Please read this agreement carefully before completing your booking. By submitting a booking inquiry and making payment, you ("Guest") confirm that you have read, understood, and agree to be legally bound by all terms contained in this Guest Agreement. This agreement constitutes a binding contract between you and the property owners ("Hosts").
This Guest Agreement is entered into between the property owners, Kyle and Carla Wilkinson ("Hosts"), and the individual completing the booking ("Guest"). The Guest is responsible for the conduct of all persons accompanying them during the stay, including but not limited to family members, friends, and any pets.
The property subject to this agreement is The Lake Suite, located in Lake Cowichan, British Columbia, Canada ("Property"). The Property is a private short-term vacation rental and is not a hotel, motel, or licensed accommodation establishment.
The Guest acknowledges that the Property is the private residence of the Hosts and agrees to treat it accordingly.
A booking is initiated when the Guest submits an inquiry form through the Property website. The booking is not confirmed until the Host has reviewed and approved the inquiry and the Guest has completed payment in full.
The Hosts reserve the right to decline any booking request at their sole discretion, without obligation to provide a reason. If a booking is declined, any payment collected will be refunded in full within five (5) business days.
Upon confirmation of payment, the Guest will receive a written confirmation by email. This confirmation constitutes the Guest's receipt of this agreement and serves as the official record of the reservation.
The Guest must be at least 19 years of age (the age of majority in British Columbia) to make a booking. By completing a booking, the Guest warrants that they meet this requirement.
Full payment of the accommodation total plus the cleaning fee is required at the time of booking to secure the reservation. Dates are not held without full payment.
The following fees apply to all bookings:
All rates are quoted in Canadian Dollars (CAD). Payment is processed securely through Stripe. The Guest's credit card or payment details are not stored by the Hosts.
The Guest acknowledges that the nightly rate confirmed at the time of booking is locked in and will not be altered after payment, except in the event of an error or billing dispute.
Incidental Charges: There is no pre-authorized damage deposit required at booking. However, by accepting these terms, the Guest expressly agrees that they are financially responsible for any damage to the Property, its contents, or its grounds caused during their stay, as further described in Section 7. The Hosts reserve the right to charge the Guest's payment method on file for any such costs.
The following cancellation policy applies to all bookings. The cancellation date is determined by the date the Host receives written notice of cancellation by email.
The Hosts strongly recommend that Guests obtain travel insurance that includes trip cancellation coverage. The Hosts are not responsible for losses arising from a Guest's failure to obtain adequate travel insurance.
In the event the Hosts must cancel a confirmed booking due to circumstances within their control, the Guest will receive a full refund of all amounts paid. The Hosts' liability is limited to this refund only and does not extend to any additional costs incurred by the Guest, including but not limited to travel, accommodation elsewhere, or consequential losses.
Check-in: 4:00 PM Pacific Time on the arrival date.
Check-out: 11:00 AM Pacific Time on the departure date.
Early check-in or late check-out may be available upon request and is subject to Host approval. Unauthorized early arrivals or late departures may result in an additional charge of $75.00 CAD per hour, or the cost of a full additional night's stay at the applicable rate, whichever is greater.
The Guest agrees to vacate the Property and remove all personal belongings by the agreed check-out time. The Hosts are not responsible for any items left behind after check-out. Reasonable efforts will be made to retrieve and return found items, but the Hosts accept no liability for lost, forgotten, or damaged belongings.
The maximum occupancy of the Property is 4 persons. This limit may not be exceeded under any circumstances. Exceeding the maximum occupancy is grounds for immediate termination of the stay without refund.
The Property is intended for residential vacation use only. The following uses are strictly prohibited:
Violation of any occupancy or conduct condition is grounds for immediate termination of the stay at the Hosts' sole discretion, with no refund of any amounts paid. The Guest may also be held liable for any costs, claims, or damages arising from the violation.
The Guest agrees to treat the Property, its contents, surrounding gardens, and neighbours with respect throughout the duration of their stay.
The Guest accepts the Property in its current condition and agrees to return it in the same condition, subject to normal and reasonable wear and tear.
The Guest is fully financially responsible for any damage, breakage, loss, staining, or extraordinary soiling caused during their stay, whether caused by the Guest, members of their party, or any pet. This includes damage to:
The Guest agrees that the Hosts may charge the payment method used at the time of booking for any damage costs, without the requirement for a pre-authorized hold. The Hosts will provide written notice and documentation of the damage and costs prior to processing any charge.
Damage will be assessed within 48 hours of the Guest's departure. The Hosts will make reasonable efforts to notify the Guest promptly. Repair or replacement costs will be assessed at fair market value or actual cost, whichever applies.
Record of Stay: All bookings are logged with the Guest's full name, contact information, payment details, and stay dates. This record is retained by the Hosts and may be used in connection with any damage claim, dispute, or legal matter arising from the stay. By completing a booking, the Guest consents to this record being kept.
The Guest agrees to report any pre-existing damage or maintenance issues to the Hosts within 2 hours of check-in. Failure to report pre-existing damage may result in the Guest being held responsible for it upon checkout.
Pets may be permitted at the Property on a case-by-case basis, subject to prior written approval from the Hosts before the booking is confirmed. Guests wishing to bring a pet must disclose this during the inquiry process. Bringing an undisclosed pet to the Property without Host approval is a material breach of this agreement and may result in immediate termination of the stay without refund.
Where a pet has been approved, the following conditions apply:
The Hosts accept no liability for injury to or illness of any pet during the stay.
Smoking of any kind — including cigarettes, cigars, pipes, cannabis, vaping devices, and any other smoke-producing product — is strictly prohibited anywhere on the Property, including indoors, on the patio, in the garden, and in any outdoor area of the Property.
Evidence of smoking on the Property will result in a mandatory specialist cleaning fee of a minimum of $500.00 CAD, billed to the Guest's payment method on file. This is in addition to any costs required to repair or remediate damage caused by smoke.
This policy applies to all members of the Guest's party.
The Guest acknowledges that use of the Property and its amenities, including the outdoor gas fire, BBQ, patio, hammock, and proximity to the Cowichan Valley Trail and surrounding natural environment, involves inherent risks. The Guest assumes all risks associated with their stay and any activities undertaken during or in connection with their visit.
To the maximum extent permitted by applicable law, the Hosts shall not be liable for:
The Guest agrees to indemnify, defend, and hold harmless the Hosts from and against any and all claims, damages, losses, costs, and expenses (including reasonable legal fees) arising from or related to the Guest's use of the Property, breach of this agreement, or the acts or omissions of any member of the Guest's party or any approved pet.
Nothing in this agreement limits liability for death or personal injury caused by the Hosts' gross negligence or wilful misconduct.
The Hosts, or their authorized representatives, reserve the right to enter the Property at any time:
The Hosts will endeavour to respect the Guest's privacy and peaceful enjoyment of the Property at all times and will minimize any intrusion during the stay.
Neither party shall be held in breach of this agreement for any failure to perform their obligations caused by circumstances beyond their reasonable control, including but not limited to: acts of God, natural disaster, flood, fire, earthquake, pandemic, epidemic, government order, civil unrest, or any other event that renders performance of obligations impossible or impractical.
In the event the Hosts are unable to make the Property available due to a force majeure event, the Guest will be offered either a full refund or a credit toward a future stay, at the Guest's election. This shall be the Guest's sole remedy in such circumstances.
Personal information collected during the booking process (including name, email address, phone number, and payment details) is used solely for the purpose of managing the booking, communicating with the Guest, and maintaining records as required by this agreement.
The Hosts will not sell, share, or disclose the Guest's personal information to any third party except: (a) payment processors required to complete the transaction; (b) as required by law or court order; or (c) in connection with a legitimate damage claim or dispute arising from the stay.
Guest information is retained for a minimum period of two (2) years following the stay, in accordance with reasonable record-keeping practices and applicable BC privacy law.
The Guest consents to the collection and use of their information as described above by completing a booking.
In the event of a dispute arising from this agreement or the Guest's stay, the parties agree to first attempt to resolve the matter through direct, good-faith communication.
If direct resolution is unsuccessful, either party may refer the dispute to mediation through a mutually agreed mediator in British Columbia before initiating any formal legal proceedings. The cost of mediation shall be shared equally unless otherwise agreed.
Nothing in this section prevents either party from seeking urgent injunctive or other equitable relief from a court of competent jurisdiction where circumstances require.
This agreement shall be governed by and construed in accordance with the laws of the Province of British Columbia and the laws of Canada applicable therein.
Any legal proceedings arising from this agreement shall be conducted exclusively in the courts of British Columbia, and the Guest irrevocably submits to the jurisdiction of those courts.
This Guest Agreement, together with the booking confirmation issued by the Hosts, constitutes the entire agreement between the parties with respect to the Guest's stay at the Property. It supersedes all prior negotiations, representations, or agreements, whether written or oral.
If any provision of this agreement is found to be unenforceable or invalid under applicable law, that provision shall be modified to the minimum extent necessary to make it enforceable, or severed if modification is not possible, without affecting the remaining provisions.
The Hosts reserve the right to update or amend these terms from time to time. The version in effect at the time of booking confirmation applies to that booking and will not be altered retroactively.
Questions about this agreement may be directed to the Hosts at hello@thelakesuite.com.
By completing the fields below and checking the box, you confirm that you have read this entire agreement, that you understand its terms, and that you agree to be legally bound by it on behalf of yourself and all members of your party.
This acknowledgement is timestamped and recorded at the time of submission and forms part of your booking record.