Policies & Standard Procedures 

Privacy, Information Collection & Usage Policies and Disclosures

Welcome to Gilson Property Group, your trusted partner for unique accommodations in Colorado and Michigan. We value your trust and are dedicated to ensuring your privacy is protected throughout your experience with us. From browsing our website to checking out from one of our properties, we’re committed to making your stay seamless, secure, and enjoyable. If you have any questions or concerns, please reach out to us at hello@gilsonpropertygroup.com.

Privacy, Information Collection & Usage Policies and Disclosures

1. Personal Information Collection: We collect the following personal information when you engage with our services:

                  •               Guest name

                  •               Guest email

                  •               Guest phone number

                  •               Guest address

                  •               Guest ID

1. How We Use Your Information: Your personal information is vital to providing a personalized and efficient experience for your stay. Here’s how we use it:

• Guest Verification: To confirm the identity of guests and maintain the security of our properties.

• Payment Processing: Securely process credit card payments via Stripe.

• Rental Agreement Preparation: Use this information to draft necessary rental agreements through our guest verification portal.

• Marketing Communications: With your consent, we may use your contact information to share updates, offers, and promotions.

• Reservation Communications: Contact you with details regarding your reservation, including access instructions and emergency information.

• Service Improvement: Cookies and tracking technologies help us understand preferences and improve our services.

Third-Party Partners & Sharing

We will only share your information with trusted third parties in the following circumstances:

• Payment Processing: All credit card transactions are securely handled by Stripe. We do not store credit card information on our servers.

• Verification Processing: We share reservation details with Autohost, our third-party verification provider, for guest identity verification and security deposits.

• 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: With your explicit consent by completing our guest verification portal, we may share your information with other third parties for specific purposes such as hospitality deliveries and booking amenities and services on your behalf.

Guest Verification & Security Screening

To comply with 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.

                  •               Complete a criminal background check, if required.

Important Note: This information is collected strictly for screening and verification purposes and is not stored or used for any other purposes.

Rental Usage Agreement

By completing your reservation with us, you agree to:

• Complete our guest screening process and sign our property rental agreement and abide by our rental terms and conditions. (Link here to sample agreement)

• Provide a copy of a valid government-issued ID and a matching credit card prior to check-in.

• If requested, undergo detailed verification screening including check if mandated by the property management company and/ or the housing association of the rental property.

• Understand that check-in instructions may be withheld until the verification process is complete.

• Acknowledge that the primary renter must be over the age of 25 to rent our cabins and select luxury condos.

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Travel Insurance & Trip Protection

We highly recommend protecting your vacation investment by purchasing travel insurance through our partner, Faye. Their comprehensive travel insurance options cover a wide range of scenarios, including trip cancellations, delays, and emergencies. To learn more and secure your coverage, please visit our Faye travel insurance partner page.

Cancellation Policy

Refund Policy:

• 100% Refund: Cancellations made within 48 hours of booking acceptance.

• 50% Refund: Cancellations made up to 30 days before check-in.

• 0% Refund: Cancellations made less than 29 days before check-in.

• Refunds will be processed through our payment processor and may take 7-10 business days to reflect in your account.

Extenuating Circumstances Policy

Our Policy for Unforeseen Events outlines the procedure for cancellations due to unexpected circumstances that occur after booking and make it impossible or illegal to complete the reservation. This policy applies to both accommodation reservations and Experiences.

Qualifying Events:

This policy allows for cancellation in cases of the following events, provided they occur after booking and were not reasonably foreseeable:

1. Altered Government Travel Regulations: Unexpected changes to visa or passport requirements that prevent travel to the destination.

2. Declared Emergencies and Epidemics: Officially declared local or national emergencies, epidemics, and public health crises, excluding common diseases in the region.

3. Government-Imposed Travel Restrictions: Restrictions that prohibit travel to, accommodation at, or return from the destination. Non-binding travel advisories are not included.

4. Hostile Acts and Military Conflicts: War, civil disorder, terrorism, or other significant disruptive events.

5. Natural Disasters: Major natural events, such as earthquakes, hurricanes, and significant outages of essential services. Regular weather events like snow in winter are not included.

Non-Qualifying Circumstances:

The following scenarios are not covered by this policy:

• Personal sickness, injuries, or ailments.

• Legal obligations like jury duty or military service.

• Travel advisories or warnings.

• Cancellation or postponement of events for which the reservation was made.

• Transportation disruptions unrelated to a qualifying event.

Method of Cancellation

Guests can request cancellations via email at reservations@gilsonpropertygroup.com, through the reservation portal, or the booking platform.

Changes to Bookings

Guests may modify their bookings. Please note that altered dates may be subject to market pricing. No modification fees apply; only the difference in the nightly rate will be charged.

Payment Terms & Schedule

• Guests have the option to pay in up to three installments, depending on the lead time of the reservation.

• Hospitable will automatically attempt to capture each scheduled payment.

• Payments align with the cancellation policy, and guests have a 72-hour grace period on missed payments before the booking is canceled.

Damage Deposit Terms of Service

Security Deposit Authorization Process

• Pre-Authorization: Seven days before check-in, Stripe will pre-authorize your credit card for the full security deposit amount, which depends on the level of risk presented by the reservation. This amount can range from $0 to $1,000. A $2 pre-authorization payment validation will also be conducted to confirm the card details.

• Weekly Renewal: For stays longer than seven days, the pre-authorization will renew weekly until two days after checkout.

• Deposit Determination: The security deposit amount is calculated based on the risk score identified in our guest verification portal. Higher-risk reservations may require a higher deposit.

Coverage and Responsibility

Our refundable security deposit policy covers unintentional damages to the interior of the rental unit during your stay. It does not cover:

                  •               Intentional acts or gross negligence.

                  •               Damage caused recklessly or by pets.

                  •               Normal wear and tear.

                  •               Loss, theft, or damage to personal effects.

In the event of damages or violations of the usage agreement, the guest will be fully responsible. The deposit will be refunded in full if no issues are reported at checkout.

Cookies and Tracking Technologies

We use cookies and similar technologies to track conversions, analyze website traffic, and understand consumer behavior. This helps us improve our services and optimize your experience on our website and at our properties.

Contact Information

For privacy-related inquiries, please contact us at legal@gilsonpropertygroup.com.

Frequently Asked Questions

Q: How do you handle payment processing?

A: We offer secure credit card payments via Stripe, integrated directly on our website. Learn more about Stripe’s security measures.

Q: What happens to the security deposit?

A: The deposit is held by Autohost and is returned within 48 hours of checkout if there is no damage.

Q: What are the charges for early or late checkout?

A: Early check-in and late checkout are available upon request through our amenity marketplace. The cost varies per property and availability.

Q: Can I bring my pet? What are the fees?

A: We welcome pets at select properties in our portfolio. The pet fee varies per property. Please let us know in advance so we can prepare for your furry friend.

Penalties and Fees:

Q: What if I check out late without authorization?

A: Unauthorized late checkouts disrupt our cleaning and booking schedules. A $100 penalty will be applied.

Q: Can I smoke in the property?

A: Smoking is strictly prohibited in all our properties. A $500 penalty applies for violation of this policy.

Q: What if I lose the keys or parking passes?

A: Lost keys or parking passes require replacement due to security concerns. The penalty is $150.

Q: What is your policy on unauthorized parties or events?

A: We have a strict zero-tolerance policy for unauthorized parties and events. If this rule is violated, we will contact the authorities to have guests removed from the property without a refund.