Terms

Background

Golfsouthwest.co.uk is a trading name of Golf South West Ltd (“we”, “GSW”), of 6 Severn Acre Lea, Patchway, Bristol BS34 5TW. Registered in England and Wales under company Number 09833472.

Accuracy

Golf South West endeavours to ensure all details and statements made through our media (social networks, our website, and print media) are correct. We reserve the right to make changes and correct errors at any time before your break is confirmed.

Jurisdiction Clause

This agreement shall be construed in accordance with the laws of England and Wales and the courts of England and Wales shall have exclusive jurisdiction to deal with any disputes arising between you and us or our suppliers.

Protected Trust Services

Protected Trust Services Limited (PTS) provides security for client and consumer funds through market leading software and innovative management. PTS prides itself on customer service, flexible thinking and cost effective solutions for its members.

PTS offers a unique and comprehensive solution for business to trade through a secure trust account using a performance-enhancing software system developed by PTS.

Protected Trust Services guarantee 100% financial protection to the consumer, ensuring total consumer confidence.

Any bookings made via Golf South West Ltd from the 1st July 2021 are protected under the PTS Trust. Bookings made before this date will continue to be processed through our original system. If you have booked with us before, please ensure you have the up to date bank details to make your payments. If you are unsure, please speak to your Golf South West representative.

Reservations

No booking is made when availability is initially checked at the quote stage. To confirm a booking we require a deposit payment which will be specified by your GSW representative. Alternatively for a group of 9 or more, we can accept a holding deposit of £150 which will allow your booking to be held for 4 weeks. At 4 weeks, we require confirmed numbers and the total deposit paid, which is your specified deposit x the confirmed number in your party.

Once a tour has been agreed and deposit payment has been collected Golf South West will book your golf tour. We will note down all your requirements and work with the venues to accommodate you. If there is a tee time available within 40 minutes of your requested time we will book this for you. Changes can be made up to 6 weeks prior to travel date free of charge (this excludes a drop in group numbers, where the deposit terms will apply). Exceptions will be made after this period due to medical and extenuating circumstances.

Once all availability has been agreed you will receive your deposit confirmation pack.

Please make all changes through Golf South West rather than direct with venues as this can cause confusion.

Our venues reserve the right to alter preferred tee times.

Making changes to a booking

Changes to a booking are an excepted part of planning a golf break. However, once the full balance is received 6 weeks prior to travel, the booking is then fully confirmed. We ask organisers to be aware of the full balance payment deadline and provide GSW with 5 working days’ notice of changes so that the amendments can be made and the confirmation and payment link updated in good time.

Changes requested after the payment of the full balance has been completed and within 6 weeks of travel, unless in exceptional circumstances, will be charged an admin fee of £25 per change.

Payment Methods & Client Payments

Payments must be made by one of the following methods:

Over the phone by debit or credit card.
Bank Transfer: Please use your booking confirmation number as the reference.

Bookings will not be made until Golf South West are in receipt of payment. Due to the fast-paced nature of our industry and the time they can take to clear, we will not accept cash or cheque.

Upon the payment of a deposit (holding for groups of 9+ or full for 8 or less), the organiser is accepting our terms of business and is liable for the payment of the golf break in full by the due date. Whilst we will send reminders a week before each payment deadline, it is the responsibility of the organiser to note and comply with these dates. No responsibility is taken by GSW if reminders are not received and a payment deadline is missed. Late payment fees will still apply.

Late Payments

Unauthorised late payment of full balances without prior warning or legitimate reason will result in a late payment fee of £15 per day.

Confirmation of Booking

Enquiries and quotations are considered provisional until the hotel(s) and golf course(s) have confirmed the booking and we have received a deposit from the client. Once deposits have been paid, the lead booker will receive a deposit confirmation pack. This pack will confirm the itinerary, the amount paid and the amount due to be paid. Full balances must be settled 6 weeks before travel. Failure to do so will result in a break being cancelled and deposits being held.

On receipt of the deposit confirmation pack the booking is now secure and only in the event of exceptional circumstances will this change. In the unlikely event that a venue must amend a booking, the lead booker in the party will be contacted by Golf South West and can choose to accept the changes, look at alternative dates or venues or cancel the break with a full refund of deposits (as long as not inside the 6-week cancellation). The subsequent balance must be paid, not later than 6 weeks prior to arrival, or upon confirmation of booking, if the booking is within 6 weeks of commencement.

Once full payment is received the lead booker will receive a travel pack. The travel pack will look similar to a deposit confirmation form but is your confirmation of a fully paid break and will need to be presented at check in. Deposit confirmation forms are not to be used as confirmations of a booking with a venue.

Your Enquiries and Our Prices

We aim to make finding a price for your golf break as easy as possible for you. Prices displayed on our website are a from price and are based on winter rates. We do however aim to display year round prices for each tour.

All room rates are based on two people sharing a twin or double room.

Once you have submitted your enquiry to us we will contact you to further understand your requirements within 24 hours.

Cancellations & Refunds

Deposits are non-refundable but they are transferable. If you have booked a break you may, without charge, transfer your deposits to another GSW booking. Your £150 holding deposit for a large group is also non-refundable but also transferable. The exception to this is if your group numbers drop below a group size of 10, we can then part refund according to your numbers.

If the course is closed during your stay it is the responsibility of the club to refund GSW who will in turn refund your group. We would hope at this point that the common courtesy of the venue in question would apply. Hotel rates at this point are non-refundable.

Inclement weather? Please see our Inclement weather policy below.

Contracting COVID-19 Before Break

Due to the withdrawal of the isolation guidelines (see: https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance/stay-at-home-guidance-for-households-with-possible-coronavirus-covid-19-infection), Golf South West and our partner venues will not longer be able to refund clients who are unwilling to travel after contracting COVID-19 before a planned trip. If this situation does arise, our official advice is to make a claim via your personal travel insurance.

If government restrictions change and you are unable to travel due to lockdown or isolation regulations, we will work with our partner venues to ensure a change of date, credit or where possible, a refund. We will deal with each booking on a case by case basis.

Golf Etiquette & Expectations

We expect all our clients to know and understand the rules and etiquette of golf. Courses expect that our clients play to an acceptable pace of play and certain courses will require handicap certificates to allow play.

Dress codes are in force at all of our courses – Collared shirts, tailored shorts, trousers, no denim, etc… – and we expect our clients to respect this.

Any clients found to be deliberately breaking etiquette, rules or expectations may be banned from booking through GSW again.

Tee Times

Once confirmed (with a deposit) tee times are yours. GSW will never change your tee times however golf courses hold the discretion to change your tee times slightly if they see fit. Major changes must be confirmed with the organiser/lead booker and if not confirmed, otherwise compensated by the club.

Course Condition

We have to make sure that all our courses are up to a standard you require. If you feel a course is not up to standard please do let us know and we will carry out an investigation. We unfortunately can not refund on this basis as it is subjective. However regular complaints could lead to the removal of a venue from GSW.

Please be advised that issues such as, but not exclusive to, time of year, unforeseen circumstances and vandalism can all affect course conditions. We ask for your discretion before making a complaint.

As a courtesy, if you are travelling during a period of inclement weather, GSW will aim to update you on any major issues prior to travel. We are however a small team and updating many clients, particularly at the last minute can be difficult. We ask organisers to take the initiative and check course conditions by checking the golf course(s) status in the build-up to the trip, either online (where possible) or over the phone with the venue.

Buggy and Trolley Hire

Buggies/Trollies/Extras can be reserved by GSW with the course. We provide this service as a courtesy to our clients and reservations can be made directly with the venue if required. In most cases hire items are to be paid on arrival at the venue unless otherwise stated (certain venues may require upfront payment which is to be made direct to the course). Use of trollies and buggies is subject to ground conditions and use is at the discretion of the course.

If the use of a buggy or trolley is required, we recommend golf breaks are taken between May and Sep to ensure the best chance of use. Please note, green fee refunds are not provided if buggies/trollies are unavailable due to ground conditions, but the course is still open for play.

Inclement Weather Policy

Bad weather, temporary greens/tees and conditions caused by seasonal variations are seen as an acceptable part of British golf. If the golf course is open we can not accept any responsibility for refunding monies if the game is not played. As your tour operator, we will, of course, conduct an investigation if the party feels the course has taken advantage of this.

If the use of a buggy or trolley is required, we recommend golf breaks are taken between May and Sep to ensure the best chance of use. Please note, green fee refunds are not provided if buggies/trollie are unavailable due to ground conditions, but the course is still open for play.

We work with a number of downland, links and heathland courses. If travelling off-season, we suggest considering these courses as they are known for their better drainage.

Special Offers & Deals

No more than one offer will be accepted at any one time, on a single booking. Offers displayed may only apply to selected venues. GSW reserve the right to remove or change offers at any time.

Complaints Policy

Please direct complaints or concerns to info@golfsouthwest.co.uk. Your email will be actioned within 2 working days.

Payment Reminders

Everyone travelling within 49 days will be issued a payment reminder with the date their payment is now due.

If a payment is due on the weekend, it will roll to the next working day.