Terms & Conditions

Please take the time to read the information sections below before completing your booking.
It gives you important details regarding our policies and what to expect during your stay with us at Whorlton Pods.

By making a booking you have entered into contract between “you” (the guest) and “us” (Whorlton Pods). This contract becomes legally binding once “we” (Whorlton Pods) have sent out a confirmation form and is subject to all our booking conditions. Ensure that you check all information on your booking confirmation carefully and notify us of any discrepancy or mistake. You must be 18 years or over when the “pod” is booked. Please advise other adults within your party of these booking conditions.

A deposit of 30% (minimum £99.00 value) of the total fee is payable immediately upon making the booking where the booking is made more than 6 weeks before the start of the rental. (Alternatively the full balance can also be paid.)

The booking will not be confirmed until the deposit is received. The balance shall be payable in full 6 weeks before the commencement of the rental. For bookings made less than 6 weeks prior to the rental date the total fee is payable immediately.

If the balance is not paid entirely by the due date, then Whorlton Pods reserves the right to retain the deposit and re-let the accommodation. Email reminders will be sent prior to your due date.

All bookings are made and paid for direct on our website via our payment platform ‘Stripe’. (we accept most major credit and debit cards). You will be directed to our booking platform ‘Bedful’ to complete your booking confirmation.

Bookings may also be made via our OTA sites ‘Glampingly’, ‘Cool Camping’ or ‘Cool Places’.

Our gift vouchers are non-refundable.

Bookings made from 13/05/2021

In the event of no-shows, we do not offer any (either full or partial) refunds. We strongly recommend that you take out UK travel insurance when you make your booking.

Should you cancel your stay more than 8 weeks before the day of check-in:
    – We will refund your full payment (less 5% to cover administration.)
       If your booking has come through a third party (Glampingly, Cool camping, Cool Places)
       then we will refund your stay (less 20% to cover administration and the commissions).

Should you cancel your stay between 4 and 8 weeks before the day of check-in:
    – We will refund your full payment (less 20% to cover administration.)
      If your dates get re-let then we will refund the remainder of your payment (less 5%
      of the full payment to cover administration).
      If your booking has come through a third party (Glampingly, Cool camping, Cool Places)
       then we will refund your stay (less 20% to cover administration and the commissions).

Should you cancel your stay within 4 weeks of the start date:
    – The balance of your payment remains payable and no refunds will be made.

The following Terms apply to bookings made from 13th May 2021 onwards on our website as offering the Coronavirus Booking Guarantee (the Guarantee), and for which the summary terms are displayed at the point of booking. Guests will need to agree to these Terms before confirming a booking. These Terms supersede any standard cancellation policies which may usually be in place with Whorlton Pods.

This policy is only available for cancellations related to genuine Coronavirus restrictions. Flexible rebooking is not available for cancellations related to weather or other reasons.

30% Deposit
Bookings made with this Guarantee will require only a 30% deposit at the time of booking.

Balance payment 30 days before holiday
A balance payment for the full amount will be due 30 days prior to the first day of your stay, when you can be confident that your holiday is going ahead.

Flexible Rebooking Policy
In the event of cancellation due to Coronavirus restrictions or for self-isolation, the guest has the flexibility to move their holiday to any available date up to the end of 2021 (the ‘flexible rebooking policy’) with no additional charges. The customer must notify the accommodation provider by 12 noon of the day prior to the start date of the holiday (the ‘rebooking deadline’) if they wish to make use of the flexible rebooking policy. If the customer does not notify the accommodation provider by the rebooking deadline, it will be assumed that the holiday will be going ahead and therefore the flexible rebooking policy will no longer apply. In that event, if the customer does not subsequently check in on the holiday start day, the full payment will be forfeited and no refunds will be made, in line with the clear and express terms of this Guarantee. Any deviation from these clear and express terms are entirely at the discretion of the Accommodation Partner, with the exception of subsequent local or national restrictions being imposed after the rebooking deadline, in which case the flexible rebooking policy would still be applied.
In the event that the customer uses the flexible rebooking policy and chooses a date where the same accommodation is only available at a higher price, the additional prevailing rate for the stay will be due.

Cancellations
Due to the flexible rebooking policy, the low deposit and late balance payments, no refunds are available to the customer on any funds paid to the campsite (either the deposit or the balance payment). If the customer fails to pay the balance by 30 days prior to the holiday start date, the deposit may be deemed to be forfeited by the campsite and the booking cancelled. In such an event the flexible rebooking policy will no longer apply.

Cancellations due to government guidelines including Tiers will be checked on the home address provided by the Guest at the time of booking. Cancellations due to positive covid tests must be received by email with proof of a positive test dated within the government advised quarantine duration of the arrival date.

Insurance
We recommend additional cancellation insurance to cover in the event of cancellations other than Coronavirus restrictions.

Gift vouchers are non-refundable and we do not permit any persons to sell or trade our gift vouchers. The dates of bookings paid for fully, or in part, with a Whorlton Pods gift voucher may be amended, provided the changes are made at least six weeks before the start of the stay. If the stay is cancelled less than six weeks before the holiday start date, no part of the booking will be refunded.

The subsequent provisions set out the total liability of Whorlton Pods to the Guest in respect of any breach of these Booking Conditions; and any representation, statement or tortuous act or omission including negligence arising under or in connection with the booking.

All warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from the Contract. Nothing in the Contract excludes or limits the liability of Whorlton Pods for death or personal injury caused by negligence or fraudulent misrepresentation.

Whorlton Pods shall not be liable to the Guest for any type of indirect or consequential loss or damage, costs, expenses or other claims for consequential compensation whatsoever (however so caused) which arise out of or in connection with the Contract. Any rights under these Conditions and the Contract which may be exercised by Whorlton Pods, no term of the Contract is enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not a party to the Contract.

If the pod which the Guest has booked becomes unavailable or un-useable for some reason prior to the date of booking, then Whorlton Pods obligation will be to use their best endeavour to find a suitable alternative property or failing which to reimburse the Guest for any monies paid. Notwithstanding any other provision of this Contract, neither Whorlton Pods nor the Owner shall jointly or individually be deemed to be in breach of this Contract or otherwise be liable to the Guest, for any delay in performance or the non-performance of any of their respective obligations under this Contract, to the extent that the delay or non- performance is due to any act or circumstance beyond their reasonable control, and the time for performance of that obligation shall be extended accordingly.

Force Majeure

Force Majeure, of the nature is intended to cover, includes but are not limited to fire, flood, exceptional weather conditions, epidemics, pandemics, war, civil war, invasion of foreign enemies, war-like activities (whether or not there is an actual declaration of war), rebellion, insurrection, civil commotion arising to the level of uprising, military or usurped power; acts of terrorism committed for political, religious, ideological, or similar purposes; actions intended to prevent any of the above and damage of the Property by any cause other than negligence of the Owner or Whorlton Pods, and all similar situations.

No compensation, costs, expenses or other sums of any description (including without limitation the cost of securing an alternative property/accommodation) will be payable in such circumstances by either the Owner or Whorlton Pods to the Guest.

This means if we are prevented, hindered or delayed from performing our obligations due to an event outside our control, including any action or order from the government, we will be relieved of our obligations. In the event of this happening, we will offer guests the opportunity to change the dates of their stay.

If we are unable to offer accommodation due to circumstances beyond our control, we are not liable for refunds or expenses incurred. We recommend that you have adequate holiday insurance in place to cover this.

We understand circumstances change for one reason or another, therefore Whorlton Pods will consider a guest’s request to change the dates of their booking after confirmation has been issued. If the new dates are priced at a higher rate then an additional payment will be required to cover the outstanding balance. Agreement will be given subject to all of the following conditions being met:
– If the property is available for the period requested
– If the request is received more than 8 weeks prior to the commencement of the original rental.

Any changes after the 8 week period will incur the same charges listed within the cancellation policy.

Your ‘Period of stay’ will begin at 4pm on the day of your arrival and end at 10.30am at the latest on your departure day.

Guests are asked to self check in following the details sent prior to your arrival.

We ask that you do not arrive early as we will still be preparing your pod and hot-tub.

We ask that upon departure (10.30am prompt) you turn the thermostat dial as low as possible, push  the bedroom window ajar and leave the front door open. The key to  your pod can be left on the dining table.

Any issues please contact Chris (07765 454511) or Ali (07867 651544)

We have provided some cleaning items within the pod and we ask you to leave the pod in a respectable condition on your departure day. If we feel that an inconsiderate mess has been left behind, we will deduct a reasonable cleaning charge from your damage deposit.

We ask that all towels are placed in the shower cubicle tray and that the bins are emptied to the relevant recycling or general waste bins at the car park.

We appreciate accidents happen, but we expect the guest to reimburse Whorlton Pods for replacement, repair or extra cleaning costs incurred as a direct result of improper use of the facilities.

An inventory is provided within the welcome pack. The inventory lists the items in each pod which you should check on arrival. Guests should not remove any item from the property. You are liable for any items found broken or missing and the cost of these items will be deducted from your deposit. Guests agree to inform the owners of any damage or loss however caused. Whorlton Pods reserves the right to enter your Pod for inspection at any time.

Whorlton Pods will take a refundable but not limited damage deposit of £50 on each booking (Part of the total fee). If the breakages or damages exceed this figure the guest agrees to pay the additional costs.

We ask guests to enjoy our setting and to walk around the lake freely. The lake is some 3m deep in places so care must be taken. A life buoy is present and should be used if necessary. Please do not feed the fish or any other wildlife in, on or around the lake.

We advise caution to be taken around the farm buildings when arriving or departing the area.

We have great access from the A172 road as we are sited 160m from the road. Care must be taken when accessing or egressing our lane end as this road can be busy at certain times.  

Please respect other guests and their privacy when walking around the site.

Please dispose of all your rubbish in the bins provided.

The site is mainly surfaced in gravel so we do advise sound footwear. Due to the step up into the pod, access may be limited for wheelchair users, however please do contact us if you need any further information regarding such accessibility.

Please do not bring your own BBQ or Firepit as this is not permitted. We have BBQ facilities at each pod with outdoor cooking utensils. No ground fires are permitted.
Please contact us regarding Firepit fuel as we can arrange this for your stay. The firepit/BBQ must remain in its set safe location and must not be moved.

We operate a strict no smoking policy inside the pods. This includes tobacco products and e-cigarettes. Guests are permitted to smoke outside the pod, but you must dispose of your cigarettes in the sand buckets provided.

Smoking in the hot tub is STRICTLY prohibited.

If these smoking rules are broken at any point of your stay you will be asked to leave.

As much as we love animals, unfortunately we cannot accept pets on the site. We are also not able to allow guide dogs to stay in the pods.

We have a generously sized car park with an allocated parking place for each pod. Please use your space and respect others when driving on the site. The carpark is a short walk along a flat gravel path to your pod, but please let us know if you require any assistance.

Please do not attempt to drive your vehicle off the gravel areas or down any of the pedestrian routes.

If you require extra parking, please let us know.

Your stay is limited to the number of guests booked and we do not expect to find other guests at the pod. This is for the security of all guests on site.

We ask that you respect other guests and that noise is kept to a minimum between 10.00pm and 8.30am. No loud music should be played during your stay.

Parents are responsible for their own children and they must be supervised at all times.

Furniture / bedding is not to be removed from the pod.

Outdoor shoes are not to be worn inside the pod. During times of particularly wet/muddy weather please leave soiled garments and footwear on your porch. A boot box is provided to store outdoor gear.

We aim to provide an honest reflection in any published photographs of what to expect from the accommodation and surrounding areas. However please understand that items may change from time to time due to replacements and general upkeep.

Candles, incense and smoking etc are strictly prohibited within the pod.

Please be respectful of the pod and its contents and keep them in a clean and tidy condition throughout your stay. All rubbish is to be removed on your departure day and left at the designated places.

Drunken, abusive or inappropriate behaviour will not be tolerated at anytime during your stay and where so you may be asked to leave.

All of our hot tub rules and guidance can be found here.

Please familiarise yourself with them prior to and during your stay and adhere to them at all times.

During the pandemic please ensure you adhere to the government rules. If during your stay we suspect you have disobeyed these we will unfortunately have to ask you to leave.

When allowed to, (following government guidelines) the whole site may be hired out by family / friend groups for special get-togethers.

Please enquire by email for availability, or use the availability search direct on the website at www.whorltonpods.co.uk

When allowed to, (following government guidelines) we will accept stag and hen parties so long as you agree to all terms and conditions.

Understandably we require a bond for these groups of £50 per person which will be returned if the pods and site is left without damage.

Please contact us directly if you would like to book your party with us.

If your pod keys are lost or stolen we will expect you to pay reasonable costs for the replacement euro cylinder and key set.

For the purposes of the Data Protection Act 1998, Whorlton Pods under direct booking is the sole data controller of all personal data provided. In order to process a booking Whorlton Pods needs to collect certain personal data details from the Guest, for example names and addresses of all party members, credit/debit card or other payment details, special requirements, such as those relating to a disability or medical condition which may affect any party member’s holiday arrangements.

Whorlton Pods needs to process and store Guests’ personal details for its own administration, market analysis and functional reviews. Whorlton Pods would also like to store and use personal details for our own future marketing purposes (for example details of promotions or offers).

All details given to Whorlton Pods at any time will be kept, but only names, contact details and the booking preferences will be used for marketing purposes unless the Guest is informed otherwise when the information is provided.

Whorlton Pods will respect the privacy of personal data and will comply with all relevant and current data protection legislation. Whorlton Pods does not intend to make mailing lists or Guests’ personal data available for marketing purposes unless required to do so by a Court of Law. We will not disclose personal data to any other parties.

We have put a lot of hard work into making Whorlton Pods a place for guests to enjoy and we really hope you are happy with your accommodation and surroundings. However, within reason if something is not up to expectations then we would appreciate you letting us know so we can endeavour to put it right.
Please contact Chris or Alison on 07508 108222 via call, email, whatsapp or messenger as soon as possible prior to your departure.

2 NIGHT MINIMUM STAY*
Arrival days highlighted dark green
Unavailable dates are grey

*Holidays may vary

Arrival Days Mon / Wed / Fri
(Mon / Fri during holidays)