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Rental Terms & Conditions

Hartling Realty Inc., hereinafter referred to as "The Management Company", acts on behalf of Hartling House, which it represents. The contract entered into is between the owner of Hartling House and the renting party (the "renter"). The contract is not effective until required payment has been received and confirmation has been sent to the renter.

Seasons

Hartling House categorizes the year into three (3) seasons, as follows:

  • Low Season - May 1 to December 19 inclusive, excluding Thanksgiving.
  • High Season - January 3 - April 20 inclusive, excluding Easter & President's Weekend.
  • Peak - December 19 - January 2 inclusive, as well as Easter Week, Thanksgiving & President's Weekend.

Payments

A deposit of 50% of the rental amount must be received by The Management Company within three (3) working days after the relevant invoice and payment instructions have been provided to the renter. If a deposit is not received within this time, it is within the discretion of the owner of Hartling House to cancel the booking.

Final payment is required 45 days prior to arrival (60 days for Christmas/New Year bookings) or immediately if booking is made less than 45 days prior to arrival (or 60 days in the case of Christmas/New Years bookings). If the balance payment is not received by the due date, the owner of Hartling House reserves the right to cancel the booking and retain the renter's deposit.

In the case of bookings made 45 days prior to arrival, full payment is required within three (3) working days, or on arrival, if less than three (3) working days, whichever comes first.

All payments must be made in US dollars. Payments can be made by bank transfer or credit card. Some conditions apply and full details will be given at the time of booking.

Be aware that a security deposit is required for Hartling House. The security deposit will be requested upon arrival and will be refunded in full on the day of departure, unless damages/repairs need to be performed, in which case refunds will be made, less the cost of damages.

All clients will be asked to sign a Waiver of Liability and a credit card authorization form, which will allow The Management Company to charge the card any charges that the renter incurs while at the villa.

Cancellations

If the reservation at Hartling House is cancelled 60 days or more prior to arrival (90 days for Christmas/ New Year bookings), deposits will be refunded in full less US$500.00 OR 20% of the total booking value (whichever is greater).

Reservations cancelled less than 60 days prior to arrival are subject to a complete forfeiture of deposit to compensate The Management Company for the time and effort involved in making a booking and to compensate the owner for the loss of other potential bookings that have turned down once a booking has been confirmed.

Notice of cancellation must be received by The Management Company in writing.

Final payments are non-refundable.

All clients will be asked to sign a Waiver of Liability and a credit card authorization form, which will allow The Management Company to charge the card for any expenses that the renter incurs while at Hartling House.

Changes to Bookings

The Management Company reserves the right to charge a US$100.00 administration fee to each change after a booking has been confirmed. Changes cannot necessarily be accommodated in all cases.

Provisions and Staff

Hartling House has a minimum of two domestic household staff. The villa is fully equipped with bed linens, towels, cooking utensils etc.

Events and Parties

Normal bookings are for vacation purposes and special permissions must be obtained for functions where the number of people in attendance exceeds 150% of the capacity of Hartling House. In addition, guests should be aware that Hartling House is a private villas located in residential area and, as such, not all functions or events can necessarily be accommodated. Contact The Management Company to discuss your particular event requirements prior to booking.

If you are planning to hold an event such as a wedding or any large congregation of people at Hartling House, it must be brought to the attention of The Management Company at the time of booking.

Please be aware that under most circumstances, The Management Company does not accept a booking involving a function without prior confirmation that a function coordinator has been employed. The Management Company can recommend a suitable coordinator where required.

The Management Company has rules governing Hartling House usage for events and parties and a surcharge may be applicable. This surcharge depends on the type and size of the event and must be negotiated at the time of booking.

Damage or Losses

The renter is responsible for leaving the property in good order and in a clean condition. The renter further undertakes to pay for any damages or losses incurred during occupation. The Management Company reserves the right to repossess the property if the renter or a member of the party has caused excessive damage.

Numbers in Party / Suitability

The numbers of persons occupying Hartling House must not exceed the maximum number stated in the booking confirmation. The Management Company reserves the right to refuse any booking, which, in its opinion, is unsuitable.

Liability

The Management Company will not accept responsibility for any injury, sickness, loss, damage, additional expense or inconvenience, directly or indirectly caused by or arising out of the use of Hartling House, including plumbing, gas, electrical or otherwise, and exceptional weather conditions. Furthermore, no responsibility is accepted for the personal belongings, car, and its contents of the renter or any member of the party during the stay at Hartling House.

Complaints

If the renter considers that he/she has cause for complaint concerning Hartling House, the matter should be taken up with The Management Company. In such cases, if The Management Company considers the complaint valid, a partial refund may be offered. This refund will have to be discussed and approved by the owner of Hartling House and may take several weeks to finalize. No liability shall arise beyond the refund of the monies paid. The Management Company will not entertain claims lodged by the renter upon departure or after return home when it is no longer possible to investigate the complaint effectively.