Terms and Conditions

Vrolikheid Landgoed (Pty) Ltd, with registration number 2014/124831/07, is a private company specialising in the agricultural industry and offers accommodation on the farm Vrolikheid Landgoed, Winterhoek Rd, Tulbagh. For purposes of the terms and conditions below, the company Vrolikheid Landgoed (Pty) Ltd will be referred to as “Vrolikheid”.

1. Arrival & Departure

Check-in: Once the online booking is made you will receive a booking confirmation email with all the necessary information for your stay. Check-in takes place from 15h00 onwards on the day of arrival (unless other arrangements have been made directly with us). Guests are kindly requested to inform us on WhatsApp of their estimated time of arrival. You will find the WhatsApp number in the booking confirmation email.

Check-out: Before 10h00 on day of departure. Please note that we may charge a penalty fee of R250.00 for late departures.

2. Bookings

The guest will receive a confirmation e-mail upon booking. The confirmation and invoice must be checked immediately upon receipt for any errors. Possible or claimed inadequacies must always be notified by email within 48 hours following the date of the confirmation/invoice and in any case before the start of the stay. Vrolikheid reserves the right to cancel a booking if such cancellation was necessitated due to circumstances beyond the reasonable control of Vrolikheid (see the Force majeure section below).

3. Booking Ownership, Transfers & Disputes

3.1. Contracting Party
The person named as the original booker and/or the person who pays the initial deposit is considered the contracting party for the booking. This person is legally responsible for the booking, the behaviour of guests, and any charges incurred unless a transfer has been approved in writing by Vrolikheid.

3.2. Name Changes / Transfers
A request to change the name on a booking or transfer a booking to another person must be submitted in writing by the original contracting party. Vrolikheid may accept or decline such requests acting reasonably and at its sole discretion. No booking shall be deemed transferred until written confirmation is provided by Vrolikheid.

3.3. Payments by Third Parties
If someone other than the original contracting party makes an additional payment, this does not automatically change ownership of the booking. Only formal written approval from the original contracting party and Vrolikheid will transfer booking responsibility.

3.4. Third-Party Disputes
Vrolikheid will not mediate or become involved in personal disputes between parties (including any domestic, financial, family, or marital disputes). Cancellation, amendments, or transfers will only be processed at the request of the original contracting party in writing.

4. Rates

Please note that all the rates advertised online and as well as offline may be subject to change and cannot be accepted as the confirmed rates until a booking has been made on our website www.vrolikheidlandgoed.co.za confirming the rates. Please use our online bookings calendar on https://book.nightsbridge.com/32726 to check current rates and availability.

5. Cleaning Fee

You can expect to find clean accommodation upon check-in. A complimentary clean is included for stays of 5 nights or more. Additional daily cleaning can be requested at an extra cost.

We reserve the right to charge an additional cleaning fine should your accommodation be left in an improper manner (please refer to our check-out guide sent via WhatsApp). This fine will be payable within 5 days of receipt of the invoice. 

6. Damages and Breakages

We acknowledge that accidents happen. We do, however, reserve the right to invoice you for damages or breakages which we consider to be deliberately or recklessly caused, for any items discovered missing after you’ve departed or for a nightly rate for the period for which the damages have rendered the accommodation unusable.

7. Accommodation

The following items or services are not included in the rate unless otherwise stated:

– Food and beverage (including picnics)
– Activities and tours
– Additional daily cleaning service (a complimentary cleaning service is included for five-night stays or longer)
– Wood and firelighters for the wood-fired hot tub, indoor fireplace and braai (wood is sold on the farm)

8. Pets

Our cabins are not pet-friendly. Under no circumstances will we allow pets at our cabins. A violation of this policy will result in a fine of R2000. Our campsite is dog friendly. All dogs to be on leashes when taken outside the perimeters of the enclosed campsite.

9. Payments

To secure your stay a 50% deposit is required. The balance of the booking amount must be paid in full no later than 7 days prior to arrival. In the event of a booking made within 7 days before arrival, the entire booking amount must be paid immediately.

100% Deposit required for 1 night stays. A 15% surcharge applies to 1 night Sunday stays.

In the case of late or incomplete payment, you are regarded as being in default. Vrolikheid will reserve the right to cancel the booking with immediate effect. You may be held responsible for a reasonable cancellation penalty (please refer to the Cancellations clause below).

10. Booking Alterations

Any request to amend an existing booking must be submitted to Vrolikheid in writing. Amendments, including date changes, postponements, or reductions in the length of stay, are subject to availability and approval by management.

Date changes, postponements, or reductions in the length of stay will not be permitted within 14 days of the scheduled check-in date.

Only one amendment to travel dates will be permitted per booking. If a booking is moved to dates with a higher rate, the guest will be required to pay the applicable rate difference. If a booking is moved to dates with a lower rate, no refund or credit will be issued.

Any reduction in the length of stay made more than 14 days prior to arrival will be treated as a partial cancellation, and the applicable cancellation policy will apply to the cancelled nights.

In the event that a booking is postponed, the rescheduled booking remains subject to the cancellation policy applicable to the original booking dates. Should the booking be cancelled after it has been rescheduled, all payments made will be forfeited.

For any queries regarding your booking, please contact our reservations team via email or WhatsApp using the contact details provided in your booking confirmation email.

11. Cancellation Policy

All cancellations must be submitted in writing via email.

Cancellation fees apply as follows:

• More than 21 days before arrival: No cancellation fee.
• 14–21 days before arrival: 50% of the deposit will be forfeited.
• 7–14 days before arrival: 50% of the total booking will be forfeited.
• Less than 7 days before arrival: 100% of the total booking will be forfeited.

Early departure / premature termination: If a guest departs before the end of their booked stay, 100% of the total booking will be charged.

All card fees will be deducted from the final refund amount for card reversals.

Date changes, postponements, or reductions in the length of stay will not be permitted within 14 days of the scheduled check-in date.

Guest Numbers & Booking Adjustments (applicable for campsite bookings only):

All bookings are charged based on the number of guests confirmed.

Final guest numbers must be confirmed at least 7 days prior to arrival.

-Reductions in guest numbers after this time will be treated as a partial cancellation and charged in accordance with the cancellation policy above.

-No refunds will be issued for last-minute reductions, no-shows, or unused portions of the booking.

-Increases in guest numbers may be accommodated prior to arrival, subject to availability and capacity limits.

12. Weather Conditions

Campsites:

Camping and outdoor stays are weather dependent. By making a booking, guests acknowledge that weather conditions (including but not limited to rain, wind, heat, cold, or storms) may affect their experience.

No refunds, partial refunds, or discounts will be given due to undesirable or unfavourable weather conditions. Bookings will also not be rescheduled or changed due to weather.

Guests are responsible for bringing appropriate equipment and clothing to ensure their comfort and safety in varying weather conditions.

In the event of severe weather or circumstances beyond our control that make it unsafe or impossible to host guests, management reserves the right to make alternative arrangements at its discretion.

Cabins:

Certain features of the cabins, including outdoor wood-fired hot tubs, decks, braai areas, and other outdoor facilities, are subject to weather conditions. Wind, rain, or other weather may at times make these amenities uncomfortable, impractical, or impossible to use.

The hot tubs are heated with wood fires and may take several hours to heat. In wet or rainy conditions the firewood may be damp and the fire may not burn effectively, which may prevent the hot tub from reaching the desired temperature.

No refunds, discounts, or booking changes will be granted if weather conditions prevent or limit the use of outdoor amenities during a guest’s stay. Guests acknowledge that weather conditions are beyond our control and form part of the natural farm experience.

13. General rules of behaviour

In order to make the stay on the farm as pleasant as possible for all guests, we expect all the guests to stick to the general rules of behaviour and appearance based on common sense and basic etiquette. Breaching these regulations can lead to removal from the farm without a refund. It is possible that maintenance activities may take place during your stay on the grounds or at our other accommodation(s) - such activities will not entitle the customer to a refund. Vrolikheid is a working fruit farm. Expect to hear sounds from farming activities during your stay. No day visitors are permitted on the property unless prior arrangements have been made and approved by Vrolikheid.

14. Noise and music policies

No music or excessive noise is allowed at any of our cabins or campsites. Please consider your fellow guests and quieten down completely by 22h00. The enjoyment of nature is our first priority. Please notify us if fellow guests are not adhering to this policy.

15. Force majeure (circumstances beyond the reasonable control of Vrolikheid)

Vrolikheid cannot be held responsible for not fulfilling its obligations due to unforeseen circumstances, such as but not limited to natural disasters, strike or boycott, acts of governments or any other acts of authority whether lawful or unlawful, blockades, siege or sanctions, accidents, fires, floods, explosions, plagues or any event of a similar nature.

In the event that a force majeure prevents the fulfillment of a booking:

• Vrolikheid may, at its discretion, offer a full or partial refund, reschedule the booking, or provide credit for future use.
• Guests are required to notify Vrolikheid as soon as possible if a force majeure event affects their ability to honor the booking.
• Vrolikheid will not be liable for any additional costs, losses, or damages incurred by the guest as a result of the force majeure event.

16. Indemnity and Liability

Guests agree as a condition of their stay at the farm, that Vrolikheid Landgoed (Pty) Ltd, and the owner, manager and/ or operator of the farm and their affiliates and respective shareholders, directors, employees, agents and representatives shall not be responsible or liable, to the fullest extent permitted by law, for any accidents or any injury or death of any person or the loss or destruction or damage to any property, whether arising from fire, theft or any other cause whatsoever and by whomsoever caused or arising from the negligence or wrongful acts or omissions of Vrolikheid. Guests irrevocably and unconditionally indemnify and agree to hold harmless Vrolikheid in respect of any responsibility and / or liability of such claims.

The guests and those who accompany him or her, are jointly and severally responsible for all loss and/or damage that arises for Vrolikheid and/or any third party as a direct or an indirect consequence of their stay, irrespective of whether this was caused through actions or omission by themselves or by third parties, who are on the farm through their making, as well as of all damage which is caused by any animal and/or matters which they have under their responsibility.

17. Complaints

Despite all the care of Vrolikheid, it may occur that you have a complaint. You would need to take up this complaint with the owner immediately in order to allow us to solve the matter as soon as possible. Kindly lodge the complaint in writing by email to Vrolikheid at [email protected] within 7 days of departure.

18. Assumption of risks

Please be aware that you will be staying on a working farm, which may include livestock, wild animals, and potentially dangerous farm equipment, among other hazards. Guests accept full responsibility for their own safety and that of any children in their care while visiting Vrolikheid.

Certain equipment—such as wood-fired hot tubs, braai fires, and indoor fireplaces—may pose risks if misused or if used in a reckless manner (i.e. you might be burned if you don’t exercise the necessary precautions). While we take great care to ensure your safety, accidents may occur. To the fullest extent permitted by law we accept no liability for any such accident/incident that may occur due to circumstances beyond our reasonable control. It is your responsibility to supervise children at all times. If you become aware of any equipment that appears faulty or unsafe, you must inform us thereof immediately.

19. General

Your contract partner is Vrolikheid, regardless if you may have made your booking through a sub-contractor third party. These general terms and conditions are applicable to all reservations, directly or indirectly made with Vrolikheid. Vrolikheid will not be bound to any inadvertent or obvious errors in the prices and or amenities published on websites and hereby undertakes to inform its clients as soon as possible of any errors via e-mail/ WhatsApp and to correct any errors as soon as possible thereafter on the website. Although reasonable care has been taken in rendering the most satisfactory service, Vrolikheid can however not be held responsible for any loss, damage or dissatisfaction suffered as a result of the customer’s use of any information contained on any website or from accessing any other material displayed on other sub-contractors / third parties that are inaccurate or that has not been updated at the time of visit. 

20. Customer Privacy policy

Vrolikheid shall take all reasonable steps to protect the personal information of its customers (data subjects). You can find a link to our privacy policy here.

21. Payment options accepted

Payment may be made via Visa, MasterCard, or bank transfer into Vrolikheid’s bank account, the details of which will be provided on request.

22. Card acquiring and security

Card transactions will be acquired for Vrolikheid via Nightsbridge Pay (previously PayBridge) which is the approved and secured online payment gateway for Nightsbridge. NightsBridge Pay uses 3D Secure payment links and no card details are stored on our website. Users may contact NightsBridge for their security certificate.

23. Merchant Outlet Country and transaction currency

The merchant outlet country at the time of presenting payment options to the cardholder is South Africa. Transaction currency is South African Rand (ZAR).

24. Responsibility

Vrolikheid takes responsibility for all aspects relating to the transaction including the sale of goods and services sold on this website, customer service and support, dispute resolution, and delivery of goods.

25. Country of domicile (place of business)

This website is governed by the laws of South Africa and Vrolikheid chooses as its place of business (domicilium citandi et executandi) for all purposes under this agreement, whether in respect of court process, notice, or other documents or communication of whatsoever nature, Vrolikheid Landgoed, Winterhoek Road, Tulbagh, Western Cape.

26. Variation

Vrolikheid may change this agreement or any part thereof at any time in writing. We will inform you and update our website with the amended terms and conditions as soon as is practically possible      

27. Vrolikheid Landgoed (Pty) Ltd contact details

Company Physical Address: Vrolikheid Landgoed, Winterhoek Road, Tulbagh, Western Cape Email: [email protected]
Telephone: +27 82 595 4888

28. Privacy Policy

View our privacy policy here