Vacation Rental Policies

Please review our Vacation Rental Terms & Conditions below. Terms are subject to change and are updated accordingly. If you booked direclty on our website, these terms are noted in the "Terms & Conditions" box prior to booking finalization. Please contact us with any questions at 1-888-897-2627

Vacation Rental Terms & Conditions

 

Please thoroughly review these terms prior to booking. All occupants will be bound by these terms and conditions. Please do not proceed with booking if you or anyone in your party is not comfortable with these policies. Guest agrees to compensate StayCoastal Vacations (Manager) for all items specified and in consideration for booking/use of the Vacation Rental Property (Property).

Our vacation homes are carefully curated to meet and exceed guest expectations. Please keep in mind that this property may be located at a community with year-round residents. To remain respectful of these residents and visitors, all occupants will be bound by the following terms and conditions

1.     Check-In and Check-Out Procedures 

Check-In time is: 3:00 pm
Check-Out time is: 10:00 am

StayCoastal Vacations is proud to provide personal check-in service for you and your family! We will send detailed instructions on our check-in process after a reservation is confirmed. Personal check-in will occur between 3:00 pm and 6:00 pm on your arrival dates. An approximate 1-hour time-frame is required no less than 24-hours prior to arrival. 

Arrival after 6:00 pm 

We require a minimum 24-hour notification should your plans require an arrival after 6:00 pm. The North Coast Village Patrol office will be notified of your arrival and will check your party in. 

Late Check-Out 

Please note late check-out is not available during the Summer rental season. 

Outside of the Summer rental season, late check-out must be previously arranged in writing with the Manager a minimum of 7 days prior to your arrival. Our Turnover Team adheres to a strict cleaning schedule to prep the properties for incoming guests. A fee of $75/hour fee will be charged for each hour (or portion thereof) past the check-out time. 

Early Check-In

 Please note early check-in is not available during the Summer rental season. 

Outside of the Summer rental season, early check-in may be permitted with prior written approval from the Manager only. If for some reason the home is not ready for your arrival, you will be notified.

2.     Check-Out Cleaning Procedures 

Our Guests can expect the property to be thoroughly cleaned and sanitized prior to each arrival and after each departure.  As such, Guests should leave the property in the same general condition found at check-in. This includes: 

  • All trash removed from the property and disposed of in the appropriate community receptacles
  • Soiled dishes placed in the dishwasher with a wash cycle started
  • Furniture placed back into original locations
  • Refrigerator is to be left free of perishable food
  • All lights and fans turned off
  • Bedding to be left on the beds
  • Soiled towels to be placed in the bathtubs
  • All provided keys returned according to Check-Out procedures in the guest binder 

At time of reservation booking, a standard cleaning fee is charged. However, if the check-out procedures are not followed and/or the home is left in such a state where additional cleaning is required, Guest will be billed at an additional $85 per hour of extra cleaning. Any missing key sets will be billed to the Guest at a rate of $55.

 3.     Maximum Occupancy 

Guests shall not exceed the maximum occupancy posted for each property. An occupancy that exceeds the listed amount will be enforced at $100/ day, per guest over the limit, in addition to a $500 HOA fine (if applicable). All occupant names and ages must be disclosed to the Manager prior to booking. 

4.     Payment Terms

  • All reservation charges are noted at the “Check-Out” page of the website or channel you are booking through. Guests must agree to all outlined charges prior to submitting a reservation. Add-on fees for extra services are provided/charged separately.
  • A $499 Reservation Deposit payment is due at booking (applied to the total balance)
  • A $30 Administrative/Registration Fee is applied to all bookings
  • The remaining balance is due 60 days prior to check-in for stays less than 14 nights, and 90 days prior to check-in for stays more than 14 nights
  • For unique properties, a Refundable Security Deposit will be charged (and is disclosed) at the time booking. The Refundable Security Deposit varies from $500 to 45% of the rental cost. Please inquire with the manager with any questions. 

We accept Visa, MasterCard, and Discover, bank cashier’s checks/money orders or personal checks. The initial payment must be made with a valid credit card. This card must remain valid during the entire length of the reservation. If the remaining balance is paid by check and the check is returned for NSF, there is a $50 service charge per occurrence. A Guest may use a different card for payment but must supply the applicable information in their Guest Portal account.

5. Trust, Safety & Damage Insurance, Registration Fee & Cleaning Fee   - A Refundable Trust, Safety & Damage Insurance between $35 - $100+ is applied to all booked reservations dependent on length of stay (see more information below)         - A non-refundable Registration Fee of $30 is applied to all booked reservations, an additional $30 will be charged if your arrival is within 48-hours of booking         - A non-refundable Cleaning Fee is applied to all reservations in the amount of $155 - $220 (dependent on unit)   Trust, Safety & Damage Insurance - Details   GUEST VERIFICATION: I give permission to SafelyStay, Inc., to verify my identity, and check criminal databases in order to confirm my reservation. Complete terms regarding Safely’s guest verification can be found at www.safelys.ai/terms-of-use. Please contact Safely at Concierge@Safely.ai, or go to www.Safely.ai, if you have any questions. TRUST AND SAFETY: The SafelyStay, Inc. Trust and Safety Fee includes up to $10,000 of coverage for contents damage and up to $100,000 coverage for property damage and bodily injury. Complete terms regarding the Trust and Safety coverage can be found at www.safelystay.com/staycoastal . The Trust and Safety Fee is refundable only if the reservation is canceled in writing at least twenty-four (24) hours prior to arrival date. Any deductible or minimum claim amount will be the responsibility of the Guest, and StayCoastal Vacations will process using the form of payment on file for Guest.

 

The Registration Fee (also known as Administrative Fee) is applied for the convenience of 24-hour check-in services. The additional $30 charge is processed once the reservation is received and your arrival date is noted within 48-hours. This is to ensure same-day and 48-hour arrivals, are administered quickly. 

The Cleaning Fee covers the cleaning and preparation of the unit post every guest departure. We maintain the highest cleaning standards in our area. This is a non-refundable/non-negotiable charge. Towels and linens found to be excessively damaged or missing, will result in additional charges. Blue or black washcloths, face wipes and any supplied toieletry items are to be used for removing makeup only. Excessively damaged towels will result in additional charges.

6.     Property Inspections 

All problems, including inadequate cleaning and damage, must be reported to the Manager within 24 hours of arrival in order for the prior guest to be held accountable. This includes disrepair of furniture, furnishings, appliances, and fixtures. The Manager will make every effort to notify the Guest prior to entering the unit to affect the necessary inspections, repairs and maintenance. Manager will not be held responsible for cleaning concerns not communicated within the first  24 hours.

7.     Travel Insurance

Travel insurance is available from Travel Guard, to learn more CLICK HERE or by calling Travel Guard at 877.249.5376 and referencing agent # 334918. This agent number is critical to ensure your reservation with StayCoastal Vacations, is covered. No refunds will be provided by the Manager for early departures, delayed arrivals, inclement weather, and reduction in nights reserved or for any reason outside of our explicit control. 

8.     Cancellation and Refunds 

Notice of cancellation must be received in writing from the Guest. Guest is responsible to ensure the notification is received.    For reservations, less than 14 nights: • If cancellation occurs prior to the 60-day final payment due date, guest will be refunded the amount paid less a $50 Cancellation Fee • If cancellation occurs after the 60-day final payment date, the full amount paid is non-refunded. We highly encourage our guests to purchase Travel Insurance to cover reservation payments in the event a guest must cancel after the reservation is paid in full.   For reservations, greater than 14 nights: • If cancellation occurs prior to the 90-day final payment due date, guest will be refunded the amount paid less a $150 Cancellation Fee • If cancellation occurs after the 90-day final payment date, the full amount paid is non-refunded. We highly encourage our guests purchase Travel Insurance to cover reservation payments in the event a guest must cancel after the reservation is paid in full.

No refunds will be provided for: early departures, delayed arrivals, inclement weather, reduction in nights reserved for any reason, natural disasters, pests, construction, acts of God, or ruined expectations due to work or family emergencies or any under any circumstances outside of our explicit control. 

9.     Noise 

Please keep the volume of your voices and activity to a reasonable level. Quiet hours are enforced from 10:00 pm to 8:00 am. Any notification to the Manager of noise disturbances will be enforced to the maximum extent including fines ($50+) and/or termination of occupancy. 

10.   No parties, weddings or other large events 

Guest acknowledges that no parties, weddings or large events are to take place on the property. Any notification or discovery of prohibited events will result in immediate termination of this agreement and guests will be subject to immediate eviction without refund.

11.   Rates

All rates are subject to change until the reservation is finalized. We make every effort to display accurate rental rates on our marketing channels and website. No refunds will be given in the event of advertised rental rates are reduced. In the event a discrepancy arises between rates quoted verbally, on our website or otherwise, Manager will have sole discretion to cancel, adjust or limit reservations accordingly.

12.   Responsible Party 

The Guest booking the reservation must be at least 25 years of age, is considered the Responsible Party and will be present during the entire reservation. If requested, Guests and occupants must present valid government I.D. The Responsible Party assumes liability for the actions of all occupants and their guests. Guest agrees to comply with all homeowner and community association rules and regulations regarding the use of the property and common areas. 

13.   Smoking Prohibited 

All properties are non-smoking properties and smoking (tobacco, marijuana etc.). Smoking is strictly prohibited inside the units, on the balconies, and on the grounds of North Coast Village. The HOA imposed violation is $50/incident and will be the responsibility of the guest. Guests are required to smoke off-property. 

14.   Smoke Detectors/ Carbon Monoxide Detector 

Our properties are equipped with smoke detectors and a carbon monoxide detector. Guest agrees to notify the Manager if detectors are missing, chirping or indicating the need for battery replacement.

15.   Air Conditioning 

If the property you are renting from the Manager is located on North Coast Village, please be advised that Air Conditioning (AC) is not provided in the units as a built-in feature. Standalone fans and ceiling fans are provided for added comfort. However, the Manager recognizes some Guests require or have a need for, AC. The following considerations and terms are provided. Please note the charges outlined below are solely enacted to cover the significant increases in utility costs incurred by the Property Owner as a result of AC usage: 

  • A portable AC can be requested at least 14 days prior to arrival (extremely limited quantity, first come first serve basis, no guarantee of availability)
  • A one-time service/setup charge of $50 will be billed to Guest. This fee is waived if Guest provides own portable AC unit. Guest is required to confirm with Manager via photo (email or text) of the Guest provided AC unit within 24-hours of arrival. If confirmation is not received, then the waiver does not apply.
  • Guest is solely responsible for setup and removal of the guest-supplied portable AC unit
  • A charge of $100 will be billed for every 7 nights of usage
  • Any damages (including remediation costs) resulting from the use of a portable AC unit is billed to the guest in full. The Security Damage Waiver fee does not apply to AC damages. 

16.   Pets 

Pets are not allowed in our properties unless noted otherwise in the property descriptions. Discovery of pets within the property is grounds for Guest and/or pet eviction without refund. Guest will be responsible for all costs incurred to remediate the property including (but not limited to) pet allergen remediation, flea remediation, carpet and upholstery cleanings. This does not apply to certified Service Animals. Emotional Support animals are not allowed.

17.   TV/Cable/Internet/Telephone 

Television (s)/Cable/Internet/Telephone services may be provided as an added (free) convenience for our guests. No refund of rents will be provided for outages, lack of content, speed, access issues, lack of knowledge of use, or personal preferences with regards to service. If Telephone services are provided, Guest agrees to reimburse Manager for any long-distance telephone calls (if not already provided) or collect calls occurring during the reservation. Pay per view channels are NOT provided free of charge. Any purchased pay per view channels will be billed directly to the guest.

18.   Balcony (if applicable) 

Please refrain from hanging towels, bathing suits, water toys and/or other items over the balcony ledges. The North Coast Village HOA strictly enforces this and will cite the Property Owner a fee. This fee will in turn be passed on to the Guest at the Guest’s expense. 

19.     Window Safety – Window opening limitation devices

*Applicable to 3rd floor properties located at North Coast Village only*  If the property you are renting is located on the 3rd floor of any building located at North Coast Village e.g B-300, D-300, G-300, G-301, G-314 etc.  please note the upper level, exterior-facing windows have window opening limitation devices installed. This is to ensure the safety of all inhabitants and should not be tampered with. These safety devices will allow the windows to be opened a maximum of 4 inches. Management will deem any evidence of tampering or attempted removal of these devices, as willful negligence by the Guest. All remedies or claims of personal injury or loss due to Guest removal or tampering of such devices, will not be honored.  Only in the event of an emergency, should the window opening limitation devices be removed by an adult.

 20.     Window screens disclosure

The window screens installed at our properties are for residential purposes but will not stop a small child or person, from falling through with force. Guests should exercise good sense and sound judgement when operating all windows. Guests are required to immediately report any window screens that appear damaged or in disrepair to management. Proper steps will be taken by Management to repair or remedy the window screens in question.

 21.     Parking 

All properties may have one (or more) assigned parking spaces, garage parking and/or off street parking. Please reference your reservation documents for detailed parking information.

 

Applicable to North Coast Village only

 If the property you are renting is located in North Coast Village, please be advised the parking structures allow for entry of vehicles measuring 6 ½ Ft in Height and 21 Ft in Length. Trailers, backing in to spaces or mechanical work is not allowed and strictly enforced by the HOA. Guest is liable for all HOA enforced parking violations. No refunds will be given if vehicles do not fit into the designated space and/or parking garage.

 

Should you need additional parking, please request a 24-hour parking permit from the North Coast Village HOA office. This permit will allow you to park in any designated 24-hour parking space. However, the vehicle must be moved once during the 24-hour period to avoid a violation of $50. Please do not leave valuables in your parked vehicles. Manager is not liable for lost or stolen personal items left in your vehicle.

 22.     Oceanside Harbor Dredging

Annually between April and May (and/or other pre-determined times during the year) the Oceanside Harbor undergoes a process called "dredging". This is facilitated by the United States Army Corps of Engineers and is critical to sustaining our beaches and proper depth of the Oceanside Harbor. During this time, visitors and residents will witness large pipes along the coast of North Coast Village. These pipes pump sand from the mouth of the Oceanside Harbor and on to the neighboring beaches. Please be patient as some noise can be heard during this process. No refunds will be given for any stays during these activities as this serves as notice to our guests. Properties are priced accordingly for any inconvenience. Please see more information on the dredging projects at: http://visitoceanside.org/blog/what-is-dredging/

 23.     Personal Property Loss 

All Guests are solely responsible for their personal items left at the Property. Manager is not responsible for lost, stolen or abandoned items. However, every reasonable effort will be made to contact a Guest to return their item. Guests are responsible for the shipping cost of left items. Should a Guest not claim their items within 30 days, said items will be donated or disposed of.

 24.     Restrictions on Property Use

Guests are prohibited to engaging in any activity that violates local, state, or federal laws, or California Insurance rules and regulations. Violation of this term will result in immediate eviction without refund. Guest will be liable for all damage to the Property, contents and grounds.

 25.     Hold Harmless 

The Guest and all occupants shall indemnify and hold harmless the Manager and property owner against any and all claims of personal injury, property damage or loss that are otherwise out of the Manager’s control.

 26.     Sale of Property

If the Property is actively listed for sale, the Manager will make all reasonable efforts to contact the Guest should a scheduled showing be required.  We will only enter the property upon explicit permission from the guest (unless in the event of an emergency).

 27.     Transient Occupancy 

Guest acknowledges that this Agreement is expressly for transient occupancy of the Property and does not intend to make it their home or permanent residence.

 28.   Agreement in Full

 

This Agreement is considered binding in full once a reservation is accepted and the initial payment is made and approved.