Policies and Procedures for Pristine Properties
Hours of Operation: Our office hours are seven days a week 9:00am to 6:00pm (Eastern Time). We are closed Thanksgiving Day and Christmas Day. The offices may be closed from time to time due to weather conditions, emergencies, holidays, etc. Please call in advance if you have specific concerns or questions. All times are Eastern Time.
Check-In (4:00-6:00pm ET): All efforts will be made to have your vacation home cleaned and ready by check-in time, but sometimes we cannot guarantee the exact time of occupancy due to unforeseen circumstances. Housekeeping and maintenance personnel must provide services between occupancies for every property. We can accommodate a limited number of early check-ins (1:00 pm) for a fee. Requests can be approved by phone, typically the week prior to check-in, and must be paid for in advance of arrival. The fee will apply whether or not you arrive by the designated time. In the event of an early check-in, the guest accepts that PPVR, or vendors working on our behalf, may need to access the property to complete preparing the home for occupancy, including cleaning, pool & spa services, and maintenance.
Check-Out (10:00am ET): Check-out time for both offices and must be met to allow cleaning to be completed for the next guest(s). We can accommodate a limited number of late check-outs (1:00pm) for a fee. Requests can be approved by phone and must be paid for in advance of departure. Guests occupying the property beyond the checkout time without prior approval from PPVR will be charged an unapproved late check-out fee equivalent to one day’s rent. This provision shall not be construed to permit the Tenant to stay an additional night or stay beyond the checkout time.
Office/Key Pick-Up Locations: For guests arriving in properties located on Cape San Blas or Indian Pass please pick your keys up at our Cape San Blas Office – 4693 Cape San Blas Rd. This is our area office located midway down the Cape between the Scallop Cove BP Convenience Store and the Trading Post Convenience Store. For guests arriving in properties located in St Joe or Mexico Beach please pick your keys up at our Mexico Beach Office – 1200 Hwy 98. The Mexico Beach office is located next to Sharon’s Café on the corner of 12th Street and Hwy 98. Keys are to be picked up at their respective offices and we appreciate you returning them to that office upon departure.
Late Arrivals/Emergency Issues: Guests arriving after hours should call our office prior to arrival so that arrangements can be made to leave your keys and directions to the property in the outside key drop box. Only reservations paid in full and with executed leases on file will be able to take advantage of this service. In the event of an afterhours emergency please page (850) 227-1147. Please remember this pager is for emergencies only and will be responded to as soon as possible. There will be a minimum charge of $50.00 for after hour’s lock-out or non-emergency service.
Supplies: All properties are equipped with initial supplies of toilet paper, bath soap, and a trash can liner(s). Tenants must furnish, food, cleaning supplies and personal items for the rental period.
Pets: Only homes that are designated “pet friendly” will allow pets and for a non-refundable pet fee. Guests must have pet occupancy approved at the time of reservation or prior to arrival. Tenants with undeclared or unauthorized pets may be asked to vacate immediately with no refund and be charged a $300 non-declared pet fee per pet. If evidence of pets is found on the property without prior approval, the non-refundable pet fee will be charged to the credit card on file without notice. Damages caused by pets will be subject to the terms and conditions of the Security Deposit Protection or your Refundable Damage Deposit.
Housekeeping: Your unit will be thoroughly cleaned before your arrival. If you are not satisfied with the condition upon check-in, please contact our office immediately and PPVR will dispatch a housekeeping representative. If you are a late arrival, please notify us by the following morning. If you have not called within 24 hours of your arrival, we will assume you found your unit in acceptable condition. We would ask that you leave your property in the order that you found it; this includes, but is not limited to, the placement of interior and exterior furniture. Please insure that no dirty dishes are left in the sink, dishwasher, and after cleaning are returned to the cabinets.
Linens: An initial linen supply (one set of towels including one bath towel, one hand towel, and one wash cloth per number of persons the property sleeps and one set of sheets per bed) will be provided for each reservation. All beds will be made with the exception of sleeper sofas, futons, and trundles. Kitchen linens include one dish towel and one dish cloth. Additional linens can be rented at the cost of $5.00 per person. Any lost or damaged linens are the responsibility of the guest and are subject to a replacement cost of three (3) times the supplier’s fee for the item.
Smoking: Smoking is strictly prohibited inside all rental units. You will incur a minimum of $500 in additional charges for carpet cleaning and deodorizing if any evidence of smoking is found in your unit. Also please be considerate of the environment and property you’re occupying by cleaning up discarded cigarette, cigar, etc trash before departure. Additional cleaning charges may occur for those that do not leave the property and grounds of the property as they found it. There are no exceptions to this policy.
Repairs and Service Calls: Please report any problems, needed repairs/services, or inoperative equipment to our office promptly. We will make every effort to have repairs done quickly and efficiently. All homes will be fully functional at check-in but we cannot guarantee appliances, TV’s, air conditioners, fireplaces, etc. and refund or rate adjustments cannot be made for any mechanical failure.
Property or Guest Amenities: All efforts will be made to accommodate property amenities or guest amenities advertised or offered. However under no circumstances can PPVR guarantee or warrant any one property or guest amenity. Please report any issues with property or guest amenities immediately to either of PPVR’s offices.
Gas/Charcoal Grills: Grills are provided in some rental units and are strictly prohibited on other rental units. For fire safety all charcoal grills are prohibited on decks, porches, and balconies on all rental units. You are subject to immediate eviction if you are found violating this policy. If the rental unit you are occupying does not contain a grill or the grill it contains is not operating properly, inquire at our office for availability and/or service. Sorry we cannot guarantee operation or availability of grills. Should you utilize a charcoal grill, be careful to properly dispose of coals to prevent fires.
Hot Tubs/Pools: If a hot tub or pool is provided at the rental property, it will be prepared and tested for proper and safe chemical levels by a Certified Pool and Spa operator prior to or the day of occupancy. If any of the following conditions exist at any time during your occupancy call our office immediately and discontinue use until PPVR has serviced the tub or pool and notified Tenant it is safe for use: a) Water clarity is milky or bottom of tub/pool is not visible; b) Foam forms on surface when using jets; c) Misuse of tub/pool by spilling foreign substances (a Service Charge may apply in this instance). Under no circumstances are pets allowed in pools or hot tubs. Violation of these provisions shall be grounds for immediate eviction. Homes that advertise a community pool as an amenity are subject to availability as determined by the managing authority responsible for the care of the pool and not PPVR. Unless specifically noted in the properties description, hot tubs/pools do not include free heat. Heat may be available at an additional expense for some hot tubs/pools.
Trash: Please help us in keeping this area as beautiful and pristine as possible. Notice the posted sign indicating the trash service days. If any trash is in the property’s receptacles, please move the receptacle to the pick-up point on the trash service day. On the days the service is provided please have the receptacle out to the road by 8am (ET) and bring it back by 6pm (ET) that same day. This will help ensure that your vacation area stays clean and unspoiled. If excessive trash is left behind due to non-compliance additional cleaning fees may be applied.
Utilities: No compensation will be given for temporary outage of electricity, gas, water, cable, satellite, internet, or telephone service. Utility service outages should be reported immediately and all efforts will be made to have them restored as soon as possible. In the event an outage cannot be restored PPVR has the right to substitute rental properties (see Right to Change Rental Assignments below) for the remainder of the reservation or until the utilities are fully restored, which ever occurs first.
Telephones: Telephones are provided in each property and may include a long distance block. All long distance, extended service, and internet dial-up calls must be charged to a calling card, collect, or third party if not provided as an amenity of the property rented. Please be advised that cell phone coverage is limited in many of the immediate areas surrounding our properties. There is no charge for local phone calls (Mexico Beach, St. Joe Beach, Port St. Joe, and Cape San Blas). Extended service phone calls (Panama City, Apalachicola, Wewahitchka, Carrabelle and other neighboring cities) may be blocked from use.
Minimum Stay: Most rentals require a minimum advance reservation of seven days during the Summer Season but may be available for shorter periods of less than seven days during the Spring, Fall and Winter Seasons. Reservations may be made at any time for available unreserved units for less than the minimum day requirement only if reserved within one week or less in advance to arrival.
Age Requirements: We do not rent to anyone under the age of 25 (legal photo ID required upon request). Any reservation made under false pretenses will be subject to forfeiture of advance payment, deposit and/or rental money. Violators will be evicted.
Maximum Occupancy: The maximum number of guests per unit is based on the individual unit’s ability to comfortably and safely accommodate our guests. Occupancy limits are in accordance with rules of the State Fire Marshal’s Office. No exceptions will be made. By example, sleeping limits shown as “accommodates 6-8” indicates a maximum occupancy of “8” people, including children. Guest exceeding maximum occupancy will be subject to forfeiture of advance payment, deposit and/or rental money, and will be evicted.
Reservation & Confirmation Deposits: Reservations are taken by phone, in person or online. To confirm, we must receive your confirmation deposit and signed lease within ten (10) days or the reservation is subject to cancellation without notice. The confirmation deposit for Short Term Reservations (28 days or less) is one half (50%) of your total reservation cost. The confirmation deposit for Long Term Reservations (28 days or more) is one half (50%) of the first month’s total reservation cost. All reservations must be confirmed with an acceptable form of payment. After receiving your deposit your confirmation will be emailed and/or mailed out to you. Final payment for Short Term Reservations is due in full 30 days prior to arrival. Long Term Reservations are to be paid in full 30 days prior to each month’s occupancy. If you make a reservation within the 30 days prior to arrival, the full amount will be due immediately and will be subject to the cancellation policy as stated herein.
Payment: Accepted forms of payment are as follows: cash, personal check (must be received 30 days prior to your arrival), all major credit cards, money orders, cashiers checks, and certified checks. All rentals are subject to Florida sales tax and local city and/or county taxes. All payments are to be made to Pristine Properties Vacation Rentals, LLC and any payments not received 30 days prior to occupancy may result in loss of deposit and/or cancellation of reservation without notice. Please make sure that your reservation number or name on the reservation is on any remittance so that we can be sure your payment is accounted for correctly. Returned checks are subject to a $50.00 check handling charge.
Advance Reservations: Reservations are accepted for future calendar years in advance based on availability. Please be aware that any reservation made over one year (365 days) in advance is subject to first right of refusal by the guest occupying those current dates. Short Term Advance Reservations (27 days or less) made for occupancy for the upcoming calendar years may be confirmed with a $300.00 down payment. Long Term Advance Reservations (28 days or more) made for occupancy for the upcoming calendar year may be confirmed with a $300 down payment per month reserved. On either type of Advance Reservation, the down payment does not guarantee the rate or dates on your reservation. The rental rates and dates are subject to change from each calendar year and cannot be guaranteed. Please only make reservations you intend to keep and understand once you have reserved the unit; it then prevents anyone else, including the owner, from using it for the same time period. When the upcoming year’s rates are posted, generally in December, you will receive notice from PPVR. If the rental rate increases by more than 10%, the reservation may be cancelled without penalty upon written or faxed notification to PPVR by January 10th of the upcoming year, or within 10 days of receipt of the upcoming year rate, whichever is later. The remainder of the confirmation deposit must be paid in January of the year of the reservation, or 30 days prior to arrival, whichever comes first.
Cancellation/Refunds: If you should have to cancel your reservation or reschedule, please call our office immediately. Rentals may be cancelled within 10 calendar days (grace period) of making the reservation without penalty and all deposits will be refunded. After the 10 day grace period, the Reservation & Confirmation policies (as defined above) will be in effect. Any monies paid, less the cancellation fee of $100.00 and less the optional Travel Protection Insurance, will be refunded only if the property is re-rented for the same rate and time. If the property is not re-rented the guest forfeits all deposits and/or money paid. Optional Travel Protection Insurance is non-refundable past the 10 day grace period.
Travel Insurance/Refunds: Vacation Rental Insurance is available and provides coverage to protect guests from a wide array of unexpected events such as, but not limited to, unpredictable weather, a medical or family emergency. We strongly encourage you to purchase this coverage to protect your vacation investment, as no refunds will be offered, even in the event of a mandatory evacuation. Information about the optional insurance can be viewed on our Travel Protection Insurance page. This insurance is available to purchase up to 30 days prior to arrival or later, as approved by provider. This insurance is non-refundable and is subject to the policies and procedures of the insurance provider. If you choose not to purchase this coverage, the cancellation policy will prevail and no automatic refunds will be given. The terms and conditions are of insurance carrier and NOT Pristine Properties Vacation Rentals, LLC.
Damage Deposit Waiver/Damage Deposit: As part of your stay you have the option of choosing either an Damage Deposit Waiver (DDW) or Damage Deposit (DD). Either is designed to cover unintentional damages to the rental property that occur during your stay. DDW, if elected, will cover the registered guests against accidental damages to the property or its contents for an amount not to exceed $1500, when reported immediately. This waiver eliminates the necessity for the DD or larger refundable deposit. Any damages need to be reported as soon as they occur so as to minimize the extent of the damages or need for further repairs. The DDW is ONLY valid if the incident is reported prior to Check-Out and becomes void upon departure. Any damages found by PPVR will be the sole responsibility of the guest who incurred the damage. DD, if elected, will cover the registered guests against accidental damages to the property or its contents for an amount not to exceed the cost of the DD. Any unused portion of the DD will be refunded only after the property has been thoroughly inspected or 10 days after departure, whichever occurs first. Whether the DDW or DD is elected Guests have full financial responsibility for all damages due to misuse, willful misconduct, negligence or missing items in excess of either coverage chosen.
Sight Unseen: Our vacation rental units are individually owned and furnished. We try to accommodate our renters, but we will not give refunds or adjustments if you find the décor or furnishings unacceptable to your preferences. We manage privately owned vacation homes which are furnished to the owner’s tastes, but no two properties are the same. Rates, descriptions, bed sizes, inventories, and furnishings are subject to change without notice. Neither the rental agent nor the owner will be obligated to neither provide replacements nor give refunds for failure or absence of any items.
Right to Change Rental Accommodations (Substitution): We reserve the right to substitute comparable accommodations without prior notice or liability in the event of a sale of the rental property, or if the property becomes unavailable due to maintenance or other problems. We cannot absolutely guarantee a specific rental property in the event of unforeseen circumstances which could render the property to be unsafe or uninhabitable. We will make every effort to contact you should this happen. When comparable accommodations are not available, guests will have the option of selecting from available properties at the comparable published rate or receiving a complete refund.
Rental Homes for Sale: Rental units may be on the market for sale. In the event a request to show the unit is made, owners reserve the right to allow showings accompanied by themselves or by Real Estate agents to qualified buyers by appointment only. Guests will be notified in advance and every effort will be made not to disrupt your vacation.
Construction: The Forgotten Coast is a growing area and is becoming most desirable. Some areas along the beaches are currently involved in re-nourishment projects, and there is the possibility that construction projects may be in progress near-by during the time of your stay. PPVR cannot predict when or where these jobs will begin or how long they will last. Therefore, we have no control in these situations and no compensation or substitutions to other properties will be considered.
Disclaimer: Tenant(s) shall rely only upon any statements or representations made by Pristine Properties Vacation Rentals LLC or its agents with respect to the property’s level of suitability for a specific use or with respect to property condition. Every effort has been made to assure the accuracy of this information. However, Pristine Properties Vacation Rentals, LLC cannot assume responsibility for errors or omissions; rental data, terms and conditions are subject to change without notice.
Limitations: Premises shall be used for recreational purposes only in a non-offensive manner. No use shall be made thereof which is unlawful, improper, noisy, or offensive, or contrary to the State of Florida laws and ordinances, or of local town ordinances. No large gatherings for games of chance, clubs, or other organizations for activities open to the public, no campfires may be kindled, no tents, trailers, campers, motor homes, nor mobile homes, will be allowed on the premises. Upon expiration of the rental period, tenants agree to give peaceable possession of the said premises to PPVR in as good a condition as they now are, usual wear accepted.
Proper Notice: The parties agree that all notices shall be deemed given if sent to Tenant at email address or telephone number provided at time of reservation. All notices shall be deemed given to Pristine Properties Vacation Rentals LLC if received at telephone number: 888-427-1306 or by mail to 4693 Cape San Blas Rd, Port St. Joe, FL 32456. In the event of a dispute, legal action may only be instituted in the County within which the Rental Property is located. If any part of this agreement shall be deemed unenforceable by law, that part shall be omitted from this Agreement without affecting the remaining Agreement.
Indemnification: Tenant(s) agree to indemnify and save harmless the Owner(s) and Agent(s) for any liabilities, theft, damage, cost or expense whatsoever arising from or related to any claim or litigation which may arise out of or in connection with Tenant(s) use and occupancy of the rental property including but not limited to any claim or liability for personal injury or damage or theft of property which is made, incurred or sustained by Tenant(s). The terms “Agent(s)” and “Owner(s)” as used in this Agreement shall include their heirs, successors in interest, assigns, employees, agents, and representatives where the context requires or permits. The term “Tenant(s)”, “You”, and “Your” as used in this Agreement shall include Tenant(s) heirs, successors, assigns, guests, invitees, representatives and other persons on the rental property during Tenant(s) occupancy (without regard to whether such persons have authority under this Agreement to be upon the rental property), where the context requires or permits.
Termination: Pristine Properties Vacation Rentals, LLC may terminate this Agreement upon the breach of any of the terms hereof by Tenant. Tenant shall not be entitled to the return of any rental paid under the terms of this Agreement and shall vacate the Unit immediately.