The Terms and Conditions on this page apply regardless of whom you have booked with.

By placing a booking with Timber Valley Pods Ltd you (the lead guest) and your booking party (guests) agree to the following terms and conditions as set-out. If you have any questions about booking with us, please contact us before making a booking.
The Terms and Conditions on this page apply regardless of whom you have booked with and whether your booking was made through the website or directly with a member of Timber Valley Pods .

To place a booking with us the lead guest must be at least 18 years of age. At Timber Valley Pods we recommend a maximum of 3 adults in one pod. Or 2 adults and 1 child.

Any children must be supervised by a responsible adult.

Where the person making the booking is different to the lead guest taking up the occupation, the person making the booking may be held responsible for cancellation, non-arrival and damages.

Only the lead guest and the named booking party are allowed to use the property and its facilities. This is to ensure the safety and privacy of all our guests. No third-party visitors are permitted unless granted express permission in writing.

Your booking confirmation: We’ll confirm your booking (and any upgrades or changes) straight away, using the email address you gave us. If you don’t get this email, we may not have received your booking. Please check your junk-mail folder – if it’s in there, add us to your contacts to make sure you don’t miss any later updates. If you still can’t find it, please send us a text with the lead guests full name – as soon as possible to increase the chances we can still offer you the dates/options you want.

To secure any booking we require a deposit to be paid in advance, this deposit amount is 25% of the booking. The remainder of the payment will be taken from your account without you having to do anything approximately 1 week before your stay date, however this is an approximation, there is some variance to this.

Additional Charges

• By booking with us, you authorize us to charge the credit card on file for any additional services or fees incurred during your stay, including but not limited to:
• Early check-in/ late check-out fees
• Damages or missing items
• Any outstanding balances

Payment

All payments must be made in full prior to check-in, unless otherwise arranged. Any additional charges during the stay will be billed and charged to the card on file.

Payments can be made through our booking system.

Amendments to booking dates or details are subject to availability and approval by Timber Valley Pods.

Administration Fee
An administration fee of £25 will be applied to all booking amendments that include moving/changing your stay date. This fee is non-refundable and covers the processing costs associated with making changes to your reservation. The administration fee applies regardless of the time elapsed since the original booking.

Requesting Amendments
To request an amendment, please contact info@timbervalleypods.co.uk as soon as possible. We will do our best to accommodate your request based on availability.

We encourage you to please read the T&C’s before making a booking.

Your access to and use of Timber Valley Pods is conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users and others who access or use the Service. By accessing or using the Service you agree to be bound by these Terms. If you disagree with any part of the terms then you may not access the Service.

Cancellation Policy

Please note that in all circumstances, deposit payments are nonrefundable.

However, deposit payments are transferrable to another stay. To use, you would re-book, with a note with your original reference number and we can apply the deposit amount to your new booking, this would be taken from the final balance due.

If you wish to reschedule your stay to another date, if the new date is more expensive you will be due to pay the balance. If you wish to reschedule your stay to a less expensive date the balance will remain as a credit, and can be redeemed towards another stay, or extras like fire pit pack etc.

If you book with Booking.com or Airbnb then please be aware that the payment is made to them not us so please refer to their terms and conditions should you need to amend your booking.

Should you wish to cut short your holiday before the end of the rental period no refund shall be given for the period of time during your rental period where you do not occupy the property.

If you should need to cancel the booking for any reason you must notify Timber Valley Pods Ltd in writing via the email address info@timbervalleypods.co.uk

Refunds may not be offered for 2^nd stage payment if your stay date is within one week of arrival.

Disclaimer

Your use of the Service is at your sole risk. The Service is provided on an “AS IS” and “AS AVAILABLE” basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement or course of performance.

Check-in time for all pods is 4pm and Check out is 10am. This allows us to make sure pods and hot tubs are clean for guests. Any guests found to enter the property prior to the allocated check in time or those who choose to vacate the property after the stated check out time will be subject to additional charges.

Early Check-in and late Check-out Policy:

• Standard check-in time is 4pm and check-out is by 10am
• Early check-in or late check-out is subject to availability and must be arranged in advance.
• If early or late check-in is available, a fee of £10 per hour will apply, which must be paid in advance or at the time of check-in.
• In the event that a guest checks in early without prior arrangement, we reserve the right to charge the early check-in fee to the credit card on file.

General: Our terms and conditions exist to keep our staff and customers safe, and help us deliver high quality experiences time after time. If you break the terms of your stay, we reserve the right to ask you to leave without a refund.

Condition of your property: Please leave your pod clean, tidy, and in the same general condition it was in when you arrived. Each pod is thoroughly cleaned between bookings – if a deep-clean is necessary after your stay, we may pass the charge for this on to you. If this applies, we’ll send you an invoice within 48 hours.

Damage and repairs: If something in your property gets broken or damaged while you’re here, please tell us straight away. You can phone us on 07840151570. We treat each incident case by case, but may charge a minimum £100 ‘damage charge’ for one-off breakages, or more for substantial damage or valuable item(s).

Large groups and parties: May be subject to a security deposit of up to 50% being taken prior to your stay. This is fully refundable assuming no there are no damages / breakages caused. Regardless of whether a security deposit has been taken we reserve the right to charge guests for any damage to property which we feel is excessive or unfixable, this includes but is not limited to: Broken Property, Soiled Bedding, Damaged Mattresses, excessive amount of dangerous waste in the outside areas such as broken glass or cigarette butts.

Inventory: We keep an inventory of everything in each property, and refer to it before and after every stay. If you remove something from your accommodation (on purpose or by accident), we may invoice you for its replacement. All items in the Property have been itemised and valued – if you’d like to see this inventory, please ask. If you don’t tell us about damage and we find it after you’ve left, we’ll notify / invoice you for repairs.

Smoking: It is strictly NO Smoking Inside the properties: We will charge you £100 to be professionally deep-cleaned before our next guests arrive if there has been evidence that you have been smoking in the property.

Pets: We do have some pod friendly pods for up to two well-behaved dogs or cats – a small charge applies at time of booking. Not all our guests are animal lovers, so please be considerate inside the property. Keep pet(s) off the furniture – including the sofa and bed and put their waste straight in the bins provided. You’re welcome to walk your dogs as long as you keep them on a lead and not through any fields which have livestock grazing. Please refer to our FAQ which list the rules for pet friendly pods.

Visitors: We don’t allow visitors during your stay. If we see any visitors at your accommodation we will ask them to leave. If they still don’t leave, we reserve the right to ask you all to leave. This is following a small number of incidents where guests had visitors who had a party and caused damage. We will not tolerate this at all.

Responsibility: The freedom to do whatever you please is a big part of the stay, however we can’t accept any responsibility for any accidents, injuries, illness, loss or damage suffered during your stay – either in or around the pods.

Travel Insurance: Please ensure you have travel insurance to deal with any unexpected reasons to need to change your stay. We strongly recommend travel insurance to cover any changes in circumstances for all types of stay.

Unforeseen circumstances: Occasionally, events outside our control can affect our guests’ bookings. If we’re unable to honour your booking, we’ll refund your payment in full.

Guest no-show: If you can no longer arrive on the first day of your booking, let us know. If you haven’t arrived by midday on the second day of your stay and we haven’t heard from you, we’ll cancel your booking and may re-let your Accommodation.

Inappropriate conduct: Anyone who is aggressive, abusive or otherwise inappropriate to staff or management at Timber Valley Pods will be asked to leave immediately. Your booking will be cancelled without a refund, and you’ll be banned from returning.

Noise: Please avoid excessive noise, especially at night/early morning. In the UK, between the hours of 11 pm & 7 am, there are legal implementations of excessive noise. Timber Valley Pods could face up to a £500.00 fine if a noise complaint between these hours leads to a fixed penalty notice. If this were to happen, Timber Valley Pods would back-charge the guest the same amount and ask them to leave the site at once.

Surrounding Area: Please note that by booking a stay at Timber Valley Pods you are booking a stay in a rural area. Please take care in any cars with a low ride height as there are bumpy farm tracks on the way to the pods!

Winter Weather: Please take care on the rural roads especially in the winter! Timber Valley Pods does not accept liability for any damages or stuck vehicles

Lots of farms nearby which means you might hear or smell farm animals.

Hot Tub Use: All of our pods include the use of a hot tub so we kindly ask guests to follow a few simple rules for the comfort and safety of all:

I acknowledge that I am agreeing to this disclaimer on behalf of each member of my party and will ensure that each member of my party is aware of, and strictly adhere to, the guidelines set out below when using the hot tub.

I, and all my party members, hereby agree to ensure that any children in our care or associated with my party are always supervised while in the vicinity of the hot tub. Extreme caution will be taken to ensure that no children under the age of 5 years are permitted to enter the hot tub at any time, and that children over 5 years of age and under 16 years of age are closely supervised and always monitored.

I, and all my party members, understand and agree that:

• The use of drugs, alcohol, and some medications before or during use of the Hot Tub may lead to unconsciousness with the possibility of drowning and can significantly increase the risk of fatal hyperthermia
• No member of the party may use the Hot Tub without prior consultation with a doctor if they have a medical history of diabetes, heart disease, low/high blood pressure or circulatory system problems
• Some medications may induce drowsiness, other may affect heart rate, blood pressure and circulation. If a member has recently taken or is currently taking any medication, they should consult with their GP before using the Hot Tub.
• No member of my party may use the Hot Tub if they have any infectious disease or any open wounds/ sores to prevent spreading any infections.
• No member of my party may use the Hot Tub if they are pregnant or potentially pregnant without prior consultation with a doctor.
• Prolonged immersion in the Hot Tub may be hazardous to your health.
• Hot Tub must not be used immediately after strenuous exercise.
• Electrical appliances, such as lights, telephones, radios, televisions, are not permitted within 5 feet of the Hot Tub.
• Suction guards must not be removed from the Hot Tub, and shall not be used unless all suction guards are installed to prevent body hair entrapment.
• Glass items are not permitted in the Hot Tub.
• The Hot Tub will be kept covered when not in use.
• All members of my party will shower before and after using the Hot Tub.

I, and all my party accept and acknowledge the risks and injury may be caused or increased by our acts, omissions, negligence or failure to follow any guidelines provided to us. We also accept and acknowledge that we will be held responsible and incur charges for any damage to the Hot Tub during our stay.

You can view our hot tub licence here at: East Ayrshire Hot Tub Licence

Electric Vehicle Charging Policy

We kindly request that guests do not charge electric vehicles using the standard 3-pin plug sockets provided in the accommodation. Our electrical system is not designed to support vehicle charging, and doing so may pose safety risks or damage the electrical infrastructure.

For your convenience, we recommend using nearby designated EV charging stations. If you require information on the closest charging facilities, please feel free to contact us.

Thank you for your understanding and cooperation.

Questions and requests: While you’re here, if there’s anything we can do to make your stay more comfortable, don’t wait until after you leave to let us know, tell us right away so we can do what we can to help.

• Your Gift Card can be used by you if you are the purchaser or given as a gift. You can use the card in full as payment towards the cost of a stay at Timber Valley Pods.
• The value of your purchases will be deducted from the balance on your card when presented; any remaining balance can be used against future purchases.
• The Gift Card is not intended for re-sale and cannot be exchanged for cash.
• The Gift Card will automatically expire 12 months after issue.
• Timber Valley Pods cannot accept responsibility for your gift card if it is lost, stolen or damaged. It will not be replaced or its value refunded in any of these circumstances.
• This card remains the property of Timber Valley Pods and is not a cheque guarantee, credit or charge card.

Timber Valley Pods reserves the right to amend these terms and conditions and/or discontinue the card at any time. Your statutory rights are not affected.

If you’re unhappy with something during your stay and want to make a complaint, please talk to us during your stay. Our number to phone or text is 07840151570. Please tell us immediately if anything is not right. We treat all complaints seriously and will do everything we can to resolve your issue as soon as possible so you can get on with enjoying the rest of your stay. We don’t provide refunds or compensation for complaints made after guests have returned home, so be sure to speak to us or email us during your stay.