Terms and Conditions
Thank you for considering booking a holiday at Woodcock Cabin.
When making this booking, you are entering an agreement with us and agree to comply with and be bound by the terms and conditions of use below. We reserve the right to change our terms and conditions at any time.
1. Your booking
1.1 We reserve the right to accept or decline bookings at our discretion.
1.2 Your contract with us will begin when booking confirmation is issued and will be on the terms laid out herewith.
1.3 All bookings are confirmed at point of deposit payment and we will issue you with confirmation as receipt of payment received and further details of when your balance will be due.
1.4 Without immediate payment of your deposit, provisional dates will only be held for 24hrs before being released.
1.5 You, as the person making the booking, are responsible for all members of your party.
1.6 You as the person booking, must be at least 21 years old at time of booking.
1.7 Children and pets are not permitted to stay at the cabin.
1.8 We can only discuss your bookings directly with you, we cannot discuss details with any other party member without your consent to do so.
1.9 Your booking is strictly for two persons only. Guests are not permitted to be invited and the erection of tents at the cabin or on the wider estate are prohibited. Should you be found to have other persons camping/ staying in a camper van or using the facilities at Woodcock Cabin, your booking will be terminated immediately and full security deposit retained.
2. Payment & Cancellation
2.1 You are required to pay 50% of the total amount payable at the time of booking (excluding security deposit).
2.2. The 50% deposit is non-refundable (please see clause 2.9 relating to cancellations).
2.3. Little Extra's must be paid for at time of request or strictly within 5 working days of receipt of invoice. They are non-refundable. You may be at risk of your holiday being cancelled, should items remain unpaid for longer than the payment terms or risk payment being retained from your security deposit.
2.4 The outstanding balance of your holiday plus security deposit must be paid 8 weeks prior to your specified arrival day and no later than the date specified in the Booking Confirmation notification. You will receive a reminder notification if final payment has not been made by the specified date. If payment becomes overdue, you risk your holiday being cancelled. We will attempt to contact you before cancelling your booking but if we have been unsuccessful, your holiday will be cancelled within 48hrs of your Final Payment Due date. Security deposits due, will be returned within 10 working days of your departure date.
2.5 Once full payment has been made, you will not qualify for a refund if you wish to cancel your booking. However, your security deposit will be refunded. We strongly recommend you take out adequate holiday insurance that covers cancellations.
2.6 If you wish to move your booking to an alternative date, we may be able to accommodate you but we need a minimum of 8 weeks notice prior to the start of your original holiday dates. Any significant change to reservations will be subject to a £25 administration charge.
2.7 We accept online payment via Stripe or by Direct Bank Transfer.
2.8 Promotional offers will only be applied if they are valid and quoted at the time of booking. We reserve the right to change or withdraw a promotional offer at any time.
2.9 In the unlikely event we need to cancel your holiday due to reasons beyond our control, we will do our best to offer you a suitable alternative date as close to your original booking dates as possible, or if dates cannot be agreed, we will issue a full refund. We will not be held responsible for losses you may suffer as a result of a cancellation or change to your booking by us. We strongly recommend that you take out adequate holiday insurance that will cover you for comprehensive cancellation reasons, including the contraction of covid-19 or variant.
If either guest needs to cancel a booking due to contracting Covid-19 or variant or there are national or local lockdowns, we are not able to process a refund but will happily move your booking to an available later date in the same calendar year if possible. If this is not possible, your holiday will be moved to the following year but may be subject to a rental rate increase should this be applied for the following year. We strongly recommend that you take out adequate holiday insurance that will cover you for comprehensive cancellation reasons.
Please inform us at the earliest opportunity if you need to cancel.
3. Smoking
3.1 Smoking is strictly prohibited in the cabin, the veranda, toilet building and hot-tub. Smoking includes use of vapours and e-cigarettes. We reserve the right to cancel your booking and evict you with immediate effect. Should there be evidence of smoking within the premises your full security deposit will be retained by us to cover extra cleaning requirement costs. Cigarette ends must be disposed of responsibly and must be extinguished fully before being placed in the metal ash bin.
4. Parties, Antisocial and Illegal Activities
4.1 Parties and excessively loud music are strictly prohibited. We reserve the right to cancel your booking and evict you with immediate effect if we are made aware of gatherings or excessively loud music and will retain the full amount of your booking payment. Your security deposit may be retained if we incur extra cleaning costs.
4.2 You must not use Woodcock cabin for any illegal, immoral or antisocial activity.
5. General
5.3 You must only use Woodcock Cabin for the purpose of your holiday and not for other purposes such as business without prior consent from the owners.
5.4 Only those guests named in the booking information are permitted at the cabin.
5.4 You must keep Woodcock Cabin, its contents and facilities clean and tidy and leave them in the same condition as when you arrived and as per our departure requests detailed in the cabin welcome folder.
5.6 The use of candles, tea lights and incense burning are strictly prohibited.
5.5 You and your party must ensure the cabin is secured before leaving it during your stay and on departure, and that all keys are left in the key safe.
5.6 Check in and departure requests must be adhered to. Non permitted, early check in or late check out, may result in extra charges.
6. Log Burner & Wood Usage
6.1 The log burner within the cabin will only be used as per instructions, which will be provided in the welcome book at the cabin.
6.2 Wood is provided on a fair use basis. We provide extra wood, kindling and firelighters which can be purchased from the cabin store. Payment can be left at the cabin or paid for by bank transfer following your holiday. We reserve the right to retain a percentage of your security deposit to cover the cost of the excess wood used until payment has been made.
7. Hot-tub & Shower Usage
7.1 The wood fired hot-tub will only be used as per guidance provided in the cabin and in your welcome book. We do not advise the use of the hot tub if pregnant, suffering with a heart condition, epilepsy, skin conditions or whilst consuming alcohol. This list is not exhaustive, and it is your personal responsibility to check if you have any other health conditions prior to use.
7.2 Strictly no shampoo, conditioner, soap, bath salts, bubble bath or bath oil to be used in the hot tub.
7.3 The consumption of alcohol whilst using the hot tub is strongly, not advised and wholly at your own risk.
7.4 In the unlikely event that the hot tub is not available to use due to conditions out of our control (such as, but not wholly inclusive of freezing or drought), discounts or refunds will not be issued but we will always seek to compensate you in some way.
7.5 In the event that the hot shower is not available to use due to conditions out of our control (such as, but not wholly inclusive of freezing temperatures or water, drought or gas supply) discounts or refunds will not be issued but we will always seek to compensate you in some way. Please note, it is likely that the hot alfresco shower will not be available to use over the months November - March due to the high chance of freezing temperatures. A camping shower will be provided.
8. Drones
8.1 Flying of drones is strictly prohibited.
9. Damage, Undue Care & Maintenance
9.1 If you discover anything missing or damaged on your arrival, please notify us as soon as possible. If you do not notify us, we may assume that the damage was caused during your stay which may result in us retaining part or all your security deposit.
9.2 Accidental damages are covered in your stay which do not arise from misuse or carelessness. Any damages that are deemed to have resulted from misuse, carelessness or failure to read the provided information, will result in the retention of part or all of your security deposit.
9.3 The cabin, content and facilities must be left in an acceptable condition & state, on departure. If the cabin requires extra cleaning as a result of undue care or failure to carry out departure requests detailed in the cabin welcome folder, we may retain a percentage of your security deposit to cover extra cleaning fees.
9.4 If there should be any evidence of pets having been at the cabin, we reserve the right to retain your full security deposit to cover extra cleaning requirements or damages.
9.5 There may be a rare occasion when access to the cabin, other buildings or hot-tub during your stay is required in order to carry out emergency repairs or essential maintenance. If this should be the case, we will ensure there is as little disruption to your stay as possible.
10. Fire-pit & BBQ Usage
10.1 The outdoor fire-pit, cooking plate and BBQ will be used sensibly, for the use they were intended, and with extreme caution.
10.2 Only the appropriate outdoor cooking utensils and equipment provided, will be used on the firepit/plate.
11. Complaints
11.1 We hope you will have no need to report a problem or to complain, however if you do wish to make a complaint, we ask that you contact us as soon as possible in order for us to address your concerns. Please phone or email us as soon as possible.
12. Liability
12.1 We do not accept any liability for injury, illness or death of any member of your party or for damage or loss to/of any party vehicle or possessions, unless proven to be caused by our negligence.
13. Offers, Gift Vouchers & Discounts
13.1 Gift vouchers are valid for 24 months from date of issue.
13.2 Gift vouchers cannot be refunded, exchanged for cash or transferred to another recipient (without explicit consent from Hafod Hideaways)
13.3 Gift vouchers or offers cannot be used in conjunction with any other offer.
13.4 Gift vouchers cannot be replaced if lost, stolen or destroyed.
13.5 Discounts on future stays must be redeemed within 12 months of the discount being offered. If discounts are extended past the 12 month redemption period, this is strictly at our discretion.
