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, including 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.
Financial Protection
Golf South West Ltd provides financial protection for all package bookings in accordance with The Package Travel and Linked Travel Arrangements Regulations 2018.
Bookings are protected as follows:
- Bookings made up to 7th July 2025 and travelling before 31st December 2025 were protected under a previous bonding arrangement
- Any bookings made after 7th July 2025, and any bookings travelling in 2026 or beyond, are financially protected by the Repayd Trust Account
The Repayd Trust Account safeguards customer monies by holding funds securely until the services relating to your booking have been fulfilled. This ensures that, in the unlikely event of our insolvency, your funds remain protected.
Protection includes:
- A refund in the event you have not yet travelled
- Protection of funds held in trust until services are delivered
Full details of your financial protection will be outlined within your booking confirmation.
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.
For groups 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 multiplied by the confirmed number in your party.
Once a tour has been agreed and deposit payment has been collected, Golf South West will proceed to secure all elements of your golf break. We will note all requirements and work with venues to accommodate them. If there is a tee time available within 40 minutes of your requested time, we will book this on your behalf.
Changes can be made up to 6 weeks prior to the travel date free of charge, excluding reductions in group numbers where deposit terms apply. Exceptions may be made after this period in the case of medical or extenuating circumstances.
Once availability is confirmed, you will receive your deposit confirmation letter.
All changes must be made through Golf South West and not directly with venues.
Our partner venues reserve the right to alter preferred tee times.
Making Changes to a Booking
Changes are an accepted part of planning a golf break and must be confirmed in writing. Golf South West Ltd accepts no responsibility for changes requested but not confirmed in writing.
Once the full balance is received, no later than 6 weeks prior to travel, the booking is fully confirmed.
Organisers must provide at least 5 working days’ notice of any changes before the final balance deadline to allow amendments and updated confirmations.
Changes requested after full balance has been paid and within 6 weeks of travel, unless in exceptional circumstances, will incur an administration fee of £25 per change.
It is the responsibility of the client to check all documentation. Any discrepancies must be reported to Golf South West.
Payment Methods & Client Payments
Payments must be made by one of the following methods:
- Debit or credit card (over the phone) for balances up to £5,000
- Bank transfer (using your booking reference)
For balances exceeding £5,000, payment must be made via bank transfer.
Bank transfer (BACS) is our preferred method of payment.
Bookings will not be confirmed until payment is received. Due to processing times, cash and cheques are not accepted.
Upon payment of a deposit, the organiser accepts these terms and becomes liable for full payment of the booking by the due date.
Whilst reminders may be sent, it is the organiser’s responsibility to ensure all payment deadlines are met.
Late Payments
Unauthorised late payment of balances without prior agreement will result in a late payment fee of £15 per day.
Confirmation of Booking
Enquiries and quotations remain provisional until confirmed by both suppliers and receipt of deposit.
Once deposit has been received, the lead booker will receive a deposit confirmation pack outlining the itinerary, payments made and outstanding balance.
Full balances must be paid no later than 6 weeks prior to travel. Failure to do so may result in cancellation and loss of deposits.
If a venue must amend a booking, the lead booker will be offered the option to accept the changes, choose an alternative or cancel with a full refund, provided this is outside of the 6-week period.
Upon receipt of full payment, a final travel pack will be issued confirming all arrangements.
Travel Insurance
It is the responsibility of each traveller to ensure adequate travel insurance is in place. Golf South West can assist with documentation in support of any claim.
Your Enquiries and Our Prices
Prices shown on our website are guide prices based on off-peak rates. Prices are typically based on two people sharing a twin or double room.
Following your enquiry, we aim to respond within 24 hours to refine your requirements and confirm accurate pricing.
Cancellations & Refunds
Deposits are non-refundable and non-transferable.
Holding deposits for large groups are also non-refundable and non-transferable.
If a golf course is closed during your stay, refunds will be processed once funds have been returned by the venue. Hotel elements are non-refundable in this instance.
Contracting COVID-19 Before Travel
In line with current guidance, Golf South West and its partner venues do not offer refunds where a client is unable or unwilling to travel due to illness. Claims should be made via personal travel insurance.
If government restrictions prevent travel, we will work with suppliers to arrange amendments, credit or refunds where possible.
Golf Etiquette & Expectations
All clients are expected to adhere to golf etiquette and course regulations, including pace of play and dress codes.
Courses may require handicap certificates.
Failure to adhere to expected standards may result in refusal of future bookings.
Tee Times
Once confirmed, tee times will not be changed by Golf South West. However, golf courses reserve the right to adjust times where necessary.
Major changes will be communicated to the lead booker.
Golf Course Condition
Course conditions are subjective and influenced by seasonal and external factors.
Refunds are not provided based on course condition. However, concerns raised will be investigated.
Buggy and Trolley Hire
Golf South West does not arrange buggy or trolley hire. Clients must arrange this directly with the venue.
Availability is subject to ground conditions and at the discretion of the course.
No refunds are provided where equipment cannot be used but the course remains open.
Inclement Weather Policy
Weather conditions, including temporary greens or tees, are considered part of the normal playing experience in the UK.
If a course remains open, no refunds will be issued for unused rounds.
Golf South West will assist in investigating any concerns raised.
Clients are advised to check course status prior to travel.
Special Offers & Deals
Only one offer may be applied per booking. Offers may be withdrawn or amended at any time.
Complaints Policy
Complaints must be submitted in writing to info@golfsouthwest.co.uk and will be acknowledged within 2 working days.
Dispute Resolution
If a complaint cannot be resolved, disputes will be handled under the jurisdiction of England and Wales.
We will always seek to resolve matters amicably. Nothing in these terms affects your statutory rights.
Payment Reminders
Clients travelling within 49 days will receive a payment reminder confirming the due date.
Where a payment due date falls on a weekend, it will roll to the next working day.
