Terms & conditions
Booking terms, Woodland Champions conditions, cancellation rules, and key guest requirements for stays booked direct with Tarka Accommodation Ltd.
1. These terms
These terms apply to direct bookings made with Tarka Accommodation Ltd for stays at our properties in Landcross, North Devon. By making a booking, the lead guest confirms that they are at least 18 years old, have authority to agree these terms for everyone in the party, and will make sure the whole party follows them.
These terms should be read together with the property listing, confirmation details, house information provided before or during the stay, and any booking-specific conditions shown during checkout.
2. Booking and payment
A booking is confirmed when we accept it and the required payment has been successfully taken through our booking partner or by another agreed method.
For most direct bookings, payment is taken in full at the time of booking unless we clearly state otherwise before payment is made.
Full and accurate names of all guests must be provided when booking. The lead guest is responsible for making sure the booking details are correct and complete.
If we cannot take payment, if booking details are materially incorrect, or if there is an obvious pricing or availability error, we may decline or cancel the booking and refund any amount already paid.
3. Prices and extras
Prices shown at the time of booking are the prices for the accommodation only unless stated otherwise.
Optional extras, additional cleaning, pet charges, hot tub charges, EV charging, or other agreed extras may be charged separately where relevant to the property and booking.
Wood Lodge currently has an additional hot tub charge as described on the property page and booking information.
4. Guest cancellations
If you wish to cancel, you must tell us as soon as possible.
For direct bookings, cancellation is only available up to 12 weeks before the arrival date. Where a booking is cancelled more than 12 weeks before arrival, a cancellation fee of GBP 100 will be retained and the balance paid will be refunded.
If you cancel within 12 weeks of arrival, payments are normally non-refundable. Any refund of up to 50% after that point is by negotiation only and entirely at our discretion.
If we are able to re-let all or part of your stay, we may, at our discretion, offer a further refund after deducting the cancellation fee and any reasonable administrative, card-processing, or third-party costs.
We strongly recommend that guests arrange suitable travel insurance which covers cancellation and curtailment.
5. If we cancel or change a booking
If we have to cancel your booking before arrival due to circumstances within our control, we will refund the amount paid for the cancelled accommodation in full, or offer alternative dates or accommodation if both sides agree.
If the stay cannot go ahead because of circumstances outside our reasonable control, including severe weather, utility failure, emergency restrictions, or events affecting safe occupation of the property, we will deal with the booking fairly and in line with the law and the circumstances at the time. Where a refund is due, we will refund the accommodation amount we are legally required to refund.
6. Arrival, departure and occupancy
Check-in and check-out times are those shown on the property page, booking page, or confirmation message. Unless otherwise agreed, guests must not arrive early or depart late.
The maximum occupancy for each property is as stated on the listing and booking confirmation. Only the guests included in the booking may stay overnight unless we agree otherwise in writing.
Guests may not stay for more than 28 consecutive days at a Woodland Champions certified stay.
We may refuse entry or require guests to leave if the occupancy limit is exceeded or if the booking was made using materially incorrect information.
7. Woodland Champions terms for the Horsebox
The Tarka Trail Horsebox is operated as part of Woodland Champions Club requirements. Guests booking that property must comply with the applicable Woodland Champions terms and guidance, available at woodlandchampions.co.uk/terms and the related Woodland Champions FAQ at woodlandchampions.co.uk/faq.
- All guests staying in the Horsebox must comply with Woodland Champions Club requirements. Membership is free and any required membership details will be completed with guests on arrival for insurance and compliance purposes.
- Guests must follow site-specific rules, the Countryside Code, and any additional owner instructions provided for the site.
- Site use is for recreational holiday purposes only.
- Guests must maintain good behaviour and quiet hours after midnight must be respected.
- Campfires and barbecues are only permitted where we expressly allow them and only in designated areas.
- Guests are responsible for any damage to the site, trees, fences, buildings, equipment, or surrounding land.
8. Guest responsibilities and house rules
Guests must take reasonable care of the property, contents, keys, and any outdoor facilities, and must leave the accommodation in a reasonably tidy condition.
No smoking or vaping is allowed inside the accommodation.
No parties, stag events, hen events, or disruptive gatherings are allowed.
Guests must behave considerately and keep noise to a reasonable level, especially late in the evening and at night. Quiet hours after midnight must be observed.
Guests must follow any safety, hot tub, fireplace, barbecue, EV charging, play equipment, or property instructions provided at the accommodation or before arrival.
Only entrance gates intended for guest use should be used. Other gates, yards, compost areas, barns, sheds, or adjoining areas are not for guest access unless we specifically say otherwise.
9. Pets
Pets are only allowed where the property listing or booking confirmation says they are allowed.
Pets are subject to an additional charge of £20 per animal per night.
Guests bringing pets must keep them under control, clean up after them, and make sure they do not cause damage, excessive cleaning, nuisance, or safety issues.
Where required by the property or site conditions, pets must be kept on a lead and under close supervision. They must not be allowed to run loose on the wider site or cause disturbance to other people, livestock, wildlife, or neighbouring land.
Pets must not be left unattended for unreasonable periods or allowed to foul indoor spaces, hot tub areas, play equipment, or neighbouring access areas.
10. Hot tubs
Where a property includes a hot tub, guests use it at their own risk and must follow the instructions we provide. The hot tub is maintained in line with HSG282 Government guidance covering record keeping, water quality, chemical dosing, and control of infectious agents.
The hot tub must be booked in advance. It is a costly item to clean and run, and can take up to 24 hours to fill and bring up to temperature.
Information for bathers
The following guidance is provided by HSG282 [sic].
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If you need any help with the hot tub, we are happy to show you the basics.
Do not stand on the hot tub cover, leave anything on it, or remove it from the tub. It is delicate and expensive. Please close the cover when the hot tub is not in use.
The hot tub has automatic chlorine dosing and circulation. We may need access to test the water, normally around 10am, but we can arrange another time if that is more convenient.
If the lid is left closed, chlorine can build up. Best practice is to open the cover a few minutes before entering so the chlorine can disperse. If the water becomes contaminated with soaps or grease, foam can build up and trap chlorine. Please tell us if this happens.
Normal hot tub temperature is 37 to 39 degrees, and it will usually be set at 37.5 degrees.
No glass is permitted in or around the hot tub. Please use the plastic glasses provided. No red wine is permitted in the hot tub.
Children must be supervised at all times near the hot tub. Do not leave the hot tub open and unsupervised at any time.
Filters are cleaned and disinfected between guests when the water is changed. If a filter is permanently damaged by guest misuse, replacement will be treated as a chargeable cost.
Robes may be provided for entering and leaving the hot tub. Clothing worn in the hot tub must be suitable for chlorine-based sanitisers.
Please keep music at a respectful level, especially late at night, as sound travels across the valley.
We may charge for hot tub use, additional fuel, or misuse where relevant to the property and booking.
11. EV charging
EV charging is only permitted using the charging arrangements we provide or approve. Guests must not use domestic sockets, extension leads, or improvised charging methods.
We may charge for EV charging or misuse where relevant to the property and booking.
12. Barbecues, play equipment and gardens
Barbecues are only permitted where we allow them and must never be left unattended when lit. Do not move or touch a barbecue when it is hot.
Gas bottles, barbecue covers, and any related equipment must be handled carefully and only as instructed.
Any children's play equipment is used at the guest's own risk and children must be supervised at all times.
Gardens are for guest use only within the fenced and designated areas. Locked gates, sheds, barns, yards, and service areas are not part of the guest accommodation unless we say otherwise.
A gardener may occasionally need access for essential maintenance. We will try to let you know if this is necessary.
13. Damage, breakages and extra cleaning
Please tell us promptly about any damage, breakage, accident, or maintenance issue during your stay so we can deal with it sensibly.
All breakages must be paid for.
We understand that minor accidental breakages can happen. However, guests are responsible for loss, damage, missing items, unreasonable wear, or extra cleaning caused by the booking party, pets, or visitors.
We may charge the reasonable cost of repair, replacement, specialist cleaning, key replacement, call-out costs, damaged filters, or other direct loss caused by a breach of these terms.
14. Access, maintenance and emergencies
Where reasonably necessary, we may need access to the property during a stay for urgent maintenance, safety issues, legal compliance, hot tub testing, or emergencies. We will try to give notice where practical.
If a guest reports a fault during the stay, we will try to investigate and resolve it within a reasonable time, taking into account urgency, safety, local contractor availability, and the nature of the problem.
15. Liability
Nothing in these terms limits any liability which cannot legally be limited, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.
Subject to that, we are responsible for losses which are a foreseeable result of our breach of contract or failure to use reasonable care and skill, but we are not responsible for indirect or consequential loss, or for events outside our reasonable control.
Guests remain responsible for their own vehicles, bicycles, personal belongings, and travel arrangements unless loss or damage is caused by our negligence or another liability we cannot legally exclude.
16. Complaints
If something is wrong during your stay, please tell us as soon as possible so we have a fair chance to put it right.
Booking and stay enquiries should be sent to bookings@tarka-acc.co.uk. For the clearest response, please include the property name, your stay dates, and your booking reference where possible.
17. Governing law
These terms are governed by the law of England and Wales. If you are a consumer resident in another part of the United Kingdom, you may also have the benefit of any mandatory protections of the law of that part of the United Kingdom.
18. Company details
- Company name: Tarka Accommodation Ltd
- Company number: 14507566
- Registered office: 69 High Street, Bideford, Devon, United Kingdom, EX39 2AT
- Booking and general enquiries: bookings@tarka-acc.co.uk
19. Privacy and cookies
Where we ask for the names of guests, booking details, or Woodland Champions membership details, we use this information only for booking administration, guest communication, insurance, safety, and legal or compliance purposes connected with your stay. We do not use this information for marketing unless you separately ask to hear from us.
For the Tarka Trail Horsebox, some guest details are also collected so that Woodland Champions membership and related insurance or compliance requirements can be completed on arrival.
Direct online bookings are handled through our booking partner Beds24. Beds24 processes booking information on our behalf in order to take and manage bookings. Their privacy policy is available at beds24.com/privacypolicy.html.
We do not currently use our own cookies for analytics or marketing on this website. However, third-party services that we embed or link to, including Beds24, may use their own cookies or similar technologies when their content or booking pages load.
We use a lightweight, cookie-free analytics service provided by Microsoft Application Insights to measure page views and referral sources on our website. This helps us understand which pages are used and where visitors come from. We have configured this service not to use cookies or browser storage.
20. Before booking
Please read the property page, confirmation details, and any booking-specific conditions carefully before paying. If anything is unclear, contact us before booking and we will be happy to clarify.
This website introduces our accommodation and routes secure bookings through our booking partner Beds24.