Private booking terms, cancellation policy, and privacy details.
Mountain Luxury Vacation is a private, request-based stay experience. These policies explain how booking requests, guest information, payment, cancellation, refunds, and verification are handled before and after confirmation.
Request first
Submitting dates and guest details starts the review process. It does not confirm a stay.
Pay after approval
Payment is requested only after availability, residence choice, and guest details are reviewed.
Private review
Guest verification may be requested before final confirmation for this private stay experience.
Information we may collect
When a guest submits a stay request, booking inquiry, guest form, or verification form, Mountain Luxury Vacation may collect name, email address, phone number, requested dates, preferred residence, guest count, booking reference, stay notes, and other details needed to review the request.
Guest identity details
Because this is a private, referral-based stay, identity details may be requested before a booking is approved. This may include a valid state ID, passport, guest list, or other verification details needed to review the stay.
How information is used
Guest information is used to review stay requests, confirm availability, prepare quotes, coordinate payment, manage arrival details, communicate booking updates, verify guest identity, and support the approved stay experience.
Payment information
Payment is handled through the approved booking or payment provider. Guest card details are not stored directly on this website.
Sharing information
Guest information may be shared only as needed with the host, property management, booking platform, payment provider, service providers, or support partners involved in reviewing and managing the stay.
Security
Reasonable steps are used to protect guest information. No website, form, booking platform, or payment system can guarantee complete security, so guests should submit information only through official forms and approved booking channels.
Contact
For privacy or guest information questions, contact Mountain Luxury Vacation at hello@mountainluxuryvacation.com.
Private booking experience
Mountain Luxury Vacation is designed for private, referral-based stays. It is not operated as a public rental marketplace or open listing platform.
Booking request does not confirm a stay
A stay request is only the first step. Availability, residence choice, guest count, guest details, and stay preferences must be reviewed before a booking can move forward.
Residence selection
Guests may request The Hideaway or The Retreat based on availability, party size, season, pricing, and stay preferences. Each residence may have its own guest limits, calendar, nightly rate, weekly rate, cleaning fee, security deposit, and availability rules.
Amenities and club privileges
Wellness amenities, shared club spaces, dining experiences, pools, spa access, fitness spaces, trails, and other privileges may be coordinated as part of the stay experience. Access, timing, availability, and guest arrangements should be confirmed before arrival.
Guest responsibility
Guests are responsible for submitting accurate information, respecting the residence, following confirmed arrival and stay instructions, complying with property rules, and using approved booking and payment channels only.
Pricing and fees
Rates, discounts, cleaning fees, service fees, security deposits, and custom pricing may vary by residence, season, stay length, guest relationship, and private booking arrangement. Final pricing is shown before payment is requested.
Third-party services
Booking, payment, hosting, calendar, messaging, and email services may be provided by third-party platforms. Mountain Luxury Vacation is not responsible for third-party outages, payment processor delays, email delivery issues, or service interruptions outside its control.
Request, review, then payment
Guests submit a stay request first. After the request is reviewed and the stay can move forward, a payment quote or payment request may be sent through the approved booking platform.
Payment window
Once a payment request is sent, payment is due within 24 hours unless a different written arrangement is confirmed. A stay is not confirmed until payment is successfully received.
Supported payment methods
Available payment methods may include credit cards, debit cards, and other payment options supported by the approved booking or payment provider.
Payment processing fees
Payment processing fees may apply when a guest submits payment. Any service fee or processing-related charge shown in the final quote should be reviewed before payment is completed.
Failed or expired payment
If a payment fails or is not completed within the required window, the booking may remain unconfirmed, expire, or be released. Mountain Luxury Vacation may send a reminder, issue a new quote, or cancel the pending request.
Payment security
Guest payment information is processed through the approved payment provider. Payment card information is not stored directly on this website.
Cancellation overview
Guests may cancel a confirmed booking at any time, but refund eligibility depends on when the cancellation is made relative to the scheduled arrival date. Refunds are calculated based on the cancellation window, room rate, cleaning fee, service fee, and security deposit.
| Cancellation window | Room rate refund | Cleaning fee | Service fee | Security deposit |
|---|---|---|---|---|
| 14 or more days before arrival | 100 percent refunded | 100 percent refunded | Non-refundable | Refundable if no damages or unpaid charges apply |
| 7 to 13 days before arrival | 50 percent refunded | 100 percent refunded | Non-refundable | Refundable if no damages or unpaid charges apply |
| 48 hours to 6 days before arrival | Non-refundable | Non-refundable | Non-refundable | Refundable if no damages or unpaid charges apply |
| Within 48 hours of arrival | Non-refundable | Non-refundable | Non-refundable | Refundable if no damages or unpaid charges apply |
| No-show | Non-refundable | Non-refundable | Non-refundable | Refundable if no damages or unpaid charges apply |
No refund within 48 hours
No room rate, cleaning fee, or service fee refund is issued for cancellations made 48 hours or less before arrival, last-minute cancellations, or no-shows. The full booking amount may be retained. The security deposit remains refundable if no damages or unpaid charges apply.
No-show policy
If a guest does not arrive by 11:59 PM on the scheduled arrival date without prior communication, the booking may be treated as a no-show. The room rate, cleaning fee, and service fee are non-refundable. Mountain Luxury Vacation may attempt to contact the guest before marking the booking as a no-show.
Security deposit handling
The security deposit is held until 48 hours after checkout so the residence can be reviewed. If no damages, missing items, excessive cleaning issues, or unpaid charges are reported, the security deposit is refunded within 5 business days after checkout.
Damage deductions
If damages or unpaid charges are documented, repair costs, replacement costs, extra cleaning costs, or other approved charges may be deducted from the security deposit before the remaining balance is refunded.
Refund processing timeline
Approved refunds are generally processed within 5 to 7 business days after cancellation approval and returned to the original payment method whenever possible. Bank or payment processor timing may vary.
How to cancel
Cancellation requests should be submitted through the booking platform or by email to hello@mountainluxuryvacation.com. Guests should include the booking reference, arrival date, guest name, and reason for cancellation if available.
Cancellation confirmation
Mountain Luxury Vacation will review the cancellation request and confirm receipt when possible. Refund eligibility is determined by the cancellation date, arrival date, payment status, and applicable cancellation window.
Date changes
Date change requests must be submitted in writing and are subject to availability. If new dates fall in a higher-priced season, the guest is responsible for the difference. If new dates fall in a lower-priced season, the difference may be retained as booking credit rather than refunded.
Unavailable new dates
If requested replacement dates are unavailable, the guest may choose alternative available dates or proceed with cancellation under the refund schedule listed above.
Emergency situations
Severe weather, unsafe property conditions, government travel restrictions, facility closure, public health emergencies, documented medical emergencies, or other circumstances outside normal control may be reviewed privately for possible refund or rescheduling options.
Guest-initiated emergency cancellation
When a guest requests emergency cancellation consideration, reasonable documentation may be required. If approved, room rate and cleaning fee refund options may be reviewed. Service fees remain non-refundable unless otherwise confirmed in writing.
Property or facility unavailability
If the residence, property, or related facility becomes unavailable or unsafe for the approved stay, Mountain Luxury Vacation may cancel the booking, provide a written explanation, offer alternative dates if possible, or issue an applicable refund.
Travel insurance for international guests
International guests may be required to provide proof of travel insurance before booking confirmation. Travel insurance should include trip cancellation protection and should be arranged before payment is completed.
Travel insurance for domestic guests
Domestic guests are strongly encouraged to purchase travel insurance to protect against illness, emergencies, travel delays, lost luggage, and other issues that may affect the stay.
Private relationship exceptions
Because this is a private, referral-based stay experience, Mountain Luxury Vacation may review special circumstances, close relationship requests, rescheduling options, or custom refund arrangements case by case. Any exception must be confirmed in writing.
Disputes
If a guest disputes a cancellation decision or refund calculation, the guest should submit a written dispute within 5 business days. Mountain Luxury Vacation will review the request and respond in writing when possible. Payment processor or chargeback processes may follow the provider’s rules.
The refund schedule applies to confirmed bookings. A stay request that has not been approved or paid is not treated as a confirmed booking.
Why verification may be requested
Because Mountain Luxury Vacation is a private, referral-based stay experience, verification may be requested before a booking is approved, paid, or finalized.
What may be requested
Guests may be asked to provide a valid state ID, passport, guest list, contact details, requested dates, residence preference, and other information needed to review the stay request.
International guest requirements
International guests may be asked to provide passport details and proof of travel insurance before booking confirmation. Additional information may be requested for each guest, including children, when needed for private review.
Final approval
Mountain Luxury Vacation retains final approval authority for all private stays. A request may be declined if availability, guest details, verification, payment timing, or property rules cannot be confirmed.
Payment should only be completed through the approved booking or payment process after availability and guest details are reviewed.