Effective August 2, 2019
Thank you for renting a home from Natural Retreats! The following terms are important to your stay with us. Please read them carefully.
Rates & Payments
We will collect the Deposit upon booking and the Remaining Balance will be charged to your credit card on file on the Balance Due date. Should Booking Date occur on or after the Balance Due Date, the total price of the booking will be charged at the time of booking. All payments by check or wire must be received within 14 days of booking and if not received, will be charged to the credit card on file. Should the Booking Date be within 14 days of the Arrival Date, checks or wires will not be accepted without first authorizing a credit card for the total price of the booking. We will cancel your booking if payments are not made on time. Blackout dates and other rules may apply to any promotions. Promotions cannot be added to a pre-existing booking and are not grounds for a refund. Only one promotion may be used per booking. We reserve the right to refuse to honor any rates which are printed or quoted in error. For any additional charges, violations or damage as described in these Terms and Conditions, you agree that we have the right to charge the credit card on file for any outstanding charges.
Our deposits are held at the bank of Wells Fargo, 123 East Main Street, Charlottesville, Virginia 22902, and at various Wells Fargo branches. Banking information may change at our discretion. Where allowed by law, we may place all deposited funds in an interest-bearing account and any interest that accrues shall be to our benefit.
Subject to the cancellation policies below, the entire booking amount is non-refundable and non-transferable once your booking is confirmed. No refunds or compensation will be given and we will not be liable for failure to make the home available to you if the property becomes unavailable or unusable for any reason beyond our reasonable control including, weather conditions (either locally or at your location), evacuations, any acts of God or force majeure events, construction, steep or difficult road conditions, utility outages, medical emergencies, death or illness, or any changes or unavailability of amenities of homes or in resort operations. All guests must comply with mandatory evacuation orders.
We strongly recommend protecting your vacation with travel insurance which can provide for coverage for these types of events. Policies may vary but generally refunds will only be given if you have purchased coverage prior to the event, such as a tropical storm or hurricane being named. Please contact us to purchase a policy.
On the rare occasion we are not able to provide a reserved home to you due to home ownership or management changes, we will offer you a comparable home designated by price (not features) at no extra cost. You may also choose another home in our portfolio of higher value and pay the difference. If a comparable home is not available, you may receive a full refund. No other compensation will be payable in these
Payment & Cancellation Policies
For Homestead Preserve, VA; Tybee Island, GA; Sea Islands, SC; and Mammoth Lakes, CA: A 25% deposit is required in order to confirm a booking. The final balance of the total cost of the booking is required 30 days prior to your arrival date. If a booking is made on or less than 30 days before your arrival date, full payment will be due immediately when making the booking.
If you cancel within 72 hours of booking, we provide a 100% refund. However, if you book within seven days of the day of your arrival, no refunds are available regardless of the 72-hour window. If you cancel more than 60 days prior to the day of your arrival, we will refund any payments, less a $100 cancellation fee. If you cancel 59 days or less of the day of your arrival, we will refund your payments, minus your deposit. If you cancel within 30 days of the day of your arrival, we will not refund any payments including all deposits.
For Taos Ski Valley, NM; Big Sky, MT; North Lake Tahoe, CA; and Sun Valley, ID: A 25% deposit is required in order to confirm a booking. The final balance of the total cost of the booking is required 60 days prior to your arrival date. If a booking is made on or less than 60 days before your arrival date, full payment will be due immediately when making the booking.
If you cancel within 72 hours of booking, you receive a 100% refund. However, if you book within 14 days of the day of your arrival, no refunds are available regardless of the 72-hour window. If you cancel 60 or more days prior to the day of your arrival, we will refund any payments, less a $100 cancellation fee. If you cancel 59 days or less from the day of your arrival, we will not refund any payments including all deposits.
For Palm Springs, CA: A 50% deposit is required in order to confirm a booking. The final balance of the total cost of the booking is required 60 days prior to your arrival date. If a booking is made on or less than 60 days before your arrival date, full payment will be due immediately when making the booking.
If you cancel within 24 hours of booking, you receive a 100% refund. However, if you book within 14 days of the day of your arrival, no refunds are available regardless of the 24-hour window. If you cancel 60 or more days prior to the day of your arrival, we will refund any payments, less a cancellation fee of 5% of the total booking. If you cancel 59 days or less from the day of your arrival, we will not refund any payments including all deposits.
For Park City, UT: A 50% deposit is required in order to confirm a booking for homes. A 25% deposit is required in order to confirm a booking for condos. The final balance of the total cost of the booking is required 60 days prior to your arrival date. If a booking is made on or less than 60 days before your arrival date, full payment will be due immediately when making the booking.
If you cancel within 24 hours of booking, you receive a 100% refund. However, if you book within 14 days of the day of your arrival, no refunds are available regardless of the 24-hour window. If you cancel after the 24-hour window, the deposit will be non-refundable. As of 60 days from arrival, payment in full is due and will be forfeited in the event of a cancellation.
For Great Smoky Mountains, TN (including Brother’s Cove, TN): A 25% deposit is required in order to confirm a booking. The final balance of the total cost of the booking is required 30 days prior to your arrival date. If a booking is made less than 30 days before your arrival date, full payment will be due immediately when making the booking.
If you cancel within 72 hours of booking, you receive a 100% refund. However, if you book within seven days of the day of your arrival, no refunds are available, regardless of the 72-hour window. No other refunds will be given outside of 72-hour window. If you cancel more than 30 days prior to the day of your arrival, you will receive a credit in the amount of your deposit to be used toward a future stay at Natural Retreats occurring within one year of your original date of booking. If you cancel within 30 days of the day of your arrival, you will receive no refund and no credit toward a future stay.
For Lake Winnipesaukee, NH: A 25% deposit is required in order to confirm a booking. The final balance of the total cost of the booking is required 60 days prior to your arrival date. If a booking is made less than 60 days before your arrival date, full payment will be due immediately when making the booking.
If you cancel within seven days of booking, you will receive a full refund. If you cancel more than seven days after booking, no refunds will be given unless the home is re-rented for the same period and the same amount. If the home is re-rented for the same rate and time, the cancellation fee shall be 20% of the total booking plus a $75.00 administrative fee. If the home is not re-rented for the cancelled period, all deposits and payments will be forfeited, and we will charge the credit card on file for the remaining balance.
For Cape San Blas, FL: A $500 deposit is required to confirm a booking. The final balance of the total cost of the booking is required 60 days prior to your arrival date. If a booking is made less than 60 days before your arrival date, full payment will be due immediately when making the booking.
If you decline to purchase travel insurance, no refunds will be given unless the home is re-rented for the same time period for the same rental amount. If the home is not re-rented for the cancelled period, the entire advance deposits and payments will be forfeited. If the home is re-rented, your advance payments less a $150 cancellation fee and any difference in rental rate will be refunded upon receipt of payment from the new guest. We reserve the right to discount the week in order to fill it with a new guest. Any difference in rate, due to last minute discounts, will be added to the cancellation fee and deducted from the refund.
Care & Condition of the Home
You must keep the home and all furniture, fixtures, and belongings at the home in the same state of repair, cleanliness and general order as when you arrived. Damage must be reported immediately. Guests are fully responsible for their actions and the actions of any family members or other guests during their stay. We will inspect the home after your departure and you authorize us to charge your credit card or deduct from a security deposit the amount of any and all losses and damages or other disruption to the home or furnishings occurring during your reservation, or we may invoice you for any such amounts and you shall immediately pay such invoice.
The booking price includes payments for normal utility usage based on historical property data. If your utilities usage exceeds the normal amount by 20%, you are responsible for that amount which we will charge to your credit card.
Damage Protection Program
A damage protection fee of $25, $50, $100, or $165 depending on the home or retreat is included in your booking. If you or one of your guests causes unintentional damage to the home or the personal property of the home, Natural Retreats will pay for the repair or replacement up to a maximum amount of $500 for a $25 fee, $1,500 for a $50 fee, $3,000 for a $100 fee and $5000 for a $165 fee. In order to take advantage of the program, you must disclose the damage to us prior to your check-out. Any damage that exceeds your protection program amount will be charged to the credit card on file. This damage protection does not cover: 1) damage or additional cleaning due to pets; 2) willful or grossly negligent behavior that results in damages; or 3) additional charges for excess cleaning. Damage protection fees are nonrefundable.
Instead of the damage protection fee, we can charge a credit card, or you can provide a check for the full damage protection amount, which will be cashed and held until after your departure. You will be refunded this amount within 30 days after departure, less any costs for damage.
Security Deposits and Preauthorization Charges
For stays in certain destinations and homes, or during certain events, you may be required to provide a security deposit or a credit card at check-in for pre-authorization. For pre-authorizations, a charge of $1,500 or more will be required at check-in. If damage to property is discovered by Natural Retreats, property repairs or replacement will be covered by the guest credit card. If property damage is greater than $1,500, Natural Retreats reserves the right to charge the additional amount to the card. Natural Retreats will apply a 5% processing fee on accounts with incidental charges totaling $500 or more.
Security deposits will be refunded to the guest within 30 days after a departure inspection. If damage to property is discovered by Natural Retreats property repairs or replacement will be covered by the security deposit. If property damage is greater than the deposit amount, Natural Retreats reserves the right to charge the additional amount to guest credit card. If damage exceeds a security deposit or preauthorization charge, you will remain fully liable for payment in full, plus interest at the rate of eighteen percent (18%) per annum.
Our homes are privately owned and may only be used as a private vacation residence. Large gatherings, tours, events, parties, photo shoots, media use or any other commercial use are not permitted unless otherwise agreed by us in writing. The home must not be used for any illegal purposes and all guests must conduct themselves in a manner that will not disturb the neighbors’ peaceful enjoyment of their homes. The responsible guest for any booking must be at least 21 years old; there may be higher age restrictions in certain locations. We reserve the right to confirm the name, age and address of everyone in your party before or after confirming your booking. Any booking obtained with false information will result in forfeited payments and eviction.
Each of our homes will have established instructions and policies (the “House Rules”) provided in the home or electronically. The House Rules may cover issues such as proper trash handling, neighborhood rules, safety regulations, check out procedures, parking, and restricted owner areas in the home. All guests agree to abide by the House Rules which may change from time to time. You agree to uphold all local laws, including but not limited to noise restriction and occupancy rules or ordinances enforced by us or the local authorities.
To protect guests and neighbors, we may use smart home technology to measure volume levels in many of our properties. This technology allows us to respond to noise nuisances without disrupting your stay. Any violations by you or your guests are your responsibility. Any disturbances which result in a call to us from a neighbor, a visit by law enforcement or us may result in a minimum $500 charge to your credit card in addition to any law enforcement fines.
Any kind of smoking, vaping, or use of any electronic cigarette is not permitted in any Natural Retreats homes. If any smoking has taken place in the home, a standard charge of $500 will be charged to your card to pay for the required deep clean. Illegal firearms, substances, explosives or fireworks are not permitted at any Natural Retreats homes or locations. For your safety, grills must be used outside in non-covered areas, must not be moved from their current positions, and are prohibited on decks and porches. You must adhere to any local burn bans or advisories. We reserve the right to not welcome back any guests who violate the House Rules or any provisions of this rental agreement.
We are happy to welcome up to two well-behaved dogs at our dog friendly homes upon payment of a non-refundable pet fee. Some accommodations limit dog(s) on size and weight. It is your responsibility to ensure that a dog friendly accommodation is booked at the time you make a booking. Dogs must be kept on a leash at all times, and guests must clean up any dog waste. Dogs are not allowed on any furniture at any time and should not be left unattended. No cats or other pets are allowed. If we discover a pet in or around a home without our permission, we will immediately charge a non-refundable pet fee and/or evict you at our discretion. If the property is damaged by the dog(s) or excessive housekeeping is required, you will be billed for the amount required to remedy the damage and cover the costs of additional housekeeping.
Overcrowding is grounds for immediate eviction. The total number of overnight guests must never exceed the maximum occupancy of the home. Tent camping and/pop up campers, caravans and RV’s are not allowed on any property without our prior consent. You may not sublease, resell, advertise, use or give your reservation or any promotional discount or use it in connection with a promotion, competition, business and charity or any other similar venture without our advance, written consent. If a home is listed for sale, you agree to allow the property to be shown to prospective purchasers at reasonable times. We will make every effort to give you sufficient advance notice. We must be allowed access to the home at any reasonable time with prior notice during your stay.
Check In & Check Out
Your booking confirmation will include specific check in and check out times. We may charge you additional fees if you arrive at your vacation home while housekeeping is still taking place or before the check in time. You are only allowed to occupy the home for the dates in your booking confirmation and you have no other rights to use or occupy the property. Failure to depart on time will result in additional charges, including the cost of any alternate accommodations for Guests affected by your failure to vacate.
Swimming pools, lakes, docks, rivers and oceans present unique safety hazards, there are no lifeguards on duty, and swimming is at your own risk. There are certain health risks associated with hot tubs and whirlpool baths; the use of these amenities are your responsibility to understand and explain to your guests. Hot tubs are for enjoyment only without the use of normal bathing products (soap, shampoo, bath oil, etc.). Hot tub covers must be kept on hot tubs at all times unless hot tub is being used. Do not sit, stand on, or mistreat any hot tub cover. Additional charges may apply for hot tub or pool heating. You will be charged a fee for any damages done to these amenities.
Service dogs that have been trained to work or perform tasks for individuals with disabilities are always welcome and are not subject to a pet fee. Service dogs must be housebroken, under the control of the guest at all times, and not left alone in the property. Please note that you are responsible for any damages caused by the service dog. Emotional support dogs are permitted only in pet-friendly homes with payment of the pet fee.
Please share your experience with us! We are happy to receive photos and reviews about your stay. Please note we may use those photos and reviews (without your identifying information) on our website, in our advertising and in our social media postings. All information submitted to us becomes the property of Natural Retreats.
Injury, Personal Property & Indemnification
NATURAL RETREATS AND THE OWNER OF THE HOME SHALL NOT BE LIABLE FOR ANY DEATH, BODILY INJURY OR PROPERTY DAMAGE WHICH IS MADE, INCURRED OR SUSTAINED BY GUEST OR ANY GUEST INVITEES. UNLESS INJURY OR DAMAGE WAS DIRECTLY CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF NATURAL RETREATS OR THE OWNER OF THE HOME, GUEST SHALL DEFEND, INDEMNIFY AND HOLD HARMLESS THE OWNER OF THE HOME, NATURAL RETREATS AND ITS AFFILIATES, AND EACH OF THEIR RESPECTIVE SHAREHOLDERS, DIRECTORS, MEMBERS, MANAGERS, OFFICERS, EMPLOYEES, AGENTS AND REPRESENTATIVES, AND EACH OF THE HEIRS, EXECUTORS, SUCCESSORS AND ASSIGNS OF ANY OF THE FOREGOING AT GUEST’S SOLE COST AND EXPENSE AGAINST ALL SUITS, JUDGMENTS, LOSSES, PAYMENTS, COSTS, EXPENSES (INCLUDING, WITHOUT LIMITATION, REASONABLE ATTORNEYS’ FEES), DAMAGES OR CLAIMS FOR DAMAGES, SETTLEMENTS, LIABILITIES, FINES AND PENALTIES OF THE INDEMNIFIED PARTIES ARISING FROM OR IN CONNECTION WITH GUEST’S RENTAL, INCLUDING, WITHOUT LIMITATION, ANY CLAIM OR LIABILITY FOR ANY DEATH, BODILY INJURY OR PROPERTY DAMAGE WHICH IS MADE, INCURRED OR SUSTAINED BY GUEST OR ANY GUEST INVITEES. THIS INDEMNIFICATION SHALL ALSO APPLY TO ANY RENTAL EQUIPMENT ORDERED THROUGH NATURAL RETREATS FOR GUEST USE OR USE OF ANY RECREATIONAL ACTIVITIES (INCLUDING ANY USE OF POOLS, WATER FEATURES, HOT TUBS, AND OTHER BODIES OF WATER) USED BY GUEST. NATURAL RETREATS AND THE OWNER OF THE HOME SHALL IN NO EVENT BE LIABLE FOR SPECIAL, CONSEQUENTIAL, INDIRECT OR INCIDENTAL DAMAGES ARISING FROM OR IN CONNECTION WITH GUEST’S RENTAL, OR ARISING FROM THE BREACH OF THIS AGREEMENT, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
These Terms and Conditions shall be governed by the laws of the Commonwealth of Virginia. Any disputes must be brought in a state or federal court located in Charlottesville, Virginia and we both waive our right to trial by jury. The terms of your booking confirmation, the House Rules and any disclosures on our website or separately provided to you are incorporated by reference and are part of these Terms and Conditions. You consent to receive and sign documents electronically by email or through a document signature service.
In certain destinations, we are required to provide you the following notices and policies:
Palm Springs, California
Guests must be a minimum of 25 years of age to book with us in the city of Palm Springs, CA. They must be a minimum of 30 years to book with us in the city of Rancho Mirage, CA. Amplified music is not allowed outside of your home. Music must not be heard at the property lines at any time of the day (that includes music coming from inside of the home). All guests must review and agree to the Palm Springs Good Neighbor Brochure, Rancho Mirage Vacation Rental Information; La Quinta; or Indian Wells as it applies to their rental. Prior to confirmation of their booking, Guests must provide a photo copy of a driver’s license and a list of other guests and guest vehicles.
Mammoth Lakes, California
I declare under penalty of perjury that not more than the maximum occupancy for my room/unit including myself, will be using the room/unit for overnight sleeping purposes on that/those night(s). I understand that the Municipal Code of the Town of Mammoth Lakes prohibits transient occupants of lodging facilities from housing additional unregistered guests in a unit and that a violation of the provisions of Chapter 3.12 is a violation of the municipal code, subject to a civil penalty of not less than $100 for each day on which such violation occurs. I further understand that California Penal Code Section 537 prohibits the defrauding of innkeepers and that such fraud is punishable by a fine of up to $1,000 and/or by imprisonment in the state prison for up to 3 years. I further understand that I am signing this declaration under penalty of perjury and that perjury is punishable under California Penal Code Section 126 by imprisonment for a period of from 2 to 4 years. I declare that I have read the above provisions and that I sign this declaration with full knowledge and understanding of the consequences of any violation of the laws noted above.
Park City, Utah
Your use of a home within certain neighborhoods in the Park City area may be subject to rules and regulations established by local homeowner associations. If you are renting a home within the Deer Crest development specifically, you must abide by the rules found at www.deercrest.com.
Lake Winnipesaukee, NH
We are required to provide you with a copy of the New Hampshire Brokerage Relationship Disclosure Form. Please review this form and contact us if you have any questions.
SOUTH FORK LODGE – LODGING AND PACKAGES
Deposit & Payment:
For lodging and package bookings a 50% deposit is required in order to confirm a reservation. The final balance of the total cost of the reservation is required on departure. Incidental charges guests incur during their stay must be paid in full on departure. A credit card impression is required at check in and will be pre-authorized for all incidental charges.
Lodging Cancellations :
If a guest cancels within 72 hours of booking, they receive a 100% refund. If a guest books within 7 days of a stay, they receive no refunds regardless of the 72-hour window. If a guest cancels more than 30 days prior to their trip, they will be charged a $100 cancellation fee. If a guest cancels within 30 days of their trip, or reduces their stay while on property, they will receive no refund.
SOUTH FORK OUTFITTERS – GUIDED FISHING, DAY TRIPS
Deposit and Balance Payments:
A 50% deposit of the total cost of the guided trip is due in order to confirm a reservation. The final balance of the total cost of the booking is due on the first day of the fishing trip.
• Up to 1 week prior to trip date – date change or full refund.
• 6-2 days prior to trip date - date changes may be made for an administrative fee of $25.
• 1 Day prior to arrival or date of trip – loss of 50% deposit, full amount due.
July & August:
• 30+ days prior to trip date – date change or full refund
• Cancellations from 29-8 days prior to trip date – loss of 50% deposit
• Date changes from 29-8 days prior to trip date – an administrative fee of $25.
• Trips cancelled within 7 days of the trip date will be charged the full amount.
• Unless conditions are deemed to be unsafe by South Fork Outfitters management, guided trips occur in all
weather and river conditions. No refunds or date changes are allowed outside of the normal cancellation policy.
EVENTS, GROUPS AND WEDDINGS
All Events, Groups and Weddings at South Fork Lodge will be subject to Terms and Conditions outlined in a group contract provided at the time of booking. Events at South Fork Lodge must be contracted through Natural Retreats.
Effective August 2, 2019
What information do we collect?
We collect information from you when you register on our site or fill out a form. When ordering or registering on our site, as appropriate, you will be asked for personally identifiable details. You may, however, visit our site anonymously. When visiting our site anonymously, we may store information regarding the behavior of your session on our website, such as what pages were visited, what links you clicked on, how long you spent before going to another page.
Any of the information we collect from you may be used in one of the following ways:
- To personalize (your information helps us better respond to your individual needs)
- To improve our website (we continually strive to improve our website offerings based on the information and feedback we receive from you)
- To improve customer service (your information helps us to more effectively respond to your individual needs)
- To process transactions
- To send periodic emails
- To administer a contest, promotion, survey or other site feature
- The email address you provide for order processing may be used to send information and updates pertaining to your booking, in addition to receiving company news, updates, related product or service information etc.
Note: If at any time you would like to unsubscribe from receiving future emails, we include unsubscribe instructions at the bottom of each email.
How do we protect your information?
We implement a variety of security measures to maintain the safety of your personal information.
We store cookies on your computer to identify that you have been to our site before, and to personalize certain content based on previous behavior.
We do use third party cookies to track data. We also use remarketing cookies to log when users view specific pages on our site, in order for us to provide targeted advertising in the future.
If you would not like to be tracked during your visit you can install a Do Not Track Plugin for Google Chrome or enable the Do Not Track feature in Firefox.
Do we disclose any information to outside parties?
We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with law, enforce our site policies, or protect ours or others rights, property or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising or other uses.
Third party links
Occasionally, at our discretion, we may include or offer third party products or services on our website. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.
If there are any questions regarding this policy you may contact us at the following address: Data Privacy, Natural Retreats, 675 Peter Jefferson Parkway, Suite 250, Charlottesville, Virginia 22901.