Woodlands Glencoe – Terms and Conditions
These Terms and Conditions apply to all bookings made with Ossian Developments Limited trading as Woodlands Glencoe, a company registered in Scotland under Company Number SC319510, whose registered office is at Roshinish House, Old Ferry Brae, Ballachulish, Argyll, PH49 4JX.
1. General
1.1 Woodlands Glencoe is the trading name of Ossian Developments Limited, a family-owned and operated business based in Glencoe. These Terms and Conditions apply to the booking and participation in all accommodation stays, activities, wellness experiences, and memberships offered by Woodlands Glencoe.
1.2 These Terms and Conditions contain important information concerning your booking and, where applicable, participation by you and members of your party. By making a booking, you acknowledge and agree that you are responsible for ensuring that all members of your party are aware of and accept these Terms and Conditions.
1.3 No variation to these Terms and Conditions shall be binding unless expressly agreed in writing by Woodlands Glencoe. Any typographical, clerical, or other error or omission in any booking confirmation or other documentation issued by Woodlands Glencoe shall be subject to correction without any liability on the part of Woodlands Glencoe.
1.4 Woodlands Glencoe reserves the right to make changes to accommodation, activities, wellness services, or other offerings where required to comply with safety, operational, or statutory requirements, or where reasonably necessary.
2. Accommodation Bookings
2.1 Payment for accommodation bookings made on a non-refundable or flex rate is required in full at the time of booking, unless otherwise agreed in writing by Woodlands Glencoe.
2.2 Payment for accommodation bookings made on a free cancellation rate requires a deposit of ten per cent (10%) of the total booking value at the time of booking, with the remaining ninety per cent (90%) payable no later than fourteen (14) days prior to arrival, unless otherwise agreed in writing.
2.3 All guests are required to present a valid payment card upon check-in. Woodlands Glencoe reserves the right to place a pre-authorisation hold on the card to cover potential damages or incidental charges, including but not limited to smoking within the accommodation, lost keys, or any damage assessed by our maintenance team. In lieu of a pre-authorisation hold a refundable damage deposit of £250 will be charged. We’ll aim to refund this on the day of check out, but please note refunds may take up to 14 days to process depending on your bank.
2.4 All accommodation bookings are non-refundable unless booked on a refundable or flex rate. Where a non-refundable rate is selected, the booking is fixed and no refund shall be payable in the event of cancellation, amendment, or non-arrival. Where a flex rate is selected, the booking may be cancelled, or the date of the booking may be changed free of charge up until midnight on the day prior to arrival. Where dates are changed the standard rate for the new dates will apply and any difference will be charged.
2.5 Woodlands Glencoe reserves the right to cancel any accommodation booking made within forty-eight (48) hours of the booking being placed. In such circumstances, any monies paid will be refunded in full and no further compensation shall be payable.
2.6 Woodlands Glencoe does not accept responsibility for any personal property left within accommodation units or elsewhere on the estate. Where lost property is recovered, postage may be offered at an additional cost and subject to prior agreement.
2.7 Parking facilities are provided on the estate for guest use; however, all vehicles are parked entirely at the owner’s risk and Woodlands Glencoe accepts no responsibility for loss or damage.
3. Activities Bookings
(Including Segway, Archery, Axe Throwing, and E-Bike Hire)
3.1 Woodlands Glencoe accepts activity bookings online, verbally, by email, or in writing. No booking shall be deemed to have been accepted unless confirmed in writing by Woodlands Glencoe via email or SMS.
3.2 These Terms and Conditions incorporate Woodlands Glencoe’s Risk Acknowledgement and Disclaimer, which all participants are required to read, understand, and sign prior to undertaking any activity. Participants under the age of sixteen (16) must have the declaration signed by a parent or legal guardian.
3.3 All activities offered by Woodlands Glencoe involve an element of inherent risk. Participants accept that, despite all reasonable safety precautions being taken, participation is undertaken entirely at their own risk.
3.4 All participants must be reasonably fit and in good health. Participants with medical concerns are strongly advised to consult their doctor in advance of booking. Participants will be required to confirm that they do not suffer from any medical condition that would increase the likelihood of injury to themselves or others.
3.5 Due to the physical nature of activities, if you are pregnant, you are advised not to participate. Where a pregnant participant chooses to proceed, they must sign a disclaimer confirming their understanding of the associated risks to themselves and their unborn child.
3.6 Segway activities are subject to a minimum weight of forty-five kilograms (45kg) and a maximum weight of one hundred and seventy-five kilograms (175kg). Any participant who does not meet these requirements will not be permitted to participate and no refund shall be payable.
3.7 Participants must not be under the influence of alcohol or drugs and must comply at all times with safety instructions provided by Woodlands Glencoe staff. Woodlands Glencoe reserves the right to refuse participation or remove any participant whose behaviour is deemed unsafe or unsuitable. In such circumstances no refund will be issued.
3.8 All activities are non-refundable unless Activity Cancellation Cover offered by Woodlands at the time of booking is added to the activity booking. Where Activity Cancellation Cover is not in place your own suitable insurance is strongly recommended, as refunds will not be issued for cancellations, late arrivals, or non-attendance.
3.9 Woodlands Glencoe reserves the right to cancel or postpone activities due to weather conditions, safety concerns, or operational requirements. Where an activity is cancelled by Woodlands Glencoe, alternative dates may be offered at the company’s discretion.
4. Woodlands Wellness
(Including Massage, Treatments and Sauna)
4.1 Wellness bookings, including massage and sauna experiences, are subject to these Terms and Conditions and are non-refundable unless Activity Cancellation Cover has been purchased at the time of booking.
4.2 Certain massage treatments and sauna use may not be suitable if you are pregnant, for individuals with pacemakers, or those with certain medical conditions. Participants are responsible for disclosing relevant medical information prior to participation.
4.3 Participation in wellness experiences is undertaken at the participant’s own risk. Participants who are unsure of their suitability for massage or sauna are advised to seek medical advice prior to booking.
4.4 Woodlands Glencoe reserves the right to refuse or discontinue a wellness session where it is deemed unsafe to proceed or where a participant does not follow staff instructions or safety guidance. Where a wellness session is discontinued no refund will be made.
4.5 Woodlands Glencoe accepts no liability for injury, illness, or adverse reaction arising from participation in wellness services, except where such liability cannot be excluded by law.
5. Memberships
5.1 All memberships, including Golf Memberships and Dragon’s Circle Memberships, are sold at the sole discretion of Woodlands Glencoe and are non-transferable and non-refundable unless otherwise stated in writing.
5.2 Membership fees may be collected by Direct Debit and membership may be suspended or terminated with immediate effect for reasons including, but not limited to, late payment or unacceptable behaviour.
5.3 Members are required to comply with all estate rules and policies and are responsible for any damage caused to Woodlands Glencoe property.
5.4 Woodlands Glencoe does not guarantee uninterrupted access to facilities and reserves the right to close facilities due to weather, events, or other circumstances beyond its control.
6. Data Protection and Privacy
6.1 Woodlands Glencoe collects and processes personal data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation.
6.2 Personal data is collected for purposes including booking management, customer communication, marketing, and service improvement and may be shared with trusted third-party service providers.
6.3 Woodlands Glencoe may utilise automated systems, including an artificial intelligence (AI) powered chatbot, to assist with guest enquiries and frequently asked questions; any personal information voluntarily provided during these interactions will be used solely for the purpose of responding to the enquiry or facilitating guest services and will not be sold or shared with third parties except where necessary to fulfil a booking, or where required by law.
6.4 By using our services, visiting our website, or providing personal information, you consent to the collection and processing of your data as described in our Privacy & Cookie Policy, which is incorporated into these Terms and Conditions by reference. This policy explains how we collect, use, and protect your information, including information collected through our website, booking systems, and AI-powered guest support tools. You can access the full policy here.
6.5 Guests have the right to access, rectify, restrict, or request erasure of their personal data, subject to legal requirements, by contacting technology@woodlands.scot
7. Cookies
7.1 The Woodlands Glencoe website uses cookies to ensure website functionality, enhance user experience, and support analytics and marketing activities.
7.2 Users may manage or disable cookies through their browser settings.
7.3 Our Cookie Policy is provided and maintained by a third-party company, Cookie Information, if you have any questions about our Cookie Policy please contact Cookie Information on their website at: https://www.cookieinformation.com
8. Liability and Governing Law
8.1 Except where liability cannot be excluded by law, Woodlands Glencoe, or its employees, agents, or contractors shall not be liable for any loss, damage, or injury arising from bookings, participation in activities, wellness services, or use of the estate.
8.2 These Terms and Conditions shall be governed by and construed in accordance with the laws of Scotland, and the Scottish courts shall have exclusive jurisdiction.
8.3 If any clause of these Terms and Conditions is determined to be illegal, invalid or otherwise unenforceable that clause shall be severed and deleted from these Terms and Conditions and the remaining Terms and Conditions shall survive, remain in full force and continue to be binding and enforceable.
Ossian Developments Limited.
Registered in Scotland Company Number sc 319510 Registered Office: Roshinish House, Old Ferry Brae, Ballachulish, Argyll, PH49 4JX