Windermere Vacation Rentals (hereinafter “we”) and the Renting Party (hereinafter “you”) agree to the following Terms & Conditions - Verification of acceptance is required to complete your reservation. When booking on-line, the terms and conditions acceptance box must be checked before the reservation process can be completed. If you have any questions regarding these terms and conditions, contact one of our reservation staff during normal working hours at 800-391-8190.
Responsible Party – All fees, charges, and applicable taxes associated with the property rental are the responsibility of the renting party.
Booking Confirmation & Rental Payment – Reservations booked 45 days or more in advance of the rental start date are confirmed when one half of the total rental fee is received; the remaining balance is due 45 days before occupancy. Reservations made within 45 days of the arrival date are confirmed on receipt of the entire rental fee, damage deposit or optional waiver and any additional charges related to your rental. We accept payment by Visa, Mastercard, cashier’s check, or personal checks if received at least 45 days prior to arrival.
Cancellations – If you cancel your reservation at any time, for any reason, it may not be possible to re-book the reserved home; therefore, pre-paid rents are not refundable. However, if the home does re-book for the same dates, same length of stay, at the same or greater rental rate, 90% of your prepaid rent deposit is refundable, less a $55 booking fee, within fourteen (14) days after the replacement booking has paid in full. Damage deposits or damage deposit waiver payments are fully refundable if the reservation is cancelled prior to occupancy.
Because unexpected events can impact your travel plans, we recommend that you protect your vacation investment by purchasing travel insurance. This coverage is offered for your convenience when the rental is being booked. The conditions of coverage are detailed separately and should be thoroughly reviewed prior to purchase.
On rare occasion, a reserved property may become unavailable due to unanticipated conditions beyond our control. We accept no liability for such an occurrence, financial or otherwise, but will make every effort to provide you with equal accommodation at the same rental rate. If we are unable to do so, or if you do not accept a provided alternative, unused rental fees and charges will be refunded.
Property Use & Responsibility – You become responsible for the security of the rented home and all of its contents upon check-in, and remain responsible until you vacate and complete the check-out at the conclusion of your stay. The rental property is inspected and its contents inventoried prior to each guest arrival. You are financially responsible for any and all losses or damage due to your occupancy and while in your possession.
Damage Deposit – The normal damage deposit required is $1,000 (see also “Limited Damage Deposit Waiver, below), payable by Mastercard, Visa, cashier’s, or personal check only if received more than 45 days prior to occupancy. If you have paid the full damage deposit, it will be refunded within fourteen (14) days following your stay if no damage is sustained and all other financial obligations have been met. However, you will be responsible for any expenses/invoices presented subsequent to the return of your deposit.
Damage Deposit Waiver – Rather than post the damage deposit as shown above, under certain conditions you may elect to pay a non-refundable damage deposit waiver fee. Doing so eliminates you from up to $1,000 of responsibility due to accidental damage or loss to the vacation home. Specific conditions apply and you must agree to those conditions prior to selecting this optional coverage. The Waiver is not an option if you are booking with pets or booking for stays exceeding thirty days.
Occupancy Limitations – Each rental property has specific occupancy limits and rules of conduct which must be strictly enforced. The number of adults, minors, and pets that will occupy your rental home must be stated at the time of booking. Property lines, privacy, and the quiet enjoyment of neighbors must be respected at all times, with “quiet hours” observed between 9 PM and 7AM each night. Increased occupancy, vehicle traffic, excessive noise, or illegal activity, will result in a $500 penalty fee, eviction, and the forfeiture of all prepaid rentals.
Pets – Some properties allow pet stays, subject to specific approval, supplemental daily fees, use restrictions, and the posting of $1000 Damage Deposit. Credit cards are not accepted for this purpose. The deposit will be refunded within fourteen (14) days following your stay if no damage is sustained and all other financial obligations have been met. The presence of undeclared or unauthorized pets in any home will result in a $500 penalty, as well as possible eviction and forfeiture of pre-paid rents. We do not guarantee that any home is free of pet dander even when pets are not accepted as the property owner may have pets in the home when they are in residence.
Housekeeping – Each home is thoroughly cleaned between guests. This is included in the rental fee or shown as a separate charge depending on the home chosen and your length of stay. If you wish more frequent cleaning, additional housekeeping may be scheduled for an additional charge.
Excessively littered and/or dirty conditions at check-out will result in extended housekeeping hours, and may be charged to your damage deposit, or, if none tendered, to the credit card used to pay for your occupancy. Should it be necessary to clean carpets, remove stains, repaint, repair finishes, or replace furnishings, textiles, or housewares, you will be charged for labor, materials, and merchandise, plus a 20% service and handling fee.
No Smoking – Smoking on the premises of any vacation rental home is prohibited. If tobacco odor is noted on check out, a $500 damage charge will apply in addition to any additional cleaning and fumigation costs.
Structural and Environmental Precautions – Renters are advised that many homes have, or are in proximity to, structural or environmental circumstances that could pose physical hazards. These may include, but are not limited to, ocean access, tidal extremes, rocky terrain, deep water docks, hot tubs, swimming pools, steep slopes, cliffs, interior and exterior stairways, terraces and decks, slippery conditions, fireplaces, sharp objects, noxious plants, and insects. We request that you ask our reservation department about specific hazards prior to booking. Do not book a home if you believe there may be a condition that poses unusual risk to any member of your party. You hereby release the owner and the rental agency from all personal safety risks and liability associated with the property you rent.
Property Suitability – Review all property amenities, specifications and unique characteristics, including environmental conditions, to verify that the home you have selected will be suitable prior to booking. Private homes may be constructed with unusual features, limited accessibility, or be sited amidst potentially dangerous conditions. Guests with mobility challenges or those traveling with children are specifically advised to discuss concerns or requirements with our reservation department as you will not be able to change homes upon arrival.
Amenities – All homes are furnished with towels, bed linens, and a supply of paper products and soap. Please review the additional amenities provided in the home you reserve and contact us for additional details or assistance to make your stay more comfortable
Telephone Calls – Local telephone calls are free. Guests will be charged for long distance calls placed during their occupancy unless free long distance calls are listed as a specific amenity. Be aware that cell phone coverage is not available at all homes.
Check-in – You may check in any time after 4 PM on the date of arrival. Key Code access, driving directions, emergency contacts, and check-out information is provided either prior to your arrival via e-mail or upon arrival depending on the location of the home you have reserved.
Following check-in, it is essential that you notify us promptly if anything seems amiss at the home. Also, it is important that you review the information binder provided in each home, as it contains important property details, operating instructions, emergency procedures, and an inventory of contents. DO NOT operate hot tubs, televisions, or electronic devices until you have reviewed the associated instructions. Improper operation may impair performance or reception and result in a chargeable service call.
Check-out – On your check-out day, the premises must be vacated by 10 AM unless a later check-out has been pre-approved (a charge does apply). All garbage is to be bagged with recycling separated, and placed outside in a provided tamper-proof can or containment area. Please place dirty dishes in the dishwasher, start a first load of dirty sheets or towels, and place any moved furniture in its original location before you leave.
Key Return – If all provided keys are not returned at check-out, concerns for property security make it necessary for us to immediately re-key the home. You will be charged for the cost of this emergency service.
Hold Harmless – Windermere Vacation Rentals assumes no liability for loss, damage, or injury to guests or their personal property. You hereby fully release and discharge WVR from all claims, damages, or causes of action by reason of any injury or other cause, and hold WVR free and harmless of any claim or suit arising from you or any other guest in connection with the occupancy of the premises. In any action concerning duties or liabilities of the parties, you agree to venue in San Juan County, Washington, and the prevailing party will be entitled to recover reasonable attorney fees and costs. Notices are to be delivered to San Juan Vacation Ventures, P.O. Box 488, Friday Harbor, WA 98250.
The San Juan Islands are served by Washington State ferries and several airline and charter services. We cannot accept liability for stoppages of transportation, utility services, inclement weather conditions, or natural disasters that may occur before, after, or during a vacation home rental period, nor can we be responsible for any other conditions beyond our control.