Terms and Conditions of Booking

By placing a booking with Birkwood B & B (the property owner/his/her representative) you (the lead guest) and your booking party (guests) agree to the following terms and conditions as set-out. During your stay you agree to abide by the subsequent conditions as set-out. If you have any questions about booking with us, please contact us before making a booking.

As an ‘Adults Only’ establishment, to place a booking with us, the lead guest must be at least 18 years of age. The maximum number of staying guests per room is illustrated in the room occupancy details on the website. 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 as set-out within. Only the lead guest and the named booking party are allowed to use the property and its facilities, any third party visitors are only allowed access with our express permission.

Booking Deposit  

To secure any booking directly with us, we do not require a deposit to be paid in advance, however all bookings will require payment card details to be provided at the time of booking.

All balance payments must be paid 30 days prior to arrival. 

Payments can be made via our website payment system or over the phone using a debit/credit card. 

Booking through a 3rd Party

Any booking made through a 3rd party and not directly through ourselves (i.e travel agent/Booking.com  etc) will be subject to that third party’s booking terms and conditions. 

Cancellation, Returned Deposit & Non-Arrival Conditions

If a Guest needs to cancel a reservation for any reason** they must notify the proprietors as soon as possible in writing. The following will apply:

Cancellations for any reason made up to 30 days prior to arrival date – no additional charge will be made for the booking of the reserved period. 

Cancellations 30 days or less before arrival – the Guest will be responsible for the full cost of the booking for the reserved period.

Earlier than scheduled departures are handled as a cancellation and no refund will be made.

**Cancellation using Covid-19 or any other epidemic /pandemic event as the reason – a refund of any monies will only be agreed to if there are travel restrictions which have been put in place, by either a) the guest’s home country or b) by the UK/Scottish Government covering the period of the booking which therefore  prevents the guest or the accommodation from fulfilling the booking.

It is always advisable to take out travel insurance to cover any potential loss of monies.

Check-in & Check-out  

To ensure the safe distancing of our guests,  we ask you to contact us prior to your arrival and book a check-in time between the times listed below (or later by agreement). Should you arrive without notice and out of the expected arrival time, then you may have to wait to be checked in.

Should more than one set of guests unexpectedly arrive at the same time, please expect to wait a short time as check in will be done separately and in accordance with the current safe distancing guidelines published at the time.

Guests must check-in and check-out by the times stated below;

Check-in from: 16:00 and before 20:00 on day of arrival

Check-out by: 10:00am on day of departure

Any late or early check-in must be requested at least 6 hours before arrival and may be subject to an additional charge.

Any late check-out must be requested on the day of arrival and may be subject to an additional charge up to the full room rate. Ability to grant the request will be dependent on required occupancy of that room later that day.

Respect for others

All guests agree to respect the privacy and peace of all other staying guests, neighbours and the owners at all times. We reserve the right to cancel a booking with immediate effect if guests are found not honouring this agreement or causing a disturbance / nuisance to other guests, neighbours or the owners.

Wi-Fi Fair & Appropriate Usage Policy

Where Wi-Fi Internet access is provided, guests accept to use this access to the Internet fairly and appropriately. We may monitor network performance and user usage in order to maintain a fair and high level of service to all our guests.

The Internet access provided is intended for general use such as access to the World Wide Web, email, messaging, social media, light video / music / media streaming. It is not intended or ideally suited for heavy media streaming, online gaming, extensive downloads / uploads. Access to illegal activity or use of our network for illegal activity is not prohibited and will be reported to local authorities.


We reserve the right to charge the lead guest for any damages caused through the course of a booking by any member of the booking party. This includes breakages, spillages, stains, damage to furniture or fixtures and fittings. Any accidental damages should be reported as soon as possible in order to minimise damage and associated costs. Lost keys will incur a replacement charge per key lost.

Lost Property

Any lost property, if discovered and found, left behind by guests during a stay, will be held for a period of 1 month. While we will make every effort to reunite lost property with their owners, we accept no responsibility for replacing lost items and encourage guests to ensure they have all their belongings before checking-out. Guests that request items to be returned to them by post will be charged both postage and an additional £10 fee for time taken to prepare and take package for posting.

Food and Drink

Hot food is strictly prohibited in guest bedrooms.

Dietary requirements (Vegan/Vegetarian/Gluten/Allergies) must be notified at the time of booking.  We cannot be held responsible for not being able to provide diet specific food if notification has not been given prior to arrival.


Smoking of any tobacco products or e-cigarettes is STRICTLY prohibited either in the property or within the grounds.  Any guest found to have been doing so will have their stay cancelled with immediate effect and will be asked to vacate the premises immediately. If smoking has taken place within the premises, there will also be an additional charge of £250 for cleaning.

Pets & Service Dogs

We are sorry but we do not accept pets or Service Dogs.


On-site parking is provided and guests accept that they park their vehicles at their own risk.

Your Personal Details & Privacy

We are required by law to keep a register of guests over the age of 16 who stay with us, this includes full names and nationality, and/or passport numbers, place of issue, details of next destination if they are non-British, Irish or Commonwealth guests. This is in accordance with the Immigration (Hotel records) Order 1972. These records are kept for a minimum of 12 months and in accordance with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation).

Our policy surrounding the personal details you provide as part of any booking or enquiry through this website or third party website, including the privacy of those details are explained and set out in our Privacy Policy.

You accept that any entries you make to an on-site guest book, if available, will not contain personal information or details you would not want disclosed. Any entries containing personal details that may fall into the DPA and GDPR may be removed and destroyed.

Our Right to Cancellation

We reserve the right to immediately cancel any booking without compensation, refund or reimbursement if any of the terms and conditions are breached.

In addition to immediate cancellation, we reserve the right to charge or make claim for damages caused as a direct result of breaching the above conditions.


Terms References & Further Information

Health Act 2006

Immigration (hotel records) Order 1972

Overview of the GDPR – General Data Protection Regulation

Data Protection Act 1998

Privacy and Electronic Communications Regulations 2003

The Guide to the PECR 2003


We reserve the right to amend these terms and conditions as and when necessary and bookings will be subject to the most current T&Cs

 Last updated 12 June 2020

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