Terms & Conditions

Terms & Conditions

TERMS AND CONDITIONS

  • Making a Booking (For stays over 14 days in advance)
    •  A £60 deposit is required to make your reservation. This is collected via card payment at the time your booking is made.  This deposit is non refundable or transferable, unless cancellation is caused by us.
    • The final balance is payable a minimum of 14 days before your arrival, although you can make payment via card at any time before this date.
    • We will send an email request after you have booked with payment instructions, please check your Junk folder if not received.
    • The full booking balance must be paid 14 days prior to arrival. If the balance is not paid in full, we reserve the right to cancel your stay with no deposit refund due.
    • If the booking is cancelled 14 or more days before the arrival date then a charge of £60 is made, which will be the deposit amount not returned.
    • If the booking is cancelled less than 14 days before the arrival date then a charge equal to the full booking amount will be made.  This will be automatically debited from your initial payment source.
    • In the event of a no show or booking reduction (after the arrival date) the full cost of the booking will be charged.
    • We are within our rights to automatically debit any monies owed in line with the above payment / cancellation schedules from your original payment source, with no further communication or notice.
    • Amendments to bookings may incur a £20 administration fee.
    • Any charges made to your account that are not paid in full prior to departure will be automatically debited from your payment method.
  • Making a Booking (For stays under 14 days in advance)
    • Your card details are required to guarantee the booking but no payment will be taken.
    • Payment in full is required on arrival at site, a request will be sent via text once your booking has been confirmed.
    • Card payments are not accepted on site.
    • If the booking is cancelled less than 14 days before the arrival date then a charge equal to the full booking amount will be made.  This will be automatically debited from your initial payment source.
    • In the event of a no show or booking reduction (after the arrival date) the full cost of the booking will be charged.
    • We are within our rights to automatically debit any monies owed in line with the above payment / cancellation schedules from your original payment source, with no further communication or notice.
    • Amendments to bookings may incur a £20 administration fee.
    • Any charges made to your account that are not paid in full prior to departure will be automatically debited from your payment method.
  • Arrival and Departure
    • We ask that you arrive from 4pm to 9pm only. Please note, we don’t have a reception desk and all check in’s are self service.
    • Early check-in or late check-out are available to purchase on our online shop but may be cancelled and refunded at any time if we are unable to prepare the accommodation in time.  24 hours notice is required.
    • You will be text your arrival information prior to your stay.  Please ensure that you have provided a valid mobile phone number.  Failure to provide the correct phone number will result in your being unable to access your accommodation.
    • On the day of your departure, we would be grateful if you could vacate your accommodation pre 10am for cleaning purposes.  Late departures may be charged £50 per 30 minutes excess, debited without notice from your original payment source.

  • Damages Policy
    • The vast majority of our guests leave their accommodation in a good condition on their departure. We ask is that you leave the units in a respectable condition as close to possible as they were provided to you.  Please wash up and replace your dishes, place your bin bag by the garden gate and secure the hot tub lid.
    • Please let us know if you damage anything throughout your stay. We only charge for replacements in exceptional cases as we do expect a fair degree of wear and tear.
    • If we do need to charge for any damages or excess cleaning fees, we reserve the right to automatically debit these from your original payment source.
    • Any payments owed that we are unable to collect via card, will be claimed via a small claims court as deemed necessary.
    • Bookings are not transferable to another party.  The lead booker who supplies payment information will be responsible for any damages or extra charges that may be incurred.

  • Safety Notice
    • West Wood Yurts is not a manicured campsite with paved paths; therefore in places the terrain can be uneven and steep. Please make sure all members of your group are aware of this and wear suitable footwear.
    • Log burners are provided outside or inside each accommodation as a heat source; these can get very hot to touch when in use! Please request a fire guard if required to surround the log burners, particularly if there are any children in your group as a safety precaution to prevent any accidents or injuries occurring.
    • In the event of any dangerous weather we reserve the right to limit the use of the Hot Tubs, without impacting the original price and payment terms of the accommodation.
    • In the event of any dangerous weather we reserve the right to limit access to National Trust Gibside Estate, without impacting the original price and payment terms of the accommodation.
    • Cars parked on site do so at their own risk and we accept no liability for any damages or accidents that may occur.

  • Refunds
    • We recommend you take out holiday insurance to cover any cancellation or other circumstances. In the event of West Wood not being available due to flood, fire or other unforeseen circumstances a full refund will be provided for the cost of the accommodation only.
    • We are not liable for any further losses you may incur.

  • General Rules
    • We do accept single sex groups with no ban on stag or hen parties.  Full detail is provided in the FAQ’s section.  However, Hot Tub Hill area is a quiet site and we ask that noise is kept to a minimum.
    • Noise can always cause an issue, so bare this in mind.  If we feel the level is unacceptable, we reserve the right to ask you to leave the site.  We provide a unique setting and hope our visitors can respect it.  9pm onwards is quiet time on site at Hot Tub Hill.
    • Responsibility for both children and your own general safety is your own. Please remember the sense of freedom that the site provides, which in turn can present many dangers.  We take safety very seriously at West Wood and have provided as many safety features as possible, but please keep a watchful eye over yourselves and  children to ensure everyone has an enjoyable holiday.
    • Access to the main farm steading is not allowed.  We are a commercial unit and tractors and machinery are always on the move.
  •  Dogs
    • Dogs must be on a lead at all times.  Any dog found off lead will result in guests been asked to leave the site.
    • Any pets found to be on site that have not pre-booked, will incur a £100 excess cleaning fee per night, debited automatically.
    • 1 small dog is welcome at the Shepherd’s Hut only, we are unable to accept pets in Oak or Elm Pods.  Any animal found at these units will incur a charge of £100 per night, debited automatically from your payment source.
    • Any dog mess not wrapped into bags and deposited in the bins provided will incur a £100 excess cleaning fee.
    • Please keep your dog off the furniture and out of the Hot Tub.