Booking Terms & Conditions

It is strongly recommended that you are protected for cancellation by travel insurance prior to making a booking

Making a Booking

You must be 21 years of age or over to book accommodation and stay at Maycroft Retreats.

The maximum number of guests in White Clover pod is 6 and 4 in Heather Pod.

All bookings via our online reservation system should be treated as provisional until you receive confirmation from us via email. To secure your booking a non-refundable deposit of 30% (or full payment) of the cost of your stay is required. Bookings must be paid in full 8 weeks before your arrival date. If your booking is less than 8 weeks from the date of your stay the full cost of your stay is required.

When you submit a booking and payment via our online reservation system you will be requested to read and accept these terms and conditions of booking. You will receive an automatically generated booking confirmation and payment summary by email to the email address you provided at the time of booking. This booking confirmation email forms a contract between you and Maycroft Retreats.

If the balance is not paid by the due date Maycroft Retreats reserves the right to re-let your accommodation and retain the deposit.

The prices featured on the website are not binding. We reserve the right to modify these prices at any time. The price stated on your booking confirmation email is binding.

Maycroft Retreats reserves the right, at all times, without statement of reasons, to refuse or cancel a booking.

External Bookings (Airbnb)

Any bookings made by an external company website must adhere to the external companies cancellation policies.

View Airbnb’s cancellation policy.

If you have any questions surrounding our cancellation policy, you can contact us.

We accept online payments via our Holiday Rent Payments. 

Promotional offers will only be applied if they are valid and quoted at the time of booking.  We reserve the right to change or withdraw a promotional offer at any time.  

Arrival & Departure Times

Your accommodation will be ready by 3.00pm on the day of arrival and must be vacated by 10am on the day of departure unless a late check out has been purchased.

Due to the remote rural location of Maycroft Retreats, we encourage you to arrive before darkness in winter. If you anticipate that you will arrive after dark, please notify us 48 hours in advance of arrival. All arrivals must be before 7pm, all year round.

Cancellations

Any cancellation must be in writing via email and will only be effective once we send written confirmation of the cancellation to you. Please see Refunds section for your entitlement to refunds. Cancellations made within 7 working days of your stay date, will not be refundable under any circumstances, as the stay cannot be remarketed.

When we confirm your cancellation in writing we will provide you with details of what (if anything) is owing to you and any deductions we have made.

We strongly recommend that you take out holiday insurance at the time of making the booking with cancellation cover. Whilst we allow you to cancel your stay, we cannot guarantee that we will be able to refund any part of the payments you have already made.

If you are unable to travel to Maycroft Retreats for any reason, or do not arrive on the day of check-in without notifying us, this will be treated as a cancellation.

Refunds

Cancellations made within 7 working days of your stay date, will not be refundable under any circumstances, as the stay can not be marketed.

If your dates are resold:

You will be entitled to a refund of all payments you have made to us minus:

(a) any reduction in the value per night of the new booking received compared with the rate charged to you for your stay nights;

and

(b) a £50 cancellation admin charge.

If your dates cannot be resold then:
If you cancelled

Eight weeks or more prior to the check-in date
We will retain the deposit you paid at the time of booking.

Less than eight weeks to the check-in date
We will retain all payments made and you will be liable for any outstanding balance payment.

If you are unable to travel due to personal illness (e.g. Coronavirus or other sickness), our cancellation policy will apply.

If we cancelled your stay:
In the unlikely event that we need to cancel your holiday, we shall inform you as soon as possible and refund all monies paid to us, by you within 14 days.

If Government policies restrict travel and you are unable to travel to stay with us, you will have the option to postpone your stay to a later date (subject to any differences in price applicable for the new dates) or receive a full refund.

Guest Behaviour & Noise

It’s important to us that all our guests enjoy a peaceful and relaxing stay with us. Maycroft Retreats is in a quiet, remote location in the countryside and guests choose to stay with us because they are seeking to retreat, relax and unwind. To keep this peaceful tranquillity, we do not allow outside music or noise after 10pm.

If you want to party until 2am around the camp fire, then Maycroft Retreats really isn’t the right location for you.

In exceptional circumstances, we reserve the right to ask your party to leave if there is repeated noise after having received two warnings. As you will have breached the terms of your contract with us, no refunds will be forthcoming.

Drugs or prohibited substances are not permitted in the pods or on site, at any time.

In order to make the stay at Maycroft Retreats as pleasant as possible for everyone, all guests must keep to the rules of behaviour listed here, behaving in a considerate and safe manner to all people and animals onsite. 

Only wood purchased from Maycroft Retreats can be used for a wood-burning pizza oven, hot tub and fire pit. Please do not collect any wood from the surrounding area for burning. 

We hope you love the natural environment as much as we do! We ask that you consider the Countryside Code including the following: 

Leave gates as you find them, closing a gate if found closed. 

Keep to public footpaths. 

Do not walk across crops (this includes long grass).

Leave no trace on the land. 

If the Site Regulations are breached, in serious circumstances, we may ask you to terminate your stay without a refund. 

Animals  

We are a smallholding and we ask that you respect our animals. Please do not enter their fields and please do not feed the animals as they are on special diets.

We do not accept any liability for injury incurred by our animals. Children must be supervised at all times. We recommend you take out travel insurance against the risk of accidents and your stay being terminated early.   

Parties, Antisocial Behaviour & Illegal Activities

Parties and excessively loud music are strictly prohibited. We reserve the right to cancel your booking and request your departure with immediate effect if we are made aware of gatherings or excessively loud music and will retain the full amount of your booking payment.  You must not use Maycroft Retreats pods for any illegal, immoral or antisocial activity.  You must only use Maycroft Retreats for the purpose of your holiday and not for other purposes such as business without prior consent from the owners.  

You must keep the Maycroft Retreats pod, its contents and facilities clean and tidy and leave them in the same condition as when you arrived.  

You and your party must ensure the pod is secured before leaving it during your stay and on departure, and that all keys are left in the pod door.

Commercial Use of The Property

Maycroft Retreats is rented to you for purely non-commercial leisure purposes only. Filming, photography or other commercial uses including influencers/blogger content creation must be done with prior authorisation from Maycroft Retreats management. Additional charges may apply for commercial use.

Parties & Events

The maximum number of persons using the accommodation at any time must not exceed 6 persons in white Clover pod and 4 in Heather pod and only those listed on the booking can occupy the property. We reserve the right to terminate the booking without notice and without refund in case of a breach of this condition. No external suppliers or third parties, such as styling companies or caterers, are allowed, unless they are our pre-approved suppliers.

Cleaning, Damages & Breakages

Please leave your accommodation tidy and let us know if anything gets broken so we can replace it for our next guest. Accidents happen and we will only charge for replacements in exceptional circumstances, as we expect a fair degree of wear and tear. If the damage is directly attributable to the guest, then we reserve the right to request payment to cover all damages incurred directly during your stay.

All cleaning, under normal circumstances is included as part of your stay. If additional cleaning is required, including washing up, additional cleaning of the interior or fixtures and fittings then Maycroft Retreats reserves the right to charge for this work at a rate of £15 per hour. Maycroft Retreats reserves the right to invoice guests following their stay.

Guests will be charged for any item(s) that are removed or lost from the accommodation.

Drones

The use of drones for commercial or private use is strictly prohibited.

Dogs 

We allow 2 small or 1 large dog in both pods. There is an additional charge at time of booking. Dogs must be kept on leads at all times, we have a small holding and livestock around us. We have an outside tethering post at the pod which must be used while outside, please note the garden is not enclosed. Please pick up poop and place in the black bin. Do not allow dogs on the beds or sofas. Pods must be left clean and tidy. Please dry your dog before entering the pod. Please bring your pets’ beds and bowls.

Smoking

Smoking is strictly prohibited in the pod and hot tub. Smoking includes the use of vapours and e-cigarettes. We reserve the right to cancel your booking and request your departure with immediate effect. Cigarette ends must be disposed of responsibly and must be extinguished fully before being placed in the metal ash bin provided. 

Fireworks & Chinese Lanterns

The use of fireworks and Chinese lanterns are not permitted across the entire site, at any time.

Fire Pit

Please use the firepit responsibly and keep it at least 3 meters from the pod. Please be aware of wind direction before lighting. 

Service Utilities

Should there be a failure in a utility service (e.g. water, heating, electricity) please notify Maycroft Retreats management immediately and we will aim to restore the service as quickly as possible. However, should any utility service failure extend beyond a 12 hour period from notification, for your health and safety reasons you will be asked to leave the accommodation and your accommodation fee for the duration lost will be fully refunded or you will be offered to re-book for another time, subject to availability.

Recycling & The Environment

We have provided recycling bins for recyclable waste and ask that you recycle as much as possible. Our digital welcome guide will advise what is recyclable for your convenience and to reduce your stay’s impact on the environment. Please take all glass away to recycle responsibility.

Safety

Maycroft Retreats provides a unique glamping holiday experience in a rural location. This environment presents inherent risks, and these form part of the glamping experience you are entering into when you stay at Maycroft Retreats.

You should take appropriate and reasonable care for your safety and the safety of others at all times. This includes wearing suitable clothing and footwear for the terrain and weather conditions during your stay. You are fully responsible for your own safety at all times.

Personal Property

Maycroft Retreats will not be held responsible for any loss or damage to any property on Maycroft Retreats premises. Vehicles, accessories and contents are left at the owner’s risk. It is recommended that your holiday insurance covers loss or damage to personal effects.

Access, Cars & Parking

There is a car park next to the site which is accessed via a track road.

Extreme Weather

Maycroft Retreats holds no responsibility for guests who are unable to attend the pods due to extreme weather or traffic conditions (e.g. snow, flooding, high winds, road traffic accidents/congestion, train delays, etc.). If a guest is unable to reach Maycroft Retreats due to adverse weather conditions or travel issues, you will lose your full payment and an alternative date will not be offered. Please ensure you have full holiday / travel insurance to cover such eventualities.

If we make the decision to cancel your stay for safety reasons due to extreme weather (snow or high winds), we will offer you an alternative date, subject to availability.

Force Majeure

Maycroft Retreats accept no liability for events prior to or during your stay totally beyond our control, e.g. destruction of property due to flood, fire, earthquakes or acts of nature; or if the property becomes uninhabitable due to irreparable damage or on Health & Safety grounds that could not reasonably have been foreseen. In such instances, refunds will be at the discretion of Maycroft Retreats management.

Wood-Fired Hot Tub Usage

The wood-fired hot tub is a private hot tub and will only be used as per guidance provided in your welcome book. We have safety information that lists the safety policy which must be adhered to when using the hot tub. Hot tub safety includes the following:

• Use safety straps on the lid when the hot tub is not in use 
• Not suitable for children under 5 years old
• Children must be accompanied by an adult
• If you feel unwell be sure to leave the tub
• We do not advise the use of the hot tub whilst pregnant
• Anyone with medical conditions should check safety first
• We do not advise the use of the hot tub if suffering from a heart condition, epilepsy, skin conditions
• Avoid drinking alcohol before/during use of the tub
• Use the gauntlets provided when adding wood to the wood burner
• Check the water temperature before getting in the hot tub
• In extreme freezing temperatures, the use of the hot tub may not be possible. Water in the hot tub must not freeze as this may cause irreversible damage.

This list is not exhaustive, and it is your personal responsibility to check if you have any other health conditions which may be contraindicated prior to use. 

You may use the private hot tub throughout your stay unless we advise a break is required following the application of water treatments. We routinely test the water quality once daily and will require a brief period of access to the hot tub. We will ensure minimum inconvenience while water testing. Hot tub hygiene requires all users to have a shower before getting into the tub and to not add any products to the water. If the hot tub safety and hygiene advice is not followed, we may need to ask you to stop using the hot tub. Only wood purchased from the site may be used. All ash must be disposed of in the metal bin provided.

Wood-Fired Pizza Oven Usage

The wood-fired pizza oven is an optional extra, available at White Clover pod, and must be paid for in full before use. We will supply kindling and natural firelighters enough. Additional kindling may be purchased from the site. Only kindling from the site may be used.  

We have safety information in your welcome booklet which must be adhered to when using the pizza oven and for a cooling period following use.  

• Please use the gauntlets provided when adding kindling to the pizza oven.
• Children must be supervised at all times while cooking and during the cooling period of the pizza oven  
• The pizza oven must not be moved by anyone other than a member of the Maycroft Retreats team.
• All ash must be disposed of in the metal ash bin provided.

There is an Onni gas oven available for hire at Heather pod. Gas is included for use with the pizza oven. 

BBQ Usage  

The outdoor BBQ grill will be used sensibly, for the use it is intended, and with extreme caution. The BBQ must be thoroughly cleaned following use.

Children must be supervised at all times.  

Day Visitors 

You can have day visitors during your stay but you must inform the site manager. Day visitors are not permitted to stay overnight.  

Complaints Procedure

We take great care to ensure you have an enjoyable stay at Maycroft Retreats however if you have a complaint during your stay please contact the site manager as soon as possible in order for us to address your concerns. If a genuine complaint is not settled to your satisfaction, then you can email Maycroft Retreats within 14 days of your departure. 

Maycroft Retreats reserves the right to change or amend these terms and conditions at any time. 

First issued 01.07.21. Last updated 11.12.24 by Pathgreen Glamping LTD