Rental Policies

Thank you for choosing Sandcastle Realty, Inc. for your vacation rental.

We appreciate your business!

By receiving this document, you agree to the terms within. All reservations require an initial payment.

Payment Policy

  • A 25% payment is due upon booking. For larger rental properties, an additional security deposit will be collected.
  • Security deposits will be refunded 10 to 14 business days after departure if no damage, abuse, or excessive cleaning is found or required.
  • Payments may be made by Visa, Mastercard, or Discover. Personal checks are not accepted unless received at least 90 days prior to arrival.
    • Please inquire directly regarding bank draft or wire transfer options.
  • All final payments must be paid 30 days prior to arrival. Payments will be automatically processed using the credit card held on file from the initial booking.
    • If the final payment transaction fails, we will contact you by email and phone for updated payment details.
    • If payment is not received within 7 business days, your reservation will be canceled without refund.

Check-In: 4:00 PM

  • Check-in instructions will be emailed 2–3 days prior to the start of your reservation. Please check your spam or junk folder, as instructions may occasionally be filtered there.
  • Due to our high standards for cleanliness, some rentals may not be ready by 4:00 PM, especially during peak season from January through April. We appreciate your patience while our cleaners prepare your rental.

Check-Out: 10:00 AM

  • Late check-out inquiries must be made at least 24 hours in advance.
  • All keys must be returned to the Sandcastle Realty office for the next guest’s arrival. Lost or unreturned keys will incur a $100 replacement charge.
  • Units requiring parking hang tags must have those tags returned to the unit upon departure to avoid a $150 replacement fee.
  • If excessive wear and tear is found, or additional cleaning is required due to spills, trash left onsite, unclean dishes, stains to furniture or carpeting, linens, or excessive amounts of sand or debris, the guest authorizes Sandcastle Realty to bill the guest for the full amount of cleaning fees, replacement costs, or repairs.
  • Upon departure:
    • Remove all trash.
    • Pile dirty towels and linens.
    • Turn off all lights.
    • Perform a final sweep for personal belongings.

Cancellations

  • All cancellations are subject to a $100 cancellation fee.
  • Reservations canceled with 30 days’ notice or more will receive a refund of the initial payment, less the cancellation fee.
  • Reservations canceled with less than 30 days’ notice prior to the start of the reservation will receive no refund from Sandcastle Realty, Inc.
  • If the stay has already commenced, there will be no refunds for any unused portion of the stay.

Travel Insurance

For protection of your prepaid rental fees due to unpredictable circumstances, we highly recommend purchasing Travel Insurance to protect your vacation.

Refunds may only be obtained through purchased Travel Insurance in accordance with the insurance policy.

Catastrophic Events & Emergency Evacuations

  • If a catastrophe such as a hurricane, tornado, earthquake, flood, fire, or any other situation beyond our control impairs the vacation rental, Sandcastle Realty is not responsible for finding alternate lodging for the renter or for financial losses related to transportation or alternate lodging.
  • We therefore recommend considering Travel Protection Insurance to help protect your vacation investment and reduce your financial risk.

Damages

  • Any damages found by the guest must be reported within 24 hours of standard check-in time.
  • If damages are not reported within this timeframe, the guest will not be reimbursed, refunded, or discounted for any related fees.
  • Credit card information will be held for damages, excessive cleaning, excessive energy bills over $300, and missing items including keys, parking hang tags, linens, and towels.
  • Please notify Sandcastle Realty immediately of any damages or necessary repairs to avoid additional charges.

Rules

  • By receiving this form, you agree to abide by the rules of the rental property, complex, and/or community and agree to be responsible for paying all rental charges.
  • At least one member of the rental party must be 25 years of age or older and must remain as a renter during the entire rental period. Otherwise, you may be asked to leave and forfeit the remaining portion of the reservation without refund.
  • Groups must abide by the maximum number of guests permitted per unit. If any group exceeds the permitted overnight occupancy without prior approval from Sandcastle Realty, the reservation may be canceled immediately without refund.
  • Our accommodations are not suitable for large parties, weddings, or birthday celebrations.
  • Most rentals are located in residential communities. Please be mindful of noise and pool rules.
    • If the police, property owner, or Sandcastle Realty is contacted because renters are disturbing the peace, we reserve the right to terminate the rental agreement without refund.
  • Many rentals are not pet-friendly. Please inquire prior to booking regarding the property’s pet policy.
    • If there is evidence of a pet without written approval from Sandcastle Realty, Inc., the guest will be responsible for additional cleaning costs associated with the rental or furniture, as well as a non-refundable pet fee.
  • All rentals are non-smoking. Evidence of smoking may result in a charge of up to $500.

Cleaning

  • All rentals are cleaned prior to arrival and following departure.
  • Daily maid service is not provided. However, Sandcastle Realty can arrange additional cleaning services for an additional fee.
  • Any cleaning issues must be reported on the day of arrival. If issues are not reported within this timeframe, guests will not be refunded.
  • Properties are provided as-is, and Sandcastle Realty is not responsible for the inoperability or unavailability of amenities.
  • You agree to contact Sandcastle Realty using the contact information provided in your confirmation email as soon as you notice:
    • A maintenance issue
    • A housekeeping problem
    • A potentially hazardous condition
  • You agree to provide Sandcastle Realty with a reasonable amount of time to respond and to cooperate with our efforts to address the concern or provide a remedy.
  • We will take reasonable and appropriate steps to remedy reported problems as soon as practicable.
  • Declining these efforts does not entitle you to a refund unless otherwise stated.
  • If the property provides access to shared amenities, including pools, hot tubs, parking lots, or fitness centers, you acknowledge that the availability and condition of those amenities are outside Sandcastle Realty’s control.

Supplies

Each rental will be provided with a starter set of:

  • Coffee
  • Toilet paper
  • One roll of paper towels
  • Hand soap
  • One trash bag

Please note that we are not a hotel, and these items will not be replenished during your stay. Renters are responsible for purchasing additional supplies as needed.

Linens, towels, and beach towels will be provided.

Substitution of Accommodations

Circumstances may cause your confirmed rental to become unavailable.

  • Sandcastle Realty reserves the right to substitute comparable accommodations.
  • We cannot guarantee the confirmed rate under these circumstances.
  • Any substituted accommodations and associated rates will be subject to your approval.

Failure of Equipment / Property Condition

  • In the event that equipment fails to operate, please notify Sandcastle Realty, Inc. immediately so repairs or maintenance can be arranged.
  • Every effort will be made by Sandcastle Realty, Inc. and its agents to resolve issues in a timely manner.
  • Approved third-party vendors may be required to resolve maintenance or equipment issues.
  • Maintenance or repairs may occur during your stay. Our service department may require access to the unit, with or without formal notice.
  • No refunds or rebates will be issued as a result of circumstances outside the control of the property owner or Sandcastle Realty, including:
    • Unfavorable weather
    • Acts of God
    • Utility service disruptions
    • Appliance malfunctions
    • Equipment failures, including televisions
  • Homes with heated pools will only be heated if average temperatures are above 68°F.
  • The renter waives and relinquishes any rights or claims against the property owner or Sandcastle Realty, Inc. for damages resulting from lack of maintenance, cleanliness, repair, defects, or ordinary negligence.

Furnishings

  • Our accommodations include standard furnishings.
  • Sandcastle Realty, Inc. is not responsible for providing additional furnishings or equipment that were not previously agreed upon or included in the reservation listing.
  • Some rental properties require routine services such as pool maintenance or pest control. Renters agree that these services may be performed during their stay.

Construction

  • In the event of neighboring or onsite construction or renovations, Sandcastle Realty, Inc. is not responsible for providing advance notification to incoming guests.
  • We may not receive notice of new or ongoing construction or renovation projects.
  • No refunds will be issued due to construction or renovation circumstances outside Sandcastle Realty’s control.

Liability

  • Sandcastle Realty, Inc. shall not be held liable to guests or any other party for damage to property or injury to persons on the premises from any cause whatsoever, including defects to the premises.
  • Guests shall indemnify and hold harmless Sandcastle Realty, Inc. against liabilities, claims, expenses, fees, loss of use, or actions of any kind arising from renters or their guests while on the premises.
  • Sandcastle Realty, Inc. is not responsible for accidents, injuries, or loss of personal belongings of any kind.

Tax Law Changes

  • In the event of changes to applicable tax laws, the guest is responsible for paying any resulting monetary difference.
  • These changes may affect reservations that have already been paid in full.
  • The guest remains responsible for any additional fees resulting from such changes.

Date: _________________________

Signature: _________________________________________________________________