Pod site Terms Conditions

Pod Terms & Conditions

GHYLL HEAD OUTDOOR CENTRE
The Hive Pod Village


The following Booking Conditions set out the terms and conditions of your booking with Greenwich Leisure Limited (“GLL”) (t/a Better) a charitable social enterprise and registered society under the Co-operative & Community Benefit & Societies Act 2014 registration no. 27793R whose registered office is at Middlegate House, The Royal Arsenal, London, SE18 6SX 


Please read these Booking Conditions carefully as you will be bound by them. In these Booking Conditions, “you” or “your” means the person who makes the booking. “we”, “us” and “our” means GLL.


  1. MAKING YOUR BOOKING
    1. By making the booking you confirm that you are at least 18 years old and that you have read, understood and agree to be bound by the Terms and Conditions as set out below.
    2. The person making the booking MUST form part of the visiting party. 
    3. The prices stated on our website are inclusive of VAT. We reserve the right to increase or decrease the prices of unsold accommodation at any time.
    4. You must make payment in full at the time of booking. 
    5. There is no damage deposit or key deposit taken. However by agreeing to these terms and conditions, you expressly agree to meet pay, upon receipt of invoice, any costs 
      • in respect of any damage you or your party causes to any property including the Pod and all communal facilities and equipment.  
      • in respect of any lost or unreturned keys
      • in respect of any extra cleaning required due to inappropriate or unauthorised use of the Pod
  2. The minimum length of stay is usually 2 nights – this will be displayed and controlled during the booking process. However, on occasions we will accept 1 night bookings – please contact us directly to enquire. Contact Us
  3. Bookings and payments can only be made online. A confirmation email will be sent upon booking completion. Please check this carefully as soon as you receive it. You must contact us as quickly as possible, but in any case within 7 days, to correct any errors or provide any missing information free of charge. After 7 days, you will be charged to make any such changes.
  4. The maximum capacity for each Pod is displayed and controlled during the booking process. Your actual party size must not exceed the number of people included in the booking information. Smaller party sizes are of course permitted but no refund or partial refund will be given in respect of anyone unable to attend.  
  5. If the person who made and paid for the booking becomes unable to attend you must notify us immediately and we will, at our discretion, accept the transfer of the booking to another adult aged 18 or over who must form part of the visiting party. If the transfer is accepted the usual amendment fee will apply (see clause 5). 

  1. GENERAL BOOKING CONDITIONS
    1. The number of people staying in the Pod must not exceed the number of people booked.
    2. Check-in time is from 2.00pm and Check-out time is before 10.00am.
    3. We do not accept bookings for party events, stag/hen parties or similar unless pre-arranged with and agreed in writing by a Centre Manager. 
    4. We reserve the right to refuse bookings should they appear unsuitable for the accommodation and reserve the right to refuse admission on arrival if any aspect of the booking has been misrepresented.
    5. In order to maintain the security and safety at all of our sites we prohibit users who have been convicted of, or received a police caution for, a sexual offence (listed in Schedule 3 of the Sexual Offences Act 2003) and have been made subject to the notification requirements under the sexual offenders register or a Sexual Harm Prevention Order. By accepting these terms and conditions you declare and warrant that neither you nor any member of your party is, at the time of booking subject to these restrictions. If the status of any member of the party changes to include such restrictions before the date of your booking, you must notify us and remove that person from the visiting party. Where we independently become aware of the presence of someone under the stated restrictions, we reserve the right to terminate your booking in advance or whilst on site during your stay, without refund.
    6. GLL provides the Pods for leisure purposes only. No commercial vehicles or vans are permitted on to the site.
    7. No tents or wild camping is allowed on site. Campervans cannot be used in an overnight capacity.
    8. All Pod keys must be returned to the key safe on check-out. If you do not do this then we may charge you for a replacement key or lock, as required.
    9. The speed limit of 5mph on site must be observed at all times

  1. Accessibility

If you or any member of your group has a medical condition, disability, or reduced mobility which may affect your booking, please advise us before you book so that we can advise as to the most suitable Pod and/or location for your consideration. This will also allow us to discuss with you reasonable adjustments that you might like us to make.
 
 

  1. Your contract
    1. A binding contract between us, GLL comes into existence once your full payment has been received and we have sent our confirmation email. 
    2. By making a booking you agree to comply with the Pod Village Etiquette & Rules.  By making a booking and agreeing to these terms and conditions, you acknowledge that these are duly incorporated into, and form part of, the contract.
    3. English law governs this contract and all matters arising out of it (including non-contractual disputes). We both agree that any dispute, claim or other matter, which arises out of or in connection with this contract or your booking, will be decided by the Courts of England and Wales only.
       
       
  2. Changes and cancellation by us
    1. If you cancel your booking within 7 days of the date of the booking, we will refund you in full.
       If you would like to cancel or make any changes to your booking more than 7 days after your booking date please contact us by email or by phone as soon as possible. Any cancellation is subject to £30 cancellation fee. Any amendment requested is subject to availability, acceptance and payment of an amendment fee of £30. 

  1. Cancellations:
     If you decide to cancel your booking more than 7 days after the booking date, depending on the notice you provide, the amount to be refunded will vary based on the following conditions. 

With notice of:


30 days or more            you will receive a refund of 100% of the amount paid 


8-29 days                       you will receive a refund of 50% of the amount paid 


7 days or less                No refund 


We advise you to consider obtaining travel insurance to cover you for unforeseen circumstances which may cause you to cancel your booking. 

  1. If we have to cancel your booking or change the booked accommodation due to unforeseen circumstances we will notify you immediately by email. If you do not wish to accept the change of accommodation or if you do not wish to re-book for alternative dates, we will refund you in full. 
  2. GLL’s liability for cancelled or altered bookings shall not exceed the booking.
     
     
  3. Unforeseen and unavoidable circumstances  (Force Majeure)
    1. Neither party will have any liability or pay any compensation where the performance or prompt performance of each party’s respective contractual obligations is prevented or affected by any event which could not have been reasonably foreseen or avoided. Such events include (but are not limited to) war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, severe adverse weather conditions, fire, a pandemic, and all similar events outside both parties’ control.
       
       
  4. Our liability to you
    1. We will not be liable where any failure to perform or improper performance of the whole or any part of our contract was due to your actions or omissions, or the actions or omissions of a third party not under our control.
    2. Except in the case of death or personal injury caused by our negligence, GLL’s maximum total liability to you (including our liability for negligence) will be twice the cost of your booking fee (excluding insurance premiums and amendment charges).
       
       
  5. Complaints and problems
    1. In the unlikely event that you have any reason to complain or experience any problems with your accommodation,  you must immediately report this to site staff as it is important that they are given the opportunity to resolve a difficulty whilst you are on site. Until we know about a problem or complaint, we cannot begin to resolve it. Most problems can be dealt with quickly.
    2. If the complaint cannot be resolved on site, it should be sent via email to emailE=('href="mailto:ghyllhead'+'@'+'gll.org">ghyllhead');document.write(''+ emailE + ''); 28 days of your departure. We will respond to all complaints received within the above timescale within a maximum of 5 working days.

  1. Damage and behaviour
    1. When you book with us, you accept responsibility for any damage or loss caused by you or any member of your group. 
    2. Our campsites operate a quiet time policy between 11.00pm and 8.30am and we expect our guests to keep any noise to a minimum during this time.
    3. We expect all guests to have consideration for other people, respecting the privacy and peace of others at all times by keeping to a minimum mechanical, instrumental or vocal noise. If, in our opinion or in the opinion of any site staff, you or any member of your group behaves in such a way as to cause or be likely to cause danger, annoyance or distress to any other third party or damage to property, we are entitled, without prior notice, to terminate your booking. In this situation you and the members of your group will be required to leave the site immediately. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
    4. Parents/guardians have responsibility for their children at all times unless placed in the care of a duly authorised person. You are advised that there are two areas of open water adjacent to the Pod Village. No swimming is permitted. Please take particular care when children are around the water or in the children’s playgrounds where present). Parents/guardians are responsible for ensuring anyone in their party aged under 18 does not consume alcohol and that their conduct and behaviour does not cause disruption or nuisance to other customers.  Children under 8 must be supervised at all times. 
    5. Smoking is not permitted inside your Pod, in Community Buildings or the Facilities Block.
       
       
  2. Personal Belongings and insurance
    1. GLL does not accept liability for any loss of or damage to your personal belongings while you are staying with us. You are responsible for keeping your belongings safe. GLL does not offer any secure storage facilities.

  1. Dogs
    1. Dogs are permitted in certain Pods only (this is displayed and controlled during the booking process). No dogs are permitted in any other Pods at any time. Any breach of this term 11.1 may result in immediate termination of your booking with no refund, and / or imposition of an extra cleaning fee.
    2. Please refer to Pod Village Etiquette & Rules for information on care and exercising of your dog during your stay 
    3. Please bring all provisions that you need for your dog.
       
       
  2. Parking
    1. Each Pod booking entitles you to one vehicle parking space in the car park. If your party is bringing more than one vehicle, please notify us of this during the booking process in the “Notes” section, or via email emailE=('href="mailto:ghyllhead'+'@'+'gll.org">ghyllhead');document.write(''+ emailE + ''); maintain emergency access vehicles must not park anywhere or in such a way so as to obstruct access to emergency vehicles


  1. Health and safety
    1. Health & Safety is of paramount importance. Please follow the rules regarding BBQs and open fires here : Pod Village Etiquette & Rules. 
    2. If you notice anything that you consider to be a health and safety risk, or in the event of any serious accidents or incidents please notify the Centre Manager immediately.
       
       

  1. Special requests
    1. If you have any special requests, please contact us prior to or within 7 days of making your booking to enquire whether we can meet your requests. Although we will endeavour to do so, we regret that we cannot promise that any request will be complied with unless we have specifically confirmed this to you in writing.
       
       
  2. Site facilities
    1. The website Pod Village Facility information describes the facilities normally available at each site during the main part of the season. 
    2. Please note that the Pod Village has no WiFi provision nor TV reception.
       
       
  3. Website accuracy
    1. We use reasonable efforts to ensure that the prices, descriptions and information provided about accommodation on our website are up to date at the time of your booking. We reserve the right to alter displayed details that are incorrect at any time prior to your arrival on site, including errors made regarding booking fees. If such an error affects your booking you will be offered the same booking at the correct rate, or you may cancel the booking with no penalty. 

  1. Data protection and privacy
    1. Please see the privacy noticeon our website for details regarding the way we will process your personal data.
       
       
  2. Photography
    1. It is possible that while you are on our sites, photographs or video may be taken for inclusion on our website or for other promotional purposes. Where it is practical to do so, we will seek the consent of any guests who are prominently included in any shots. Consent will not generally be sought from guests who only appear in the background. No guests will be identified by name. If you object to such use of personal data, you MUST notify us upon arrival and checking in or we will be unable to guarantee that your photographs will not be used.
       
       
  3. General
    1. No delay, act or omission by either party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy nor stop further exercise of any other right, or remedy.
    2. If one or more of these Terms and Conditions is found to be unlawful, invalid or otherwise unenforceable, that provision / those provisions will be deemed severed from the remainder of these Terms and Conditions (which will remain valid and enforceable).
    3. These Terms and Conditions are governed by and interpreted according to English law. Any dispute arising in relation to this contract will be subject to the exclusive jurisdiction of the English courts.