Rental Agreement
This Short Term Rental Agreement (hereinafter: the “Agreement”) is entered into and made effective as of the signing date by and between the Property Owner/Operator (“Owner”), Polu Hospitality Group LLC dba Polu Resorts, and {{guest_full_name}} (“Guest”) and their accompanying group, (together - the “Parties”). Terms not specified in this Agreement shall be in accordance with the House rules or the Reservation policies which are provided separately by the Owner. The parties agree as follows:
Accommodation Terms
The Guest agrees to abide by all rules and regulations set forth by local laws.
The Guest shall behave in a respectful manner and shall be good neighbors respecting the rights of the surrounding property owners. Creating a disturbance of the above nature shall be grounds for immediate termination of this agreement.
The Guest commits not to use the property for any illegal or commercial purpose, including but not limited to sub-lease the property or otherwise allowing anyone or more people to stay above the maximum permitted or if not previously agreed with the Owner.
The Guest is responsible for any breakage or damage costs (or related costs) in or to the property - along with any extra costs that may result - which are caused by the Guest or any members of the Guest’s party.
The Owner can refuse to allow the Guest into the property or ask the Guest to leave if they reasonably believe the Guest or any member of the Guest’s party (or any other person invited by the Guest to the property) are behaving illegally or that any damage is likely to be caused, has been caused or is being caused as a result of the Guest behavior or any members the Guest has invited to the property and without providing a refund of any payment the Guest has paid for the booking and the Owner will not be legally responsible to find any alternative accommodation.
Parking is limited to designated parking areas only.
The Guest must not hold events (such as parties, celebrations or meetings) at the property without the advance written consent of the Owner. Any of these cases will allow the Owner to terminate the Agreement without providing a refund of any payment the Guest has paid for the booking and the Owner will not be legally responsible to find any alternative accommodation.
The Guest must allow the Owner or their representative (including workmen), with reasonable notice, access to the property at any reasonable time during your stay (except in an emergency or if a problem needs sorting out quickly and you cannot be contacted in time. In these situations, the owner can enter the property at any time without giving you prior notice).
The Guest is obliged not to make any changes in the rented property without prior receipt of agreement from the Owner in writing.
By agreeing to these Terms & Conditions, as acknowledged by signature below, the Guest waives, discharges and agrees to hold harmless Owner from all damages or injuries arising from or related to the Guest stay at Property, including without limitation, any accidents or injury to the Guest, Guest’s visitors and associates, and loss of money, jewelry or valuables of any kind. The Guest is responsible for keeping their valuables safe at all times.
Additional Policies such as Rates and Fees, Check-In/Out Time, Cancellations, Minimum Stay, Smoking, Pets, Maximum Guests allowed, Children and age, Security Deposit etc. will be according to the House rules or the Reservation policies which are provided separately by the Owner.
General
Section 1: Advertised Rates
Polu Resorts may update advertised rates for vacation rentals and extra services without notice to potential travelers. By confirming your reservation your rate is solidified and will not change. Additional services may be offered to you at the time of booking, prior to your arrival, and after your departure. Unless otherwise stated in writing, extra services are not included in the base nightly rate.
Section 2: Booking Conditions
We require your personal information to complete your reservation. This includes but is not limited to: Full name, date of birth, email. phone, government issued ID number and photo proof of the document, bank account details, full legal address of your primary residence, country of residence, and other information that may be required for certain vacation rental properties. Failure to provide all requested information will result in a cancellation of your reservation in line with our cancellation policy. The main contact on the reservation must be present at the time of check-in. We reserve the right to cancel reservations if there is a suspicion of fraudulent or illegal activity. In some cases, we may request 3rd party verification of your identification documents via a service provider.
Section 3: Reseller Activities
Reselling or acting as any intermediary sales service is prohibited unless authorized in writing by Polu Resorts. Travel agencies may contact us to setup an account.
Section 4: Check-In
During check-in your identification documents will be confirmed. All required information must be completed by the guest one (1) week prior to arrival. Vacation rental access information will be provided after all information has been reviewed and is accurate. Please see the standard check-in and check-out times for each villa as they may be unique. Polu Resorts does not offer a luggage holding service if you arrive to the property early.
Section 5: Guest Behavior
Guests are to treat vacation rentals in a respectful manner. Parties and events are not permitted in a vacation rental unless agreed to in writing by Polu Resorts management. All properties are non-smoking and additional cleaning fees will be charged should smoking occur inside a home. Please respect the resort policies while on the property.
Section 6: Cancellation & Refunds
Please see the cancellation policy published on the individual booking pages. Guests may purchase additional cancellation waivers for the stay contacting our concierge desk. You may also purchase insurance policies through 3rd party vendors, or review insurance coverage provided by your credit card company. Reservation dates can be modified up to 90 days prior to arrival, based on availability. Cancelation terms for each property are displayed and outlined on each listing. By booking, you acknowledge and accept the cancelation terms.
Refunds will be made only under the following circumstances:
The property rented becomes unfit for habitation and no acceptable substitute can be found;
The property is sold by Owner, withdrawn from the rental market, change of managing agent is made, and no acceptable substitution is agreed upon.
We strongly encourage guests to purchase Travel Insurance as our vacation rentals are individually owned and monies paid are due to the property owner. Unfortunately, we are not able to offer refunds within 90 days unless they fall under one of the two circumstances outlined above.
Travel Insurance: Polu Resorts recommends the purchase of trip interruption/trip cancellation insurance to help against financial losses if trip delay or cancellation is necessitated by certain kinds of unforeseen circumstances.
Travel Insurance is not automatically included.
Section 7: Youth Groups
Groups of youth or reservations held by a person under the age of 25 will be subject to additional damage deposit conditions. In accordance with section 2, guests will be required to submit government issued ID and the main reservation holder must be present during the arrival. Please contact us if you are a youth group for available options.
Section 8: Additional House & Community Rules
Some resort properties may impose additional "house rules." Please review these policies upon your arrival.
Section 9: Pets
Many resort properties do not allow pets. Please speak with the concierge desk If you plan on bringing your pet on vacation.
Service Animals: If you will be traveling with a Service Animal, we must be notified in advance. Proper service animal paperwork will be required, as well as a letter/documentation from a licensed physician concerning the need of the pet. Paperwork must be submitted to us in advance and have Homeowners Association approval prior to travel dates.
Section 10: Check-Out
Guests must depart the property no later than the agreed check-out time as shown on the reservation. Fees may be assessed to your account for unauthorized late departures. Late fees do not authorize the guest to remain in the vacation rental past the specified check-out times. If you are in need of a late check-out please contact the concierge desk at least 24 hours prior to departure to check availability. The guest and their party agree to follow the check-out instructions listed in the guest portal.
Section 11: Provided Beach Gear & Supplies
Guests must depart the property no later than the agreed check-out time as shown on the reservation. Fees may be assessed to your account for unauthorized late departures. Late fees do not authorize the guest to remain in the vacation rental past the specified check-out times. If you are in need of a late check-out please contact the concierge desk at least 24 hours prior to departure to check availability. The guest and their party agree to follow the check-out instructions listed in the guest portal.
Section 12: House Equipment & Kitchenware
Our vacation villas include kitchen appliances and additional countertop equipment. Please inspect the item prior to use and notify the concierge desk immediately of any defects or safety issues. Polu Resorts is not responsible for any injury that may occur from the use of these appliances. Never use damaged equipment if you suspect there is a defect.
Section 13: Promotions (Promotional Rates & Added Value)
Polu Resorts reserves the right to add, modify, or remove promotional discounts.
Section 14: Wi-Fi & Television (IPTV)
Wi-Fi, television (IPTV), and other technology is installed in our suites. These services are provided as a courtesy to our guests. Polu Resorts can make no guarantee of the quality of 3rd party content accessed though these services. Illegal and prohibited activities are not permitted when using the provided technology. Tampering with the devices may result in additional fees.
Section 15: Security Cameras, Noise Monitoring, & Air Quality Monitoring
Security cameras or any device that could intercept or record video/audio an area that a guest expects a reasonable amount of privacy are strictly prohibited by Polu Resorts. Some properties may employ the use of security cameras/systems on the exterior gate, door, or driveway. These systems are for the security of our guests and the property overall. Some resort communities may use security cameras in common areas. In some rentals, the use of noise (decibel) monitoring systems may be used to prevent parties and manage noise complaints. Noise monitoring systems do not provide audio access and only report the loudness of the environment. We may also use air quality monitoring systems to prevent indoor smoking. Please speak to our concierge desk if you have any privacy concerns or wish to clarify this policy. We take your privacy seriously and will disclose all systems installed on the property.
Section 16: ADA Accessible Suites
As many of our suites are located inside private gated communities they may not be accessible to all guests. Some homes are only accessible via stairs or have other considerations. If you or someone in your party requires an accessible home, please speak with our concierge desk to explore options.
Section 17: Air Conditioning, Electric, & Water Use
Reasonable air conditioning, electricity, and water use is included in your nightly rate. We may limit the temperature range to prevent ice buildup and damage to condenser units. Electricity is very expensive in Hawaii and we thank you for doing your part in turning off lights when leaving the home. Air Conditioning units will automatically disable when doors are left open.
Section 18: Open Flames & Propane BBQ Grills
BBQ's and propane gas are provided in your nightly rate. Our cleaning team will make sure your BBQ is clean prior to your arrival. You should still inspect it for carbon and oil build up prior to using a grill. To help prevent fires, open flames such as torches and candles are not permitted at our suites.
By entering, occupying, or signing below, the reservation booker (the undersigned) assumes the responsibility of notifying their accompanying party/guests, of the BBQ use policy as outlined:
A trained and competent person (the user) familiar with regular BBQ maintenance and operation shall operate the BBQ and not permit others from approaching the BBQ nor operating it. The trained and competent person must be over the age of 18. If none of the aforementioned exist in the party, use of the BBQ is not permitted.
The trained and competent person shall ensure the BBQ is clean and in proper working odor with no smell of propane gas or other possible safety hazards existing while the propane tank and burner valves are in the off position.
The trained and competent person shall ensure the igniter is in proper working order prior to opening the propane tank gas valve. They shall listen for a spark. If a spark is not heard or if the operator is unsure that the BBQ is in complete working order, they shall not use the BBQ and contact Polu Resorts management without delay.
The user shall adhere to all safe BBQ operation standards including but not limited to:
Turning off propane tank when not in use
Keeping individuals away from hot surfaces
Opening the lid while lighting the BBQ and standing clear incase of gas buildup.
Keeping the grill surface and interior clean to prevent grease buildups and fires.
Knowing the location and proper use of extinguishers in case of fire.
The user and their party acknowledge the dangers of propane BBQ grills including but not limited to; death, dismemberment, serious burns, broken bones, and life changing injuries.
The user and their party hold Polu Hospitality Group LLC dba Polu Resorts and the property owner harmless against claims in the case of injury or harm due to BBQ grills.
Section 19: Unauthorized Guest Access
For your safety, never allow any individual access to the property or provide door codes to those not on the reservation. You are responsible for any damage caused by un-authorized people who you gave access to the property.
Section 20: Automatic & Pre-Authorized Charges
By providing your banking information or credit card number you authorize Polu Resorts to charge the account for any outstanding amounts pending on your account including incidentals discovered after check-out including but not limited to damage repairs, additional cleaning costs, or replacement of missing items.
Section 21: Property Damage
Upon your arrival, please report any defects or damage to our concierge desk. If damage occurs due to the negligence of a guest, the full cost of repairs will be charged to your account via the payment details on file. Damage due to normal wear and tear must be reported immediately to avoid damage recovery costs. You can purchase a non-refundable damage waiver (security deposit insurance) when making a reservation.
Section 22: Property Substitutions
In case the accommodation could not be occupied because of unforeseen reasons, not attributable to Polu Resorts, the company has the right to substitute the original accommodation by other with the same or superior characteristics, without any additional payment.
Section 23: Booking Fees & Costs
Property rental for a maximum of occupants as indicated in property description. All stays are subject to nightly Rental Rate, Taxes, Cleaning Fees, 8% Reservation Fee and Damage Waiver.
Section 24: Payment Terms
Payment terms are dependent on the rate plan selected at booking.
Flexible Rate
60 days prior to arrival: 50% of the gross total
30 days prior to arrival: remaining balance
Note: Cancel for free within 24 hours of booking your stay
Non-Refundable Rate
Cancel for free within 24 hours of booking your stay
Balance due no later than 30 days prior to arrival
Note: Credit card authorization form is required between 24 to 48 hours after booking. Polu Resorts reserved the right to cancel un-paid