Terms and Conditions
TERMS AND CONDITIONS
** CANCELLATION POLICY **
Cancellations must be confirmed to Truman & Co. in writing and receipt acknowledged by Truman & Co in writing. You are strongly recommended to take out travel insurance to cover possible cancellation upon reservation. See our travel insurance tab on our website at www.bestofkeywestrentals.com for details. Payments are refundable only if we can re-rent the property. If you must cancel, your payments will be forfeited unless the property is re-rented at a similar rate, for similar dates. If we are able to re-rent the property you will receive a full refund, less a $300.00 cancellation fee and credit card processing fees incurred, if applicable. If an emergency occurs and you must cancel, please call 305-292-2244 and every effort will be made to re-rent the property so we can offer you a full refund, less a $300.00 cancellation fee and credit card processing fees incurred, if applicable.
RATES/ RESERVATIONS/ PAYMENTS
Standard rates do not include 12.5% tax, booking fee, cleaning fee or CSA Travel Protection Premium. Note that the Florida Dept. of Revenue requires we charge sales tax at the prevailing rate on any rental for 6 months or less. The TOTAL amount is defined as rent + booking fee + cleaning fee + 12.5% tax + $45.00 CSA Security Deposit Protection Premium (SEE LOSSES AND DAMAGES). Pool heat, pet fees and any additional amenity fees will be added if applicable.
50% of the TOTAL amount due is payable at the time of the reservation. If you are paying by check this payment must be received within 7 days. The entire remaining balance is due 60 days prior to your arrival date.
Please mail it in time to reach our office promptly to:
Truman & Co., C/O Wendy Zintsmaster, 1205 Truman Avenue Key West, FL 33040. OR you may
fax or email—see contact information on Page 7.
Payment may be made via personal or certified check, bank wire transfer, or credit card, in most instances, and can be processed online at time of reservation or by calling our office (305-587-8350). Please remember that our office hours are the same as standard banking hours. If you need to reach us outside of work hours please email us at [email protected].
The Rental Period begins at 4:00 PM on the day of arrival and Terminates at 10:00 AM on the day of departure. The property is professionally cleaned and inspected before and after each rental to ensure that all guests have a comfortable stay.
Each property is equipped with an Arrival and Departure Procedure manual. Guest is responsible for reviewing all instructions in this book and following such procedures accordingly. Such responsibilities include but are not limited to trash removal, dishes cleaned and put away, A/C re-set to unit standard, property secured, linens to be stripped per unit instructions, keys replaced in lock box and secured etc... Please note that additional expenses will be incurred and charged to your credit card on file for failure to follow check-out procedures found in the binder.
Do NOT count on an early Check-in or late Check-out. We will accommodate these requests when possible but often cannot make this determination until time of visit as all properties are subject to additional booking at all times. Late check-outs not approved and reported by housekeeping may be subject to additional full day charges.
AMENITIES AND FURNISHINGS
All properties are individually owned and decorated to owner’s personal liking. Our published photography should be an accurate or similar representation of the furnishings present. For your convenience all properties are equipped with a starter package of standard toiletries and consumables. Do not expect these items to last the duration of your stay. Quantities stocked are intended to provide you the convenience of at least one day till arrangements can be made to go shopping. Each property is equipped with a shopping guide to assist you in this process.
Do not have personal mail sent to the address of the property you have rented, many owners have a forwarding address. In the event you need to receive mail you may have it sent to Truman & Co. C/O Wendy Zintsmaster, 1205 Truman Avenue Key West, FL 33040.
Truman & Co. and/or authorized employee or repairman may enter the premises any purpose pertaining to repair, improvement, inspections, showings and management of property.
RENTALS TO RESPONSIBLE ADULTS & FAMILY GROUPS ONLY
Any guests under 25 years of age must be accompanied by parent or legal guardian. Truman & Co. will not rent to high school or college groups. Truman & Co, reserves the right to immediately terminate or reject rental, without refund, if in our opinion the tenant has violated these policies or determines, in Agent's sole discretion, that the conduct of tenant(s) are detrimental to the property.
LOSSES AND DAMAGES/ SECURITY DEPOSIT
Vacation Rental Damage plan covers unintentional damages to the rental unit interior that occur during your stay, excluding any towel and linen damages, a $45 admin fee will be added for our time to replace the items; provided they are disclosed to management prior to check-out. Regardless of the determination of a repair or replacement, if it is caused by the guest’s negligence, the guest will be responsible for replacement or repair. An example of such negligence, but not limited to, would be using towels to remove makeup. The policy will pay a maximum benefit of $3000.00. Any damages that exceed $3000.00 will be charged to the credit card on file. If, during your stay at one of our Rental Properties, an Insured Person causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, the Insurer will reimburse the Insured for the cost of repair or Actual Cash Value of such property up to a maximum benefit of $3000.00 Certain terms and conditions apply. Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage’s or Insurance Policy(www.vacationrentalinsurance.com/G10VRD). The Vacation Rental Damage can be purchased up to, and including at, check-in. By submitting payment for this plan, you authorize and request CSA Travel Protection and Insurance Services to pay directly Truman and Co. any amount payable under the terms and conditions of the Vacation Rental Damage.
Guest agrees to surrender the property in the same condition as at commencement of the rental period. An inventory and inspection will occur after every rental and Guest agrees that the credit card on file may be charged after the rental for excessive use of utilities, long distance phone charges, additional cleaning required as a result of excessive wear and tear, failure to follow check out procedure, replacement of missing items (towels, sheets, DVDs, etc.) and the time incurred to remedy the situation at $45.00 per hour. To ensure that you do not incur additional charges the property should be left reasonably clean and without damage, no excessive laundry, garbage removed and disposed of properly and furniture left in its original locations. If damage occurs during your stay, guest must notify Truman & Co. office immediately to have the damages/loss evaluated and repaired 305-292-2244 x111. Truman & Co. reserves the right of entry at any time.
Neither Agent nor the property Owner shall be responsible for missing or stolen property of any Guest and Guests are asked to secure money, tickets, travel documentation, jewelry and other valuables at all times.
Truman & Company accepts no responsibility for belongings that are left behind. Any belongings that are left behind are at risk of being discarded. In the event a belonging must be returned to a guest, an administrative charge of $45.00 plus the cost of postage will be incurred.
When selecting a property please note the Maximum Occupancy of the property. Exceeding the Maximum Occupancy at any time, with either overnight guests or day guests is not permitted without express written approval due to property owner requirements, health regulations, building codes, and other. Plan a large enough (occupancy) property for the total number of your anticipated guests. Please list names of all overnight or guests that will be occupying the property. Parties, weddings, functions of any sort, involving added guests, necessitate express written permission of Truman & Co. Inc. If you exceed the number of guests the property was reserved for you will be required to pay an additional guest charge, or in the case of exceeding the maximum capacity you will be required to find alternate accommodations for the extra guests.
Construction of new attractions and accommodations often occurs in resort areas. We cannot move people, make rate adjustments or rebates for inconvenience due to construction, road repair, etc.
When you live and play in Paradise, Mother Nature occasionally likes to remind you that the same forces that created the comfortable climate and lush landscape can damage them, as well.
The Atlantic hurricane season formally begins June 1 and ends November 30. Historically, the chances of hurricane activity are greater between August 15 and October 1. During the past 100 years, the historical average frequency of a hurricane impacting somewhere in the state of Florida is once every two years. In the Keys, the historical 100-year average frequency of a hurricane of any category impacting is one in every 4.5 years.
Throughout the summer and fall, Keys emergency management officials keep in constant touch with the National Hurricane Center, based in Miami. The Keys tourism council has a formal communications program, in cooperation with emergency officials, to let visitors know of any need to evacuate. Local media reports and official information via fax transmissions to lodging facilities provide updates and details about possible evacuation orders. If you hear of a storm threat, check with the registration office, visit the Florida Keys Web site at www.fla-keys.com or, while in the Keys, call the visitor assistance line at 1-800-771-KEYS. Should a storm threaten, for safety reasons, visitors are always asked to leave first. Although emergency officials will err on the side of caution, evacuation orders are only given if there is a significant storm threat. Truman & Co. strongly recommends guests take out Travel Insurance to cover possible cancellation or trip interruptions, prompted by but not limited to weather conditions, as soon as your reservation is made. See our travel insurance tab on our website at www.bestofkeywestrentals.com for details. Cancellations must be in writing.
If an evacuation is called during a guest’s stay it is required that the guest follow the instruction of Truman & Co. If guest opts to remain in property they do so at their own risk and expense. Refunds will not be issued for such interruptions. Truman & Co. urges all guest to take out travel insurance to cover such loses especially if traveling within our active hurricane season. Rates are lower this time of the year to assist in the expense of such protection.
Should a property be sold or removed from our rental pool for any reason whatsoever prior to your arrival, we endeavor to substitute comparable or better accommodations without liability. If comparable accommodations are not available, or guest chooses to decline substitution, guest may receive a complete refund of what was paid for the original vacation rental.
THINGS BEYOND OUR CONTROL
Our staff works very hard to make sure your stay is happy and comfortable. However, there are things that are out of our control.
We accept no responsibility or liability for any loss or damage or alteration to the terms of your reservation caused by events beyond our control. Examples of these types of things that are out of our control include: breakdown of air conditioners, TV's, VCR's, electronics and appliances, satellite/cable television, telephone, Internet (including loss of signal), construction nearby, beach accesses unusable due to acts of nature, a home not decorated to your tastes, bad weather, disturbances by neighbors, war, terrorist activity, civil commotion, flight delays or cancellations, airport closures, adverse weather conditions, fire, flood, or industrial dispute.
We cannot accept any liability for failure of public supplies such as water, electricity, air conditioning or failure of the swimming pool equipment. Nor for the consequences of the actions or omissions of persons who may control or supply main services, or any actions taken in the vicinity of the property reserved, by any authority over which there is no control. This does not affect your statutory rights as a consumer.
Should you experience any problems whatsoever with the property during your stay, please contact Truman & Co, who will do their best to assist and rectify the matter as soon as it is practically possible. In the event that we can offer a reactive solution to unexpected and unforeseeable inconveniences by way of repair we will always exercise the upmost diligence in doing so. Should a problem remain unresolved, you are asked to notify us in writing within 7 days of your departure. No action can be taken or liability accepted for any complaints received after this period
RESPONSIBILITY FOR CHILDREN / MINORS:
Adults traveling with children and minors are solely responsible for them. There is no lifeguard on duty at the pool or hot tubs.
DISPUTES / LIABILITY
Agent/ and or Owner shall not be liable for damages resulting from injury to any person or any person's property in connection with this Rental Agreement or while on the premises. TENANTS agree to indemnify and hold harmless Agent and/or Owner from any liability, loss or obligation resulting from any such injuries or damages. Truman & Co. reserves the right at any time to correct any errors in pricing or descriptions.
Pets are welcomed in SOME of our homes. You must register your pet with the manager before you check in. If we find an unregistered pet in a home, we reserve the right to have the animal kenneled, and any charges will be the responsibility of the pet owner.
Pet Damage: If housekeeping notifies us that your pet has relieved itself on or caused damage to home furnishings, a MINIMUM of $500 additional cleaning fee or cost to cover the damage will be applied to your bill and charged to your credit card on file.
Please have your pet on a leash at all times in public areas. Pet Problems: Please remember that pets, just like humans, can annoy neighbors with barking, scratching, etc., and may be subject to eviction.
We love our guests and want nothing more than for them to have a good time, but loud and unruly tenants will not be tolerated. All of our homes are located in residential areas; therefore you must be considerate of the neighborhood. No loud noises between the hours of 8:00 p.m. and 9:00 a.m. All registered guests and visitors are required to conduct themselves in a manner consistent with local, state, and federal governmental laws. Complaints from neighbors of unruliness or excessive noise are grounds for eviction without refund.
The home CANNOT be sub-let, shared or assigned. Only the persons shown on the booking form are permitted to stay in the property. If deemed necessary we will remove guest from the property, without reimbursement and we will not be liable for the cost of alternative accommodation.
Upon arrival please note how property was found and secured. Property should be left in the same secured state that it was in upon arrival. Upon departure all keys should be left in the location that they were found.
If guests lose a key during their stay, a $100.00 fee for replacement of key and an additional $350.00 will be charged to your credit card on file for lockset changes; should the key be returned and delivered within 7 days to Truman & Co., a locket set change will not be charged to the credit card on file. Most properties are equipped with a lockbox for the storage of keys. It is our suggestion that you always take a key with you in addition to keeping a spare set in onsite lock box to avoid such charges and inconveniences.
ALL UNITS ARE NON-SMOKING
All homes are designated non-smoking and we ask that you confine any smoking activities to the outdoor porch and deck areas. Please do not leave your cigarette butts around on the ground. There will be additional charge of $150.00 if cleaning personnel have to clean the yard area and porches for cigarette and cigar butts.
Unless otherwise indicated in the listing information for this home, no parking is included in the reservation other than on street options. Guests who have specific parking needs must make arrangements prior to arrival. In the event there is no off-street parking at the selected residence, on street parking can be challenging depending on the neighborhood. Special parking requirements may include, but are not limited to, camper/RV, boats/ boat trailers, oversized trucks and SUV’s. If guest vehicle exceeds a standard size, that guest should verify the capacity of published off street parking space.