PodGolf Customer Terms and Conditions

PodGolf Customer Terms and Conditions

1. Introduction and Definitions

In these terms and conditions, "the Company" refers to Golf Ventures Limited (trading as "PodGolf"), which provides golf simulation services and facilities. "The Guest" means the individual who made the booking and is responsible for the booking and for the conduct of any other person taking part in it ("Participants"). These Terms apply to all bookings and use of PodGolf's simulators. By making a booking, the Guest agrees to be bound by these Terms on their own behalf and on behalf of all Participants. The Company may modify these Terms from time to time; the version in force at the time of booking applies.

2. Booking, Payment and Confirmation

Payment must be made in full at the time of booking. The Company reserves the right to refuse any booking for any reason and to cancel any booking where payment is not received or where there is reasonable cause to believe the booking is being made in bad faith, with false details, or for any purpose other than legitimate use of the facilities. Bookings are non-transferable. Any attempt to use, share or transfer an access code outside the booked session, or to gain access to the Pod or its contents other than as a legitimate Guest, will be treated as trespass and reported to the police.

3. Use of the Pods and Access

PodGolf Pods are unmanned customer-access facilities. Guests gain access using an access code generated for their specific booking. The access code is valid only for the booked session and must not be shared outside the booked party. The Guest may bring up to three Participants, subject to the Guest being present for the duration of the booking. Bookings are for the booked session only; if the Guest is more than 20 minutes late, the booking may be cancelled without a refund. The Company does not provide coaching or supervision unless a Lesson has been separately booked. Proper attire, including closed-toe footwear, is required at all times.

4. Participants — Fitness, Health and Responsibility

(a) Booker's responsibility. The Guest is responsible for confirming that they and every Participant are fit to take part. By making the booking, the Guest warrants and represents on behalf of themselves and each Participant that they are in good health, have a level of physical fitness suitable for swinging a golf club for the duration of the session, and have no injuries, medical conditions or impairments (whether physical or otherwise) that would make participation unsafe for themselves or for any other Participant.

(b) Notification of change in condition. If, between the time of booking and the start of the session, the Guest or any Participant becomes unfit to take part — whether through injury, illness, medical condition, pregnancy complication, recent surgery, or any other reason — the Guest must notify the Company before the session start. In such cases the Company will, at its discretion, either reschedule the booking or issue a refund to the original payment method, regardless of the standard cancellation window.

(c) Care for fellow Participants. Pod Golf is a confined-space activity involving the swinging of golf clubs. Each Participant is responsible for taking reasonable care to avoid injury to themselves and to other Participants in the Pod, including (without limitation) ensuring no other Participant is within range of a swung club, refraining from horseplay or unsafe behaviour, and following any safety guidance displayed in the Pod.

(d) No participation while impaired. No Participant may take part in a session while under the influence of alcohol, drugs or any other substance that impairs judgment, coordination, or ability to swing a club safely. The Company reserves the right to refuse access or terminate a session without refund if any Participant appears impaired.

(e) Age. Participants under the age of 16 must be accompanied at all times by an adult Participant in the same booking who takes responsibility for their safety and conduct.

(f) Contagious conditions. Participants suffering from any infectious or contagious condition must not use the facilities.

5. Cancellations, Credits and Refunds

Bookings may be cancelled up to 48 hours before the start of the session. In such cases, a credit equal to the payment made will be added to the Guest's PodGolf account. Cancellations within 48 hours are non-refundable unless covered by clause 4(b) (change in fitness or health) or by a Public Health Emergency or similar event directly affecting the operation of the booking, in which case a credit equal to the payment made will be added to the Guest's account. If fees are unpaid, the Company reserves the right to refuse access until full payment is made.

6. Conduct, Site Security and CCTV

(a) CCTV. All PodGolf Pods, and the surrounding areas of the host venues in which they operate, are continuously monitored by CCTV recording for the purposes of customer safety, site security, evidence preservation, and the prevention and detection of crime. By making a booking, the Guest acknowledges that they and any Participants will be recorded during their attendance.

(b) Conduct. Disruptive, threatening or abusive behaviour, damage to Company or host-venue property, theft, attempted theft, removal of Company equipment from the Pod, or any other unlawful conduct will result in immediate termination of the booking without refund, exclusion from all PodGolf facilities, and referral to the police. The Company will cooperate fully with police investigations and may provide CCTV, booking, and payment information to law-enforcement authorities for that purpose.

(c) Booking integrity. Use of false personal details, false payment information, or any other deception in making a booking is fraud and will be reported to the police. The Company reserves the right to recover from the Guest, and from any Participant involved, the full cost of any loss, damage or recovery action arising from such conduct.

7. Damage, Liability and Personal Property

The Guest is responsible for any damage to PodGolf property, equipment or facilities caused by their own actions or those of any Participant, save for ordinary wear and tear to golf balls and tees. Save where caused by the wilful act, neglect or default of the Company or its servants or agents, neither PodGolf, the Company nor their servants or agents shall be liable for personal injury sustained by any Guest or Participant on PodGolf premises or on the premises of any host venue, including injury caused by one Participant to another. PodGolf will not be liable for loss of or damage to personal property brought to the Pod by any Guest or Participant. Participation is at the Guest's and each Participant's own risk. Any injury, accident, equipment fault or safety concern must be reported to the Company without delay.

8. Data Protection

The Company processes personal data in accordance with UK GDPR and the Data Protection Act 2018. Personal data collected at the point of booking (including name, email, phone and payment information) and CCTV footage are processed for the purposes of providing the service, ensuring site security, preventing and detecting crime, and complying with legal obligations. For full details of how data is collected, stored and used, please refer to our Privacy Notice.

9. Complaints

Complaints may be submitted by email to support@podgolf.co.uk or through podgolf.co.uk. The Company aims to acknowledge complaints within 48 hours and to respond substantively within 14 days.

10. Account Credit

Any credit added to a PodGolf account may be redeemed at any PodGolf site. Credit cannot be exchanged in whole or in part for cash. The Company reserves the right to amend or withdraw the validity of credit without prior notification. Credit is valid only for booking Lessons and Simulator Time, is non-transferable, and is valid for one year from the date of issue. Unused Lesson sessions or credit cannot be refunded.

11. Lesson Booking Rules

All Lessons with PodGolf Golf Professionals must be paid for in advance. Lessons cancelled with less than 48 hours' notice, or failed-to-attend Lessons, will be charged in full. Guests are encouraged to arrive five minutes before the start to set up. Late arrival reduces Lesson time accordingly; arrival more than 20 minutes late will be treated as a failed-to-attend session. If the Company needs to cancel a Lesson with less than 48 hours' notice, or if the allocated Golf Professional is more than 10 minutes late, the Guest will receive a replacement Lesson free of charge. If the allocated Golf Professional is unavailable for an extended period, PodGolf will assist in arranging an alternative suitable Golf Professional.

PodGolf Open — Tournament Terms & Conditions

Effective from the date of publication. Subject to change at PodGolf's discretion.

1. Eligibility

The PodGolf Open is open to any PodGolf customer. To be eligible, participants must have an established Trackman handicap, which is generated automatically after completing a round of 9 or 18 holes (without mulligans) on the Trackman system.

  • Participants must be 18 years of age or older to be eligible for the prize.

  • Employees, directors, and associates of PodGolf and their immediate family members are not eligible to win the prize, but may participate at PodGolf's discretion.

  • PodGolf reserves the right to verify eligibility at any stage and disqualify any participant found to be ineligible.


2. Entry

Entry to the PodGolf Open is subject to availability. PodGolf reserves the right to limit the number of participants.

  • Entry is confirmed upon receipt of any applicable entry fee or booking confirmation.

  • Entries are non-transferable and non-refundable unless the event is cancelled by PodGolf.

  • PodGolf reserves the right to refuse or revoke entry at its discretion.


3. Format & Draw

The PodGolf Open is a single-round individual tournament running from 19 June to 19 July 2026. Participants may play as many attempts as they wish during this window — their best scoring round will count.

  • Scoring is Stroke Net: a player's gross stroke total minus their Trackman handicap. The lowest net score wins.

  • Handicaps are drawn automatically from each player's Trackman profile at the time their round is submitted. Trackman handicaps are established and updated after every completed round of 9 or 18 holes played without mulligans.

  • Mulligans are not permitted in tournament rounds. Any round played with mulligans enabled will not count towards the leaderboard.

  • Players who do not yet have an established Trackman handicap must complete a qualifying round before their tournament score can be submitted.


4. Scoring & Tie-Breakers

All rounds are played and recorded via Trackman. Scores are automatically captured and verified by the system.

  • A player's best net score across all attempts during the tournament window will be used for leaderboard purposes.

  • If a newer attempt produces a better net score, it will automatically replace the previous best on the leaderboard.

  • Scores must be completed within the tournament window (19 June – 19 July 2026). Rounds started but not completed before the window closes will not count.

  • In the event of a tie on net score, the following tie-breaker sequence applies:

  • First tie-breaker: best gross score on the final hole of the tied round.

  • Second tie-breaker: best gross score working backwards hole by hole from the 18th.

  • Third tie-breaker: lower Trackman handicap at the time the tied score was submitted.

  • If a tie remains unresolved after all tie-breakers, PodGolf reserves the right to arrange a play-off or make a final determination at its discretion.


5. Disputes

Any dispute regarding scores, eligibility, or the conduct of the tournament must be raised with PodGolf in writing within 48 hours of the relevant round or result being published.

  • Disputes should be submitted to hello@podgolf.co.uk with the subject line "PodGolf Open — Dispute".

  • PodGolf's decision on all disputes is final and binding.

  • PodGolf will not enter into correspondence regarding decisions made after the dispute window has closed.

  • Any participant found to have submitted false scores, tampered with Trackman data, or otherwise acted dishonestly will be immediately disqualified and may be barred from future events.


6. Prize

The prize for the PodGolf Open winner is a Golfbreaks holiday, as described at the time of the event announcement. The prize is subject to availability and Golfbreaks' own terms and conditions.

  • The prize is non-transferable and cannot be exchanged for cash or any alternative.

  • The winner will be contacted by PodGolf within 7 days of the tournament concluding.

  • PodGolf accepts no liability for any costs, losses, or inconvenience arising from the redemption of the Golfbreaks prize.

  • The prize is subject to availability at the time of redemption. PodGolf reserves the right to substitute a prize of equal or greater value if necessary.

  • Any tax liability arising from receipt of the prize is the sole responsibility of the winner.


7. General

PodGolf reserves the right to amend, suspend, or cancel the tournament at any time without prior notice. In the event of cancellation, entry fees (if applicable) will be refunded.

  • PodGolf's decision on all matters relating to the tournament is final.

  • These terms and conditions are governed by the laws of England and Wales.

  • Participation in the PodGolf Open constitutes acceptance of these terms and conditions in full.


PodGolf · hello@podgolf.co.uk · podgolf.co.uk