Terms of 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 require a non-refundable deposit to be paid in advance, the deposit amount is 50% of the value of the booking.
Deposit payments must be ‘cleared funds’ before a booking can be confirmed. Deposits are only refundable under the conditions set-out here within.

Deposits are only refundable if we are able to sell the room to a substitute guest.

All balance payments must be paid 14 days prior to arrival. 

Payments can be made over the phone using a debit/credit card.  Any charges raised against us by our banks for handling dishonoured bank transfers or any other payments, must be reimbursed by the lead guest within seven (7) days of any request to do so.

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. Every attempt to re-book the room will be made but if unsuccessful the original Guest will not be entitled to a refund of any deposit paid and the following will apply:

Cancellations made up to 14 days prior to arrival date  – no additional charge will be made for the booking of the reserved period and no refund of any description will be made.

 Cancellations 14 days or less before arrival – the Guest will be responsible for the full cost of the booking for the reserved period unless the proprietors find a substitute Guest, in which case a refund, less expenses and deposit, will be returned for the period booked.

 Earlier than scheduled departures are handled as a cancellation and the same policies apply.


Non-arrival guests, who are unable to attend or fail to attend for whatever reason forfeit their deposit paid and the full amount of the booking will be due. It is suggested that booking guests take out appropriate holiday / cancellation insurance where required.

In the rare event we need to cancel your booking with us, we cannot be held liable for circumstances beyond our control and that our liability to you is limited to the refund of any payment already made.

Check-in & Check-out

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.

V3 – Last updated 6 March 2020


WP Feedback

Dive straight into the feedback!
Login below and you can start commenting using your own user instantly

Scroll to Top