

2.2Non-Refundable Rate: the base advertised rate, subject to the non-refundable conditions in clause 8 and to applicable law.

2.3Refundable Rate: the base rate plus 10%. The additional 10% is a disclosed refundable-rate premium, being part of the price of choosing the more flexible Refundable Rate and not a fee introduced after cancellation. It is retained if the guest cancels and a refund is processed, to the extent permitted by law. The cancellation schedule in clause 7 applies to the base accommodation amount only.

2.4The selected rate type, the base amount, the 10% premium where applicable and the total payable are shown at checkout before payment.

2.5Promotional and weekday rates are subject to availability and may change for future bookings. A change of this kind does not change a booking that is already confirmed.

3. Payment

3.1Full payment is required to secure a booking.

3.2Payment methods may include EFT and approved online card payment methods when available.

3.3Where immediate EFT is required, the guest must use an immediate payment method.

3.4For EFT, the guest must use the booking or payment reference supplied and provide valid proof of payment where requested.

3.5Proof of payment on its own is not confirmation. The payment must be verified.

3.6Olivia Pines Guesthouse is not responsible for losses or delays caused by incorrect details entered by the guest, an incorrect beneficiary or account, an incorrect payment reference, a delayed payment method or similar guest or banking errors outside the reasonable control of Olivia Pines Guesthouse, except where liability cannot lawfully be excluded.

3.7Nothing in this clause excludes liability or consumer rights that cannot lawfully be excluded.

4. Check-in and check-out

• Check-in: 14:00 to 20:00.
• Check-out: 05:00 to 10:00.
• Early check-in before 14:00 is subject to availability at R150 per room, or R500 for an applicable full-house booking.
• Late check-in is R50 per room, or R200 for an applicable full-house booking, subject to arrangement.

5. Occupancy and registered guests

Only registered and confirmed guests may occupy the booked accommodation. The maximum occupancy of the selected unit may not be exceeded without approval. Additional permitted guests may attract additional charges.

6. Children and additional sleeping arrangements

• Babies and infants: no additional accommodation charge where the occupancy of the unit permits it.
• Children under 13: an additional R150 where the selected accommodation permits the additional guest.
• No conventional extra beds or single beds are supplied.
• Only Green Valley and the Forestry Cottage can accommodate one additional inflatable air mattress, subject to space and availability, at R200 per additional person. The other rooms cannot accommodate an additional mattress because of space limitations.

7. Cancellation and refunds: Refundable Rate only

This clause applies only to bookings purchased on the Refundable Rate. It does not apply to bookings made on the Non-Refundable Rate. Refunds are calculated on the base accommodation amount. The separately disclosed 10% refundable-rate premium is retained, subject to applicable law.

7.1Cancellation 7 or more days before arrival: 100% of the base accommodation amount is refunded, with no administration deduction. The separately disclosed 10% refundable-rate premium is retained, subject to applicable law.

7.2Cancellation 3 to 6 days before arrival: 50% of the base accommodation amount is refunded. The 10% premium is retained, subject to applicable law.

7.3Cancellation 1 to 2 days before arrival: a single-night booking receives no accommodation refund. For a booking of 2 or more nights, the first night's base accommodation charge is retained and the base accommodation amount attributable to the remaining nights is refunded. The 10% premium is retained, subject to applicable law.

7.4No accommodation refund is payable for same-day cancellations, cancellations on the scheduled arrival date, no-shows or cancelled extensions, subject to applicable law.

7.5Approved refunds are processed within 7 working days.

7.6Refunds are paid through an appropriate verified method, and to the original payment method where available.

8. Non-Refundable Rate

8.1The cancellation schedule in clause 7 does not apply to the Non-Refundable Rate.

8.2The non-refundable status of the rate is disclosed at checkout before payment.

8.3The lower price reflects reduced cancellation flexibility.

8.4These provisions apply subject to any mandatory rights or remedies under applicable South African law.

9. Parking

• Blue Valley, Green Valley, Greystone and the Forestry Cottage: one on-site parking space each.
• Greenland: no on-site parking.
• Additional parking is not guaranteed unless confirmed in writing.
• Vehicles are parked at the guest's risk to the extent permitted by law.

10. House rules

• Quiet hours are 20:00 to 10:00 the following day.
• No parties or events.
• Only registered guests are permitted to stay.
• Guests must not unreasonably disturb other guests, neighbours, staff or occupants.
• Guests must take reasonable care of the accommodation, appliances, furniture, dishes and property.

11. Smoking

• Indoor guest accommodation is non-smoking.
• Smoking is permitted only in designated areas where these are provided.
• A R500 smoking charge applies to smoking inside a non-smoking room, subject to applicable law and reasonable evidence of the violation.

12. Damage, loss and guest responsibility

Guests must take reasonable care of the property and report damage or breakages promptly. Guests may be held responsible for damage, breakage or loss caused by themselves or by persons for whom they are responsible, subject to applicable law.

13. Indemnity, personal property and vehicles

• The property is private and right of admission is reserved, subject to applicable law.
• Guests use the premises and facilities at their own risk to the extent permitted by law.
• Guests remain responsible for taking reasonable care of their belongings and vehicles.
• Olivia Pines Guesthouse, its owners, management and staff are not liable for loss, theft, damage, injury or accidents to the extent that such liability may lawfully be excluded or limited.
• Nothing in these terms excludes rights, remedies or liability that cannot lawfully be excluded or limited.

14. Right of admission and conduct

Right of admission is reserved, subject to applicable law. Management may take reasonable action in the event of a serious breach of these terms, damage to property, threats to safety, unreasonable disturbance or unlawful conduct. Any action that affects the continuation of a stay will be exercised reasonably and subject to law.

15. Website and booking information

The guest is responsible for the accuracy of the booking details and for checking the room, dates, guest count, rate type, total and cancellation conditions before payment. Olivia Pines Guesthouse takes reasonable steps to keep rates, availability and website content accurate. Obvious technical or pricing errors will be handled reasonably and in accordance with applicable law.

16. Acceptance of terms

At checkout, before payment, the guest must actively tick an unchecked box confirming: "I have read and agree to the Olivia Pines Guesthouse Terms and Conditions, including the cancellation policy, house rules and the conditions applicable to my selected rate."

Checkout and payment cannot continue until the box is ticked. The accepted terms version and effective date, and the time of acceptance, are stored with the booking record.