Terms & Conditions, Guidelines

Terms and Conditions

 

These Terms and Conditions clarify The Owner’s obligations to The Guest, The Guest’s obligations to The Owner, and in the very unlikely event of any disputes, will be used as the basis for any resolution. Please read them carefully before confirming your booking.
 

Acceptance of these Terms & Conditions binds a contract between the following two parties: The Rental Applicant (The Guest) and The Property Owner (The Owner)
 

RAP Cottage (Corporate name: 13481760 Canada Inc.), owner and have any responsibility for the maintenance and/or upkeep of the property.
 

1. Party Members:

 All persons listed on the Rental Application or added and approved subsequently by The owner will be bound by these Terms and Conditions. Occupancy of the property is restricted to those    names listed on the Application or added subsequently by The owner. The Rental Applicant is considered to be the Lead Guest and will assume full responsibility for all members of the Rental Group throughout the rental period. Information or instructions relating to this rental will be communicated to the Lead Guest only and not to any third-party member of the Rental Group. It is the responsibility of the Lead Guest to ensure that members of their rental group are aware of and abide by all the terms and conditions contained herein.

 

2. Credit Card Guarantee

The Lead Guest agrees to provide a valid credit card number as a guarantee to pay handling and postage fees for returning left items, and accepts any and all liability for any damage beyond normal wear and tear (for those items not covered by the Accidental Damage Protection Plan) during the term of the Rental Period.
 

3. Arrival & Departure

Your confirmed arrival and departure times will be listed on your reservation agreement and are to be adhered to, unless previously arranged, prior to a guests arrival. Early entry to a property is not permitted without exception. Any deliveries or arrivals must take place within the specified times.

    
3.1 Failure to vacate a property by the specified check-out time may result in additional costs being incurred by the property owner and cleaning team, in relation to delayed access to the property for preparation for the next reservation. A charge may be levied for any early arrival or late departure causing disruption to property access by The Owner,up to the full amount of the damage deposit, in addition to any additional costs incurred by the property owner, in relation to delayed access to the property for  preparation for the next reservation. An administrative fee of up to $200 may be added to any early arrival or late departure causing disruption to property access by The Owner.
 

4. Payment
 

4.1 Reservations shall be confirmed in writing by the owner on payment of a deposit and applicable booking fee by credit card or cheque.

4.2 Receipt of any deposit prior to the owner's written confirmation of the reservation shall not constitute acceptance of any booking.

4.3 The balance shall be payable 45 days prior to the commencement of the vacation by cheque, money order or email money transfer.

4.4 Where the Rental Period commences within 45 days of the reservation, or is less than a week in duration, full payment is required on booking.

4.5 All payments shall be made to the owner through email money transfer.

4.6 Once a reservation is received and accepted by the owner, The Guest is liable for payment of the balance of the rental fee, plus any additional charges, 45 days before occupation of the property. Non-payment by the due date will be treated as a cancellation and the deposit will be forfeited or a late-payment fee applied.

 

5. Cancellation Policy & Changing a Booking
 

5.1 Once a reservation has been accepted and confirmed, a cancellation can only be made in accordance with the terms below:

• If the period of rental can be re-booked, a refund for the period re-rented, less a cancellation fee of $150 (plus HST) will be issued.
• If any part of the rental period cannot be re-booked, the Renter will forfeit all monies paid for that period.

 

5.2 Once a reservation has been accepted by the owner the reservation can only be transfer to different date (subject to availability) by treating the original reservation as a cancellation. The Terms in Clause 5.1 apply.

 

5.3  Where a Flexible policy is displayed on a listing, a cancellation made up to 30 days before a vacation starts will be eligible for a refund of all monies paid, less the booking fee.

 

6. Occupancy of the Property

 

6.1 The number of guests occupying the Property is strictly limited to those named on the Rental Application or any subsequent amendment notified in writing to the owner. The stated and agreed occupancy figure includes all persons irrespective of age.

 

6.2 Cottage occupancy limits apply to day or overnight guests.

 

6.3 Exceeding the number of stated and agreed persons, regardless of the stated occupancy limit, may result in immediate eviction without refund, or a charge of up to $250 per guest per night charge at the discretion of The Owner.

 

7. Condition of the Property

 

The Property will have been inspected prior to occupation and therefore The Guest undertakes to:

 

7.1 Notify The Owner immediately with regard to any damage and/or maintenance issues that require attention.

7.2 Keep the Property and all furniture, fixtures, fittings, chattels and effects in or about the Property in the same state of repair and condition as found at the commencement of the Rental.

7.3 Where a cleaning service is provided; The Guest shall follow the departure instructions provided by The Owner.

7.4 Where a cleaning service is not provided; The Guest shall leave the Property in the same state of cleanliness and general order in which it was found. Failure to do so to the satisfaction of The Owner may result in a damage/cleaning charge being levied.

7.5 Where Garbage removal is required by The Owner, The Guest shall remove all garbage & recycling from the property (interior & exterior) and dispose of accordingly after their departure. Failure to remove any waste material as outlined in Guest Guide will be subject to a removal fee.

7.6 Report details of any damage done to the Property or any of the furniture, fixtures, fittings and effects to The Owner immediately. The mandatory Accidental Damage Protection Plan (ADPP) provides coverage for accidental damage up to the value of $2500.

7.7 Replace any part of the Property or the furniture, fixtures, fittings and effects damaged or destroyed with similar articles of at least equal value, or if The Owner requires, pay to The Owner the value of such part of the Property destroyed or damaged, if the damage is deemed to be non-accidental.

 

8. Use of Telephone and Internet Services

Where a telephone is provided as part of the rental, The Guest must charge all long-distance telephone calls to either a credit/phone card or call collect, unless advised otherwise. Where internet services are provided, there may be download restrictions and a charge may be levied if these are exceeded.

 

8.1 It is The Guest’s responsibility to check for restrictions in the Guest Guide and on an internet device before commencing any download, streaming, or activity that is likely to cause an overage in internet usage. 

 

8.2 The lead Guest is responsible for ensuring all members of the rental group are aware of data restrictions and allowances and for all overage charges that may occur.

 

9. Pets

 

9.1 Pets are NOT permitted.

9.2 Bringing a pet into a property that is not permitted or included in your registration information may result in an additional charge of up to $500, plus additional clean up fees.

 

 

10. Smoking

Smoking of either tobacco or cannabis is not permitted in any cottage. Individual properties may have additional restrictions and instructions with regard to smoking within the boundaries of the property. These will be indicated in the Guest Guide. Any smoking that takes place in a property will result in a charge of up to $500, plus additional cleaning fees.

 

11. Fireworks & Campfires

11.1 Use of fireworks is not permitted within the boundaries of any cottage property. Failure to comply with this may result in eviction without refund and additional fees of up to $500, plus any additional damage incurred through bylaw fines.

11.2 Use of a campfire is only permitted in designated areas as defined in the Guest Guide.

11.3 The Guest agrees to comply with local fire restrictions that are posted in the vicinity and not to light any campfire during fire bans. It is The Guest’s responsibility to determine whether or not a fire ban is in place at the time of their stay.

 

12. Cottage Access During Winter Months

Cottage during the winter months have road access and receive a snow clearance service from either municipal or private sources. However, Guests are advised that following any major snowfall, snow plough providers are contracted to clear local roads in a predetermined order. Consequently, ploughing at a property may be delayed for several hours or, in severe storm conditions, days.

 

12.1 In the unlikely event that a Guest is unable to leave a property on the planned departure date due to weather-related issues in the cottage vicinity, the Guest will not be liable for any additional accommodation charges.

 

12.2 Should a lack of snow clearance prevent a Guest from reaching a property for the designated check-in time, the Guest will receive a refund of the rental fee for the day(s) the property was inaccessible. However, The Owner will not be held responsible for any losses, additional expenses, or penalties incurred as a result of being unable to arrive at or leave a property on time due to a lack of snow clearance. Guests are also reminded to ensure that they and their vehicles are suitably prepared and equipped for driving in the wintry conditions likely to be encountered during their visit to Cottage Country.

 

12.3 During the winter months, cottage access road (from the main road) may be covered with some snow or ice. Visitors are advised to check the access road condition before deciding to drive down to the cottage. In such a situation, guests are not comfortable driving down the access road, can park vehicle at the top of the road where provided parking areaa. The owner is not responsible for the vehicle damage due to snow/ice or delay getting out access road due to weather conditions. 

 

13. Accidental Damage Protection Plan (ADPP)

13.1 The ADPP provides The Guest with cover for accidental damage to the property and/or any personal items of The Owner defined in this Agreement up to $2,500 aggregate per stay. The plan provides protection for accidental damage only and does not waive The Guest’s liability for costs resulting from:

 

• Negligent or willful behavior by any person accommodated at or visiting the property where the consequences to the property could have been foreseen by a reasonable person, including damage caused by animals belonging to any person accommodated at or visiting the property
• Cleaning charges where the Property has not been left in a condition as defined in these Terms and Conditions of Rental
• Charges relating to the incorrect disposal of garbage 
• Loss or damage to the rented Property in excess of $2,500
• Overage charges relating to excessive internet usage (as defined in the Guest Guide) or long-distance telephone calls
• Any damage or loss that is not reported to The Agent prior to the Property being vacated.

 

13.2 In the event The owner is not notified prior to The Guest’s departure from the Property, a charge for the full cost of repair/replacement will be made on the credit card supplied at the time of booking.

 

13.3 ADPP is a mandatory charge of $9 +HST per day.

 

 

14. Equipment and Facilities

 

Advertised equipment and facilities are provided at the discretion of The Owner and while every attempt is made to ensure that such equipment is in working order for the duration of the rental period, should a breakdown or some other situation occur that renders an element unusable, Owner will not take responsibility for replacing or refunding The Guest for the lack of use of these equipment or facilities. The equipment and facilities referred to include (but are not exclusive to) such items as watercraft, motors, televisions, VCRs/DVDs, hot tubs, saunas and Jacuzzis. 

 

14.1 The Guest must report any inoperative or defective equipment to The Owner promptly.

14.2  The Owner will make every reasonable effort to have repairs made as soon as possible; however, there are limited service contractors in Cottage Country areas. While every attempt will be made to ensure that all the advertised equipment and appliances are in working order at the commencement of a rental period, no reduction of rent; rebate; or refund will be issued for a mechanical failure of air conditioning, dishwasher, washer, dryer, TV or other non-essential appliances.

 

15. Refunds

If a breakdown should occur to fundamental elements such as water systems, plumbing and electrical systems, and major appliances such as stove or refrigerator, every effort will be made to repair or replace

.

15.1 If the amenity cannot be replaced or restored to reasonable use within 12 business hours, an appropriate refund may be made, at the discretion of the agent. This does not apply to system breakdown caused by misuse, such as plumbing blockages caused by inappropriate use of sanitary facilities. 

15.2  The Owner is not liable, nor will provide a refund, for any stoppage of electrical services caused by extreme weather or other circumstances beyond his control or any failure of public utilities. 

15.3 There will be no refunds for naturally induced changes including (but not exclusive to) changes in water levels, fallen trees, road washouts etc., nor will conditions at neighbouring cottages, or any nuisance afforded by the natural elements of Cottage Country living such as insects or the animal population be cause for refund or rebate.

15.4  Where a refund may be agreed,  the amount of refund shall in no case exceed the amount paid in rental fees.

 

 

16. Other Conditions of Booking

The Guest shall abide by these Terms and Conditions of Rental and any other instructions contained in the individual Cottage Guide and any additional information and instructions as shall be supplied in the Property or by The Owner.

 

LIMITATIONS OF LIABILITY: The Guest represents, warrants, acknowledges and agrees with The Owner that he/she will use the Property and its facilities in accordance with The Terms and Conditions above and the Cottage Information provided and that he/she does so at his/her own risk and that he/she indemnifies and saves The Owner harmless from any personal injury, sickness or death, loss or damage, however caused, to person or property of The Guest, his/her family, or guests, before during or after the time of occupancy. Further, he/she accepts full responsibility for the use of the Property and any recreational equipment such as boats and motors, etc. and agree to pay for any damage of said equipment, other than for normal wear and tear. The Guest further acknowledges he/she is responsible for ensuring all Boating Regulations are observed, including having required safety equipment in the watercraft, as well as meeting current Operator Competency Requirements.

 

17. Electronic Documents Act

By selecting “I Agree, Reserve this Property” on the booking interface of the www.rapcottage.ca web site, the Guest understands and agrees that they are entering into a legal binding agreement as per the authority Ontario Electronic Commerce Act, RSO 2000.

 

 

Guidelines & Restrictions

 

Before renting the cottage, it is important to be aware of a few simple rules and guidelines. Information regarding country living and etiquette, responsibilities to expect during a rental period, safety and other general information: 

• Pets
  • Pets are not permitted.
• Noise restrictions
  • No loud noises disturb neighbours at any time
  • No noise outside after 10PM.​​​​​​​
• ​​​​​​​No Fireworks .
• Smoking
  • There is absolutely no smoking allowed inside the cottage. If you must smoke, smoke outside, disposing of waste in a container.
• Booking details
  • Booking details such as pricing are subject to change up until December 31st.
• Cancellation Policy
  • "RAP Cottage" reserves the right to consider the rental cancelled in the following circumstances:
    If the vacationer:
    • fails to comply to requests required to complete the booking;
    • does not pay the balance of the rental by the specified time.
  • * In the event that the booking is cancelled, RAP Cottage, without being obliged to do so, may attempt to rebook the property.
    • If the booking is cancelled more than one month before the booking date, the vacationer is refunded all monies, less the 13% non-refundable booking fee.
    • If the booking is less than one month, the vacationer is refunded all monies less the 13% non-refundable booking fee, if the cottage is rebooked. If the cottage is not rebooked, there will be no refund.
• Fires
  • Although there are fire pits at many of the cottages, it is important to follow safety guidelines:
    • Before lighting a fire in the fire pit, call toll-free 1-877-847-1577 for daily fire danger ratings and more information on burning. Fire bans can change regularly, so it is important to know the current status to prevent causing a forest fire or receiving a hefty fine.
    • Never leave a fire unattended.
    • If you are bringing your own firewood, please purchase it locally to the cottage so that you are not transporting any pests into the area.
• Garbage
  • All garbage accumulated during your stay must be sorted properly and placed in designated containers. Check the Guest Guide for more details.
• Water Usage
  • The cottage is on a well system and therefore water consumption needs to be kept down. Please remember that it is important to use the least amount of water possible. All water use should be at a minimum (short showers, shallow baths, and minimal water for dishes). 
• Drinking Water
  • Water in the entire cottage is safe to drink. Water is filtered and purified using a UV disinfection system and a water softener (without using any chemicals). 
• Power Outages
  • The cottage is equipped with an automatic power backup system (whole-house generator).
• Septic System
  • This is very important. Everyone in your rental party must be aware of the care and maintenance of this system to prevent any unpleasant and expensive issues. No other objects, including paper towels and feminine products can be flushed down the toilet.
• Inventory
  • All renters and members of their party must respect the cottage and surrounding property. Please contact us immediately with details of any damage done to the property or any of the furniture, fixtures, fittings and effects.
• Guests
  • You have contracted for a set number of guests during your stay. If you plan to exceed this amount, the owners’ permission must be granted. Most importantly, too many people can overload the septic system with unpleasant and expensive consequences. The system has been designed with a certain number of occupants in mind.
• Cleaning
  • It is the guests' responsibility to leave the cottage in a tidy state. Cleaning supplies are available in the cottage for your use if required. Dishes should be cleaned and put away.