Rental & Cancellation Policy

RULES & POLICIES

Please print these Terms and Conditions for your records.

The property will be ready for occupancy at 3:00 PM local time on the beginning date of the lease and must be vacated by 10:00 AM local time on the ending date of the lease. During high season, some units may not be ready by 3 p.m., your patience is appreciated. NO EARLY CHECK-INS PERMITTED.
Any damage noticed upon arrival should be reported to POOLE & ASSOCIATES immediately. If damage is not reported, your credit card may be charged for the cost of the repair and a minimum of $1,000.00 will be captured as a security deposit until all damages are paid in full (see damage details below). All general maintenance should also be reported so the unit can be kept in good repair. In order not to be charged additional fees, the following must occur:
• a) No damage is done to the unit or its content including the linens.
• b) No items are missing upon the inventory check. (This includes, but is not limited to, transferring items to other units.
• c) All debris, garbage and discards are placed in proper containers.
• d) All soiled dishes are placed in the dishwasher.
• e) There was no exceeding the maximum occupancy of the unit.
• f) There was no smoking or evidence of smoking in a designated non-smoking unit.
• g) Unit is left in neat condition.
• h) Keys, passes, and any other returnable items are returned to our office in a timely manner as required. Not all units require keys or passes.
• i) No other rules or policies in this agreement or at the complex have been broken or violated.

PLEASE BE SURE TO READ CHECK-OUT PROCEDURES

CHECK-IN:
INCLUSIVE FEES– Rates include a one-time linen setup and cleaning service at the time of departure. There is NO DAILY MAID SERVICE. Guests will need to provide their own paper items and cleaning supplies. An initial set up of trash liners and toiletries is provided. Extra items needed are the responsibility of the guest. (i.e. Bring your tooth paste, laundry detergent, soap, beach towels, extra toilet paper etc.)
CHECK-IN IS BETWEEN 3: 00 PM AND 5:00 PM ON SCHEDULED ARRIVAL DATE. PLEASE CALL THE OFFICE ON YOUR ARRIVAL DATE BEFORE 5:00 PM IF YOU PLAN TO ARRIVE AFTER 5:00
SO WE CAN MAKE ARRANGEMENTS FOR LATE CHECK-IN PROVIDED ALL RENT AND APPLICABLE FEES HAVE BEEN PAID IN ADVANCE AS PER POLICY. IF YOU WILL ARRIVE LATE YOU MUST MAKE ADVANCE PAYMENT ARRANGEMENTS.
PROPERTIES MUST BE CLEANED BEFORE RELEASING KEYS FOR OCCUPANCY AND SOMETIMES UNITS WILL NOT BE READY BY 3 P.M. THEREFORE CHECK-IN TIME CAN NOT BE GUARANTEED. PLEASE BE PATIENT SHOULD THIS OCCUR.

PROPERTY CONDITION POLICY:
SYSTEM FAILURE: In case of failure of a system or amenity during your stay, including but not limited to, water, sewer, heating, air-conditioning, electrical, mechanical, ventilating, structural systems, major appliances, or entertainment equipment, We shall promptly repair them. You agree to permit access to the house/condo to make repairs. We shall not be liable to you in damages, and NO REBATE OR REFUND will be given for such temporary failure, provided we are repairing the system or amenity in a reasonable manner after having received notice from you that repairs are needed.
AMENITIES OFFERED: Everything will be done to make sure what was offered in any advertising will be in the property as described. There may be times when the exact amenities are not in the property. Every attempt is made to keep the inventory as advertised. A difference in amenities does not entitle you to any refund of rents paid. Amenities may be added or removed at the owners/managers discretion. Example: We may have advertised 4 DVD players; one may be out for service. That does not warrant any refund.
ABSOLUTELY NO PETS are permitted in rental units under any circumstances, NO EXCEPTIONS. If any evidence of a pet(s) is found in your unit or on the premises, you will be asked to vacate immediately with no refund of rent and we will automatically charge your credit card on file $500 for the cost of a DEEP clean and carpet cleaning of the entire home.
TELEPHONE POLICY: TELEPHONES ARE FURNISHED IN MOST UNITS FOR YOUR CONVENIENCE. LONG DISTANCE AND DIRECTORY CALLS MUST BE MADE COLLECT, CHARGED TO YOUR HOME PHONE, OR CREDIT CARD.

GRILL POLICY: UNITS THAT HAVE GRILLS AVAILABLE FOR THE GUEST MUST BE USED IN A SAFE MANNER. PLEASE CLEAN GRILL AFTER USE AND DISPOSE OF BURNT COALS. FIRE MARSHALL AND CONDOMINIUM ASSOCIATION RULES PROHIBIT THE USE OF GRILLS ON THE BALCONIES, DECKS, AND ETC.
LISTED UNITS: SOME OF OUR RENTAL UNITS ARE FOR SALE. IF THE UNIT YOU ARE RENTING IS FOR SALE, AGENTS MAY NEED TO SHOW IT TO THE PROSPECTIVE PURCHASER DURING YOUR STAY. WE WILL MAKE EVERY EFFORT TO SCHEDULE A TIME THAT IS CONVENIENT FOR YOU AND NOT INTERRUPT YOUR VACATION.

FURNISHING & DÉCOR: RENTAL UNITS ARE FULLY FURNISHED. THE FURNISHINGS AND DÉCOR REFLECT THE TASTE AND CONSIDERATIONS OF THE OWNER OF THAT RENTAL UNIT. THE OWNER AND POOLE & ASSOCIATES WORK TOGETHER IN PROVIDING UNITS THAT ARE TASTEFUL WITH FURNISHINGS IN GOOD CONDITION AND REPAIR. HOWEVER, THERE ARE NO GUARANTEES THAT THE STANDARDS PROVIDED BY THE OWNER ARE COMPATIBLE WITH THOSE OF OUR GUEST.

PARKING POLICY: MOST CONDOMINIUMS ALLOW ONE VEHICLE PER UNIT. MOST PROVIDE A MAXIMUM OF 2 VEHICLES FOR 2 OR MORE BEDROOM UNITS. HOWEVER, SOME OF THE ASSOCIATION RULES MAY PROHIBIT MORE THAN ONE VEHICLE. CONDOMINIUMS AND MOST HOMES PROHIBIT MOTOR HOMES, JET SKIS, TRAILERS, AND BOATS. PLEASE CONSULT YOUR RESERVATION AGENT SHOULD YOU WISH TO BRING ANY OF THESE TYPE VEHICLES. ANY VEHICLES NOT DISPLAYING REQUIRED PARKING PASSES ARE SUBJECT TO BEING TOWED BY THE BUILDING OWNERS ASSOCIATION, AT VEHICLE OWNER’S EXPENSE.
KEY POLICY: ALL KEYS MUST BE RETURNED TO OUR OFFICE. DO NOT LEAVE KEYS AT THE PROPERTY. UNRETURNED OR LOST KEYS WILL RESULT IN AN ADDITIONAL $75.00 CHARGE TO YOUR ACCOUNT. A SERVICE CHARGE OF $25.00 DURING BUSINESS HOURS AND A $50.00 SERVICE CHARGE TO YOUR ACCOUNT IF YOU BECOME LOCKED OUT OF YOUR UNIT AND POOLE & ASSOCIATES INVESTMENTS IS CALLED TO ASSIST YOU. THE GUEST IS LIABLE FOR INCURRED EXPENSES SHOULD IT BE NECESSARY TO CONTACT A LOCKSMITH.

GENERAL POLICY:
We will not rent to vacationing students or singles under 25 years of age unless accompanied by an adult guardian or parent. No chaperoned groups VIOLATION OF THIS PROVISION SUBJECTS LESSEE TO SIGNIFICANT PENALTIES WHICH ARE NECESSARY TO PROTECT THE LESSOR BECAUSE OF THE FACT THAT THIS LEASE IS A SHORT TERM SUMMER VACATION RENTAL.
FALSIFIED RESERVATIONS- Any reservation obtained under false pretense will be subject to forfeiture of advance deposit and/or rental money and the party will not be permitted to check-in.
LESSEE assures the LESSOR that the tenants will observe all conditions and terms of this lease as to maintaining the premises in good order and appearance and will conduct themselves in a manner inoffensive to neighbors.
LESSEE assures the LESSOR that any tenant who violates any of the terms of this Lease shall be immediately denied occupancy and shall remedy any damages or other expenses, which are caused by the tenant and/or the tenant’s guest(s).
LESSEE agrees that any tenant who is found using drugs or allows others to use drugs on the premises will be immediately denied continued occupancy at these premises.
LESSEE and/or their guests shall not disturb, annoy, endanger, or inconvenience neighbors, nor use the premises for any immoral or unlawful purposes, nor violate any law or ordnance, nor commit waste or nuisance on or about the premises.
LESSEE agrees that during the term of this lease and such further time as he/she occupies the premises, he/she will keep the leased premises clean and free of trash, garbage, and other waste; and all pipes, wires, glass, plumbing and other equipment and fixtures in the same condition as at the beginning of, or may put in during the term of the lease, reasonable wear and tear and damage by unavoidable fire and casualty only exception.
LESSEE agrees to indemnify and save LESSOR harmless from all liability, loss or damage arising from any nuisance or harm made or suffered on the leased premises by the LESSEE, tenants, or guests or from any carelessness, neglect, or improper conduct of any persons entering, occupying or visiting the leased premises.
Upon not less than 24 hours’ notice, LESSEE shall make available to LESSOR or his agent for the premises of entering to make necessary or convenient repairs and to show the premises to prospective tenants. In an emergency, LESSOR or his agent may enter the premises at any time without securing prior permission from LESSEE.
LESSEE may not let, sublet or assign this lease for all or any part of the premises without prior consent of the LESSOR.
In the event that any action shall be commenced by either party arising out of, or concerning this lease or any right or obligation derived there from, the prevailing party shall be entitled to receive attorney’s fees as fixed by the Court in addition to all relief at law or equity.
Either party may terminate this lease in the event of a violation of early provision of this lease by the other party in the manner and as provided by law.
The Policies and Procedures above are meant to protect our guests and owners alike. All guests, as well as owners are required to conform to all Policies and Procedures. Violators are subject to eviction according to Alabama Law.
LESSEE assumes full responsibility for fulfilling the terms of the lease for the period stated and assures the LESSOR full recourse for the payment of any amount outstanding from the total amount due in accord with the terms as stated above including any outstanding or unpaid charges that are the responsibility of the LESSEE.

MAXIMUM OCCUPANCY PROVISION: IN THE EVENT LESSEE ALLOWS THE PREMISES TO BE OCCUPIED BY MORE THAN ALLOWED PERSONS, LESSEE SHALL BE RESPONSIBLE TO PAY LESSOR THE-SUM OF ONE HUNDRED ($100.00) DOLLARS PER PERSON IN EXCESS OF MAXIMUM ALLOWED PERSONS PER DAY FOR EACH DAY THE LESSEE ALLOWS THE PREMISES TO BE OCCUPIED BY MORE THAN MAXIMUM AS STATED ON PROPERTY’S WEB PAGE.
Cancellation Policy:
ALL Cancellations that are made more than (60) days prior to the check in date will forfeit a minimum of $250.00. Cancellations that are made within (60) days of the check in date forfeit the full advance payment. Any changes that are made more than sixty (60) days prior to the check in date will be subject to minimum processing fee of ($39.00). Any changes made within (60) days of the check in date that result in a shortened stay, change of dates, change of location or unit, may result in loss of entire advance payment. Cancellations and early departures due to inclement weather do not warrant any refund of rent except as provided below.

Hurricane or Storm Policy:

No refunds will be given unless: The National Weather Service orders a mandatory evacuation in a “Tropical storm/Hurricane warning area” and/or a mandatory evacuation order has been given for the “Tropical Storm/Hurricane Warning” area of residence
of a vacationing guest. The day that the National Weather Service orders a mandatory evacuation order in a “Tropical Storm/Hurricane Warning,” area we will refund:

a. Any unused portion of the rent from guest currently registered

b. Any unused portion of the rent from a guest that is scheduled to arrive, and wants to shorten their stay, to come in after the Hurricane Warning is lifted

c. Any advance rents collected or deposited for a reservation that is scheduled to arrive during the “Hurricane Warning” period.

CREDIT CARD AUTHORIZATION

I understand and consent to the use of the credit card provided without original signature on the charge slip, and that this Credit Card Authorization cannot be revoked and will not terminate until 90 days after leased premises are vacated. Charges may include: unauthorized long distance telephone and satellite TV charges; damages beyond normal wear and tear; unreturned keys, & parking infractions.
All persons using the pool area do so at their own risk and sole responsibility. KIDS MUST BE SUPERVISED ALL THE TIME IN THE POOL AREA. Owners assume no responsibility for any accident or injury in connection with such use. Persons using the pool agree with the Owners for and in consideration of the use of the pool, to make no claim against the owners for or on account of any loss of life, personal injury, or damage to or loss of personal property.

Check Out Procedures:
We know you are on Vacation and we do appreciate your business. But we do have to ask that you abide by our Check Out Procedures. The main reason for this is so we can get the unit ready for the next guest. They arrive only hours after you leave. If you leave the unit in great shape, the next family can have access to the unit on time. We really appreciate you following these procedures.

Most of our guests follow all of these rules very nicely, but for the few that do not, this is notice that a $50.00 fee per incident or per hour which ever applies will be charged to your credit card on file.

1. Check-out time is by 10:00 am local time. Our managers and cleaners arrive at 10:00 am to start cleaning the unit.
2. Take ALL of the trash in the unit, including the bathrooms and bedrooms, to the bins outside the unit. This is the most common problem.

3. Put ALL dishes in dishwasher, put soap in and turn on.

4. COMPLETELY empty the refrigerator.

5. Leave beds unmade that have been used.

6. Make sure outdoor furniture is in original position.

7. Lock all doors and windows.

8. RETURN KEYS AND PARKING PASSES TO OFFICE OR DROP BOX LOCATED AT:
POOLE & ASSOCIATES INVESTMENTS (Same place as check-in)
126 COVE AVE.
GULF SHORES, AL. 36542
Please leave the home neat and orderly to avoid additional charges. If the cleaning crew finds that the home has been left excessively dirty you will be billed for the additional cleaning time at a rate of $50 per hour.

Damages:
You are responsible for any and all damages that occur to the property or its contents by you or any other member of your group while you are the registered occupant of the property. In lieu of a security deposit we will keep your credit card on file as a security deposit. If we discover that there has been damage to the property or its contents while you are the occupant we will capture an amount from your credit card to cover the estimated cost of repairs (minimum $1,000.00). The amount we capture will be an estimate and may be more or less than the actual cost of repairs. We will provide a statement of the damages and the cost of the repairs after they have been completed. If there is a refund due it will be returned to the credit card after all repairs have been made. If the cleaning company detects any evidence of smoking in the homes not specifically listed as a smoking home you will be billed an additional $200 to deodorize the home.

SECURITY DEPOSIT: In lieu of a security deposit we will hold your credit card on
file. If there are damages to this unit during your stay, we will bill your credit card and send you an invoice (see damages). You agree to this by booking this unit. The balance of rent and any other fees are due 60 days before you arrive. You can mail a check to Poole and Associates Investments. This information will be emailed to you. If you are booking this within 60 days of arrival, the total amount is due at time of booking.

You are responsible for any and all damages that occur to the property or its contents by you or any other member of your group, individually or collectively, while you are the registered occupant of the property.
INDEMNIFICATION AND HOLD HARMLESS – Guest acknowledges and understands that each and every guest or guardian is solely responsible for any property damage, accident, injury, or loss sustained to any person while in-residence, and neither the Agent nor the Owner accepts legal or financial responsibility. Guests and guardians assume all risk of injury or other losses resulting from the use of residence or any other recreational activity while staying at the residence and will hold the Agent and/or Owner harmless with respect hereto. Guests hereby agrees to indemnify and hold the Agent, Employees, Officers, Contractors and/or Property owner harmless from any claims, including those of third parties, arising out of or in any way a result of guests use of the premises or items therein.

ERRORS/OMISSIONS: Double booking is rare. We will be careful to avoid conflicts with reservations; however, if through error/omission, other tenants are occupying the rental unit or the unit is otherwise unavailable for any reason on the dates of the rental agreement. We will attempt to find a substitution accommodation of a similar quality/price range when the error is discovered. If there is no replacement property found or if you reject the replacement, a refund of all rents and fees you paid shall be your sole remedy for any and all damages, liability or inconvenience arising out of the double booking. In no event will renter be permitted to demand removal of those occupying the rental unit.

End of Agreement.