Reservation Policies, Terms and Conditions

Reservation and Cancellation Policies, Rental Terms and Conditions

PLEASE READ THE FOLLOWING IMPORTANT INFORMATION REGARDING MAKING OR CANCELLING YOUR RESERVATION AND THE RENTAL TERMS AND CONDITIONS OF OUR AGREEMENT.  YOU AGREE TO BE BOUND BY THE FOLLOWING TERMS AND CONDITIONS WHEN YOU MAKE A RESERVATION WITH US.

Credit Card Authorization

By clicking on the “I AGREE” box, you agree to the terms and conditions of this agreement and authorize any charges of this agreement related to your specific reservation to be debited from the credit/debit card which you list on the reservation or from any form of payment which you made or shall make in the future. 

DEFINITIONS

"YOU” or “PRIMARY GUEST" refers to the individual placing the reservation. “YOUR” is any and all members in your party, inclusive of YOU.  “ASKA” is Aska Gateway Estates Inc., the Property Manager. “OWNER” or “OWNERS” is/are the legal title owners of the Property being rented. "WE", "US" and “OUR” means the OWNER and the Directors, Officers and Staff of ASKA. "PARTNERS" means third parties.  ”PROPERTY” is the unit that YOU are renting. 

In consideration of payment received and mutual promises made, the OWNER of the PROPERTY, through ASKA, agrees to grant use of the PROPERTY to YOU and YOUR co-renters under the following terms and conditions.  The use of the PROPERTY under this Agreement is for short-term accommodations and not a tenancy agreement. 

RESERVATION INFORMATION

Reservations can be made online or by contacting our Vacation Rental Manager during regular office hours (Monday through Friday 9am to 5pm Hawaii Standard Time excluding ASKA observed holidays).  Online booking requires the acceptance of the terms and conditions included herein, completion of a rental profile and entering the information of a valid credit card or making special arrangements for payment of the reservation.

When YOU make a reservation online or over the phone, the details still need to be checked and confirmed. Once a deposit is processed, WE will email YOU a Reservation Confirmation. A confirmed reservation indicates YOUR and OUR agreement to abide by the policies, terms and conditions as set forth herein:

1.       Payments: Online payment is only accepted in the form of VISA, MasterCard, Discover and JCB credit cards.  ASKA shall have the right, without further notification, to deem the reservation cancelled without refund of any payments made if the final payment is not received when due.

     If YOU originate a reservation within 30-days of the arrival date, the total reservation amount will be due at the time of booking.  If the reservation is originated 31-days or more in advance of the arrival date, a deposit in the amount of 50% of the rental amount plus reservation fee shall be charged to YOU.  The balance due payment will be automatically processed thirty (30) days prior to YOUR arrival using the credit card YOU used at the time of booking.

2.       Cancellations: In the event of a cancellation, notice must be received via fax (808-922-2998), email (vr@askagateway.com) or mail to: Aska Gateway Estates Inc., 2270 Kalakaua Avenue, Suite 1508, Honolulu, Hawaii 96815.  If a reservation is cancelled ninety-one (91) days prior to the arrival date, the reservation fee and a $300+tax cancellation fee will be charged to YOU.  If cancelled between thirty-one (31) days and ninety (90) days prior to arrival date, fifty percent (50%) of the rental amount+tax plus the reservation fee will be charged to YOU.  Absolutely NO REFUNDS will be issued for any reason for reservations cancelled within thirty (30) days of the arrival date.

If you request to cancel your reservation within 24 hour after you make the reservation, we will cancel your reservation without any penalties.  YOU must contact us via email or by phone within 24 hours of making your reservation.

PURCHASE OF A SEPARATE VACATION RENTAL TRAVEL INSURANCE POLICY IS HIGHLY RECOMMENDED TO PROTECT AGAINST UNEXPECTED TRAVEL DELAY, CANCELLATION OR INTERRUPTION.

3.       Termination: If YOU or any member of YOUR group violates the terms of this Agreement, then ASKA may, at its sole discretion, terminate this Agreement with no refund of the unused portion of rent and may enter the premises and remove YOU and YOUR guest(s) and belongings.  A material breach of this Agreement shall include, but is not limited to 1) the careless and reckless use of the PROPERTY; 2) illegal use of the PROPERTY for the purpose of manufacturing, distributing or selling products or services.

4.       Our Right to Cancel: WE reserve the right to cancel any booking where WE believe the information supplied to US concerning the identity of any or all persons listed on the booking form is incorrect or untrue. In this case YOUR booking deposit will be refunded less a $100 cancellation fee. WE also have the right to cancel the reservation and compensation will not be payable nor liability accepted if YOUR choice of property becomes unavailable for YOUR travel dates due to: 1) Damage made by prior Guests or any major problem that can occur; 2) WE are forced to make a change as a result of unusual and unforeseen circumstances beyond our control, the consequences of which could not have been avoided even with all due care; 3) The PROPERTY sells after YOUR reservation has been confirmed; or 4) where we are doing so for a reason that will directly benefit YOUR enjoyment of your stay. In any of these four cases, we will do our best to assign YOU an alternative property of equal standard to the one booked, in the same or similar location, if available. In case YOU don't accept this option, or a replacement property is not available, we will refund in full YOUR deposit or any other payment that had been applied to the rental. 

5.      Limitations of Remedies, Damages and Indemnity: a) In the event of fire, eminent domain, act of nature, delay in maintenance affecting habitability of the PROPERTY, including sale or foreclosure, YOU agree that ASKA and/or OWNER’s sole liability as a result of any such condition is a refund of the prorated rental and associated taxes for each day YOU are unable to use the PROPERTY; b) YOU understand that there are inherent risks associated with any property, including risks associated with the use of pool, hot tub, whirlpool, sauna, grills, etc. YOU represent and certify that YOU and YOUR co-renters are thoroughly familiar with the proper use of the PROPERTY, including any appurtenances, fixtures and equipment in and upon the premises. Renter shall be responsible for Renter’s guests and group members. Renter agrees to release and indemnify the OWNER and ASKA from and against all liability or loss should anyone be injured at the PROPERTY during the rental period resulting from any cause whatsoever, except in the case of a personal injury caused by the negligent act of the OWNER. YOU further agree that YOU are responsible and liable for and will pay upon request for any damages that occur to the PROPERTY or any portion thereof due to YOUR mis¬use, or negligent use of the PROPERTY or any portion thereof. c) YOU shall not be entitled to any refund or rebate due to delay in check-in, early check-out, unfavorable weather, temporary disruption of utility services, malfunctioning or dissatisfaction with equipment/appliances/furnishings or condition of PROPERTY, construction and associated noise. d) YOU agree to hold OWNER and ASKA harmless of any liability for injury or damage resulting from accident, injury, or loss of enjoyment resulting from weather, inoperable appliances or equipment. e) YOU understand that there will be no refund issued to you by OWNER or ASKA after checking out, for any claims, regardless of the cause or reason, related to the loss of enjoyment due to a delay in checking in, not being able to check in early, temporarily paused public services, noise, construction noise, injury or damage resulting from accident, bad weather, or inoperable appliances or equipment.

6.       Availability: WE reserve the right to cancel YOUR Reservation in the unlikely event of conditions not within our control; such as, wind, earthquake, fire, smoke, water, terrorism, major damage by others, or other natural occurrences having rendered the PROPERTY into a non-rentable condition.  In the unlikely occurrence of the PROPERTY not being available, WE will notify YOU of the change immediately and will do OUR best to find a replacement property. WE are unable to guarantee that a suitable replacement property will be found at the last minute. For this reason and in case of emergencies, YOU must provide US with a contact number and email address. 

      All condominiums are managed by owner associations that schedule intermittent interior and exterior maintenance. OUR office has no control over the scheduling of common area closures or other items relating directly to the building itself, but WE will do our best to keep YOU informed of issues which may affect YOUR stay. WE cannot be responsible for any inconvenience due to maintenance or construction in or around the condo. No refunds or relocations will be given due to these types of construction or maintenance issues. 

7.       Flight Information:  Depending on which PROPERTY YOU are staying in, one of OUR staff members may need to personally check YOU and YOUR guests in; therefore, we ask that YOU provide YOUR flight details (airline, flight numbers, and arrival and departure times).  Before YOU proceed to the PROPERTY from the airport, YOU will need to call OUR office to arrange a meeting time. OUR staff will only go to the PROPERTY after he/she hears from YOU, so be sure to bring the Arrival Instructions with YOU when traveling. 

8.       Taxes:  YOUR reservation will include the customary taxes for property rented less than 180 consecutive days to the same individual(s) which are:  Hawaii State General Excise Tax of 4.712% and Hawaii State Transient Accommodations Tax of 13.25%. If there are any changes to the tax rate after reservation is completed, any increases due to the increase in tax rate will be charged to you.  We appreciate your understanding.

9.       Age:  YOU must be 18 years of age or older to make a Reservation. YOU and/or YOUR guest(s) must be present during the entire stay and is completely, solely, and unequivocally responsible for his/her personal actions as well as the actions, both financially and physically, of other guest occupants during the dates of stay. The PRIMARY GUEST agrees not to sublet share or assign the PROPERTY to any unauthorized persons. ASKA must be notified of any changes to the original booking.

10.   Minimum Stay Periods: There is a three (3) night minimum on all nightly rental properties, and a thirty (30) night minimum stay for those properties which can only be rented on a monthly basis.

11.   Rental Rates: The rate for each rental is set to be fair to all concerned and to give YOU good value for YOUR dollar. Once a booking is confirmed in writing by us, the rental rate is fixed and will not be altered. If YOU later change YOUR reservation, YOUR new confirmed rate will be the rate in effect at the time of the change. 

12.   Check-In Time:  Is at 3:00 pm on the day of YOUR arrival (except SAME DAY bookings which have a guaranteed check-in of 5pm). To ensure a check-in time earlier than 3:00 pm, please arrange this with the Vacation Rental or an authorized Staff of ASKA at least one week prior to your arrival. For units that require meeting with Aska Gateway staff for check-in, the latest arrival time we can accommodate is 5:00 pm. 

*Assisted Check-in to Colony Surf, One Ala Moana, Discovery Bay and Lanikea at Waikiki must be requested during our operating hours(9am to 5pm), Monday though Friday. Assisted check-in outside of our operating hours and on federal/state holidays is $200 (plus tax), instead of the standard check-n assistance fee.

*

13.   Check-Out Time: Is 10:00 am on the day of your departure. YOU may request a later check-out, but since our housekeepers are scheduled in advance, we cannot guarantee that they will be able to complete their cleaning in time for the next guest arrival.  If you need a late check-out or have a late departure flight, we recommend reserving the PROPERTY an additional night to depart at your leisure. 

Depending on reservation status, late check-out may not be available. If guests are checking into the unit on the same day that you are checking out, we are unable to guarantee late check-out. Requests for late check-out must be made in advance. 

For late check-out between 10 am to 3 pm, the fee is 50% of the nightly rate, plus General State Tax and Hotel Taxes.

For late check-out after 3:00 PM, the fee is 100% of the nightly rate, plus General State Tax and Hotel Taxes.

Unauthorized late check-outs will be charged as follows: $50 per hour or the daily room rate plus taxes, whichever is less, plus service fee ($52.36) and cleaning fee.

14.   Rental Period: YOU agree that the rental period will begin and end on the dates shown on YOUR rental Confirmation letter. At the end of YOUR stay, YOU agree to leave the condo by the 10:00 am check-out time to allow time for our housekeeping service to make the PROPERTY ready for our next guests, unless an extension has been granted by OUR Vacation Rental Manager or an authorized staff member of ASKA. If YOU have a late departure flight, WE recommended reserving the condo for an additional night so YOU will have the use of YOUR accommodation all day and can depart at your leisure. Unauthorized late check-outs will be charged as follows: $50 per hour or the daily room rate plus taxes, whichever is less, plus service fee ($52.36) and cleaning fee. 

15.   Date Changes: If YOU need to change dates (Including decreasing the dates of your reservation), WE will charge a reservation or change fee of $52.36 and do our best to help make the requested change. Changing dates would be applicable when moving the reservation up or back within 7 nights from original reservation period. Dates changed for more than 8 nights will be considered a cancellation. You can only change dates for the unit you booked and not for changing the unit.  You will need to cancel your reservation in order to change unit (Please see Cancellation section for cancellation fee). 

     If you request change of date within 24 hour after you make reservation. The date changing fee ($52.36) will be waived. Make sure to email or contact us as soon as possible.

     The date changing fee ($52.36) will also be waived if request to increase dates. However, the increase must be requested 72 hours before the actual date. 

    Shortening a Reservation (Cancelling Nights)

    If you request changes to your reservation to shorten your stay, more than 91 days prior to your check-in date, the reservation service fee ($52.36) plus 20% of the room charges for the night(s) you cancel (plus any applicable taxes) will be charged in addition to the room charges for the nights you will be staying.

    If you request changes to your reservation to shorten your stay, 31 days to 90 days prior to your check-in date, the reservation service fee ($52.36) plus 50% of the room charges for the night(s) you cancel (plus any applicable taxes) will be charged in addition to the room charges for the nights you will be staying.

    There are absolutely no refunds of room charges for cancelled nights that are requested within 30 days of your check-in date.

    If you are extending your reservation, the handling fees above will not be applicable.  Based on room availability, dates can be added on before or after the original reservation dates.

    Please be advised that guest must contact us 72 hours prior to the FIRST NIGHT THAT IS BEING ADDED to the reservation to confirm availability.

16.   Neighborly Conduct: YOUR vacation rental is a privately owned property which has neighbors. Please ensure that YOU act in a neighborly and courteous manner towards the neighbors, who will most likely not be on vacation.  Please respect their space, and keep noise to a minimum before 8:00 am and after 10:00 pm. WE ask that YOU treat the PROPERTY, furniture, fittings, utensils and other facilities with all due care and respect. Please be aware that YOU are responsible for any damage caused during YOUR stay in the PROPERTY. 

17.   Advising of Damage or Loss: Please inform the Vacation Rental Manager or the ASKA office right away if anything breaks, is damaged or needs maintenance so that repair or replacement can be done as quickly as possible for your continued enjoyment.

18.   Force Majeure:  WE regret that we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by "force majeure." In these booking conditions, "force majeure" means any event which we or the supplier could not, even with due care, foresee or avoid. Such events may include, but are not limited to, war, threat of war, civil commotion or strife, hostilities, strikes or other industrial dispute, natural disaster, fire, flood, acts of God, terrorist activities, technical problems with transportation, closures of ports, ferries or airports, quarantine, epidemics, weather conditions, government action, or any other event beyond our control. YOU may wish to purchase a separate travel insurance policy which provides coverage against some of these events.

19.   Personal Injury and Lost or Stolen Property: YOU understand that WE cannot accept responsibility or liability for any physical accident, injury or illness sustained during your rental period, regardless of how it may occur. YOU are liable for lost or stolen personal property of yours from the PROPERTY during the rental period. WE are not responsible or liable for any such loss. WE provide information and advice to you in an advisory capacity only, with no guarantee or promise of security, even where you make use of any advice given. In the event that you have any lost or stolen items, please notify the police immediately by dialing 911, and then please call and advise us of the situation.

PROPERTY INFORMATION

20.   PROPERTY Condition:   All equipment at the PROPERTY is in good working order prior to YOUR arrival, unless WE specifically advise YOU otherwise.  Should YOU notice any inoperative equipment, YOU should report such issues to our office immediately.  Every reasonable effort will be made to promptly repair inoperative equipment.  YOU may be charged a service call fee if an equipment problem is determined to be a result of user error. No refunds will be made for inconveniences resulting from inoperative air conditioners, appliances or mechanical failure.  If a condition occurs that affects the habitability of the Property, ASKA will make its best efforts to relocate YOU to another available rental property.  If another rental property is not available to relocate YOU, then ASKA will refund any unused days of the rental period.

21.   Equipment Failure: In the event of equipment failure, please notify us immediately so that WE may remedy the problem. WE will not be held responsible for any equipment failure in the home, provided that arrangements are taken for its timely repair. If repairs cannot be made to major household equipment such as power or water supply and air-conditioning within a 24-hour period, WE will do OUR best to move YOU and YOUR guests to another similar property, subject to availability.  If this is not possible, our total liability shall not exceed the amount of one full week rental payment.

22.   PROPERTY Occupancy: Every PROPERTY displays a maximum number of occupants, often set by the OWNER’s associations governing documents or the State’s regulations.   This maximum number of occupants cannot be exceeded for any reason.  If the maximum occupancy is exceeded, fines of up to $500 per day will be charged to YOU and may be grounds for immediate termination of the Agreement between YOU and US and result in eviction from the PROPERTY. Please be advised that any child 3 years or older at the time of check-in is deemed an adult.  

It is very important to note that only the number of guests identified on the reservation form are permitted to stay at the PROPERTY. Unauthorized additional guests will be charged to your credit card at the current rate of $50 per guest per day plus Hawaii State 4.712% General Excise Tax. YOU agree not to sublet, share or assign the PROPERTY to any persons not authorized by us. Please ensure that we are notified of any changes to the original reservation. 

23.   Insect and Pest Issues: Hawaii is a tropical climate which rodents, lizards, spiders and other insects exist.  Unfortunately, you may encounter these pests during your stay.  The PROPERTY YOU are renting is treated regularly with insecticides and even though our housekeepers clean regularly between guests, the residue of these treatments may leave some dead insects after treatment. This is not a sign of infestation but rather a sign that the treatment is working. Please notify US immediately if YOU see any live insects, so WE may take appropriate action.  An encounter with a pest inside or outside of YOUR rental may be unpleasant but is not reason for termination of YOUR rental agreement nor a refund of all or any part of your monies.

24.   PROPERTY Description:  WE have extended every effort to describe each PROPERTY as accurately as possible; however, ASKA is not responsible for changes made to furnishings or equipment, or errors in descriptions.

25.   No Pets: WE love pets as much as anyone, but pets are not permitted in any of our vacation rental properties.

26.   Hot Tubs and Pools:  Hot tub temperatures are set between 100 and 102 degrees. Children should not stay in hot tubs for extended periods.  Pools are set between generally recommended temperatures of 80 and 84 degrees. YOU agree to be solely responsible for the use and operation of hot tubs, whirlpools and swimming pools.  Hot tubs and pools are maintained between guest stays.   YOU will be charged for mid-week treatment or cleaning that becomes necessary resulting from overcrowding, use or misuse on request.  No glass or glass containers are permitted in hot tubs and pools.

INSURANCE INFORMATION

27.   Travel and Trip Cancellation Insurance: Currently WE do not offer such insurance but it is highly recommended that YOU find a vendor in your area that does.  This type of insurance provides YOU the peace of mind should YOU need to cancel YOUR reservation for good reason such as medical emergencies like sickness, injury or death; a majority, if not all of your cost will be reimbursed to YOU.  Please note that the main reason we do not offer this insurance at this time is that a large majority of our guests are international travelers and this insurance is not applicable to them.

MISCELLANEOUS INFORMATION

28.   Luggage Storage:  Although there are no provisions for storing your luggage, you may ask the Vacation Rental Manager if ASKA can hold your luggage at our office.  WE may be able to do this for a few pieces of luggage and during normal business hours of Monday through Friday 9am to 5pm excluding ASKA observed holidays.

29. Mail/Deliveries to the unit: Mail/delivery boxes are not available for the unit.  

30.   If you have any concerns:  If you are unhappy or unsure of any aspect of your booking, please contact us before you travel so we can ensure you are completely satisfied with your arrangements. During your stay, please call us as soon as possible should any issues or problems arise to give us the opportunity to resolve the matter as quickly as possible. 

31.   Acceptance of Terms and Conditions: Placing your Reservation Request with us means you agree to and accept the aforementioned Rental and Cancellation Policies, Terms, and Conditions and agree to additional charges as listed.

32.   WE look forward to assisting YOU with YOUR Oahu, Hawaii vacation rental needs.

33.   If YOU have any questions, please contact US by phone: 808-922-2992 or by email at: vr@askagateway.com