SCENIC VANLIFE RENTALS TERMS AND CONDITIONS
Rental Prices, Policies, Terms and Conditions are subject to change without notice. Alternate Terms and Conditions may be in effect for certain rental vehicles, dates, events and uses.
These terms and conditions are expressly made part of the Rental Agreement (the “Agreement”) by and between the person(s) listed on the Agreement (collectively referred to as the “Renter”) and Scenic Vans, LLC (“Scenic”), each individually referred to herein as a “Party” and collectively as the “Parties”. The terms and conditions of this Agreement shall survive the end of the rental period and remain in full force and effect. Where the Renter has released and/or indemnified Scenic, it has also released and/or indemnified the officers, employees and agents of Scenic.
Scenic Vans LLC is not responsible for misinterpretations concerning our Rental unit rental program due to Renter's failure to read the following Requirements.
1. Renter Requirements
a.) Renter must be a minimum of 25 years of age and must have a major, non-debit credit card, a valid driver’s license from their country of residence and current identification (including passport for non-US residents).
b.) All drivers must be a minimum of 25 years of age with a valid driver’s license from the country of residence and current identification (including passport for non-US residents).
c.)Renter, all additional drivers and credit card holder must be present at the time of pick up to sign the Rental Agreement.
d.) Major, non-debit credit card used for the required security deposit must have a minimum credit limit of the security deposit amount available above the rental charges.
e.) Approved Renter(s) must either provide a binder for personal full coverage insurance in Renter’s name, including up to the State Statutory Limits applicable to the Rental Vehicle or purchase additional supplemental RV insurance through Scenic Vans from Outdoorsy to cover the entire duration of the rental period.
f.) The primary Renter (name on contract) is responsible for all rental costs and any and all damages.
g.) Renter(s) with an insurance endorsement will need to go through their insurance company for reimbursement. If damage amounts are substantial and a claim must be submitted, and Renter is responsible for any and all damages, loss of revenue, or additional expenses not covered by insurance.
2. Prohibited Use of the Rental Units
a.) Vehicle will not be used or operated by anyone:
· Who is under 25 years of age without special permission;
· Who is not listed as an additional driver on the rental agreements;
· To carry persons or property for hire;
· In any race, test, or similar type contest or activity;
· In a careless or negligent manner;
· Under the influence of alcohol or narcotics;
· Outside the continental United States unless otherwise approved;
· For any illegal purpose or in the commission of a crime;
· Obtaining from Scenic Vans by fraud or misrepresentation;
· Driven on roads other than paved roads, graded private roads or driveways or maintained dirt roads;
· Loading vehicle Beyond its rated capacity;
· Allowing more guests than the Rental unit is designated to carry.
b.) Prohibited use(s) of the Rental unit violates this Agreement, voids all liability and other insurance coverage (where permitted by law), makes renter responsible for all loss or damage to or connected with vehicle, regardless or cause, including but not limited to Scenic’ expenses, including loss of use, and any legal fees incurred.
3. Recapitulation
a.) Renter agrees to rent Owner’s vehicle as provided in and subject to the terms and conditions of the rental agreement.
b.) The Parties desire to supplement the terms and conditions of the rental agreement with the terms and conditions of the rental agreement.
c.) Scenic is not responsible for any charges related to the non-availability of a Rental unit for reasons beyond our control i.e. breakdowns or late returns. Scenic is only liable for the amount of deposit and/or any fees paid to Scenic
d.) This agreement may be in addition to the rental platform (Outdoorsy, RVshare, RvnGo, GoodSam etc.) rental contract. Both contracts are in effect, together, during the rental period. Any part of the rental platform agreement that acts in a manner to void this Agreement (or parts of it) is revoked by the Renter and Owner as indicated by the signatures on the Rental Agreement/Contract.
In consideration of the foregoing, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as to Follows:
4. Rental Prices, Rates and Rental Payments
a.) Rates are subject to change and are not guaranteed until the reservation is confirmed with a down payment to lock in the quoted price.
b.) Reservation down payment is applied directly toward the final total rental charges and is non-refundable in the event of cancellation thirty days prior to departure.
c.) Final payment is due 30 days before the rental period commences.
d.) Security Deposit is due 2 days prior to rental period.
e.) No refund is given for late pick up or early return.
f.) Rental charges may be paid by MasterCard, Visa, American Express or Discover Card. Stored Value/Pre-paid Cards and Gift Cards are not accepted for payment of Rental charges.
g.) Unit type, rental location and the dates of travel determine the rental rate. Prevailing rate will apply for any changes to the original reservation.
5. Security Deposits
a.) The security deposit must be made with a major, non-debit credit card. ATM/ Debit Cards, Check Cards, Stored Value/Pre-paid Cards and Gift Cards are not accepted for payment of the security deposit.
b.) The security deposit is a verification and pre-authorization of available funds on the Renter’s major, non-debit credit card as stated in the Rental booking confirmation and is due 3 days before the rental period commences.
c.) The pre-authorization is reversed within 7 days of return, if the unit is returned in the same condition as when it was picked up. The refund may take 7-10 business days for funds to be released back into an account.
d.) Scenic may use the security deposit to pay any amounts owed under this agreement. If the amount of the security deposit is insufficient to satisfy all amounts due, then the Renter agrees to pay all charges in excess immediately upon demand.
e.) If a security deposit was paid through a rental platform, then the deposit will be refunded by the same rental platform, not Scenic.
6. Cancelation
We offer flexible cancellation with 100% refund up to 30 days in advance.
a.) Between 30 and 15 days you lose the $400 holding deposit.
b.) Within 14 days of departure, lose 50% of your reservation fee.
c.) Within 1 Week - No Refunds
For bookings less than 30 days prior to departure we have a different cancelation policy:
a.) 48 hours after booking, free refund (unless departure is less than 7 days away, then all sales final)
b.) 30-7 days prior to departure, lose 50% of your reservation fee.
c.) 7 days prior to departure all sales final.
7. Vehicle/Unit Pick-UP (Rental Commencement)
a.) Unless otherwise agreed upon by Scenic, Pickup is at 3:00 p.m. on the first night of your rental, and drop off is at 11:00 a.m. on the last day of your rental.
b.) There is no refund if Renter picks up later than the booked day of departure.
c.) Customers should allow 0.5-1 hours after arrival for pre-rental orientation and rental contract/agreement processing.
d.) All Renters must also sign the “Winterization Advisory” when renting between October through March. Fees may apply.
e.) Customer vehicles may be stored at the Owner’s rental pickup location. Renter must sign waiver of liability form and hand over their keys during their rental.
f.) All add-on items must be requested & paid for, at least 24 hours prior to pick-up. Add-on items may still be honored day of pickup, but are not required.
8. Rental Period Conclusion (Drop-off)
a.) Renter is responsible for looking over the rental Agreement to ensure that all rental costs and rental dates are correct before the Renter departs.
b.) Renter must bring back the vehicle by 11:00 a.m. or the prearranged drop off time on the final day of their booking,
c.) Renter will be charged $50/hour for every hour the vehicle is late and has not arrived up to the standard full daily rate for the vehicle per 24 hour period.
d.) If renter is late and delays the departure of, or causes the cancellation of the next renter for that vehicle, the renter will be responsible for any loss of revenue incurred by Scenic and will pay an additional $150 inconvenience fee.
e.) If the Renter was in a motor vehicle accident with the Rental unit and the Rental period ends early, and the motor vehicle accident was not the Renter’s fault, then the Renter may be able to recover the rental costs from the at-fault driver’s liability insurance.
f.) Any extensions of rental or late returns must be approved by Scenic in writing.
g.) Early return times must be pre-arranged in writing. There are no refunds for early returns.
h.) If the Renter was in a motor vehicle accident with the Rental unit and the Rental period ends early, and the motor vehicle accident was not the Renter’s fault, then the Renter may be able to recover the rental costs from the at-fault driver’s liability insurance.
i.) If, for any reason, the rental period is extended beyond the original rental period dates, Renter agrees that the Terms and Conditions, and the Agreement will also extend, be valid and enforceable for the entirety of the Renter’s extended rental period.
j.) A preliminary walk-through will be completed and a precursory return form will be provided. Photos will also be taken by Owner for reporting purposes and/or insurance. Once a thorough inspection has been completed, any fees for damages, cleaning, dumping, or any other charges will be deducted from the Renter’s security deposit if applicable.
k.) Either the approved Renter or additional approved driver must return the rental unit. No exceptions.
l.) Renter forfeit their right to complete a return walkthrough with owner, if the unit is returned at a time different than indicated in the Rental Agreement’s Rental Return date/time.
m.) Check in time may take up 2 hours if damage documenting/estimating is necessary. Please allow for enough time.
9. Travel Areas
a.) The Rental unit is not to be driven outside of the contiguous United States unless otherwise approved in writing by Scenic. No trips are allowed to Mexico.
b.) During the winter months Scenic does not recommend the Renter travel to or through snow areas, use snow (tire) chains, or travel where the weather is consistently below freezing. Tire chains can damage tires if not properly installed and the holding tanks may freeze and burst. The Renter will be responsible for paying for any damages caused as a result of travel outside of recommended areas and for any resulting loss of revenue until the Rental unit is able to be rented again. Please consult with Scenic prior to traveling to areas with wintry weather conditions.
c.) During the summer months Scenic does not recommend the Renter travel to or through areas with extremely hot periods. Renter will be held liable for all damages to vehicle, tires, towing charges, and all other related expenses resulting from operating in these extreme areas. During certain periods, these areas are not habitable and could pose a danger to the Renter and their passengers. Please consult with Scenic for restricted areas and times.
d.) All Rental units are not allowed on non-public roads, such as ‘logging’ roads and un-maintained gravel roads. Please consult with Scenic prior to traveling to verify any roads that may be questionable.
e.) Due to restrictions on vehicle heights, propane gas and parking, vehicles with propane are not permitted to travel through any underground or underwater tunnels. Violations of these restrictions void any purchased damage deduction reducer (DDR) and Renter may also be held liable for all damages and all other related expenses.
10. Problems During Rental PerioD
a.) Any damages need to be reported to Scenic immediately.
b.) If the Renter has equipment operation questions the Renter should refer to the Guide provided to the Renter at the time of departure.
c.) If a problem persists or the Renter has concerns, please contact Scenic Vans at 866-707-7485 or email at reservations@scenicvans.com
d.) If Renter does not contact Scenic Vans with concerns, Scenic Vans will not be able to reimburse Renter for non-use of the Rental unit, or any portion thereof, if the renter was unable to sleep, cook, or use the bathroom facilities in the Rental unit.
e.) There will be no refund/credit for any lost rental time for any issue(s) that arise beyond the Owner’s control. This includes, but not limited to, flat tire(s), weather, any and all systems within the Rental unit that were working at pick-up (refrigerator, heater, LED lights, sound system, etc.), damages to any part(s) of the Rental unit whether the Renter was at fault or not, or due to Renter’s or any guest’s negligence.
f.) If a potential repair is minor, Renter may make the repair after consulting Scenic. Renter cannot repair anything until contact has been made with Scenic.
g.) Replacement of defective parts and receipt must be brought back for reimbursement. There will be no reimbursement if Renter does not bring back the defective part replaced and the receipt.
h.) If Renter purchases an item necessary due to an equipment failure (sewer or water hose, etc.) the item purchased and the receipt must be surrendered upon return of the Rental unit, if Renter wants reimbursement.
i.) Should a repair be made without consulting Scenic first, Renter assumes liability for the repair and any subsequent repairs needed.
j.) No reimbursement for out of pocket expenses will be paid to Renter unless Scenic has been made aware of the problem, and prior authorization has been given by Scenic.
k.) If renter is at fault for any damages or mechanical failure, renter will be responsible for the entire contract amount, plus any loss of future rental income caused by the damages or mechanical failure.
11. Damages
a.) The Renter shall remain responsible for any damage or theft of the Rental unit occurring prior to Scenic’s inspection of the Rental after the Rental has been returned.
b.) The Renter shall remain responsible for any damages or theft including but not limited to couches/chairs, beds/bedding, included linens, kitchen utensils/ tableware/cookware, counters, walls, additional extras/add-ons, etc.
c.) In the event there is any damage above the amount of the Renter’s security deposit, Renter agrees to pay the Owners any monies due plus processing fees.
d.) If the rental unit is returned with damage while the rental unit was in possession of the Renter, Renter is responsible to pay all damage costs whether the renter was at fault or not, or if damage was caused by acts of nature wind, rain, earthquake, fire, flood, etc.
e.) In case of an accident, theft or vandalism occurs, Renter is responsible for obtaining a police report, contacting the Renter's personal insurance company, Renter’s supplemental insurance company and contacting Scenic immediately.
f.) Most insurances (even supplemental insurances) do NOT cover interior damage or repairs. It is highly recommended (if not required in certain instances) to purchase additional interior insurance coverage.
g.) If interior insurance is not purchased, the renter is fully responsible for the interior damage costs, via cash upon return or forfeiture of the security deposit
12. Exterior Storage
a.). Storing items on Rental unit’s roof or exterior is not permitted.
13. Smoking Policy
a.) There is NO SMOKING allowed in any Rental unit.
b.) If smoke (including but not limited to cigars, pipes, vapes, drugs, etc.) is detected the Renter will forfeit the entire security deposit. If the Renter’s deposit was used in full or partially used, the Renter will be required to pay a smoking fee totaling up to $1,500. NO EXCEPTIONS.
14. NO DrugS
a.) Any evidence of the storage, Transportation, or use of illegal substances will forfeit the Renter’s entire security deposit.
b.) Any Rental units returned with any evidence of drug use or transportation of will result in law enforcement being called for a report and to collect the evidence.
15. Pet Policy
a.) Renter must request and get Owner’s approval before allowing a pet in any rental unit.
b.) The Owner reserves the right to accept or decline any pet, for any reason.
c.) Scenic may charge an extra fee for a pet, as well as an additional refundable deposit required for pets, equal to $250.00.
d.) If any pet damages occur, including evidence of pet urine or feces, Renter will forfeit the pet deposit plus regular security deposit, and any excess damage will be charged to the Renter.
e.) If any large amounts of pet hair are left upon rental return, Renter will be charged an Excess Cleaning Fee of $200.
f.) Service animals, as defined by the ADA, are allowed.
g.) Renters are limited to a maximum of two pets.
16. Odors/Cooking
a.). Owners do not allow anything that can create a strong smell in the Rental unit that is difficult to remove, such as the long-term storage or cooking of fish, bacon, deer, etc.
b.) Overpowering items must be prepped and/or cooked outside the Rental unit. If odors are detected the Renter will be charged the Excess Cleaning Fee at a rate of $200. There is a camping stove available for the preparation and cooking of smelly food items.
17. CleaniNG
a.). Scenic charges a $50 Prep/Cleaning Fee to cover the costs of preparing then rental for your. The Rental unit must be returned in a clean state and in substantially the same condition it was in the time of Renter Pickup. ‘Clean’ means, as the Renter received the Rental unit or better; including but not limited to, wiping down counters, washing tableware/ cookware, and removing all trash and debris.
b.) If the Renter returns the Rental unit dirty or in different condition than on the date of the Rental pickup, Renter may be charged the Excess Cleaning Fee of $200.
c.) An Excess Cleaning fee equal to $200.00 will apply if the Rental unit is returned unclean AND requires more than a surface cleaning or any reconditioning. The Deep Cleaning fee is not inclusive of the Smoking fee.
18. Waste Holding Tanks
a.) There should be nothing, including, but not limited to feminine napkins or tampons, diapers, tissues, napkins, etc. put into the black water waste holding tank, as this will cause it to become clogged and require an exceptional amount of cleaning to clear.
b.). The Renter will be provided with an adequate amount of RV safe toilet paper and the Owners ask that this is the ONLY thing put into the black waste holding tank.
c.). There is to be nothing other than sink or shower water put into the gray holding tank.
d.) Any type of food particles put into the gray tank may cause a clog that will require extensive cleaning and/or repair to remove.
e.) If any of the prohibited item(s) above are found in the blank or gray tank(s), the Renter will be charged a $250.00 cleaning fee, per tank.
f.) If the waste holding tanks (black or gray) reach ¾ (three-quarters) capacity, they should be emptied.
19. Rooftop AND ROOFTOP Storage
a.) Scenic Vans does NOT allow the use of the Rental unit’s rooftop unless a Sundeck and/or Rooftop Deck is Installed an Sundeck Waiver is signed by all renters.
b.) Renters are Prohibited From Stepping on Any Metal Area on the Rooftop and must access the rooftop only when utilizing an included sundeck or rooftop tent and only via the attached ladder.
c.) Anyone under the age of 18 years old should be accompanied by an adult while accessing the roof.
d.) Any evidence of rooftop usage in violation of this agreement (shoe prints, trash, sagging areas, etc.) will result in a complete/full forfeiture of the Renter’s security deposit.
e.) In the event the damage is more than the Renter’s security deposit, the Renter agrees to be fully responsible for the total cost of rooftop repair.
20. Tires
a.) Scenic inspects the tires and inflates the tires prior to each Rental.
b.) During the rental period, Renter is responsible for any damage to the tires.
c.) Renters are not authorized to change tired themselves, but must have a professional do so, either through roadside assistance, or calling a mechanic.
21. Propane Usage
a.) The nightly rates include a daily propane usage fee which will cover the costs to refill the Rental unit’s propane tanks after the rental period is complete.
b.) If the renter is renting for an extended period of time and depletes the propane tank(s) prior to rental return, the renter is responsible for filling the tank.
c.) The propane tanks are personal property of Scenic and only should be refilled, not exchanged.
22. Other Fines & Fees
a.) Renter is responsible for reporting and payments of all parking and/or traffic violations at Rental return.
b.) Non-reporting of parking and/or traffic violations, breaches the Rental Agreement and will result in an administrative charge of up to $100.00, in addition to the traffic and/or parking fines.
23. Travel Restrictions
a.) Scenic is not responsible for campground reservations – including cancellations for COVID or future pandemics.
b.) All campground reservations must be made separately with the campground’s reservation agency.
c.) All Campground and campsite fees are separate from and in addition to, the Rental price and fees under the terms and conditions within this agreement
d.) No refunds will be given for campsite reservation errors.
24. Unit Abandonment & Owner Retrieval
a.) If for any reason the Renter abandons the Rental unit, the Renter will forfeit the entire security deposit for Abandonment and Retrieval - plus any applicable fees for ANY damages, lost/missing keys or items/parts from the Rental unit.
b.) Abandonment means leaving the Rental unit with no intention of returning to it or delivering it back to Owner/drop-off location. In the event the Renter abandons the Rental unit without signing return documents, the Renter agrees to waive the Renter’s rights to dispute any claims due to damages, overages, or vandalism.
25. Lockout/Lost Keys
a.) In the event a lockout occurs the Renter agrees to pay $0.75 cents per mile, round trip, for the Owner to drive and unlock the Rental unit and a fee of $1000 for missing key.
b.) If the Owner is en route, key is found and the Rental unit is unlocked, the Renter will only need to pay for mileage up to that point round-trip.
c.) If no lockout occurs but a key is missing upon return of the Rental unit, the Renter will be charged a $1000 fee for the missing key.
d.) If the Owner determines a locksmith is required for lockout/lost key service, the full locksmith cost is to be paid by the Renter, at the time of service – locksmiths must be scheduled and approved by the Owner before work is complete.
26. First Aid Kit
a. There is a first aid kit provided in the Rental unit.
b. Please use what is needed, should it become necessary – once it is opened, the Renter owns it and will be charged $20 (replacement value).
c. In the event the Renter uses anything in it, take the kit – as this is a personal and bodily fluid/pathogen related item, it's not possible for Scenic to pass it from renter to renter.
d. SEPARATELY, there is a box of generic basic bandaids in the unit – use these if necessary, without fee.
27. GPS Tracking
a.) The Rental unit has been equipped with a GPS tracking device for safety and must not be removed/unplugged for any reason.
b.) Failure to accurately report the Renter’s destination, or giving an arbitrary destination in order to attend a prohibited event will result in complete forfeiture of the security deposit and will be requested to return the Rental unit to owner immediately, and NO refund will be granted for unused rental dates.
c.) The tracking device may use surrounding bluetooth capable devices to process pinpoint location.
28. Property Liability
a.) Scenic shall not be liable for loss or damage to any property left, stored, loaded or transported by Renter or any other person in, upon, or by the Rental unit, whether or not due to the negligence of Scenic, its agents and employees, at any time or at any place, including, without limitation, any of Scenic’s garages or locations, including any property repossessed in accordance with this Agreement.
b.) Renter assumes all risk of such loss or damage and waves all claims against Scenic by reason thereof, and agrees to hold Scenic, its agents and employees harmless from and to indemnify them from and against all claims based upon or arising out of such loss or damage.
c.) Scenic shall not be liable for down time whether caused by mechanical failure or lack of suitability of the vehicle for the Renter’s purpose.
29. Personal Property
a.) Any personal property brought into the Rental during the Renal period is the Renter’s responsibility.
b.) Renter releases Scenic, its agents and employees, harmless: from all claims for the loss of or damage to the Renter’s personal property, or that of any other person left/carried in or on the Rental unit either before, during or after the rental period and day of return.
c.) If any item is left behind, the Owner’s will make an attempt to contact the Renters. The item can be returned at the renter’s (item owner) expense.
30. Personal Injury, Indemnity & Hold Harmless
a.) Renter shall defend, indemnify and hold harmless Scenic from and against any and all losses, liabilities, damages, injuries, claims, demands, costs and expenses arising out of the use or possession of the vehicle including, but not limited to, any and all fines, penalties and forfeitures imposed under any Federal, State, provincial, county, municipal or other statute, law, ordinance, rule or regulatiofn; and to the extent not covered by Renter's car insurance any claim of or liabilities to, third persons arising out of the abandonment, conversion, secretion, concealment or unauthorized sale of the vehicle by Renter or its drivers, agents or employees, or the confiscation by any government authority for illegal or improper use of the vehicle.
b.) Renter agrees to hold harmless the Owner of the rented Rental unit, at all times for all situations.
c.) Renter assumes all risk when renting the Rental unit, and Owner cannot be held responsible for any accident, injury, loss of income, loss of life or loss of or damage to personal property. This includes, but is not limited to any defects within the van, any personal injury that may or may not occur as a result of maneuvering in the van.
d.) Owner assumes no liability for how the Rental unit is used during the rental period.
31. Severability
a.) If any provision within this agreement is determined to be invalid, void, or unforeseeable judiciously, the remaining Provisions shall remain in full effect and force.
32. Modifications/WaiverS
a.) This contractual Agreement is between all parties and shall be binding on their respective successors or assigns. No provision within this Agreement can be waived or modified for any reason except in a written document that the owners have signed.
33. Jurisdiction
a.) The parties agree to submit to the criminal and civil jurisdiction of the Courts of Placer County, California for any civil dispute or criminal charges arising from this contract.
b.) If charges are disputed with issuing credit card company, then Renter will be responsible for paying all court costs associated with securing the rental charges, damages and any additional charges that resulted as part of the rental, including the costs of all collections activity, litigation, and all attorney's fees associated therewith.