Terms & Conditions

These Terms & Conditions (“Terms”) govern your use of Beaver Lakes Retreat LLC’s concierge and home-watch services (“Services”). By creating an account, purchasing a membership or one-time service, or requesting work, you agree to these Terms.

1) Who We Are

Beaver Lakes Retreat LLC (“we,” “our,” “us”) provides homeowner concierge and home-watch services in the Whitefish / Flathead area.

2) Accounts & Eligibility

  • You must create an account to purchase Services. You agree to provide accurate information, including property address, access instructions, and an emergency contact.
  • You are responsible for maintaining the confidentiality of your login and for all activity under your account.
  • Services are intended for adult homeowners and authorized representatives.

3) Services & Scope

We offer memberships (recurring home checks and defined inclusions) and on-demand services (arrival readiness, vendor/project coordination, post-storm checks, pet care visits, fridge stocking, seasonal décor, etc.). The precise scope is described on the service or membership page at time of purchase and confirmed in your plan or work order.

We are not a property manager or a licensed general contractor. We coordinate third-party vendors as your agent when requested. We do not warrant vendor work and are not responsible for vendor delays or performance; see §9.

4) Scheduling, Access & Safety

  • Business hours: [Mon–Fri, 9am–5pm local]. After-hours/holidays may incur a priority surcharge.
  • Lead time: Standard requests require [24–48h] notice. Same-day is subject to availability and surcharge.
  • Access: You authorize us and our subcontractors to access the property using keys/codes you provide. We follow secure key custody protocols and will not share codes via unsecured channels.
  • Safety limits: We may decline tasks that are unsafe, illegal, or outside our competency (e.g., roof work without fall protection, electrical/plumbing beyond minor checks).

5) Photos, Reports & Owner Approvals

Home checks and projects may include photos/video and notes for your records. You consent to our team capturing and storing such materials solely to deliver Services. We will not use images of your home for marketing without your written permission.

For unexpected issues, we will seek your approval before additional spend whenever feasible. If we cannot reach you and urgent action is needed to mitigate damage or protect safety, you authorize us to act up to your pre-approved spend cap on file; see §8.

6) Pricing, Payment & Renewals

  • Memberships: Billed monthly in advance via WooCommerce Subscriptions (WooPayments/Stripe). Memberships auto-renew until canceled (see §7).
  • On-demand: Fixed fee or hourly as listed at booking. Materials/groceries/vendor costs are billed at cost plus applicable service/coordination fees.
  • Payment: A valid card on file is required. Taxes, credit-card fees, and after-hours surcharges may apply as disclosed at checkout.
  • Declines/late: We may pause Services for unpaid balances. Interest or late fees may apply where permitted by law.

7) Cancellations & Rescheduling

  • Memberships: Cancel anytime effective at the end of the current billing period. We do not pro-rate partial months.
  • On-demand: Cancel ≥24 hours before the window: full refund (less processing fees, if any). Cancel <24 hours: 50% fee. No-show or refusal of entry: 100% fee.
  • Force majeure/weather/road closures: We’ll reschedule at no penalty. Vendor third-party fees may still apply (see §9).

8) Pre-Approved Spend & Emergencies

If we discover an urgent issue (e.g., water leak, broken window, failed heat), we will attempt to contact you. If we cannot reach you promptly, you authorize us to take reasonable steps to protect the property up to your pre-approved spend cap [default $____ if not specified]. This may include dispatching vendors, shutting water, temporary board-up, consumables, and travel time. You remain responsible for such costs.

9) Vendors & Subcontractors

At your request, we can recommend or coordinate vendors (cleaning, maintenance, trades). Vendors are independent contractors and are not our employees or agents. We do not guarantee their work, timelines, or availability. You authorize us to share limited information (address, access notes, scope, your contact) to facilitate service. You may pay vendors directly or through us as mutually agreed.

10) Pets & Special Instructions

Pet visits are limited to basic care (feeding/water/let-out/brief checks). We are not veterinarians and do not provide medical care. You must disclose behavior/medical needs and any hazards on premises. We may refuse service if conditions are unsafe for our team or pets.

11) Owner Responsibilities

  • Maintain a homeowner insurance policy adequate for your risks.
  • Provide accurate access instructions and keep systems in reasonable working order.
  • Disclose hazards (e.g., cameras, alarms, animals, known issues) and any HOA/road restrictions affecting access.

12) Disclaimers; Limit of Liability

Services are provided with reasonable care and skill, but we cannot guarantee uninterrupted availability, specific outcomes, or vendor performance. To the maximum extent permitted by law, our total liability for any claim arising out of or related to the Services is limited to the fees you paid to us in the three (3) months preceding the event giving rise to the claim. We are not liable for indirect, incidental, special, or consequential damages.

13) Indemnity

You agree to indemnify and hold us harmless from claims arising from your breach of these Terms, your instructions to vendors, undisclosed hazards, or unauthorized third-party access, except to the extent caused by our gross negligence or willful misconduct.

14) Privacy

Your use of the site and Services is also governed by our Privacy Policy, which explains what we collect and how we use it.

15) Intellectual Property

Our website, brand, documents, processes, checklists, and reports are the property of Beaver Lakes Retreat LLC. You may use deliverables for your personal household records only.

16) Service Area

We primarily serve Whitefish, Big Mountain/Whitefish Mountain Resort, Beaver Lakes, and nearby areas. Services outside the core area may incur travel surcharges or be declined.

17) Changes, Suspension, Termination

We may update service descriptions and pricing from time to time. We may suspend or terminate Services for non-payment, safety concerns, or misuse. Material changes to these Terms will be posted on this page with an updated date.

18) Disputes & Governing Law

These Terms are governed by the laws of the State of Montana. Before filing a claim, the parties will attempt good-faith resolution within 30 days. If unresolved, venue shall be in the state courts of Flathead County, Montana (or small claims where appropriate). Each party waives jury trial to the extent permitted by law.

Last updated: [October 17th, 2025]