Hawaii Life Vacations Rental Policies
Governor Ige has extended the mandatory Visitor Quarantine of 14 days through August 31, 2020, to any new visitors entering the State of Hawaii. Hawaii residents or visitor (that has already completed quarantine) may occupy a vacation rental.
For reservations booked prior to March 14, 2020, and subject to the mandatory 14-day visitor quarantine, guests have one of the following options:
**Please note: This does not apply to reservations with a previous arrangement, re-booking, or cancellation policy.
- Option #1: For reservations with pre-paid funds, apply 100% credit towards a future reservation. This is a one-time re-booking credit for a future stay. The arrival date of the new reservation must be no later than the arrival date of the original reservation for the following year. Guest is allowed an additional change of dates only if the dates are being moved to an earlier date. Guest is subject to change of rates and fees.
- Option #2: Cancellation Request: A full refund will be given less a $250 administrative fee plus processing fee.
COVID 19 amended cancellation policy applies to all reservations that fit the following criteria:
Booked after March 15, 2020, and arriving on or before December 19, 2020, and the State of Hawaii has implanted a testing procedure that allows visitors to be exempt from quarantine the:
- Standard Cancellation Policy applies
- Initial Payment due at booking: $250.
- Final payment due date: 30. Thereafter, once the final payment is made all rents and taxes are forfeited.
- All cancellations prior to 30 days of arrival forfeit the initial payment of $250.
Reservation arriving after December 20, 2020
- Initial Payment due at booking: Non-refundable one nights rent plus taxes
- Final Balance due 60 days prior to arrival.
All of the terms of our regular cancellation policy will apply.
Definitions: For purposes of this VRA, the following definitions shall apply: “Property” refers to the real property, its contents, and related amenities rented to the Guest pursuant to this Agreement; “Guest” refers to the person(s) occupying the Property, including members of their family, their invitees and guests; “Owner” refers to the legal owner of the Property, its agents and employees; “Hawaii Life” refers to Hawaii Life Real Estate Service, Inc., a Hawaii corporation, its agents and employees.
By agreeing to the rental terms online you are entering into a binding contract with Hawaii Life and authorizing Hawaii Life to charge your credit card amounts due. A 5% processing fee calculated on the gross rent will apply to all credit card transactions.
Initial Payments: Initial deposits are due upon booking. The initial deposit plus travel insurance if you accept coverage, is automatically charged on your credit card upon booking. In the event the Initial Payment is not received, Hawaii Life reserves the right to cancel the reservation with no further notice to guest. Payments are held in a non-interest bearing Client Trust Account. Hawaii Life retains the right to retain the Initial Payment, or a portion thereof in the event of cancellation. **THE NAME ON THE RESERVATION MUST MATCH THE NAME ON THE CREDIT CARD GIVEN FOR PAYMENT.
Balance Payments: The balance of all payments, plus applicable taxes, shall be paid sixty (60) days prior to your check-in date and will be charged to the card on file unless otherwise arranged. Reservations not paid in full by the balance due date shall be subject to cancellation. If your booking is made within sixty (60) days of arrival, full payment will be charged to your credit card upon booking. *Please do not send post-dated checks, checks are processed when received. Any fees associated with a post dated check will be charged to the guest.
Property Protection Program: (DOES NOT APPLY TO ALL PROPERTIES) Our properties and their contents are valuable and reasonable care should be taken with them during their rental. Our company, participates in a Property Protection Program that reimburses certain costs for unintentional accidental damage to our properties during their rental occupancy. “Guest” means only those persons registered or booked to share the same accommodations, who have purchased Hawaii Life's Property Protection plan to purchase and have paid for the plan in advance. We charge guests a non-refundable administrative fee to defer our costs for Program participation. If, during a guest’s occupancy, guest or a member of guest’s party or guest’s guest causes any damage to real or personal property of our rental property as a result of unintentional accidental acts or omissions, guest must notify our property management office at that time, and before check-out.
When reported immediately, it covers the registered guest against any accidental damage to the unit or its contents for an amount not to exceed $1,500.00. For rentals that exceed the coverage limits of the Program, we may collect a supplementary refundable (net of any damage reimbursement) security deposit from guest upon check-in. guest is liable to us for any damages caused by guest or a member of guest’s party or guest’s guest that are not reimbursed to us or exceed the maximum per-incident limit of our coverage, and the credit card on file and/or any collected security deposit will be charged.
Terms and Conditions:
Protection plan fees are non-refundable
All guests will still be required to provide a credit card at check in for incidental charges. This plan is provided and administrated by Hawaii Life Vacations and is not an insurance policy.
Coverage includes accidental damages only. Damage caused by acts of violence or malicious acts will not be covered.
Damage is limited to the rental unit you are occupying under the terms of your confirmation and does not cover any other structure.
Coverage includes the interior of the unit including furnishings, appliances and other fixtures.
Coverage includes limited damage to the exterior including lanais.
Guest's personal items such as luggage, clothing, electronics or any other items that are not a part of the rental property are not covered under this coverage.
Vehicles of any kind are not covered.
Damage must be reported to the office immediately for coverage to be in effect.
Acts of God are not covered.
Damage or loss caused by pets or any animal brought onto the premises is not covered.
Damage plan does not cover loss of use of the property.
Guest is responsible for charges over and above $1,500.
Theft of any kind.
Damage resulting from any motorized vehicle or watercraft operated by a Covered Guest
The damage plan takes effect on the date and time of check in and terminates at 10:00 am the day of check out or at the time of guest departure whichever occurs first.
Report any damage to the unit as soon as it occurs so we may be able to assess and/or minimize the extent of the damages. The Property Protection is valid ONLY if the incident is reported PRIOR TO CHECK OUT. The Property Protection becomes void upon departure, and any damage found by Hawaii Life will be the sole responsibility of the guest who incurred the damage.
Guest agrees in the event that legal action is required for the enforcement of this plan that all disputes will be settled by arbitration.
Refundable Security Deposit: In addition to the damage insurance you will be required to pay a Security Deposit. The Security Deposit refund is processed 14 days after departure unless damages or missing items are reported. Hawaii Life retains the right to withhold the Security Deposit (“Security Deposit”) after expiration or termination of Guest’s tenancy, and to deduct from the Security Deposit costs for extraordinary expenses or damages including, but not limited to, damage to the Property, loss and/or misuse of personal property (e.g., internet modems/cables), excessive laundry and/or cleaning, staining of linens/towels/carpets/furniture, loss of keys and/or garage door openers, rearranging of furniture, or long distance or per call telephone charges, postage charges plus a service charge to return items left, etc. If expenses and/or damages exceed the amount of the Security Deposit, Guest shall be required to pay additional fees to restore the Property to its pre-rental condition within ten (10) days of Guest’s receipt of additional billing.
Reservation Changes/Cancellation Policy:
COVID -19 Policy: Any reservations booked after March 15, 2020 are subject to our regular cancellation policies. Guests understand they are singing a contract while there are COVID-19 related regulations enforced by the State and County of Hawaii. As evidenced by my acceptance of the cancellation policy and contract terms, I hereby waive my right to dispute any charges with my credit card company. Hawaii Life strongly suggests Guests purchase Cancel For Any Reason Travel Insurance to protect a portion of their travel costs.
Guest shall provide Hawaii Life with immediate notice (by phone, fax or email) of any change in the status of their reservation (e.g., dates, arrival time, number of Guests) and such changes need written confirmation and acceptance by Hawaii Life. Each change that results in the issuance of a revised VRA will incur a $75 service charge. In the case of a complete cancellation outside of 60 days, Guest acknowledges that a refund of advanced rent monies (less a $200 to $500 service charge) requires a written notice. The booking fee is non-refundable. For cancellations made within balance / full payment due period (60 days prior to arrival date or less if booking was made less than 60 days of arrival date), all rent + tax payments shall be forfeited. Interruption in services within the Property and/or inclement weather during the Reservation Dates shall not serve to void or cancel the Vacation Rental Agreement or any portion thereof. If you have purchased Travel Insurance and need to cancel within 60 days of arrival, Hawaii Life will refund your security deposit, and departure cleaning fee. No further refunds will be given by Hawaii Life. A claim must be submitted with Rental Guardian for reimbursement of non-refundable charges.
Cancellations due to hurricane or any other threatening weather will not be refunded.
Subject to Change. Guest acknowledges that when, due to circumstances beyond Hawaii Life’s control, the reserved Property becomes listed for sale, change of ownership, unavailable or uninhabitable, substitute accommodations will be offered. If at the time the Guest is to begin occupancy of the Property, the Owner or Hawaii Life cannot provide the Property in a fit and habitable condition or substitute a reasonable comparable property, the limit of liability of the Owner and Hawaii Life is to refund any payments received from Guest. Guest acknowledges and understands that Owner and Hawaii Life are not responsible for acts of Government, such as laws and regulations; God, such as hurricanes, and other disasters, or for other lesser acts of God, such as bad weather. NO REFUNDS WILL BE MADE to a Guest by reason of the above. Legitimate grounds to change a one-time contract can include: a change in tax, import duties or other public charges as specified in the contract, a change in legislation or an official ruling which the business could not reasonably be expected to foresee when the contract was concluded, force majeure, i.e. circumstances beyond the business’s control which the business could not reasonably be expected to foresee when the contract was concluded and whose consequences the business could not reasonably be expected to avoid or overcome, as specified in the contract. The consumer will be notified immediately of any change in the price or other terms along with the grounds.
Disclosure and Indemnity: Guest acknowledges, if applicable to Property, the existence of dangers associated with, but not limited to, hot tubs, BBQs, pools, saunas, gym (workout facility) equipment, rivers, lakes, oceans, ponds, playgrounds, golf balls, lofts and ladders. In addition, Guest acknowledges the existence of certain inherent risks to persons and property located in the vicinity of the ocean, including, but not limited to, high surf conditions, dangerous riptides, coral reefs, hurricanes, tropical storms. Guest acknowledges that the Owner would not rent the Property unless Guest fully accepted the risks associated with the Property and its location. In light of the foregoing, Guest agrees to indemnify and hold harmless Owner and Hawaii Life from and against any loss, liability, damage or expense (including legal fees and costs) that Guest may suffer, sustain or become subject to as a result of, or in connection with any injury, accident, or death arising from or related to Guest’s use of the Property. Furthermore, Guest assumes full responsibility for the Property, including its contents and Guest’s personal property. Guest shall take all reasonable steps to insure that occupants adhere to all rules, regulations and laws affecting the Property. Guest shall not permit the use of pools, hot tubs or exercise equipment (if available) on the Property by any person under the influence of alcohol or drugs, or by unsupervised minor children. Guest acknowledges that Guest should take precautions when leaving the Property (e.g., lock all doors, including automobiles). Rental equipment used by the Guest is strictly at Guest’s own risk. Owner and Hawaii Life shall not be held responsible for any loss, damage, or additional expense incurred.
Theft/Burglary/Break In: The State of Hawaii is not immune to theft. The home may or may not be equipped with an alarm system. Guest acknowledges that Guest should take precautions when leaving the Property (e.g., lock all doors/windows, including automobiles).Should theft occur from either interior or exterior of the premises, the local Police should be called and make a police report. The Owner nor Hawaii Life is not responsible to relocate due to these circumstances. The Owner nor Hawaii Life shall not be held responsible for any loss, damage, or additional expense incurred, including reimbursement of rental funds or loss of personal items.
Environmental Disclosure: Guest acknowledges that the State of Hawaii is exposed to environmental hazards including, but not limited to, tidal waves, hurricanes and floods. Please refer to the local phone book for information pertaining to evacuation procedures. In the event of an emergency, the State of Hawaii utilizes a warning alert system (emergency sirens are tested on the first working day of every month at 11:45 a.m.). Guest is responsible for using their best efforts to familiarize themselves with property, its location, and surroundings. Some of the properties are in a remote location. As such, what would be considered normal response time for public services in an urban area may not be available in this location, i.e., police, fire, and emergency services. Also, naturally dwelling animals, reptiles and fauna are different then might be encountered in an urban setting and some might be considered “pests” by some individuals, i.e., centipedes, geckos, roaches, spiders, rodents, termites and mosquitoes. You should be prepared to accept such inconveniences or discomfort as a normal and necessary aspect of renting a home in a area with strong rural character. Also, Guest acknowledges this is a binding contract and cannot be released from the contractual obligations upon arrival.
Smoking Policy: The Property is smoke-free. Guests may smoke outside the Property bounds only, disposing of all smoking materials appropriately, safely and NOT INSIDE the home.
Occupancy/Use: Only those Guests listed on the VRA may stay at the Property. Guest may not sublet or assign the Property. Overcrowding or misrepresentation of the number of Guests shall be grounds for immediate termination of this Agreement and eviction from the Property. The Property shall be used for residential vacation rental purposes only and NOT be one of multiple homes booked for a larger group. Special events such as parties, weddings, receptions, etc., require the express written consent of Hawaii Life. Special terms will apply and Guest shall be required to sign a Special Event Addendum. Under no circumstances shall the Property be used for illegal or commercial purposes, e.g., film making or professional photo shoots. Hawaii Life and/or Owner must be notified of and agree to any additional services at the Property, including but not limited to, chefs, massage therapists, etc. Quiet hours are required from 10 pm to 8am. Guest may cook/BBQ only in designated areas. Parental TV controls and other alterations of devices must be restored prior to departure. Furnishings and decorations shall not be moved without permission. Guests will not disturb Owner’s personal effects stored on property. Guests shall avoid walking on floors or sitting on furniture if wet or without removing sand and sun products. Guest will not drag luggage or golf bags across floors. Guests will keep windows closed when house is unattended. Guest has been advised Kauai’s volcanic soil contains compounds that can stain all types of floors, carpet, linens, and upholstery, therefore this property requires that shoes be removed upon entry to avoid unnecessary soiling or unintended staining. Guest acknowledges that the Property, including the furnishings, is privately owned. Neither Owner or Hawaii Life shall be responsible for providing any additional furnishings or equipment not presently on the Property. Any additional furnishings, equipment, etc. guest wants to arrange must be given prior written consent by Hawaii Life. Guest shall indemnify the Owner and Hawaii Life for any damages to the Property, including damages to the furnishings and household items, which occur as a result of the Guest’s occupancy and must notify of such damage or any problems at such time. Guest’s Deposit may be applied to actual damages to the Property. Guest understands that certain areas, such as locked closets designated for private use, are reserved for the exclusive use of the Owner and will not be available for the use of the Guest. No items belonging to the Owner shall be removed from the Property. Owner, Hawaii Life, or their representatives shall have the right to enter the Property during Guest’s occupancy to inspect, make repairs and show the property for sale (if applicable and with 24 hours notice). Should any Property equipment be inoperable, Hawaii Life will undertake reasonable efforts to act on reported problems during normal business hours. Guest is reminded that the Islands of Hawaii are remote and delays are common with respect to repair service. No refunds will be issued for any inconvenience caused by inoperable equipment. Guest authorizes Hawaii Life and/or Owner to repair damages caused by Guest, and Guest’s invitees, at the expense of Guest and, in this regard, authorizes Hawaii Life and/or Owner, and their respective agents and subcontractors to enter the Property to: (i) assess equipment damage and/or malfunction; (ii) perform repairs and/or maintenance; (iii) supply agreed-upon services; and (iv) in case of emergency, for safekeeping and/or preventive maintenance.
Princeville: Vacation Rentals within the Princeville area prohibit parking in the street or on the grass. Fine is $100 and responsibility of the guest if rules are not adhered to.
Noise Ordinance: Hawaii has a noise ordinance of 9:30 pm. If there are complaints regarding noise, you will be contacted immediately and informed of the type of noise that is a disturbance. If there are additional complaints, you may lose your security deposit. If there are further complaints, after multiple warnings and loss of security deposit, you will be asked to leave the property. Guests accept and agree to these noise rules and consequences, as evidenced by accepting the terms and conditions.
Construction: Hawaii Life and Owner are not responsible for any inconvenience caused by construction noise and/or activity in the vicinity of the Property. Guest may call Hawaii Life to inquire as to the status of any neighboring construction. Any refunds due to a cancellation resulting from construction activity shall be subject to the Cancellation Policy.
Check-Out Procedures: Please observe the check out times. Standard check out time is 10 a.m. All unapproved late check-outs will be charged a minimum of $150. Our housekeepers are on a tight schedule and delays in departure will incur additional fees. Upon check-out, Guest shall: (i) leave the Property neat and tidy; (ii) place all perishable food items in the refrigerator; (iii) wash all dishes; (iv) turn off all lights, fans, and air conditioners; (v) lock all windows, louvers and doors; (vi) leave all keys in the same location as they were upon check-in; and (vii) leave no more than one (1) set of towels per person and one (1) set of sheets per bed for laundering.
Cleaning: The Cleaning Fee is mandatory. In some cases, Mid-stay cleaning may be required every seven (7) days at Guest’s expense. Unless otherwise specified, maid service is not included. Additional fees will apply for maid service. The Cleaning Fee is subject to change without notice. Guest must notify of trash build up, to request removal when needed, which shall be at minimum once a week. Guest shall keep trash within the home to no more than the provided kitchen trash container holds and keep regular removal from such to the exterior trash cans, keeping trash can lids secured.
Energy Conservation: Please be energy conscious by turning off lights, fans, air conditioners and electrical appliances when they are not in use. We respectfully request that you use laundry facilities sensibly and with consideration.
Animals: Animals are not allowed on the Property. Violators will be subject to immediate eviction and charged an additional fee that could be in excess of $1,000.00 to clean and sanitize the Property.
Dispute Resolution: The performance and interpretation of this Agreement shall be controlled by the laws of the State of Hawaii. Unless otherwise stated in this Agreement, jurisdiction shall reside in the County of Kauai, State of Hawaii. In the event of any controversy, claim or dispute among the parties arising out of or relating to this Agreement of the breach hereof, the Guest shall be responsible for reasonable expenses and costs, including, without limitation, reasonable attorneys’ fees and court costs.
Invalidity - Severability: If any term or provision of this Agreement or any application thereof shall be invalid or enforceable, the remainder of this Agreement shall not be affected thereby, provided that the essential provisions of this Agreement and the position of the parties hereto are not materially changed thereby.
Services/Incidentals: If Guest adds any services/incidentals Guest is required to pay for all requested services with either cash or credit card held on file. A 3% processing fee will apply.
Special Services Cancellation Policy: Once a service has been added to the guest folio and a vendor has been booked there is a 72 hour cancellation policy. If Guest cancels less than 72 hours, Guest will be charged in full. Any services or activities that are cancelled by Guest or are cancelled due to weather, sickness, etc are refundable only if refundable to Hawaii Life and notice is given within 72 hours of service or activity.
All guest requests including but not limited to, house deliveries/pick-up, grocery shopping, personal assistant services, package delivery, package shipping, etc will be billed to the folio at a minimum of $40 per hour. A 3% processing fee will apply.
Release of Known and Unknown Claims: There are inherent dangers in sporting activities (hiking, kayaking, surfing, yoga, pilates, boating, paddling, etc). Guest agrees to use common sense at all times while on vacation. Guest’s participation in such sporting or other activities is entirely voluntary, and if Guests and Guest’s children, parents/guardians, if applicable, agree that Hawaii Life shall not be liable for any damage, loss or injuries that may result from your participation in any such activities. Likewise, Guests participation with Private Service Providers (hiking, training, kayaking, surfing, yoga, massages, catered food services, paddling, etc.) is at the risk of the guest and Hawaii Life shall not be liable for any damage, loss or injuries that may result from your participation in any such activities.
The homeowner and/or Agency may provide sporting gear (bikes, kayaks, scooters, snorkel gear, boogie boards, surfboards, paddle boards, etc). The Guest is aware there is a helmet law in Hawaii and one must be worn when riding a bike. Tenant assumes all responsibility when using any sporting gear. Guest’s participation use of sporting gear entirely voluntary, and if Guests and Guest’s children, parents/guardians, if applicable, agree that Hawaii Life and Homeowner shall not be liable for any damage, loss or injuries that may result from your participation with sporting gear.
Medical Release: By signing below, Guest agrees that Guest has been given approval from a physician or has chosen to participate without the approval of a physician. Guest hereby assumes all responsibility for participation in activities selected by Guest. If guest becomes ill or injured while on vacation, the Guest agrees that Hawaii Life shall have the right, but not the duty, to take reasonable action to secure emergency medical attention and/or transportation for the Guest. The Guest agrees to pay for any expense incurred for such medical attention, transportation or other related emergency services and to reimburse Hawaii Life for any payment made by Hawaii Life.
Complete Agreement: This Agreement constitutes the entire agreement between Hawaii Life, Owner and Guest, and supersedes and cancels any and all prior negotiations, representations, warranties, understandings or agreements (both written and oral) of the parties, with respect to the vacation rental of the Property. No variation or amendment of this Agreement shall be valid or enforceable without written approval by Hawaii Life and Guest.
Travel Insurance: We highly recommend purchasing Travel Insurance. Rent and tax are non-refundable 60 days prior to arrival. Please prevent any unforeseen circumstances and take advantage of this offer. This can be purchased up to 30 days prior to arrival, or at the time of booking if you are booking within 30 days. Please click here to review coverage: http://myhawaiilife.rentalguardian.com/available-products.html
Guest certifies that he/she has read carefully the limitations on this Vacation Rental Agreement and agrees to abide by such limitations. Guest understands that this is a legally binding agreement, being signed on behalf of and responsible for all occupants or invitees at the Property:
Guests for themselves and their respective heirs, personal representatives, successors and assigns, hereby release Hawaii Life Real Estate Services, LLC and their respective directors, the owner of the property, officers, agents, employees, sureties, insurers, indemnitor, attorneys, successors and assigns from all claims, demands, or cause or thing whatsoever resulting from or in connection with the property of this rental contract, including without limitation any claim, demand or cause of action for personal injury or death and any and all loss, liability, cost and expense resulting from any claim, demand, suit or cause of action which may be asserted.
Emergency Cancellation Policy
(For Bookings Made Prior to March 14, 2020)
Please note: All reservations booked on or after March 15, 2020 are subject to our standard cancellation policy, above.
You qualify for the emergency cancellation policy only if your arrival date is scheduled during the period that the stay-at-home ruling and visitor quarantine are in effect, you booked your reservation prior to March 14th, 2020, and you arrive before June 30th, 2020.
We are offering the following options to guests who meet the above criteria who have paid in full for their Hawaii vacation:
A credit for a future stay in the same home, of equal value*, to be redeemed within one year of your original arrival date. Guests are responsible for any difference in rates.* If you have paid in full and choose this option, all funds will be held in our client trust account.
An immediate 50% refund with the option to re-book at a later date with a 5% re-booking discount.
We are offering the following options to guests who meet the emergency cancellation criteria, who have not yet paid in full, and who have balances due more than 60 days out.
For guests arriving after June 30th, we have reduced our final payment date to 14 days, and we are suggesting our guests protect their investment by purchasing a Standard Insurance Policy.
If guests cancel their booking in favor of a full refund, the cancellation fee of $200, reservation fee of $50, and the processing fee will be forfeited.
The parties agree to the terms of this Vacation Rental Agreement, as evidenced by accepting the terms and conditions.