Rental Agreement and Cancellation Policy
Rental Agreement Cancellation Policy: Created 12th February 2026
Introduction and Definitions.
This Vacation Rental Agreement (“Agreement”) is entered into between the renter (“Renter” or “you”), 12 Oaks Club & Lodge and CaymanVacation.com (collectively, “CaymanVacation.com” or “We”) who act as the merchant of record for the reservation. The property owner (“Owner”) is acknowledged as a third-party beneficiary of this Agreement and is entitled to certain rights and protections as set forth herein.
Property Definition.
The “Property” refers to the vacation rental property that you, the Renter, have selected and reserved through 12 Oaks Club & Lodge website an authorized 3rd party caymanvacation.com Online Travel Agency partner (OTA) who is the merchant of record for the reservation. The specific Property, including its address and features, will be detailed in the booking confirmation provided to you upon successful reservation. The Property includes all furnishings, fixtures, appliances, and other amenities the Owner provides as part of the rental.
Agreement Binding by Acceptance.
The terms by which the Property is rented are subject to the terms of this Vacation Rental Agreement, by proceeding with the rental you acknowledge and agree to be bound by all the terms and conditions set forth herein. Your acceptance may be demonstrated by signing this agreement, clicking ‘I agree’ in an electronic form, or proceeding with the booking and payment process online.
Cancellation Policy
Subject to the restrictions below:
- STANDARD – Daily & Weekly Reservations:
- Bookings canceled at least 30 days before the start of the stay will receive a full refund.
- Bookings canceled at least 14 days before the start of the stay will receive a 50% refund.
- Bookings canceled within 14 days will not receive a refund.
- EXTENDED STAY – Reservations (21+ Nights):
- Bookings canceled at least 60 days before the start of the stay will receive a full refund.
- Bookings canceled within 60 days before the start of the stay will not receive a refund.
- Long-stay 21+ Day Cancellations, please be aware that “credit card processing fees” are non-refundable.
We highly recommend purchasing Trip Insurance to indemnify the risk of trip cancellation or interruption.
Pandemic Cancellation Policy
In the event of a declared Pandemic or Epidemic that prevents reasonable travel to the destination, we offer two options:
- The deposit and total rental amount will be applied toward a future stay in the same Property for up to 24 months from the original travel date.
- The deposit and/or full rental amount may be refunded (with owner approval), less a 4% processing and administration fee.
This applies to all new reservations made on or after July 15, 2020. Refunds issued will also be less any merchant credit card fee incurred at the time of the transaction.
Travel Insurance
We offer Rental Guardian vacation trip insurance. The cost of the trip insurance is very affordable, which can cover your total travel costs including your accommodation and your airfare.
To receive trip insurance details, a quote, and to order please see: https://caymanvacation.rentalguardian.com/
- Guests purchasing trip insurance should understand that purchasing trip insurance and filing a claim with the insurance company to recover their paid rental amount will be in lieu of applying any credit towards a future stay.
Property Protection Policy
To ensure a worry-free stay for our guests, we have implemented the following Property Protection Policies through Guesty Damage Protection Insurance Cover for all bookings:
- Contents Damage Protection: Coverage starting from $50,000 with no deductible. There is a $25 minimum claim and a $5,000 limit per any one item.
- Bed Bug Coverage: Coverage starting from $3,000 with a $100 deductible.
- The policy fees are detailed as a line-item DAMAGE PROTECTION fee and are designed to protect both our guests and property, ensuring a pleasant and secure experience for everyone.
Please Note: In the event that the cost of damage to the Property or its contents exceeds the coverage provided by the Guesty Damage Protection Insurance policies, the Renter agrees to be fully responsible for the payment of any additional costs.
Renter’s liability for such damage is not limited to the coverage amounts specified in the policy and includes any repair, replacement, or associated costs required to restore the Property to its original condition.
Travel Insurance Recommendation:
Mandatory Insurance Advisory: We strongly recommend purchasing comprehensive travel insurance.
This insurance should cover trip cancellations, interruptions, and any additional costs related to evacuations due to natural disasters, including hurricanes.
Trip Insurance Purchase: Trip insurance is available through Rental Guardian, which offers coverage that can include your accommodation, airfare, and other travel-related expenses.
For more details and to purchase insurance, visit: https://caymanvacation.rentalguardian.com/
Property Use Policy
- Occupancy. It is important to not exceed the occupancy stated for the Property as the number advertised has been approved by the Florida Department of Tourism. In the event this is not adhered to you may be immediately evicted from the Property with no refund for any unused dates.
- Events or Parties. Guests must receive owner authorization for any event such as a wedding, party, or other event on the Property that varies from normal holiday use. In the event this is not adhered to you may be charged for all resulting costs and fees arising from the event or party and/or immediately evicted from the Property with no refund for any unused dates.
- Removal of Items. All guests also must not remove anything from the Property such as TV remotes, towels, or any other Property equipment. In the event items are removed, you may be charged the full replacement cost of the item including shipping or other procurement-related costs along with an administrative cost of $250.
- Pet Policy. Unless specified as a “Pet Friendly” property, pets are not allowed at any Property unless prior authorization has been received. In the event this is not adhered to you may be subject to additional cleaning or other related expenses and/or immediately evicted from the Property with no refund for any unused dates.
- Air Conditioning. Ensure proper use of the air conditioning. All property units are inspected regularly, and filters are exchanged and cleaned. Although we make every effort to maintain these units in good working order, through constant use filters do get dirty. Please follow all Property guidelines to assist in maintaining the systems.
- Maintenance. Although we maintain every unit to presentation quality, normal wear and tear does happen and maintenance issues arise. If you see anything that requires maintenance, please contact the property Reception.
- Licensee Status. The Renter acknowledges and agrees that their occupancy of the Property is under a license and not a tenancy. This license is revocable by the Owner, 12 Oaks Club & Lodge or caymanvacation.com at any time, in accordance with the terms of this agreement.
- Damage to Property. You are responsible for any damage to the Property or its contents during the stay. In the event of any damage, the Renter agrees to immediately notify the Property Reception. While insurance will be obtained in accordance with clause 6 above in the event the damage exceeds the insurance or the damage is not covered by the insurance, the cost of repair or replacement of damaged items will be deducted from the security deposit or charged to the Renter’s credit card on file.
- House Rules. You agree to abide by all house rules provided at the Property or outlined in this agreement. These rules may include, but are not limited to, guidelines regarding noise levels, use of communal areas, respect for neighbours, and maintenance of cleanliness.
- Local laws and safety. In the event of a significant breach of this agreement, particularly those that pose a safety risk, potential damage to the Property, or violate local laws, you may be immediately evicted from the Property with no refund for any unused dates.
- Owner Discretion. In the event of a breach of the terms of this agreement, which may give rise to an eviction the decision to do so will rest in the sole discretion of the Owner.
Smoking Policy.
The property is a non-smoking property. Smoking is prohibited inside the suites. Should smoking odours be found upon departure, the damage policy applies to remove smoke odours from the property.
Liability.
Neither the Owner (12 Oaks Club & Lodge) nor caymanvacation.com shall be liable to you or any other person by reason of implied warranty, condition, or other term, or under the terms of this agreement; for any loss of monies, consequential loss, damage, or other claims, which arise out of or in connection with the use of the property by you or your guests.
Neither the Owner (12 Oaks Club & Lodge) nor caymanvacation.com will be held liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of goodwill, or other intangible losses, arising out of or in connection with your use of the property, even if advised of the possibility of such damages.
You acknowledge that the use of the property, including any amenities such as the pool, bikes, kayaks, and other equipment, is at your own risk.
You agree to indemnify and hold harmless the Owner (12 Oaks Club & Lodge), caymanvacation.com, and their agents against any and all claims, demands, damages, costs, and expenses, including reasonable attorney’s fees, arising from or related to your use of the property or the use of the Property by your guests or any breach of this agreement.
Governing Law and Jurisdiction.
This agreement and any disputes arising out of or in connection with it shall be governed by and construed in accordance with the laws of the state of Florida, United States. The parties agree to submit to the exclusive jurisdiction of the courts of the state of Florida for any disputes arising under or in connection with this agreement.
Third Party.
This agreement is made between you, 12 Oaks Club & Lodge and CaymanVacation.com who are the merchant of record for the reservation., but it is expressly agreed that the Owner shall also be considered a third-party beneficiary to this agreement. The Renter acknowledges that all terms, conditions, waivers, and liability limitations outlined herein, including but not limited to those related to property use, damage, and liability, shall apply equally to and may be enforced by the Owner as if they were a party to this agreement.
You agree that the Owner may rely on all waivers and releases from liability contained in this agreement to the same extent as CaymanVacation.com. No other third party shall have any rights or be entitled to enforce any term of this agreement.
The Reservations Team
Toll-Free 1-888-208-8935