TERMS AND CONDITIONS | Hiddenvalleypods

TERMS & CONDITIONS

BEFORE YOU BOOK

Please ensure that you read and accept our terms and conditions as they contain information pertinent to booking, cancellation and your stay with us. When you book you are entering into a contract with us and it will be deemed you have accepted our terms and conditions.

We are a small farm and glamping site and our aim is to have somewhere that people can come to and enjoy the beautiful surroundings in a relaxing atmosphere.

Your Booking

The lead booker must be over the age of 18 at the time the booking is made. It is the lead bookers responsibility that all booking terms and conditions are adhered to and that all other members of the party are made aware of the terms and conditions.
We reserve the right to accept or decline bookings entirely at our discretion.
Your contract with us will begin when we issue you with your booking confirmation.
Your contract with us will be on the terms set out in these terms and conditions.
We regret that we DO NOT accept pets at this time in either of our pods. This may change in the near future.

Your Payment

A full payment of the total balance of your stay is required when booking.
Cancellation, if you cancel your stay before 28 days prior to your arrival you will lose 20% of total monies paid.
Cancellation, if you cancel your stay between 28 - 14 days prior to your arrival, you will lose 50% of your total monies paid. Any cancellations after that will result in all monies paid being lost.
We reserve the right to change or withdraw a promotional offer at any time by amending or removing details of these offers from our website or social media.
Upon booking, you will be charged a Security Deposit of £100. This will be refunded back to you upon departure providing the pods, hot tub and outdoor area are as you found them. This includes any items being taken from the pods. If anything does get broken during your stay, please inform Danielle as soon as possible to prevent you from being charged. The pods are thoroughly checked before your stay and any items missing or damaged when you check out will automatically be deducted from the £100. Your deposit will be refunded back into your account within 7 days of departure date.
We periodically review and amend the prices we charge for our Accommodation.
We strongly advise you to take out the appropriate travel insurance so you can have peace of mind that your costs will be covered, should you need to cancel your holiday for any reason. For the avoidance of doubt, this includes where you cancel your booking for any reason outside of your reasonable control, including with limitation, inclement weather and illness.
If you want to change any detail of your confirmed booking you must let us know by telephone, by email or in writing as soon as possible. Whilst we will do our best to accommodate you, we cannot guarantee that we will be able to meet any request for changes.
If we need to change or cancel your booking, we will refund any amounts due back to you. We will only change or cancel your booking;
- if necessary to perform or complete essential remedial works,
- if we have to close the Site due to a Met Office Severe Weather Warning or other severe weather event,
- or for other reasons unforeseen at the time you made your booking which are beyond our reasonable control.

Arrival/Departures

Check in is from 4pm and check out is at 10am. If arriving after 8pm then you will need to contact Danielle beforehand to make her aware of your estimated arrival time. In some cases early check in and late check out may be available - ask prior to your stay.
We operate self check-in here at Hidden Valley Pods. There is a key safe on the front of your pod and you’ll be sent the code prior to your arrival. If you have not received this by email 72 hours before arrival then please get in touch.
If you have an issue during your stay, please DO NOT come down to the farm as we have neighbours that are not part of Hidden Valley Pods. Instead contact Danielle on 07731519891 who will come to see you at your pod as soon as possible (in most cases a matter of minutes).
Upon departure, please lock the door and return your key into the key safe.
If you do not leave the Accommodation by the required departure time we reserve the right to charge you a late checkout fee to cover any costs we incur.
If you leave any of your possessions behind at your Accommodation, please contact us as soon as possible. If found they will be stored away safely ready for you to collect again at your earliest convenience. If relevant, postage and packing charges for the return of goods will apply. Alternatively, costs of disposal will be charged to you. However, please note that in this instance we are not to be held responsible for any items lost or that may be stored until collection.

During your stay

Quiet hours are between 9:30pm and 7am. Music players/radios must be kept to a reasonable volume and switched off by 9:00pm. We kindly ask that you respect our neighbours by keeping noise levels to a minimum after this time. The countryside is supposed to be relaxing and peaceful - enjoy it!
Even though each pod is privatised in our field with it's own garden area and grounds, we ask that you supervise your children at all times. As we are next to a working farm, the lane to the pods is part shared therefore at times there may be large vehicles passing and we wouldn't want any little legs exploring alone!
Any accidents must be reported as soon as possible to Danielle on 07731519891.
To look after our brand new luxury pods, we ask that you do not wear footwear inside. There is a boot box next to the front door and all 'muddy' footwear can be stored inside these.
Guests are NOT permitted to remove any of the luxury glamping pod’s provided furniture inside or outside. Please ensure you leave your luxury glamping pod in a clean and tidy state.
Fireworks are prohibited .
All pods are NON SMOKING.
There is 1 allocated car space to each pod. We also have a disabled parking space on the car park. There is more parking available close by if any bookings require two spaces.
On day of departure, please leave the pod in a clean and tidy state, with any rubbish already tied up in bin bags and left at the door.
The firepit/ BBQ is included for you to use during your stay. Please do not move the firepit/BBQ from it's original location and make sure it is fully out before leaving the 'garden' area.
You must not use the Accommodation, or allow it to be used, for any dangerous, offensive, noisy, illegal or immoral activities. You must not cause any nuisance or annoyance to any neighbours or anyone else during your stay. A breech of this will result in you being vacated from your Accommodation and made to leave the site immediately.
Allocated inside the pods you will find cutlery, plates, bowls cups and glasses to use whilst dining inside. Next to these you will also find plastic plates, bowls and glasses. Please use the plastic set provided if eating outside to prevent any damages or breakages.

Our right to evict

We may terminate our contract with you and ask you to leave your Accommodation and the Site immediately (without any compensation being payable) if;
- we consider that you or your party have committed a serious breach of these terms and conditions/Site rules,
- We consider that your or your party’s behaviour endangers the safety of our visitors or staff,
- Any complaints are made of anti-social or unacceptable behaviour against you or your party,
- You or your party cause damage to the property or it's contents,
- You exceed the maximum occupancy limit for your Accommodation.
We have a zero drug policy. Any users found in possession of drugs or attempting to consume drugs will be asked to leave the premises immediately. No refunds will be given and police/security staff will be notified.

Max occupancy

You must ensure that the maximum number of persons occupying the Accommodation does not exceed the maximum occupancy limits set out for the accommodation (6) As such, we reserve the right to require you to leave the Site, without any compensation, should you exceed the maximum occupancy. This will also mean your refundable deposit will be lost. Our pods will accommodate a maximum of 4 Adults and 2 children.

Damages and breakages

Any damages or breakage must be reported to us immediately. You will be liable for covering the cost before your departure.
If you discover anything is missing or damaged on arrival at your Accommodation you must notify us, if you do not notify us we will assume that you have caused the damage or loss and this could cost you your security deposit.
Please note any damage to any site facilities or to a luxury glamping pod, including when a luxury glamping pod is left in an unsatisfactory state, will incur additional charges and will be paid before departure.
Anything that has been damaged, broken or stolen will automatically be deducted from the £50 before refunding the rest back into your account.

Fire pit / BBQ use

Please take extra caution when using the fire pit/BBQ
Please fully read the instructions of how to use before lighting your fire pit/BBQ
If you have supplied your own logs and kindling, please ensure they are 'Kiln dried Logs' only. This will help to prevent unwanted smoke and also prevent damaging the local environment.
Disposable BBQs are allowed, providing they are placed on top the firepit grill when lit or in use.
Please supervise children around the fire pit/BBQ AT ALL TIMES! The fire pit/BBQ gets very hot when lit and extra care needs to be taken. We can not be held responsible for accidental injuries due to carelessness.
After using the fire pit/BBQ, please ensure that it is fully out before moving away or returning to your pod.
Any damages made to the fire pit/BBQ will result in a small fee being charged to the person who made the booking.
There are plastic plates, bowls and glasses located inside the pod. Please use these when dining outside to prevent breakages.
Please do not place anything hot onto the wooden benches as this could mark them or set them on fire! This includes the fire pit lid, metal grill or poker.

Hot tub use

Please ensure that you read and agree to all of our terms and conditions in the welcome pack before using the tub.
The hot tub comfortably seats 5 people but may seat 6 with an additional small person or child. Please respect this and do not allow more than 6 people in the hot tub at any one time! Failure to follow this may result in you being asked to vacate the hot tub and not be able to use it for the rest of your stay.
Please look after the hot tubs. These are expensive pieces of equipment there for you to relax and enjoy. Any damages made to the hot tub or hot tub bar and cover will result a fine.
If possible, please shower first before entering the hot tub. This will help to keep the water clean which is more hygienic for yourselves during your time in the hot tub. Please do not enter the hot tub with false tan, makeup or any other product that could easily come off into the water as this can cause an excessive amount of foaming when the jets are on. Doing this will only prevent you from experiencing the hot tub at it's finest.
If staying for longer then 2 nights, we may need to call up to your pod to check the PH levels of your water, and ensure everything is as it should be. We will try our best to do this as discreetly as possible to not disturb your stay with us.
When your hot tub is not in use, please pull over the cover/lid to keep your water temperature at the desired level and to prevent any objects entering the water.
Please do not mess with the filters, or water system settings. This includes pressing the on/off button. The hot tub needs to stay on for the entire duration of your stay. Doing this could prevent you from enjoying your hot tub at it's best.
The hot tubs get emptied, cleaned and refilled in between each guest. You may be asked to sign a waiver form on your arrival, stating that you have be shown how to use the hot tub and it's current PH levels at the time of signing. If you would like to check them also, please just ask :)
The hot tub should be used for no more then 10 - 15 minutes at a time. Please take regular breaks in cooling down as sitting in a hot tub for long periods of time can cause, dizziness or high blood pressure due to the heat.
Please DO NOT use the hot tub if you are pregnant or already suffer from high/raised blood pressure! We heat the hot tubs to a comfortable 38c which is considered unsafe for pregnant women or anyone with high blood pressure. Therefore you are fully liable if you do decide to use the hot tub during your stay.
The hot tub has a Bluetooth speaker system which is a great little addition to use whilst relaxing & enjoying the amazing views. As with the Speaker inside the pods, we ask you to respect our neighbours and other guests by keeping the noise to a minimum and ensuring that the speakers for the hot tubs are turned off by 9:30pm!
PLEASE SUPERVISE CHILDREN AT ALL TIMES WHILST USING THE HOT TUB!! We can't stress enough how dangerous hot tubs can be and failure to this can cause serious harm or drowning!!