Cozy Vacations Terms & Conditions

terms & conditions

Welcome to Your Cozy Vacation! We’re thrilled to have you as our guest!

To ensure everyone has a safe and enjoyable stay, please take a moment to review our house rules and rental conditions. This guide helps protect you, the property, the home owner and Cozy Vacations LLC.

By booking with us, you agree to follow these guidelines. Let’s make it a wonderful experience!

Check-In & Check-Out

Check-in time is 4:00PM. Early check-in may be available upon request in the off-season. Please reach out if we can help accommodate your needs and make your trip a little easier.

Summer season is quite busy and guests are booked back-to-back with same day turnovers, but we may be able to extend “early porch drop offs” with arrival ahead of the 4PM check-in in the busier months. Please reach out to discuss options.

Check-out time is 10:00AM. Late check-out may be available upon request during the off-season only. Please reach out to us to see if we can accommodate!
Ferry & Tram Reservations: We invite you to book your ferry and tram reservations with ample notice (especially during the busy summer season). This unique island requires planning ahead and the tram is your primary transportation to get to the home to start your stay. They can fill up, so please ensure you coordinate your reservations for these services with plenty of advance timing and keep the above mentioned check-in and check-out times in mind when making those reservations.

Cancellation & Payment Policies

Deposits: We do require a 50% deposit, due at time of booking. The remaining balance is due 14 day(s) before arrival.
Refunds: 100% of paid prepayments are refundable when canceled 45 day(s) before arrival or earlier. 50% of paid prepayments are refundable when canceled 30 day(s) before arrival or earlier; 0% of prepayments are refundable if canceled after. Due to the logistics of the island and the level of planning required, last minute bookings are fairly uncommon here and as a result we must adhere to these policies as “re-books” are sometimes hard to achieve after a late cancellation.
Pre-Authorization “Deposit”: A pre-authorization hold is placed in lieu of a traditional security deposit. Our booking platform will place a $500 hold on your card 1 day(s) after arrival and it will be voided 7 day(s) after departure for any damages that may arise during your stay. If property is assessed and free of damage, the pre-authorization hold will drop off and no fees will be processed.

Early Departures: No refunds will be issued for early departures after check-in.
Guest Screening: We require all Cozy guests to complete a secure, fast, and free screening that verifies your identity through a simple online process. Our goal is to make the experience smooth and safe for everyone involved. The process only takes a few minutes and is done through a secure link sent after booking. This screening keeps things safe and ensures a smooth experience from check-in to check-out!
Travel Insurance Recommended: We encourage guests to consider travel insurance to protect against unexpected changes, including illness, travel delays, or extreme weather.

General House Rules

Respect the Neighborhood: Quiet hours are from 10 p.m. to 8 a.m. Please be considerate of our neighbors by keeping noise to a minimum.
Occupancy Limits: Maximum occupancy is specified in your booking confirmation. Only registered guests may stay overnight.
No Smoking Indoors: Smoking / Vaping is only allowed in designated outdoor areas. Please dispose of cigarette butts safely and responsibly.

Property Condition and Guest Responsibilities

Keep It Tidy: Please treat the property with care. Keep indoor and outdoor areas clean, and avoid leaving personal belongings or trash outside.
Furniture & Decorations: Do not rearrange furniture or decor. If you need to move something for any reason, please return it to its original spot before check-out.
Environmental Considerations: Please turn off lights, fans, and close doors and windows when leaving the property to conserve energy. Also please use bathroom fans and let them run for at least 10 minutes after showering.

Maintenance & Damages

Report Issues Promptly: If something breaks or isn’t working, let us know as soon as possible. We’ll do our best to fix it quickly.
Accidents Happen: If you cause any damage, please inform us. Minor accidental damage may be covered, but larger issues may result in additional charges.
No Unapproved Repairs: Do not attempt to fix or alter any part of the property yourself.

Safety & Security

Personal Belongings: We are not responsible for any lost or stolen items. Please use provided storage for valuables.
Emergency Contacts: In case of emergency, please dial 911. Local emergency numbers and Cozy Vacations’ contact info are provided in your welcome guide.

COVID-19 / Health & Safety Protocols

Enhanced Cleaning: We are committed to high standards of cleanliness and use enhanced cleaning practices to sanitize our properties before every stay.
Self-Check-In and Social Distancing: To ensure safe and easy access, all properties offer contact-free self-check-in. Please practice social distancing with neighbors and follow any local health regulations.
Feeling Unwell? If you or any guest shows symptoms of illness, please prioritize everyone’s safety and consult a healthcare provider before using shared amenities.
Follow Local Health Guidelines: We ask all guests to respect local health guidelines, including mask requirements and gathering limitations.

Privacy & Security Cameras (If Applicable)

Security Cameras: For safety and security, exterior security cameras may be in place around the property. There are no cameras indoors. By booking with us, you acknowledge and agree to the use of exterior security cameras for safety purposes only.

Additional Fees & Charges

Excessive Cleaning: If additional cleaning is required beyond what is typically needed (e.g., due to spills, smells, pet hair, or trash left outside bins), a cleaning fee may be added.
Lost Keys/Access Cards: Lost keys or access cards will incur a replacement fee.

Legal

No Illegal Activity or Substances on Property All activities on the property must comply with local laws and regulations.
No Fireworks: For safety and respect of the neighborhood, the use of fireworks or other hazardous materials is strictly prohibited.
Flammable Items: No open flames (e.g., candles) indoors, except in designated areas like fire-pits or fireplaces. Fireplaces, if available, should only be used as directed.
Termination of Stay: Cozy Vacations LLC reserves the right to terminate your stay without refund if house rules are seriously or repeatedly violated.

General Indemnity Clause

We’re here to make sure your stay is as enjoyable and safe as possible. While we do our best to provide a secure, well-maintained property, we ask guests to take responsibility for their own safety and belongings.

By booking with us, you agree to the following terms:

Guest Responsibility: As our guest, you agree to use the property and its amenities responsibly, for their intended purposes, and in a safe manner.
Assumption of Risk: Use of any recreational equipment, like kayaks, golf carts, or grills, or access to certain features like pools, docks, or fire pits, is at your own risk. This means you accept any potential risk of injury, loss, or damage related to these items.
Indemnification: By staying with us, you agree to indemnify and hold harmless Cozy Vacations LLC and the property owner from any liability or damage arising from your stay.

Release of Liability: Cozy Vacations LLC and the property owners are not liable for any injury, loss, accident, or damage to you, your guests, or your belongings that may occur during your stay, including but not limited to:

Slips, falls, or other accidents
Injuries or damages from recreational items (golf-carts, kayaks, surfboards, etc.)
Loss of personal belongings
Weather-related incidents or natural events

Indemnification: You agree to indemnify (protect) and hold harmless Cozy Vacations LLC and the property owners from any claims, liabilities, damages, or expenses that arise from your use of the property, including any accidents or injuries involving you or other guests in your party. This applies to all types of activities on the property.

Liability Waiver for Recreational Items

We want you to have fun, but please remember that use of all recreational items is at your own risk! This includes, but is not limited to:

Golf Carts
Creek-Side Boardwalk & Dock Access
Walking Trails and Paths in The Woods
Kayaks, Paddle Boards and Surfboards
Bicycles
Grills
Fire Pits
Optional Club Access at BHI Club or Shoals Club

By using any of these items, you agree that Cozy Vacations LLC and the property owner are not liable for any injury, loss, or damage that may occur. Please follow safety guidelines provided on-site, and make sure everyone using these items is familiar with proper use.

Important Specifics:

Water Equipment: Life jackets are provided and required when using kayaks, paddle boards, or surfboards. Dock access is at your own risk; children should always be supervised.
Fire Pits and Grills: Use these only in designated areas. Never leave fires unattended, and be sure fires are completely extinguished before going inside. Only use grills for cooking food.
Pool & Facility Use at BHI Club / Shoals Club (If Applicable) Use of the pool, beach, and recreational facilities is at your own risk. Children must be supervised by an adult at all times.

Golf Cart Use and Safety

We want you to enjoy the convenience and fun of using the golf cart during your stay! To ensure a safe experience for everyone, please review these important guidelines and responsibilities related to the golf cart.

Licensed Drivers Only: Only licensed drivers over the age of 18 may operate the golf cart. We want to keep everyone safe, so please do not allow unlicensed drivers or younger guests to operate the vehicle.
Safety First: All passengers should be seated while the golf cart is in motion—no standing, sitting on laps, or hanging off the sides. Avoid using the cart under the influence of alcohol or any substances that may impair your judgment.
Follow Local Laws: Obey all local traffic laws, just as you would in a regular vehicle. This includes stopping at designated areas, following speed limits, and yielding to pedestrians. Remember, golf carts are fun but can be dangerous if used recklessly.
Guest Responsibility for Accidents or Damage:

Bodily Harm: You accept full responsibility for any accidents, injuries, or bodily harm that occur as a result of golf cart use, whether they involve you, other guests, or third parties.
Cart Damage: Any damage to the golf cart during your stay, including cosmetic and mechanical damage, will be your responsibility. Charges for repairs or replacements will be billed to you, so please take care of the cart and park it securely when not in use.

Keep the Cart Charged: To prevent breakdowns, make sure to plug in the golf cart charger each evening or as instructed. Running out of power may result in inconvenient delays, and we want you to enjoy smooth transportation throughout your stay!
Cart Maintenance: Cozy Vacations LLC regularly services and maintains our golf carts, but things can happen! If the cart experiences any issues, please notify us right away. We’ll do our best to repair or replace it as quickly as possible so you can get back to enjoying your stay. However, please understand that mechanical failures do not qualify for refunds or rental credits.

Important Note: By using the golf cart, you agree that Cozy Vacations LLC and the property owner are not liable for any incidents, injuries, or damages that may occur during your use. Your care and attention to these guidelines help us ensure that everyone can safely enjoy the property. Thank you for helping us keep this experience enjoyable and safe for everyone! If you have any questions about the golf cart or its operation, don’t hesitate to reach out.

Thank you!

We’re dedicated to providing a safe and welcoming environment and appreciate your cooperation. Please reach out if you have any questions or need clarification on any of our policies. Thank you for choosing Cozy Vacations LLC for your stay. We’re here to ensure you have a comfortable and safe experience! If you have any questions, don’t hesitate to reach out. Enjoy your stay, relax, and make memories!