Terms & Conditions

1. Definitions

For the purposes of these Terms and Conditions, the following definitions apply:

• “Property” or “Woods at Cantonment” refers to the heritage homestay, resort, and all associated buildings, grounds, gardens, and facilities located at Maney Bajar, Takdah Cantt, Darjeeling – 734222.
• “Guest” refers to any individual or group who has confirmed a booking and is residing at or visiting the Property.
• “Management” refers to the owners and authorised staff of Woods at Cantonment.
• “Booking” refers to a confirmed reservation for accommodation at the Property.
• “Check-in Date” and “Check-out Date” refer to the agreed arrival and departure dates as specified in the booking confirmation.
• “Tariff” refers to the applicable room rate and any additional charges for services, food, or activities provided during the stay.

2. Reservations & Booking Confirmation

2.1 How to Book

Bookings may be made directly through the Woods at Cantonment website, via telephone, through WhatsApp, or through authorised third-party booking platforms. A reservation is considered confirmed only upon receipt of the required advance payment and issuance of a written booking confirmation by the Management.

2.2 Booking Confirmation

A booking confirmation will be issued to the Guest’s provided contact details (email or WhatsApp) upon successful completion of the advance payment. Guests are advised to retain their booking confirmation for reference during check-in. The Management reserves the right to decline a booking at its sole discretion.

2.3 Accuracy of Information

Guests are responsible for providing accurate personal information at the time of booking, including the correct number of occupants, intended dates of stay, and any special requirements. Any discrepancy discovered at check-in may affect the reservation and applicable charges.

2.4 Group Bookings

For group bookings of four or more rooms, or for events and gatherings, guests must contact the Management directly to confirm availability, pricing, and specific terms applicable to group stays. Additional terms and deposits may apply.

3. Check-In and Check-Out

3.1 Standard Times

3.2 Early Check-In & Late Check-Out

Requests for early check-in or late check-out are subject to availability and must be arranged with the Management in advance. An additional charge may apply depending on the duration of the extension. Early check-in and late check-out cannot be guaranteed and are offered solely at the discretion of the Management.

3.3 Identity Documentation

All guests are required to present valid government-issued photo identification at check-in. Acceptable documents include: Aadhaar Card, Passport, Voter ID Card, or Driving Licence. Foreign nationals must present their Passport along with a valid Indian visa. The Management is required by law to record guest details and may share information with local authorities upon request. Failure to provide valid identification may result in the cancellation of the reservation without refund.

3.4 Check-In Process

Guests are requested to inform the Management of their expected arrival time at least 24 hours in advance, particularly for arrivals after 18:00. The Property is located at altitude with limited approach visibility after dark; prior communication ensures a smooth and safe reception. Guests arriving after 21:00 should coordinate directly with the Management.

4. Tariffs, Payments & Billing

4.1 Applicable Tariffs

Room tariffs are as quoted at the time of booking. All rates are quoted per room per night and are inclusive of applicable taxes unless stated otherwise. Tariffs are subject to change without prior notice for future bookings; however, a confirmed booking shall be honoured at the rate agreed upon at the time of confirmation.

4.2 Accepted Payment Methods

Woods at Cantonment accepts the following modes of payment for the convenience of guests:

• Cash — accepted at the Property
• Debit Card — subject to network availability in the hills
• Cheque — accepted from verified and pre-approved guests only
• Cash on Delivery (COD) arrangements as agreed with Management prior to stay

Online bank transfers and UPI payments may be arranged directly with the Management. Guests are advised to confirm payment mode availability in advance, as connectivity and banking services in the Darjeeling Hills may be subject to network limitations.

4.3 Advance Payment & Deposit

A non-refundable advance payment (the amount of which will be communicated at the time of booking) is required to confirm any reservation. The balance of the tariff is payable upon check-in or as agreed with the Management. Failure to complete the advance payment within the stipulated timeframe may result in automatic cancellation of the booking.

4.4 Additional Charges

Charges for food and dining, additional activities, guided treks, transport services, room service, extra bedding, or any other services availed during the stay will be billed in addition to the room tariff and are payable at or before check-out.

5. Cancellation and Refund Policy

5.1 Cancellation by Guest

Guests wishing to cancel a confirmed reservation must notify the Management in writing (via email or WhatsApp) as early as possible. The following cancellation policy applies:

5.2 Cancellation During Peak Seasons

During peak travel seasons (including but not limited to Christmas, New Year, Durga Puja, Diwali, and Spring/Summer holidays), a stricter cancellation policy may apply. The Management will communicate the applicable policy at the time of booking for reservations made during such periods.

5.3 Cancellation by Management

In exceptional circumstances beyond the Management’s control — including but not limited to natural calamities, landslides, road blockages, government orders, force majeure events, or significant damage to the property — the Management reserves the right to cancel confirmed bookings. In such cases, a full refund of all amounts paid will be issued to the Guest within 14 working days.

5.4 Modification of Bookings

Requests to modify dates or room type are subject to availability and must be communicated to the Management at least 7 days prior to check-in. Modifications cannot be guaranteed and may attract a difference in tariff.

6. Occupancy Policy and Guest Conduct

6.1 Registered Occupants

Only the persons registered at the time of booking are permitted to occupy the allotted room(s). Visitors to guests staying at the Property must be declared and approved by the Management. The Property reserves the right to charge for additional guests and may refuse unannounced visitors.

6.2 Code of Conduct

Woods at Cantonment is a heritage property set in a peaceful natural environment. All guests are expected to conduct themselves with respect for the property, its heritage character, fellow guests, and the local community. The following conduct is strictly not permitted:

• Loud music, excessive noise, or disruptive behaviour, especially between 22:00 and 07:00
• Consumption of alcohol in common areas or in a manner that disturbs other guests
• Illegal activity of any kind on or around the premises
• Harassment, intimidation, or offensive behaviour toward staff or other guests
• Damage, defacement, or misuse of heritage fixtures, brickwork, fireplaces, or period interiors
• Littering, disposing of waste outside designated areas, or damaging the natural surroundings

The Management reserves the right to request the immediate departure of any guest found violating these standards, without any refund of the remaining stay.

6.3 Smoking Policy

Smoking is strictly prohibited inside all rooms, common indoor areas, dining spaces, and heritage interiors. Designated outdoor areas may be available for smokers at the Management’s discretion. Guests who smoke in prohibited areas may be charged a deep-cleaning fee and may be asked to vacate the premises.

6.4 Pets

Pets are not permitted at the Property unless explicitly approved in writing by the Management prior to the booking. Any approved pets must remain under supervision at all times and are not permitted in indoor common areas or dining spaces. The guest shall be liable for any damage or disturbance caused by their pet.

6.5 Children

Woods at Cantonment warmly welcomes families with children. Children below the age of 5 years stay free of charge when sharing an existing bed with their parents. Children above 5 years who require an additional bed will be charged at the applicable extra-person tariff. Parents are responsible for the supervision of children at all times, particularly near the estate grounds and forest edges.

7. Care of the Heritage Property

Woods at Cantonment is a living heritage property established in 1910, featuring authentic British colonial-era architecture including original stone fireplaces, period brickwork, and heritage interiors spanning over 10,000 sq ft. Guests are entrusted with the care and preservation of this irreplaceable heritage during their stay.

7.1 Guest Liability for Damage

Guests will be held financially responsible for any damage caused to the property, its furnishings, fixtures, heritage elements, or equipment during their stay. Charges for repair or replacement will be assessed by the Management and billed to the Guest. In cases of significant damage, the Management reserves the right to involve law enforcement.

7.2 Heritage Elements

The original stone fireplaces, brickwork, period furniture, and architectural details of the property are protected heritage elements. Guests must not attempt to modify, mark, remove, or interfere with any such elements. The use of fireplaces (where available) is permitted only under the guidance of Property staff.

7.3 Reporting of Damage

Guests who discover any pre-existing damage or defect upon arrival are requested to notify the Management immediately, so that the matter is documented and no liability is incorrectly attributed to the arriving guest.

8. Food and Dining

Woods at Cantonment offers an in-house dining experience reflective of its heritage character. Guests are advised of the following:

• Meal timings will be communicated upon check-in and are to be observed to ensure a pleasant experience for all guests.
• Guests with specific dietary requirements, allergies, or food preferences are requested to inform the Management at the time of booking or at the earliest opportunity.
• Outside food and beverages brought onto the premises may be consumed in designated areas only. The Management reserves the right to restrict outside food in dining areas.
• Room service, where available, is subject to applicable charges and timing as specified by the Management.
• The Property is situated in a remote, high-altitude location. Certain provisions may be subject to seasonal availability.

9. Activities, Treks & Experiences

The Property is surrounded by tea gardens, coniferous forests, and scenic trekking routes that make it an ideal base for nature and heritage exploration. Guests wishing to undertake treks, nature walks, or organised experiences are advised as follows:

9.1 Physical Fitness

Trekking and outdoor activities at an altitude of 5,100 feet require a reasonable level of physical fitness. Guests with medical conditions, heart conditions, respiratory illnesses, or mobility limitations are strongly advised to consult a physician before undertaking any strenuous activity.

9.2 Liability Waiver for Activities

The Management shall not be held liable for any injury, illness, accident, or loss suffered by guests during trekking, nature walks, or any outdoor activity undertaken at or in the vicinity of the Property, whether guided or unguided. Participation in all outdoor activities is entirely at the guest’s own risk.

9.3 Guided Experiences

Where guided experiences are arranged by or through the Property, they are provided by third-party service providers. The Management does not warrant the services of such providers and shall not be liable for any incident arising therefrom. Costs for guided experiences are additional to the room tariff.

10. Safety, Security & Environmental Responsibility

10.1 Personal Safety

Guests are advised to exercise caution when navigating the estate grounds, particularly after dark, on uneven terrain, and near forest edges. The Management shall not be held liable for accidents arising from the guest’s failure to take reasonable precautions.

10.2 Wildlife & Natural Environment

The Property is situated within a natural forest and mountain environment. Guests may encounter local wildlife in the surrounding area. Guests must not feed, disturb, or harm local wildlife. The natural vegetation, trees, and flora on and around the estate must not be damaged. Guests are expected to minimise their environmental impact throughout their stay.

10.3 Fire Safety

Guests must strictly follow all fire safety instructions. The use of open fires, candles, or any flame-producing items other than those expressly provided and managed by the Property staff is prohibited. In the event of any fire or emergency, guests must follow the instructions of Property staff immediately.

10.4 Security of Valuables

The Management shall not be held responsible for the loss, theft, or damage of any guest’s personal belongings, cash, jewellery, electronics, or valuables during their stay. Guests are advised to use available in-room storage and to exercise reasonable care for their personal property.

11. Privacy and Data Protection

Woods at Cantonment collects guest information (including name, contact details, identification documents, and payment information) for the purposes of completing the reservation, fulfilling legal obligations, and providing services during the stay.

• Guest information will not be sold or disclosed to third parties for commercial purposes.
• Information may be shared with statutory authorities (police, local administration) as required by law.
• Booking and communication data may be used to send guests information about future offers or promotions. Guests may opt out at any time by contacting the Management.
• Photography and videography on the estate is permitted for personal use. Images or recordings that feature staff members, other guests, or heritage interiors for commercial use must receive prior written permission from the Management.

12. Force Majeure

Given the mountain location of the Property at 5,100 feet in the Darjeeling Hills, certain events are beyond the reasonable control of the Management. These include, but are not limited to:

• Landslides, road blockages, or damage to mountain roads
• Extreme weather conditions, storms, or fog
• Earthquakes or other natural calamities
• Power outages or disruptions to utilities
• Government restrictions, curfews, or public health emergencies
• Bandh, strikes, or civil disruptions affecting access to Takdah and the Darjeeling Hills

The Management shall not be held liable for any failure or delay in providing services, or for any guest inconvenience or loss, arising from such events. In cases of force majeure that prevent the commencement of a booking, the Management will endeavour to offer a date change or, at its discretion, a refund.

13. Disclaimers and Limitation of Liability

To the fullest extent permitted by applicable law:

• The Management makes no warranties or representations as to the uninterrupted availability of utilities including electricity, water, and telecommunications, given the remote and elevated location of the Property.
• The Management shall not be liable for indirect, consequential, or incidental losses suffered by any Guest arising from their stay, including but not limited to losses due to travel disruption, itinerary changes, or weather.
• The Management is not liable for services, transportation, or experiences provided by third parties, even where such services were arranged or recommended by the Property.
• Nothing in these Terms and Conditions excludes or limits liability for death, personal injury, or fraud caused by the Management’s own negligence.

14. Governing Law and Dispute Resolution

These Terms and Conditions shall be governed by and construed in accordance with the laws of India. Any disputes arising out of or in connection with a stay at Woods at Cantonment shall first be addressed through good-faith negotiation between the Guest and the Management. If the matter cannot be resolved amicably within 30 days, it shall be subject to the exclusive jurisdiction of the courts in Darjeeling, West Bengal.

15. Amendments to These Terms

Woods at Cantonment reserves the right to amend or update these Terms and Conditions at any time without prior notice. The version of the Terms and Conditions applicable to any booking shall be the version in effect at the time the booking was confirmed. Guests are advised to review the latest version of these Terms and Conditions, available on the Property’s website, prior to each reservation.

16. Contact Information

For all enquiries, booking requests, or matters related to these Terms and Conditions, please contact: