PLEASE READ YOUR COTTAGE RENTAL AGREEMENT CAREFULLY.
Any monies received by Northern Comfort Cottage Rentals Inc. (herein referred to as NCCR) for occupancy of the cottage rental indicates the acceptance of the terms of our Cottage Rental Agreement in full. All policies are strictly enforced. It is the responsibility of all guests and members of their party to be familiar with all policies pertaining to rental.
REQUIREMENTS OF RENTAL
NCCR means NORTHERN COMFORT COTTAGE RENTALS INCORPORATED. The Renter means the primary person/renter/guest who has booked the cottage. The Renter(s) shall abide by this agreement and all instructions and information contained in the Cottage Information Package. All conditions, provisions, and instructions apply to all guests/visitors to the premises being offered for vacation rental and the Renter will ensure that all guests/visitors/occupants are informed of these conditions/provisions and adhere to them. The Cottage Information Package containing Emergency Numbers and Contacts, Household Rules, Cottage Cleaning Checklist, and Cottage Inventory List are an extension of this Cottage Rental Agreement and renters shall by entering into this contract, agree to abide by the rules contained therein. Failure to comply with any of the conditions, provisions, and instructions as outlined shall result in immediate eviction without refund and/or a penalty of $150.00 per day administration fee, at the discretion of NCCR. The Renter agrees that the cottage is to be used solely for recreational purposes and no illegal nor commercial or other activities shall be carried on. Upon acceptance by NCCR, this application shall become a binding contract between NCCR and the Renter. Acceptance of any application submitted by an interested Renter shall be at the discretion of NCCR and the Renter and his/her group must meet the requirements set forth in the listing.
The Renter understands that NCCR rents to responsible adults over the age of 30 ONLY.
ONLY those people listed by the renter on his/her inquiry/application/submission to book or contract (whether renters, overnight guests, or day visitors) are authorized to be at the cottage during the rental period. Changes to this MUST be approved in writing by NCCR.
People other than those specifically listed by the renter at the time of booking are NOT authorized or permitted to be at the cottage.
PERSONS USING THE COTTAGE/ OCCUPANCY
Cottage occupants mean renter(s), overnight guests, and day visitors. Renter(s) and guest(s) are only permitted to be on the cottage property during the time of their rental period, with no exceptions.
The Renter must be staying at the cottage during the entire period of booking otherwise a separate Cottage Rental Application agreement must be completed and approved by NCCR for each Rental party. Camping, tenting or the placing of additional lodging facilities on the Cottage premises is forbidden unless authorized by NCCR in writing. Renter(s) are not permitted to sublet the cottage.
The number of persons present overnight (including guests) must not exceed the maximum occupancy listed in the listing for the cottage. No guests in excess of the maximum occupancy specified in the listing shall occupy the property.
The number of persons present during the day (including guests) must not exceed the maximum occupancy listed in the listing for the cottage. No guests in excess of the maximum occupancy specified in the Cottage Rental Agreement shall occupy the property. Possible exceptions to this are made on an individual basis and only if confirmed in writing back to the Renter from NCCR. Failure to adhere to the maximum occupancy for the cottage shall result in immediate eviction without refund and a $150.00 per extra person administrative charge. The approval of this contract is based on the number of maximum occupants posted in the listing and contract.
DOWN PAYMENT/ PAYMENT
A reservation can be made with a 50% down payment paid by credit card when the reservation is made. Full payment is charged 60 days prior to the scheduled arrival date. The Renter may pay by E-transfer, cheque or credit card. If an E-Transfer or cheque (payable to Northern Comfort Cottage Rentals Inc.) or money order is not received by the due date, the balance will be charged to your credit card. The credit card must have an expiration date that extends beyond your stay. If a reservation is made less than 60 days prior to arrival, full payment is due when the reservation is made. Receipt of deposit does not constitute acceptance of booking until confirmation in writing from NCCR. If a booking is not accepted your payment will be returned to you. A $125.00 service charge will be incurred for any NFS cheques.
If no other payment is received 60 days prior to arrival, we will automatically run the balance on the credit card on file. Balance is due no later than 60 days prior to your arrival date. We can keep the balance payment on the same credit card used for the initial payment, you may call with a different card, or a cheque or money order can be issued at least 60 days prior to your arrival.
For all of the cottages we list, there is a Processing fee and a Damage Waiver fee that provides coverage for accidental damages to your vacation rental property during your stay. This fee is taken in lieu of a larger refundable security deposit and is non-refundable. This fee offers you, as well as the owner of the home protection against accidental damages, up to a maximum limit of $2,500. Please note, a refundable cash security deposit cannot be accepted in lieu of this fee, as this protection plan is designed to simplify the claim process if a claim must be made
The Damage Waiver is designed to cover unintentional damages to the rental unit. If during the stay at this property the renter or those sharing the rental with the primary/main renter cause any damage to the cottages unit real or personal property as a result of inadvertent acts or omissions, the Damage Waiver will respond to the cost of repair or replacement of such property up to $2,500.
The policy will cover a maximum benefit of $2,500. Any damages that exceed $2,500 will be charged to the renter’s credit card directly.
To ensure that you are not charged for any damages, you are responsible for reporting any accidental damages to Northern Comfort as soon as it occurs.
Coverage under this plan is not provided for loss or damages due to:
• Intentional acts, criminal acts, or gross negligence including any act(s) that is/are reckless, irresponsible or that willfully disregards the consequences to the property and septic.
• Any damage that occurs if you are in violation of the Cottage Rental Agreement including smoking
• Loss, theft, or damage to any personal effects owned by you or brought to the unit by you or your travelling companions
• Loss, theft, or damage caused by any person other than you or your travelling companions with whom you share the rental.
• Pet damage and damage to watercraft
• A claim made by the cottage owner relating to cleaning such as failing to leave the cottage thoroughly cleaned and in the same condition in which it was found, garbage removal, and/or telephone/internet charges. Your credit card will be charged for these items unless your cottage has a cleaning service which would be stated in the cottage listing; excessive cleaning will still be billed.
NCCR will be the final arbiter of any disputes between the Renter and the Owner of the cottage. NCCR will have full and sole discretion in all matters relating to extra credit card charges including the amount to be paid to the Owner should NCCR deem compensation to the Owner is necessary. NCCR will have full and sole discretion in this matter and all decisions by NCCR shall be final and binding. As a condition to the rental of all Northern Comfort Cottage Rental properties, NCCR reserves the right to charge the Renter’s credit card for any and all uncovered Renter caused losses and damages sustained to the cottage property throughout the duration of their period of occupancy. In the event of any uncovered Renter caused loss or damage to the cottage property, including, but not limited to, eviction, service calls, service charges, fines/assessments, repairs or replacements, plus all applicable taxes, failure to adhere to any of the Terms and Conditions of Renting, extra or undue cleaning, NCCR is hereby granted the right to charge the Renter's credit card.
The Renter is responsible for damage in excess of $2,500 and the Renter’s liability shall be equal to the actual cost of repairing any damages, however, caused by himself/herself or any other occupants, guests, visitors, or family members at the cottage. Any damages that exceed $2,500 will be charged to the credit card on file.
The waiver does not cover liability for damage or theft resulting from charges related to claims made by the cottage owner relating to cleaning such as failing to leave the cottage thoroughly cleaned and in the same condition in which it was found, garbage removal, and/or telephone/internet charges. The renter’s credit card will be billed for these items. By written or electronic endorsement of this agreement, the Renter hereby agrees to pay for all such charges, as defined above, and on the proceeding pages.
UPON ARRIVAL AND DURING YOUR STAY
Take a look around the cottage. If there are concerns or issues with your rental property, please immediately contact the cottage owner or the cottage owner’s alternate contact and then our office (leave a message if there is no answer). The owner will have his/her and/or their alternate contact info in the cottage. Cottage owners are not to be bothered/contacted unnecessarily. The cottage owner is responsible for checking the cottage between rentals. If there is a problem or concern during your stay at the cottage, please contact the owner or the alternate contact and then our office. (leave a message if there is no answer or send an e-mail). Northern Comfort Cottage Rentals is not authorized to conduct any repairs or maintenance to the cottage or the property. No refunds or considerations are given unless the owners and NCCR are notified of problems during your stay.
Should the Renter decide he/she would like an alternative accommodation and/or date, NCCR will accept only if the original cottage can be re-booked and there will be a $65.00 administrative charge to the Renter.
CHANGES TO INVENTORY LISTING AND/OR PRINTED MATERIAL
NCCR has endeavoured to ensure that all information relating to the cottage is current and accurate. However, NCCR reserves the right to make alterations and changes thereto without compensation to the Renter and NCCR shall endeavour to inform the Renter of any changes. Items considered fundamental to the rental shall include plumbing and electrical systems. Neither NCCR nor the Cottage Owner accepts responsibility for the lack of use of these items due to power outages and/or weather conditions. Changes to non-fundamental items (ie, boat, TV, PVR, Wi-Fi, other recreational equipment, and items listed/posted in the listing) shall not result in a refund to the Renter. While every attempt will be made to ensure that these items/equipment are available and in good working order during the rental, these items/equipment are provided at the discretion of the Owner as an added feature for use by the Renter. Neither NCCR nor the Cottage Owner takes responsibility for replacing, fixing, or refunding the Renter for the lack of use of these items.
The Renter is aware that water levels and aquatic weed levels may fluctuate causing swimming conditions to change. Swimming conditions may also change due to weather, time of year & seasonal conditions. Neither NCCR nor the Cottage Owner takes responsibility for refunds to the Renter for such changes.
Check-in is at 5 pm unless otherwise specifically stated in the cottage listing. Please do not arrive at the property before your scheduled check-in time as the time is needed to get things ready for your stay. You may be charged $75 for each hour prior to the specified check in time if you arrive early at a minimum of one hour.
Check-out is at 11 am unless otherwise stated in the cottage listing. Your prompt departure is appreciated. Please ensure that the cottage is left thoroughly cleaned and ready for the next rental. If a cleaning service is included with your rental (this will be specifically mentioned in the listing) you are still required to leave the cottage in a neat clean and tidy condition. You may be charged $75 for each hour beyond 11 am you are still on the property, at a minimum of one hour.
On receipt of a cancellation, NCCR will endeavour to re-book the cottage for the entire period of the original booking. If NCCR succeeds in re-booking the cottage for the entire period of the original booking, NCCR will refund to the Renter all monies paid (whether by deposit or otherwise) less an administrative fee of $175.00. If NCCR is only able to re-book the cottage for a portion of the period originally booked, NCCR will refund the monies paid relating to the period re-booked less a $175.00 administrative fee. If there are more than sixty days to the rental start date, the Renter will get a 50% refund. If within sixty days of the rental start date and NCCR is unable to re-book the cottage at all, then the Renter shall forfeit all monies paid to NCCR. It is our strong recommendation that you consider purchasing a trip insurance policy that will cover you for cancellation and trip interruption or bans.
POWER/ WEATHER RELATED CANCELLATION
NCCR nor the cottage owner issues refunds due to acts of nature such as weather, road conditions, snow conditions, or power outages.
There may be work, construction, or maintenance at properties adjacent to or close by the cottage property being rented. The rules regarding acceptable noise levels, start and finishing times, and other restrictions relating to any such activity are governed by local ordinances and/or community-specific rules and regulations beyond the control of the cottage owner or NCCR.
NO PARTIES & STRICT NOISE ORDINANCE
All NCCR cottages have a firm NO party policy. The rental is not intended for parties or events. Terms include a No Tolerance Policy regarding excessive noise, parties, or disturbing neighbours. This cottage may NOT be used for weddings, receptions, parties, or any other large gatherings. Cottage country municipalities also have strict noise ordinances and max occupancy laws that must be followed. Loud noises, music, etc. are not permitted.
Please ensure that you treat your neighbours with respect. Excessive noise, playing loud music, or any other evidence of violating these policies will result in eviction from the premises without a refund, and additional charges may be applied. It is expected that guests will interact with their neighbours and others in the area in a quiet and respectful manner, allowing everyone to enjoy their surroundings. Guests are required to conduct themselves in a civilized manner and be considerate neighbours to the residents in the immediate vicinity. Any disturbance caused by overcrowding, excessive noise, or parties will lead to the immediate eviction & termination of this Agreement.
Quiet hours begin at 10:00 PM each night and continue until 9 am the next day. Quiet hours consist of keeping all audio including music at a minimum level out of respect for the surrounding residents.
The Guest agrees to pay all reasonable costs, attorney's fees, and expenses that shall be made or incurred by the Host and NCCR enforcing this agreement.
CLEANING THE COTTAGE AT DEPARTURE
Housekeeping and cleaning services are NOT provided for your cottage unless specifically mentioned/posted as being included in the cottage listing. Renters are required to follow all check-out procedures and leave the property in the same condition it was in when the Renter arrived- thoroughly cleaned and ready for the next renter. This also applies to the property exterior, grounds, BBQs, and hot tubs (if so equipped). The cottage must be left thoroughly clean and tidy before you depart. This means that a thorough cleaning must be done by you and/or your party prior to your departure! Failure to comply with pre-departure cleaning requirements resulting in cleaning will be charged to your credit card at $85/hour, with a two-hour minimum. The Renter hereby grants consent for NCCR to charge the credit card on file for any additional cleaning charges.
COTTAGES THAT HAVE CLEANING SERVICES INCLUDED (This will be specifically mentioned in the listing. If the listing does not mention a cleaning service then the cottage does not have one)
If a cleaning service is included with your rental (this will be specifically mentioned and posted in the cottage listing) you are still required to leave the cottage in a neat clean and tidy condition. Please remember that this is someone's privately owned cottage and not a resort or hotel and even though a cleaning service is included, renters are still expected to leave the cottage in a neat, clean and tidy condition or extra cleaning charges will apply.
The service covers a regular clean of the cottage after you depart i.e. sanitizing bathrooms & kitchen, vacuuming, washing floors, dusting etc. (if there is a spill or mess do not leave it, please do clean up after yourself) Examples of tasks that may require extra time and costs may include but are not limited to: washing your dirty dishes, moving furniture back to its original place, washing mattress pads, disposing of garbage & recycling left behind, cigarette butts left on or around the property, excess debris on the floors & carpets, spills on floors & cupboards, extra cleaning of washrooms, and any other excessive mess that requires extra time/charges.
LINENS & TOWELS
Cottages generally come equipped with blankets and pillows unless stated in the listing. Renter(s) shall bring linens for their personal use (otherwise specifically stated as included in the cottage listing), during their stay at the cottage. Linens shall include pillowcases, sheets, towels, and dish towels unless otherwise stated in the listing.
Smoking of either tobacco or cannabis is NOT permitted in any Northern Comfort cottage. Smoking is allowed outside unless otherwise stated in the cottage listing as long as cigarette butts and ashes are not left behind. Do not throw butts on the ground (including the fire ring), this is especially important during a fire ban. Do not bring them into the cottage. If there is any tobacco or cannabis smell in the cottage after your departure, there will be a minimum $350 charge. Oil lamps and incense are not permitted due to the long-lasting odour. If these policies are violated, there will be a charge for excessive cleaning.
Natural waste and toilet paper are the ONLY things allowed down the drain. Other items, such as diaper wipes & personal wipes-even if they say flushable, tampons, food, and grease will back up the septic system and result in costly repairs. All children and guests need to know - and observe this. Please do not pour grease or coffee grinds down the drain as these will clog the septic.
If wood is provided at your property, it is provided for indoor use only! If it is found that any wood is used or cut from a property, a minimum of $100 will be charged! When there is a fire, the door/screen must be closed (except to add wood). Do not put anything except wood or wood products in the wood stove/ fireplace. Do not put any flammable material on or near any heat source, such as the electric baseboard or wood stove. DO NOT LEAVE THE COTTAGE WITH A FIRE IN THE WOOD STOVE OR FIREPLACE!
Campfires cannot be used when there is a fire ban in effect. Day burning is not permitted in most cottage jurisdictions. The size of the fire should be small enough that embers are not landing outside the campfire pit. Wood is not provided and woodcutting around the cottage is not permitted, so bring your own wood with you. Campfires must be completely extinguished and doused with water before leaving it. DO NOT LEAVE CAMPFIRES UNATTENDED!
Provided the cottage you’ve booked allows pet(s), please keep your pet in control, and off of the neighbours’ property, and you must pick up after it. Keep your pet off the furniture and beds, and do not leave your pet alone in the cottage. Do not let pets outside unsupervised or to bark excessively. Pets must also have flea and tick treatment or flea collars. Please do your best to remove all pet hair to avoid additional cleaning time/charges.
Unauthorized occupancy of pets will result in immediate eviction and loss of all rents and deposits. If the discovery of unauthorized pets is made after your departure, a penalty of $195/day plus any additional cleaning charges will be assessed.
HOT TUB / SAUNA USE & RULES (if included with your rental)
Use of the hot tub/ Sauna is strictly at your own risk and liability. The cottage owner or owner’s representative will sanitize and replenish chemicals prior to your arrival. With regards to the use of the hot tub, it is essential that NO sand, dirt, or debris (that may be carried in by foot or on swimsuits) go into the hot tub. Please ensure that your bathing suit is free from sand - this may mean that it has to be thoroughly washed out before entering the tub as small amounts of sand can be in pockets or the inner linings. Please ensure that all who use the hot tub shower before entering. Haircare products such as mouse and gel as well as other products like sunscreen and skin lotion create a great a great deal of foam and/or soap scum in the tub. Sand, dirt, sunscreen hair gel, and skin lotion interact with the chemicals in the hot tub and are harmful to the hot tub! This will result in the tub having to be pumped and new filters put in. Should these items be in the hot tub and the tub needs to be drained and refilled there will be an additional charge of $200. This is not covered by the ADWP. A $25 refund/night will be given if you are unable to use the hot tub due to a malfunction not caused by the Renter or guest(s).
1) ALWAYS SHOWER OR BATHE BEFORE AND AFTER USING THE HOT TUB! Body oil, makeup, hair products, etc. clog filters!
2) An adult must always accompany children.
3) Children must always be supervised and children under 5 years old are not permitted in the hot tub or sauna as young children lose bowel control without warning with increased body heat.
4) Hot tubs and saunas are unsafe for pregnant women and may cause damage to the fetus.
5) Immediately leave the hot tub or sauna if you are feeling uncomfortable or sleepy.
6) Replace cover and thermal blanket (where provided) when you are not in the tub and secure the safety strap to conserve heat, for safety, so that the cover does not blow away in a storm and to keep debris out of the water.
7) Use non-breakable drink containers in the tub area. Absolutely NO glass anywhere near the hot tub or sauna
8). Do not sit, stand, or lie on the tub cover; a $300 charge will be made if the cover is broken this way.
9) DO NOT ADD ANYTHING TO THE HOT TUB WATER such as bubble bath & oils, even if they say they are compatible.
10) If the water level is low (below the filter intake) add more water, as low water can destroy the pump, resulting in additional charges.
(Hot tubs may be drained and refilled before your arrival; therefore, it may not be warm until later that evening. Also, due to the high mineral content in cottage water, the hot tub may initially appear cloudy until the minerals settle. There may be some mineral settlement at the bottom of the tub.)
Please check carefully for belongings before you leave. Left items can be mailed to you if requested and you will be charged shipping costs plus a $25 service fee. NCCR nor the cottage owners are responsible for lost or stolen items.
RIGHT OF ENTRY
The Renter agrees that NCCR or the cottage owner reserves the right to enter the rental property any time to investigate disturbances, check occupancy if there is a concern, check for damage, to make such repairs, alterations, or improvements as may be deemed necessary.
SECURITY & SAFETY RISKS
Always lock doors and windows when you leave or check out of the cottage. When you rent the cottage, you assume responsibility for it and its contents, as well as your personal property. Children are welcome, but there are conditions in and around the cottage and property that may pose hazardous to them, as well as to adults, such as the lake, steep or sloping lot, uneven ground, open stairways, wildlife, icy surfaces, and fireplaces. NCCR nor the cottage owner assumes any responsibility for injuries resulting from your failure to use due care and caution. Children must be supervised at all times. Diving into the lake from the dock, swim raft, or anywhere else on the cottage property is not permitted. Candles are not allowed due to fire hazard except citronella candles in buckets outside.
If a boat or any type of watercraft is provided, it is the responsibility of the renter/guest for ensuring that all rules, laws, regulations, and safe boating practices that apply to the boat and/or watercraft, its operators and passengers, and the waters in which it operates in, are adhered to and followed. The renter is responsible for familiarizing him/herself and the cottage occupants with the navigational hazards of the lake or water body.
CHOICE OF LAW
The validity and interpretation of this agreement, and of each clause and part thereof shall be governed by the laws of the Province of Ontario in the Country of Canada and any disputes or resolutions or actions shall be commenced and dealt with in an Ontario forum only.
INDEMNIFICATION & HOLD HARMLESS
No guarantees are expressed nor implied regarding suitability or for any particular purpose. All Renter(s) and their invitees/guests use the Cottage Property, structures, and premises at their own risk. NCCR and its Cottage Owners shall not be held liable or otherwise responsible in any way for injury to any Renter and/or their invitees/guests that is caused. The Renter agrees to indemnify and save harmless Northern Comfort Cottage Rentals Incorporated and the cottage owner(s) from any claims whatsoever resulting from their booking, including claims of personal injury, loss, damage, or theft, however, caused to the Renter(s) or any other cottage occupant/guest/invitee who may be on the premises or using any recreational equipment that is brought to or available at the cottage. The Renter shall assume all risks of any such injury or loss. No guarantees are expressed nor implied regarding the suitability/compatibility of materials utilized in the construction of the Cottage Property and/or its contents. NCCR and the Cottage Owner Owners shall not be held liable nor otherwise responsible in any way for allergic reactions to Renter(s) or invitees/cottage occupants/guests, caused or permitted to be caused by materials utilized in the manufacture of the Cottage and/or its contents, nor from mould and/or airborne spores, nor from pet/animal allergens, nor from chemical agents including, but not limited to appliances, linens, carpeting, utensils, fixtures, hot tubs, and/or other equipment. By written or electronic endorsement of this Agreement, the Renter(s) and invitees/cottage occupants/guests hereby agree to forever hold harmless and indemnify NCCR and the Cottage Owners from and against all claims, demands, loss, liability/responsibility of any kind and character, including the cost of defense, arising out of or in any way connected with the Renter(s) use of the property.
The Renter understands and agrees that they are entering into a legally binding agreement as per the authority of the Ontario Electronic Commerce Act, RSO 2000.
I have read the Cottage Rental Agreement and agree to the terms and conditions. I hereby authorize my card to be charged for the total stated in this agreement. I further authorize Northern Comfort Cottage Rentals Inc. to charge the credit card I’ve provided for any additional rental expenses incurred, and to pay for those damages or cleaning expenses incurred that are not covered as outlined in this contract. I also hereby confirm that the number of guests/occupants will NOT be more than stated in the listing and that I will ensure that the cottage is left thoroughly cleaned and tidy, and in the same condition in which it is found and that violation of this policy will result in this credit card being charged.
By booking a cottage you accept these terms and conditions.