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Vacation Rental Terms and Conditions

Need assistance or have a question? Please contact our office, 855-878-4455.

Vacation Rental Policies: Highland Rim Retreats

CHECK-IN TIME/CHECK-OUT TIME

Rental properties are available after 3 pm CST on the day of your arrival. Check out is at 10 am CST on your scheduled day of departure.  Late check-outs will be charged an additional day's rent.  There are no refunds for early departures.  While on property we ask that all guests are courteous of our quiet time from 10pm - 7am.

 

RENTAL PERIODS AND RATES

All guests are required to book a minimum stay of (2) nights.  Please note we reserve the right to increase the minimum stay up to (7) days during peak travel times or holidays.  Guests are not permitted to a stay of more than 30 consecutive days.   Please note all rates are subject to change without notice.  Additionally, all rental rates are subject to Tennessee State lodging and sales tax of 16.75%, a departure cleaning fee, damage protection fee and non-refundable reservation fee.  Some fees may be subject to taxes.

 

PAYMENT

An initial payment of 50% of the total reservation cost is due within (5) days of making your reservation.  Your entire reservation cost is due in full 30 days prior to your scheduled arrival.  Deposits not received within 5 business days of booking will cause the reservation to be cancelled.  For reservations made 30 days or less prior to the arrival date, 100% of the rental fee is due within (5) days of booking.  We accept payment through VISA, MasterCard and personal checks with proper identification.  Please note there is $45 fee for returned checks.

 

CANCELLATION

All cancellations must be made in writing 60 days prior to your scheduled arrival in order to receive a refund of your initial payment.  Cancellations made less than 60 days of your scheduled arrival forfeit this initial payment. For guests staying longer than 21 days, we require a cancellation notice of 75 days (in writing) prior to scheduled arrival or the initial payment is forfeited.  Please note, all cancellations are subject to non-refundable reservation and booking fees.    

 

VACATION RENTAL DAMAGE PROTECTION

This Vacation Rental Damage plan covers unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management prior to check-out. The policy will pay a maximum benefit of $3000. Any damages that exceed $3000 will be charged to the credit card on file. If you damage the real or personal property assigned to your rental accommodation during the trip, the Insurer will reimburse the lesser of the cost of repairs or the Actual Cash Value of the property, up to $3000. Certain terms and conditions apply.  Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage or Insurance Policy (www.vacationrentalinsurance.com/10sdi).  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 Highland Rim Retreats any amount payable under the terms and conditions of the Vacation Rental Damage.  Please contact Highland Rim Retreats directly if you do not wish to participate in this plan or assignment, 855-878-4455. 


TRAVEL INSURANCE INFORMATION:  

For more information 

Click here for CSA travel insurance 

To view flyer: CSA Travel Insurance 

 

VACATION RENTAL DAMAGE INSURANCE:

For more information 

Click here for CSA Damage Insurance

To view flyer: Damage Protection


 

MINIMUM AGE REQUIREMENT

No one under 25 years of age is allowed to book with us.  Failure to comply will result in guests being asked to leave the property with forfeiture of deposit and rent.  Photo ID may be required.

 

OCCUPANCY

We require that all guests declare their occupancy when booking their stay with Highland Rim Retreats.  The unit you are renting has a maximum occupancy limit as established by local governmental authority.  If additional guests are found in the rental unit that exceeds your declared occupancy, you may be asked to vacate the property immediately and forfeit all payments & rental fees.   

 

SAFETY AND BUILDING SECURITY

All our units have keyless entry locks.  See your confirmation paperwork for the access code. The access code will go live at 3 pm the day of arrival and will expire at noon the day of departure.  If you experience a lock out after hours, there will be a $35 service charge for a  Highland Rim Retreat employee is to assist in entry.   Please note that we have video surveillance cameras located in the hallways and parking areas for your protection and for our management purposes.

 

COMMUNITY RULES AND GUIDELINES

Guests of our rental unit are welcome to enjoy the available amenities within the community the property is located,  unless otherwise stated by the community management.  You are expected to abide by all posted guidelines and regulations as well as practice common sense when using these features and benefits.  Community amenities at Long Branch Lakes are not managed by Highland Rim Retreats and due to occasional circumstances  beyond our control, availability of swimming pools, hot tubs, sport courts, pavilions or other property amenities are not guaranteed with any reservation. 

 

FIREARMS AND WEAPONS

Highland Rim Retreats welcomes hunters to stay in our rental units with licensed firearms during the hunting season.  No hunting or shooting on the community properties where our rental units are located is allowed under any circumstances.  Any firearms or weapons not intended for hunting are strictly prohibited on property.  For your safety and the safety of other guests, please contact our office to declare any hunting related firearms or weapons you plan to bring during your visit. 

 

GRILLS

Charcoal and/or gas grills are provided in some rental units and are strictly prohibited in other rental units. For fire safety, charcoal grilling is prohibited on all decks, porches and balconies at the Trout Hill Condominiums.  We cannot guarantee the availability or operation of grills.  Please do not move any community grills and clean the grill, properly disposing of coals, after use.

 

MOTORIZED VEHICLES AND PARKING

Some properties only allow one (1) vehicle regardless of unit size.  Parking fees may also apply at certain properties.  A maximum of two (2) vehicles will be allowed at all other properties unless prior arrangements have been made.  Please inquire before arrival for parking policies. Vehicles MUST display parking passes at all times on property... Vehicles without parking passes are subject to towing at owner's expense and guests may be asked to leave.  No boats, trailers or RVs allowed unless approved in advance by Highland Rim Retreats staff.  ATVs or similar vehicles are not allowed on our properties or the surrounding gated community of Long Branch Lakes.  If you have any questions, please contact our office, 855-878-4455. 

 

SWIMMING, BOATING AND FISHING

There is no lifeguard on duty at the swimming pool or either lakes on property.   Swimming is at your own risk.  Guests and visitors are responsible to provide enough lifejackets for passengers while using boats.  We highly recommend children under the age of 10 wear their lifejackets at all time while boating.  All fishing is catch and release in the Long Branch Lakes Community.  Gutting or cleaning of any fish is strictly prohibited in rental units.  Guests visiting Long Branch Lakes are required to have a TN State issued fishing license to fish in the lakes on property.


KAYAK RENTALS

All property amenities including using our kayaks are used at your own risk. Highland Rim Retreats waives all liability related to risks, both known and unknown, related to the use of a kayak. Please use common sense caution and safety while on property. In case of an emergency, please call 911. Guests and visitors are responsible to provide enough lifejackets for passengers while using boats. We highly recommend children under the age of 10 wear their lifejackets at all time while riding in a boat. Kayaks should not be drug on the payment or boat docks as this damages the hull. Please carry the kayaks when moving them. Remember! All fishing is catch and release in the Long Branch Lakes Community. Gutting or cleaning of any fish caught in nearby lakes is strictly prohibited in rental units. All guests are required to have a TN State issued fishing license to fish in the lakes at our Long Branch Lakes property. Highland Rim Retreats may terminate a rental agreement at any time, as the result of a violation of rules and regulations, or the Renter’s inability to control the kayak. In these instances, there will be no refund of rental fee paid, less damages.

 

NO SMOKING

Smoking is strictly prohibited inside all rental units.  Please smoke outside and properly distinguish butts in an ashtray.  Please don't litter.  A minimum service fee of $500 will be charge to the credit card on file for carpet cleaning and deodorizing if any evidence of smoking is found in your unit.

 

PET POLICY

Rental guests MUST have any pet occupancy approved at the time the reservation is made.  Only homes designated as “Pet Friendly” will allow pets for a non-refundable pet fee of $100 each.  Please keep in mind you are visiting someone else's home and pets should act accordingly.  Pets are not allowed on the leather couches, chairs or any other furniture within the rental unit.  Any material damage (scratches or chew marks, carpet stains, torn rugs or linens, damage to furniture, remotes or electronics, etc)  by a pet to the rental unit will be the sole responsibility of the rental guest and shall be paid immediately upon inspection of the unit following the guest's departure.  Rental guests with undeclared or unauthorized pets may be asked to vacate the unit immediately with no refund and will be charged a $150 undeclared pet fee.  If evidence of pets is found on the property without prior approval, the non-refundable undeclared pet fee will be charged to the credit card on file without notice.  If fleas are present or excessive clean-up is needed after departure for declared or undeclared pets, rental guests may be charged additional extermination and cleaning fees.

 

Additionally, pets are not allowed in any of the community pools or hot tubs.  Please keep your pets on a leash when using other community spaces such as the pavilions, boat docks or fire pits.  Pets should use the surrounding grounds to relieve themselves, not the grassy areas near rental properties as this kills the grass.  You are expected to abide by all posted guidelines and regulations and clean up after your pets.

 

RENTAL UNITS

We try to accommodate our rental guests, but we will not give refunds or adjustments if you do not find the décor or furnishings acceptable to your personal preferences.  Rates descriptions, bed sizes, inventories, and furnishings are subject to change without notice. Neither Highland Rim Retreats, nor the property owner will be obligated to provide replacements nor give refunds for failure or absence of any items.  Please note that all our vacation rental units are individually owned and furnished.  As a guest on the property, you are expected to leave the unit in a condition equal to or better than you found it.  

 

HOUSEKEEPING

Your unit will be thoroughly cleaned before your scheduled arrival.  If you are not satisfied with the condition upon check-in, please notify our office immediately and we will send a housekeeping representative.  If you are a late arrival, please notify us the following morning.  If you have not called within 24 hours of your arrival, we will assume you found your unit in acceptable condition.  If you request additional cleaning during your stay, a cleaning fee of $50-$85 per cleaning will be assessed, depending on what property you are renting.  Please note additional cleaning fees may be charged on departure if unit is left excessively dirty.

 

FURNISHINGS

All units are furnished.  Please do not move furniture or remove any items (especially kitchen items) from the unit.  Furnishings vary from unit to unit due to individual taste of owners.  All equipment in units should be in working order.  Please report any inoperative equipment to our office promptly and we will make every reasonable effort to have the problem corrected during your stay.  Under no circumstances will there be a reduction of rent for any mechanical failure of air conditioning, television, gas fireplace, dishwasher, washer, dryer, or any other appliances.

 

LINENS

Bed linens and bath towels are provided in all the units.  No linens will be exchanged during your stay unless requested and a cleaning fee will be incurred.  Initial supplies of bath soap, toilet tissue, paper towels and trash bags  are also provided in each unit.  Linens, towels, and paper products are NOT to be removed from the property.  We suggest you bring beach towels or blankets to avoid any additional fees.

 

LOSS OR THEFT

Highland Rim Retreats is not responsible for loss or theft of personal monies, property or valuables of any kind while visiting any of our rental properties.

 

UNIT ACCESS

We reserve the right to enter the premises for the purpose of inspection, repair, or management.  In the event that the unit you are renting is on the market for sale, we may find the need to show the property during your visit.  We will make every effort to schedule the showing at a convenient time and not interrupt your vacation.

 

SUBSTITUTION

We reserve the right to alter reservations of units in the event of scheduling conflicts, repairs/maintenance, or other circumstances beyond our control.  A comparable substitution will be made whenever possible.  We reserve the right to substitute comparable accommodations without notice or liability should the unit become unavailable for any reason.  When comparable accommodations are not available, rental guest will have the option of selecting from available properties at the published rate or receiving a complete refund of the reservation deposit.

 

PRINTING ERROR

Although every precaution is taken by Highland Rim Retreats, errors in price and description can occur in printing. We reserve the right to correct such errors; however, we cannot give refunds and are not responsible for changes.  Rates, descriptions and availability are subject to change without notice.

 

RISK & LIABILITY

By renting this property, you are assuming all risk and liability to yourself and guests as well as any damage or excessive wear and tear to the unit.  We ask that you help us maintain the property in good condition for your enjoyment and those guests who follow.  This property is privately owned and managed and we reserve the right to withhold deposits, refuse rental or discontinue occupancy, if you are in violation of any part of our rental agreement.

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Thank you — we have submitted your request and will respond within 24-48 hours. To communicate with a vacation specialist now, you can:

  • Have us call you
  • Chat with a specialist online
  • Call us at 855-878-4455
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You will get an email confirmation of this request. A vacation specialist will contact you within 24-48 hours to answer any questions you may have and help you complete this booking by telephone.

You can also contact us at855-878-4455 to complete this booking. Our call center hours are: 9am-4pm Monday-Friday (CST), Please Email Us or Leave Voice Message on Saturday and Sunday - We will return your call on Monday.

Tell a friend about this vacation
Send
Your Accommodation Details
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MM/DD/YYYY
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