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Policies & Standard Procedures 

Privacy Policy

Welcome to Gilson Property Group, your trusted partner for unique accommodations in Colorado and Michigan. We understand the importance of trust and privacy, especially when booking directly with us. It's not just about finding the right place to stay; it's about knowing that your information is handled with utmost care and in compliance with all relevant legal standards. That's why we've put together this Privacy Policy to explain how we collect, use, and safeguard your personal information. From the moment you explore our website to the day you check out from one of our properties, we're committed to making your experience seamless, secure, and enjoyable. If you have any questions or concerns, don't hesitate to reach out to us at hello@gilsonpropertygroup.com.

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To abide by all legal requirements and building security rules, you may be asked to provide a copy of your official government-issued photo ID, confirm your contact information, provide a valid credit card with a name that matches your ID, pass through our verification portal and, in some instances, complete a criminal background check.

Important note: The information is collected for screening and verification only and is not stored or used for any other purposes.

Please be advised that all guests will be asked to sign a rental usage agreement that governs the terms of the stay. By completing the reservation, you agree to the following:

  • You agree to be bound by our rental terms and conditions.

  • You acknowledge that you may be required to provide a copy of a valid government-issued ID and matching credit card prior to check-in.

  • You acknowledge that you may be required to undergo a background check if mandated by the property management company or the building, as stated in accordance with your rental agreement and condition of the booking.

  • You understand that your check-in instructions might be withheld until you have successfully completed our verification portal.

Information Management

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1. Personal Information Collection:

 

We collect the following personal information in connection with our services:

  • Guest name

  • Guest email

  • Guest phone number

  • Guest address

  • Guest ID​

 

2. Information Usage:

 

Your personal information is vital to providing a personalized and seamless experience with us. Here's how we use it:

  • Guest Verification: To ensure the security and integrity of our properties, we use personal information to verify the identity of our guests. We use this information to confirm the identity of the individual signing the rental agreement and for marketing.

  • Credit card information is collected and processed via Stripe.

  • Colorado Rental Agreement: If you're staying in Colorado, we'll use this information to draft the relevant Rental Agreement, complying with local regulations.

  • Marketing: With your consent, we may use your contact information to send you updates, offers, and other promotional communications.

  • Improving Services: Cookies and tracking technologies help us understand your preferences and behavior, allowing us to enhance our services and website functionality.

 

 

3. Third-Party Sharing:

 

We value your privacy and only share your information with trusted third parties under the following circumstances:

  • Payment Processing: Credit card information is handled by Stripe, a globally recognized payment processor. We never store this information on our servers.

  • Verification Processor: We share reservation details with Autohost, our third-party verification processor, to handle security deposits and ensure a smooth check-in process.

  • Legal Compliance: We may share personal information if required by law or in connection with any legal proceedings or prospective legal proceedings.

  • Consent-Based Sharing: In some instances, we may seek your explicit consent to share information with other third parties for specific purposes.

 

4. Cookies and Tracking Technologies: We use cookies to track conversions and consumer behavior on our website.

 

7. Contact Information: Email hello@gilsonpropertygroup.com for questions or concerns about privacy.

Cancelation Policy

1. Cancellation Time Frame: Full refund if the reservation is canceled within 48 hours of booking and at least 30 days before check-in. After that, the first 30 days of the stay are non-refundable.

2. Refund Policy: As per the cancellation time frame.

3. Extenuating Circumstances Policy:

 

Our Policy for Unforeseen Events delineates the procedure for cancellations when unexpected circumstances beyond control emerge after reservation, rendering the fulfillment or legal pursuit of the booking unfeasible. This guideline pertains to both lodging reservations and Experiences.

 

Should this Policy permit cancellation, it overrides the standard cancellation policy. Guests affected by a qualifying event under this Policy may annul their booking and obtain, subject to the situation, a monetary refund, travel credit, or other accommodations. Hosts affected may cancel without negative consequences, although their calendars may be blocked for the dates of the canceled reservation, depending on the situation.

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Qualifying Events

This Policy identifies "Event" as any of the following situations that arise post-booking, unpredicted at the time of reservation, and hinder or legally obstruct the realization of the reservation:

 

  • Altered Government Travel Regulations: Unanticipated amendments to visa or passport stipulations by a governmental body, precluding travel to the destination. This excludes misplaced or expired documents or other personal issues regarding travel authorization.

  • Proclaimed Emergencies and Widespread Illnesses: Officially declared local or nationwide emergencies, widespread infectious diseases, and public health crises. This excludes common diseases in a region, such as malaria in Thailand or dengue fever in Hawaii.

  • Government-Imposed Travel Limitations: Governmental restrictions hindering or forbidding travel to, lodging at, or returning from the location. Non-binding travel warnings and analogous government advice are not included.

  • Hostile Acts and Military Conflicts: Warfare, aggression, invasions, civil conflicts, terrorism, blasts, bombings, uprisings, riots, social disorder, and turmoil.

  • Natural Catastrophes: Environmental disasters, acts of nature, significant outages of vital services, volcanic activities, tsunamis, and unusual and intense weather phenomena. Regular weather or natural conditions, like snowstorms during Colorado’s snow season, are not included.

 

Non-Qualifying Circumstances

This Policy exclusively permits cancellations for the Events delineated above. All other scenarios are omitted. Situations not eligible for cancellations under this Policy encompass unexpected sickness, ailments, or injuries; civic duties like jury service, court attendance, or military obligations; advisory travel warnings or other government suggestions; annulment or postponement of an event for which the reservation was made; and transportation disruptions not related to a qualifying Event, including road blockages, flight, train, bus, and ferry cancellations. If a reservation is canceled in these instances, the refund amount will be governed by the applicable cancellation policy.4. Method of Cancellation: Guests can request to cancel via sending an email to reservations@gilsonpropertygroup.com.

 

5. Changes to Bookings: Guests can modify bookings. We use dynamic pricing, and altered dates may be subject to market price. There is no fee to alter, only the difference in the nightly rate.

Frequently Asked Questions

Q: How do you handle payment processing?
A: We offer secure credit card payments via Stripe. We've directly integrated Stripe on our website so guests can purchase with confidence. Learn more about Stripe's security.

 

Q: What happens to the security deposit?
A: The deposit is held by Autohost, our third-party verification processor, and returned within 48 hours of checkout if there is no damage.

 

Q: What are the charges for early or late checkout?
A: We charge a fee of $45 for early or late checkouts to accommodate additional cleaning and scheduling requirements.

 

Q: Can I bring my pet? What are the fees?
A: We welcome pets at select properties in our protfolio, and the fee is $150. Make sure to let us know in advance so we can prepare for your furry friend.

 

 

Penalties and Fees:

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Q: What if I check out late without authorization?
A: Unauthorized late checkouts can disrupt our cleaning and booking schedules, so we must charge a penalty of $100.

 

Q: Can I smoke in the property?
A: Smoking is strictly prohibited in all our properties. There is a $500 penalty for violation of this policy.

 

Q: What if I lose the keys or parking passes?
A: Lost keys or parking passes can pose security risks and require replacement. The penalty for losing these items is $150.

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Damage Deposit Terms of Service 

 

To enhance your experience and safeguard your interests, we have established a refundable security deposit policy that provides you with added protection against accidental damages.

 

Security Deposit Authorization Process

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Seven days prior to your check-in date, our trusted partner, Autohost, will pre-authorize your credit card for the full amount set as the security deposit. This pre-authorization is a temporary hold on your card, ensuring that we have the necessary funds to cover any potential damages. Rest assured, this process is in place to protect both you, "The Guest," and us, "The Operator."

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If your reservation extends beyond 7 days, Autohost will automatically renew the pre-authorization every week until 2 days after your checkout date. For longer stays, this ensures continuous coverage throughout your visit.

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Our security deposit amount is determined based on the risk score identified in our guest verification portal. It is essential to note that this deposit is fully refundable provided there are no damages or violations of the usage agreement during your stay.

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The purpose of this security deposit is to simplify the claims process and reduce the overall chargeable security deposit for occupying the rented space, as defined by the usage agreement set by The Operator.

Coverage and Responsibility

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Our refundable security deposit policy is designed to cover unintentional damages to the interior of the rental unit that may occur during your stay. In the event of accidental damage, we will deduct the cost of repair or replacement from the security deposit, up to the full amount. We believe in transparency and clarity, and we want to ensure you understand the terms and conditions.

 

Coverage under this policy does not extend to:

  • Intentional acts or gross negligence by you or your guests.

  • Damage caused recklessly or willfully, disregarding the consequences to the property, including damage by animals or pets.

  • Normal wear and tear of the real or personal property assigned to the accommodation.

  • Any damage that occurs while in violation of the standard usage agreement.

  • Loss, theft, or damage to personal effects, whether owned or brought along.

  • Loss, theft, or damage caused by any person other than you or your traveling companions with whom you share the accommodation reservation.

 

In the event of any damages or violations of the usage agreement, the guest will be fully responsible for such damages. 

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We value your trust and prioritize your satisfaction. Deposit fees will be fully refunded, provided there are no damages or violations, upon your normal checkout time or departure from the property.

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