Booking Terms & Conditions | The Estate Reserve

1. Booking Process & Guest Screening

All bookings are subject to availability confirmation. A booking is confirmed only after (a) the rental agreement has been signed by all parties, and (b) the required deposit payment has been received. Submitting a booking request does not guarantee the reservation. The Estate Reserve reserves the right to conduct background checks, verify identity, and decline any booking at its sole discretion, particularly for high-value properties. The primary booking holder must be at least 21 years of age.

2. Payment Terms & Authorization

By completing a booking, you expressly authorize The Estate Reserve to process payments in accordance with the Electronic Signatures in Global and National Commerce Act (ESIGN Act). Specifically, you authorize The Estate Reserve to:

Charge the deposit to your payment method at the time of booking.
Charge the remaining balance to your payment method upon booking confirmation (within 24 hours).
Retry failed charges up to 3 times over a 7-day period before cancelling the reservation.
Charge for damages, penalties, liquidated damages, or fees as described in the signed occupancy agreement and the Terms of Service.
Retain your payment method on file for 14 days after checkout, or while any dispute, damage claim, or chargeback is pending.
A refundable security deposit may be required for certain properties, as specified in the occupancy agreement.
All payments are processed in USD via Stripe. We accept Visa, Mastercard, American Express, Apple Pay, Google Pay, and PayPal.
The total price displayed at checkout is all-inclusive: nightly rate, service fee, cleaning fee, and all applicable taxes. No additional fees will be charged after booking except for verified damages or policy violations.

3. Taxes & Fees Disclosure

The Estate Reserve collects and remits all applicable occupancy taxes on behalf of guests as required by law. Your invoice will itemize the following: nightly rate, TER service fee, cleaning fee, and applicable taxes (which may include Florida Tourist Development Tax, Puerto Rico Room Tax, and other local or municipal taxes). Tax rates vary by property location.

4. Check-In & Check-Out

Standard check-in: 3:00 PM local time.
Standard check-out: 11:00 AM local time.
Early check-in or late check-out may be available upon request and is subject to an additional fee.
Guests must present valid government-issued photo ID at check-in. ID will be retained for no more than 30 days after checkout.
Failure to vacate by checkout time constitutes a holdover and is subject to a $500/day fee as set forth in the Terms of Service.

5. Transient Occupancy & Maximum Stay

Your stay is a transient, vacation rental occupancy and does not create a landlord-tenant relationship, regardless of duration. The maximum continuous stay at any single property is 29 consecutive days. The number of guests may not exceed the maximum occupancy listed for the property. Only registered guests are permitted to stay overnight. Unauthorized guests or events may result in immediate termination of the booking without refund.

6. Guest Responsibilities & Checkout Standards

Guests are responsible for the property during their stay, including maintaining the property in good condition, adhering to house rules, and reporting any damages promptly. Guests agree to be financially responsible for any damages beyond normal wear and tear. At checkout, guests are expected to leave the property in a reasonably clean condition: dishes washed or loaded, trash bagged, and no excessive mess. An additional cleaning surcharge may apply for properties left in a condition requiring extraordinary cleaning.

7. House Rules, Smoking & Noise

Each property has specific house rules that will be provided in the rental agreement. Guests must comply with all house rules. Violation of house rules may result in termination of the booking without refund. The following rules apply to all properties unless otherwise stated:

Smoking and vaping are prohibited indoors at all properties. Designated outdoor smoking areas may be available. A $1,000 cleaning fee plus professional cleaning costs will be charged for indoor smoking/vaping violations.
Quiet hours are observed from 10:00 PM to 8:00 AM local time. Noise that disturbs neighbors or violates local ordinances may result in termination of the booking.
Pets are not permitted at most properties. Service animals (as defined by the ADA) are accommodated at all properties at no additional charge. Guests must disclose service animals at the time of booking. Emotional support animals (ESAs) may be accommodated at select pet-friendly properties; contact our concierge team for availability.
Firearms and weapons are prohibited inside all properties and common areas. Guests who legally possess firearms must keep them securely stored in a locked vehicle at all times during their stay, in compliance with all applicable federal, state, and local laws.

8. Property Substitution

If a confirmed property becomes unavailable due to damage, maintenance, owner cancellation, or other circumstances beyond TER's control, The Estate Reserve will: (a) offer rebooking to a comparable or upgraded property at no additional cost, subject to availability; or (b) provide a full refund of all amounts paid if no suitable alternative is available. See our Cancellation Policy for full details on host-initiated cancellations and guest remedies.

9. Damage Assessment & Security Deposits

Guests agree to be financially responsible for any damage to the property beyond normal wear and tear. The damage assessment process is as follows:

The property owner or manager will document any damage with photographs and a written description within 72 hours of checkout.
The Estate Reserve will notify the guest of the damage claim within 5 business days of checkout, including documentation and the amount claimed.
The guest will have 7 calendar days to respond to the damage claim and provide any counter-evidence.
If the parties cannot agree, TER will engage a neutral third-party assessor whose determination shall be binding.
Damage charges will be deducted from the security deposit first; any excess will be charged to the payment method on file.
The maximum damage liability for any single booking shall not exceed the replacement value of damaged items plus $5,000 for consequential costs (lost bookings, emergency repairs), unless willful or criminal destruction is involved.
If no damage claim is filed within 72 hours of checkout, the security deposit will be released within 14 business days.

10. Events & Gatherings

Unauthorized events, parties, or gatherings are strictly prohibited. To host an authorized event (wedding reception, birthday celebration, corporate retreat, etc.), guests must: (a) submit a written event request to the concierge team at least 30 days before the event; (b) obtain written approval from TER and the property owner; (c) pay any applicable event fees and provide proof of event liability insurance (minimum $1,000,000 coverage); and (d) comply with local noise ordinances and occupancy limits. Unauthorized events are subject to a $5,000 penalty plus actual damages as set forth in the Terms of Service.

11. Liability & Assumption of Risk

The Estate Reserve acts solely as a booking facilitator between guests and independent property owners. Guests acknowledge and voluntarily assume all risks associated with vacation rental properties, including but not limited to: swimming pools and hot tubs (heated and unheated), ocean and beach access, natural terrain and local wildlife, stairs, balconies, and elevated areas, water sports equipment, golf carts and ATVs, and sun and weather exposure. By booking, you agree to use all property amenities entirely at your own risk. The Estate Reserve is not liable for property conditions, acts or omissions of property owners or their staff, criminal acts of third parties, or loss of personal belongings.

12. Guest Conduct & Removal

The Estate Reserve and its property partners reserve the right to immediately terminate a booking without refund if a guest:

Engages in illegal activity on or near the property.
Causes or threatens to cause damage to the property.
Violates noise ordinances or community quiet hours.
Hosts unauthorized events, parties, or gatherings.
Exceeds maximum occupancy limits.
Engages in behavior that endangers the safety of others.
Smokes or vapes indoors.
Refuses to vacate by checkout time.
Violates any material term of the signed occupancy agreement.

13. Service-Specific Terms & Addendums

Bookings for Experience Services — including but not limited to yacht charters, private aviation, golf cart rentals, culinary experiences, wellness services, curated events, seasonal adventures, and executive transport — are additionally subject to the Experience & Service Terms, which are incorporated herein by reference as though fully set forth. In the event of any conflict, inconsistency, or ambiguity between these Booking Terms and the Experience & Service Terms with respect to an Experience Service booking, the Experience & Service Terms shall control and prevail to the extent of such conflict. Guests who book Experience Services acknowledge that they have reviewed, or have been given the opportunity to review, the applicable Experience & Service Terms prior to confirmation. Each Experience Service may also be subject to supplemental terms, addendums, or waivers specific to the service type (e.g., yacht charter agreements, aviation liability waivers, adventure activity assumption-of-risk forms), which shall be provided prior to or at the time of service delivery and which the Guest must execute as a condition of participation.

14. Concierge Services & Third-Party Arrangements

The Estate Reserve may arrange or recommend third-party concierge services, including but not limited to: private chefs, transportation, yacht charters, excursions, spa treatments, and grocery provisioning. TER acts solely as a referral source for these services. The third-party service provider, not TER, is responsible for the quality, safety, and delivery of the service. TER is not liable for any injury, loss, damage, or dissatisfaction arising from third-party concierge services. Our concierge services include an AI-powered WhatsApp assistant available for guest inquiries, recommendations, and booking assistance. AI-generated responses provided through the WhatsApp assistant or any other automated system are for informational and convenience purposes only and do not constitute binding commitments, guarantees, or contractual obligations on behalf of The Estate Reserve, its property owners, or any third-party service provider. All bookings, pricing, availability confirmations, and service arrangements communicated by the AI assistant must be independently confirmed by a human TER representative before they are considered binding. See the Experience & Service Terms for complete AI Concierge terms, including limitations of liability and data handling practices.

15. Travel Insurance Recommendation

While not required, The Estate Reserve strongly recommends that all guests obtain comprehensive travel insurance, including "Cancel for Any Reason" (CFAR) coverage where available. A good travel insurance policy should cover: trip cancellation and interruption, medical emergencies and evacuation, personal belongings and baggage, travel delays, and third-party liability. Travel insurance can protect you against unforeseen circumstances that are not covered by our cancellation policy.

16. Photo & Video Disclaimer

Property photographs and videos on our website represent the general appearance and character of each property. Furnishings, decor, and amenities may vary due to updates, seasonal changes, or routine maintenance. Landscaping and outdoor areas are subject to seasonal variation. While we strive to keep listings accurate, we recommend contacting our concierge team for the most current property details.

17. Surveillance Device Prohibition

The installation or use of surveillance devices (cameras, audio recorders, smart speakers with recording capabilities) in private areas of any listed property — including bedrooms, bathrooms, and enclosed private outdoor spaces — is strictly prohibited. Any property found to contain undisclosed surveillance devices in private areas will be immediately delisted. If you discover an undisclosed surveillance device during your stay, contact TER immediately and we will arrange alternative accommodation and a full refund.

18. High-Value Booking Provisions

For property rental bookings with a total value exceeding Twenty-Five Thousand United States Dollars ($25,000) or Experience Service bookings with a total value exceeding Ten Thousand United States Dollars ($10,000), the following enhanced terms and requirements shall apply in addition to all other provisions of these Booking Terms:

Enhanced identity verification may be required, including government-issued photo identification for all adult guests (ages 18 and older) who will occupy the property or participate in the Experience Service, and verification of source of funds for payments exceeding $50,000 in compliance with applicable anti-money laundering regulations.
A deposit of fifty percent (50%) of the total booking value is due at the time of booking confirmation, with the remaining balance due no later than sixty (60) calendar days prior to the scheduled check-in date or service date, superseding any standard payment terms that would otherwise apply.
Wire transfer (ACH or SWIFT) may be required as the exclusive payment method for total booking amounts exceeding Fifty Thousand United States Dollars ($50,000). TER will provide wire transfer instructions upon request. Wire transfer fees, if any, are the responsibility of the Guest.
An additional security deposit of up to Ten Thousand United States Dollars ($10,000) may be required, as determined by TER at its sole discretion based on the property, duration of stay, number of guests, and nature of the booking. The enhanced security deposit is subject to the same damage assessment and return provisions set forth in Section 9.
TER reserves the right to require a signed personal guarantee from the primary booking holder, individually guaranteeing all financial obligations arising from the booking, including but not limited to damages, penalties, and additional charges, irrespective of whether the booking was made on behalf of a corporate entity or third party.
Cancellation terms from the Cancellation & Refund Policy apply to high-value bookings; however, TER may negotiate custom cancellation terms for bookings with a total value exceeding One Hundred Thousand United States Dollars ($100,000). Any custom cancellation terms must be documented in a signed written agreement between TER and the Guest to be enforceable.

19. Group Bookings & Multi-Property Reservations

For bookings involving three (3) or more properties simultaneously or fifteen (15) or more total guests across one or more properties, the following additional terms shall apply:

A dedicated group coordinator will be assigned by TER to serve as the primary point of contact for all logistics, communications, and issue resolution related to the group booking.
A master booking agreement covering all properties and services included in the group reservation is required. The master agreement will specify individual property terms, group rates (if applicable), payment schedules, and the allocation of responsibilities among the group.
A single primary booking holder shall be designated in the master agreement and shall bear sole financial responsibility for all properties, services, damages, and charges across the entire group booking. TER will not accept split liability among multiple parties unless expressly agreed in writing.
Group rates, volume discounts, or other preferential pricing, if any, will be specified exclusively in the master booking agreement. No verbal or informal representations of group pricing shall be binding on TER.
Cancellation of one property within a group booking does not automatically cancel other properties in the group. Each property cancellation is evaluated independently under the applicable cancellation tier. However, if the cancellation of one property renders the overall group booking impractical (e.g., insufficient capacity for the group), the primary booking holder may request a comprehensive group cancellation, which TER will evaluate on a case-by-case basis.
TER reserves the right to require event insurance (minimum $2,000,000 general liability coverage) for large group bookings even in the absence of a formal event, particularly where the number of guests, nature of the gathering, or property characteristics warrant additional coverage. Proof of insurance must be provided no later than fourteen (14) days prior to check-in.

20. Digital Wallet & Stored Payment Methods

By saving a payment method to your Estate Reserve account, you expressly authorize TER to securely store tokenized payment credentials through our payment processor, Stripe, Inc., in accordance with the Payment Card Industry Data Security Standard (PCI DSS). Stored payment methods may be used for future bookings, outstanding balance charges, verified damage claims, post-checkout charges for policy violations (as described in these Terms and the Terms of Service), and any other amounts lawfully owed to TER arising from your use of the platform. You may add, update, or remove stored payment methods at any time through your account settings, provided that no active bookings, pending charges, open damage claims, or unresolved disputes are associated with the payment method to be removed. Upon removal of a stored payment method, TER will instruct Stripe to delete the associated payment token within thirty (30) days. All stored payment data is tokenized and encrypted at rest and in transit; TER does not have access to, store, or process full card numbers, CVV codes, or other sensitive cardholder data on its own servers. TER is not liable for unauthorized use of stored payment methods resulting from compromise of your account credentials. You are responsible for maintaining the security of your account login information and for promptly notifying TER of any suspected unauthorized access.

21. Governing Law

These terms are governed by the laws of the State of Florida, United States. For properties located in Puerto Rico, the laws of the Commonwealth of Puerto Rico shall additionally apply to the extent required. Any disputes shall be resolved in accordance with the dispute resolution provisions in our Terms of Service, including the binding arbitration and class action waiver provisions.

22. Contact

For booking inquiries, contact our concierge team at concierge@theestatereserve.com. For legal inquiries, contact legal@theestatereserve.com.