Terms & Conditions

TERMS & CONDITIONS

🌙 After-Hours Checkout Policy

• Checking Out Early? If you’re leaving before front desk hours, please:
• Leave your room key in the key drop box near the office (or inside the room, if instructed).
• Make sure all personal items are removed and the door is securely closed.
• Charges: Any missing items or unreturned keys may result in a fee.
• Receipts: A final receipt will be emailed or available upon request.

Thank you for staying with us!

🏷️ Prices, Taxes, and Terms & Conditions

Room Rates

• All rates are quoted per room, per night.
• Prices vary depending on room type, season, special events, and availability.
• Additional guests may incur extra charges.

Taxes & Fees

• All bookings are subject to applicable local, state, and/or tourism taxes.
• A 9.13% tax rate will be applied to the room rate.
• Any mandatory government or local authority fees will be added at the time of booking or check-in.
• Cleaning fee will be on Lovers Den Cabin in the amount of $50.00.

Deposits & Payments

• A 50% deposit is required at the time of booking to confirm the reservation.
• The remaining balance is due at check-in.
• We accept all major credit cards, and debit cards. Cash is not accepted at this time.

Check-in / Check-out

• Check-in: From 2:00pm - 4:00pm
• Check-out: By 10:00am 
• Early check-in or late check-out requests are subject to availability and may incur additional fees.

Guest Responsibilities

• Guests are responsible for any damages or excessive cleaning needed in the room. Guests will be charged at owners discretion. 
• No smoking of any kind is allowed inside the rooms, this includes cigarettes, vapes, or any other substances. A cleaning fee of $500.00 will be charged for violations. Smoking in rooms will NOT be tolerated. There are designated smoking areas on property.
• Quiet hours are from 10 PM to 7 AM to ensure a restful environment for all guests.
• Theft WILL NOT be tolerated in any form. We know what accommodations our rooms boast, if anything is missing, your form of payment will be charge the amount for repurchase. 

Pet Policy

• Pets are welcome in designated rooms only. A $20.00 cleaning fee per stay applies.
• Guests must inform the front desk at the time of booking if bringing a pet, dog, cat... raccoon? Tell us, we need to know. 
• All pets MUST be crated if left unoccupied in room for ANY period of time.
• Pets are not allowed in pool.
• Owner of pets are required to clean up pet messes outside on lawn. No one wants to step in pets droppings, we can all agree. 

Motel Cancellation Policy

To ensure a smooth experience for all our guests, please review our cancellation policy below:

• Deposit Requirement: A 50% deposit is required at the time of booking to confirm your reservation.
• Cancellation Window:
• 7 days before check-in: Cancellations made 7 days prior to your scheduled arrival will result in no charge.
• 4 days before check-in: Cancellations made within 4 days of check-in will be charged 50% of booked stay.
• 3 days before check-in: Cancellations made within 3 days of check in (including same-day cancellations or no-shows) will be charged 100% of booked stay.
• Modifications: Date changes are subject to availability and must also be requested at least 4 days prior to arrival to avoid full charges.
• No-Shows: If you do not arrive without notifying us, the full booking amount will be charged.

We appreciate your understanding as this policy allows us to manage availability and continue offering great service to all guests.
⚖️ Liability Terms & Conditions

By booking a stay at our motel, guests agree to the following liability terms and conditions:

1. Guest Responsibility

• Guests are fully responsible for their personal belongings during their stay.
• The motel is not liable for loss, theft, or damage to personal property left in rooms, vehicles, or public areas.
• We recommend that valuables be kept securely and not left unattended.

2. Vehicle Liability

• Guests park vehicles at their own risk.
• The motel assumes no responsibility for any damage, loss, or theft of vehicles or their contents while parked on or near the premises.

3. Injury or Accidents

• The motel is not liable for any injuries, accidents, or medical emergencies that occur on the property, except where directly caused by proven negligence of the motel or its staff.
• Guests use all motel facilities (e.g. stairs, showers, appliances) at their own risk.

4. Damages and Excessive Cleaning

• Guests will be held financially responsible for any damage to rooms, furniture, or motel property caused by themselves or members of their party during the stay.
• A cleaning or repair fee will be charged to the guest’s account if damage or excessive mess is discovered upon check-out.

5. Unlawful Activities

• The motel reserves the right to evict any guest found engaging in illegal activities, causing a disturbance, or violating motel policies—without refund.
• Law enforcement may be notified in the case of criminal behavior.

6. Force Majeure

• The motel shall not be held liable for failure to provide accommodation or services due to circumstances beyond our control, including but not limited to natural disasters, power outages, government actions, strikes, or other emergencies.

7. Policy Agreement

• By checking in, guests acknowledge and agree to all terms and conditions stated herein, including the liability policy, cancellation policy, and general rules of conduct.   

🛠️ Dispute Resolution & Guest Issues Policy

1. Guest Issues & Complaints

• We strive to provide a clean, safe, and comfortable environment for all our guests.
• If you experience any issue during your stay (e.g., maintenance problems, noise complaints, billing issues), please report it immediately to the front desk or management so we can resolve it as quickly as possible.
• Complaints made after check-out may not be eligible for compensation or refund.

2. Resolution Process

• All concerns will be addressed promptly and fairly by management.
• We may offer corrective actions, room changes (subject to availability), partial refunds, or other accommodations as appropriate.
• Our goal is always to resolve issues on-site during your stay to ensure satisfaction.

3. Refund Policy for Disputes

• Refunds or compensation are at the sole discretion of motel management and are assessed on a case-by-case basis.
• No refunds will be issued for complaints related to circumstances outside the motel’s control, such as weather, nearby construction, or noise from public areas.

4. Chargebacks & Payment Disputes

• If you believe you were charged in error, please contact us directly before initiating a chargeback with your credit card provider.
• We reserve the right to dispute any chargeback or reversed payment and provide relevant documentation to the financial institution.
• Fraudulent or unwarranted chargebacks may result in banning from future stays and possible legal action.

5. Legal Jurisdiction

• Any disputes arising from your stay will be governed by the laws of the Arkansas.
• By staying at our motel, you agree that any legal claims or actions must be brought in the local courts of Heber Springs AR, Cleburne County.

6. Good Faith Policy

• We believe in resolving disputes amicably and in good faith.
• Guests are expected to engage in the resolution process respectfully and honestly.

🔒 Use of Personal Information Policy

• We are committed to protecting the privacy and personal information of our guests. This policy explains how we collect, use, store, and protect the personal data you provide when booking or staying at our motel.

1. Information We Collect

• We may collect the following personal information during booking, check-in, or communication:
• Full name
• Contact details (email address, phone number, home address)
• Government-issued ID (for identification and check-in)
• Payment information (credit/debit card details, billing address)
• Vehicle information (if applicable for parking)
• Any special preferences or requests you provide

2. How We Use Your Information

• Your personal information is used only for legitimate motel operations, including:
• Processing reservations and payments
• Communicating confirmations or updates
• Verifying your identity at check-in
• Ensuring guest safety and regulatory compliance
• Responding to inquiries, feedback, or complaints
• Providing requested services or accommodations
• Meeting legal or tax obligations

3. Data Sharing

• We do not sell or share your personal information with third parties, except:
• With your consent
• As required by law or law enforcement authorities
• With payment processors for secure transactions
• With service providers who help operate our business (e.g., booking platforms), under confidentiality agreements

4. Data Security

• We implement appropriate technical and organizational measures to:
• Protect your data from unauthorized access, loss, or misuse
• Store records securely (both physical and digital)
• Limit access to personal data only to authorized staff

🚗 Parking Terms & Conditions

By parking on the premises of Lucky Trout Lodge, guests agree to the following terms:

1. Parking Availability

• Parking is provided on a first-come, first-served basis, unless a specific space is reserved in advance.
• One (1) parking space is included per registered room. Additional vehicles may be subject to availability and extra charges.

2. Guest Responsibility

• Guests are fully responsible for their vehicle(s) and contents.
• The motel is not liable for theft, loss, or damage to any vehicle or its contents while parked on the property.

3. Liability Disclaimer

• Lucky Trout Lodge assumes no responsibility for damage caused by weather, other guests, accidents, or vandalism.
• Parking is at your own risk.

4. Authorized Vehicles Only

• Only vehicles registered at check-in may be parked on the property (overflow parking will be available on first come first serve basis) 
• Unauthorized or abandoned vehicles may be towed at the owner’s expense without notice.

5. Commercial Vehicles, Trailers & Oversized Vehicles

• Parking for large trucks, trailers, RVs, or oversized vehicles is not guaranteed and must be approved in advance. (Overflow parking available on first come first serve basis)
• Additional fees may apply.

6. Fire Lanes & Designated Areas

• Vehicles must be parked only in marked spaces.
• Blocking fire lanes, driveways, entrances, or other vehicles is strictly prohibited and may result in towing at vehicle owners expense.
• Do not block boat ramp, vehicle will be towed away at owners expense. 

7. Security Measures

• While we may have lighting and/or surveillance in place, these do not guarantee security and should not be relied upon as such.

📍 Important Notice

Improperly parked or unauthorized vehicles may be ticketed or towed at the vehicle owner's expense. For assistance, please contact the front desk.

👨‍👩‍👧 Traveling with Minors Policy

To ensure a safe and comfortable stay for all guests, please review our policy regarding guests traveling with children or minors.

1. Definition of Minor

• For the purposes of this policy, a minor is any guest under the age of 18, unless otherwise defined by local laws.

2. Accompanied Minors

• All minors must be accompanied by a parent or legal guardian at all times during their stay.
• Absolutely NO minors at pool without parent or guardian.
• The accompanying adult is fully responsible for the behavior, safety, and supervision of any minors in their care.
• Proof of guardianship may be requested at check-in if there is any doubt about the adult's relationship to the minor.

3. Unaccompanied Minors

• Unaccompanied minors are not permitted to check in or stay at the motel under any circumstances.
• Guests under the age of 18 must be booked and accompanied by a responsible adult aged 21 or older (or the age required by local law).

4. Booking with Children

• Please indicate the number and ages of any children at the time of booking to ensure proper room accommodations.
• Extra charges may apply for additional bedding or guests exceeding the standard occupancy limit.

5. Safety and Conduct

• Running, loud behavior, or unsupervised children in hallways or public areas is not permitted.
• Guests may be asked to leave without refund if minors in their party cause disturbances or damage.

6. Use of Facilities

• Children must be supervised by an adult at all times when using any motel facilities, including parking areas, vending machines, or outdoor areas.

7. Legal Responsibility

• The registered adult guest assumes full financial and legal responsibility for any damages or incidents involving minors in their care.

🏊‍♂️ Motel Pool Policy

To ensure the safety, comfort, and enjoyment of all guests, please follow our pool rules and guidelines below.

1. Pool Hours

• Pool is open daily from 10:00am to 8:00pm.
• No swimming is allowed outside of posted hours.

2. Use at Own Risk

• No lifeguard on duty. Guests use the pool at their own risk.
• The motel is not liable for injuries, accidents, or lost items in or around the pool area.
• NO DIVING

3. Children & Supervision

• Children under 16 must be accompanied and supervised by an adult at all times.
• Never leave children unattended near or in the pool.

4. Proper Attire

• Appropriate swimwear is required.
• No street clothes, diapers, or underwear allowed in the pool. Swim diapers must be worn by infants and toddlers.

5. Pool Behavior

• No diving, running, rough play, or horseplay.
• No glass containers, alcohol, or food is allowed in the pool area.
• Keep noise levels respectful to other guests.

6. Health & Hygiene

• Shower before entering the pool.
• Do not enter the pool if you are experiencing illness, open wounds, or skin infections.
• No spitting, urinating, or blowing nose in the pool.

7. Towels & Property

• Pool towels are for pool use only. Please return them after use.
• Do not remove pool furniture or equipment from the area.

8. Right to Refuse Access

• The motel reserves the right to deny pool access to any guest not following these rules or engaging in unsafe behavior.
• Repeated violations may result in removal from the property without refund.

📍 Important Notice:

By using the pool, guests accept all responsibility for their safety and agree to follow all posted rules.
🔑 Motel Key Return Policy (Short Version)

• Return at Checkout: All keys must be returned to the front desk or key drop box at checkout.
• Lost/Unreturned Key Fee: A $50 fee will be charged for any lost, stolen, or unreturned key.
• After-Hours Checkout: If leaving early, please follow posted instructions for key drop.
• No Duplicates: Guests may not duplicate or share keys with others.

Thank you for helping us keep our rooms secure!

Property and Cancellation Policies

• Full Charge - Full Deposit - If cancelled within 3 days of arrival
• Partial Charge - 50% of Full Stay - If cancelled within 4 days of arrival
• No Charge - If cancelled within 7 days of arrival