Terms of Service & Booking Agreement

1. Who we are and where these Terms apply

Black Orchid Oasis is a private beachfront villa at Secret Beach, Parcel 8647, San Pedro, Ambergris Caye, Belize. It is operated by The Black Orchid Oasis, LLC, a limited liability company organized in the State of Washington, USA (“Black Orchid Oasis,” “we,” “us,” or “the Villa”). “You” means the lead guest who makes the booking and every member of the party.

These Terms apply in full to direct bookings made at stay.blackorchidoasis.com. If you reserved through Airbnb, your reservation, payment, and cancellation remain governed by Airbnb’s terms and cancellation policy; Sections 2 to 7 of these Terms do not apply to Airbnb reservations, and the remaining Sections and Part 2 supplement Airbnb’s terms without replacing them.

2. Your reservation and how it is confirmed

• Your reservation is confirmed when we receive your deposit (or full payment, where Section 4 requires it).
• It becomes fully confirmed when the lead guest completes identity verification (Section 10) within 3 days of booking. If verification is not completed within 3 days, we may cancel the reservation and refund your payment under the cancellation rules in Section 5.
• We send a confirmation email with your booking reference, receipt, a copy of these Terms, and links to identity verification, the guest register, and the pre-arrival “Curate Your Stay” form.

3. Prices and taxes

• All prices are in U.S. Dollars (USD).
• Nightly rates, any length-of-stay discount, and the minimum stay are shown before you pay. The rate quoted at checkout is the rate that applies to your stay.
• Belize hotel accommodation tax of 9% is added to lodging. The rate is set by Belize law and may change; the rate in effect when you book applies to your booking.
• If you choose to pay by bank transfer instead of card, we apply a 2% discount to the lodging subtotal. Card payments carry no surcharge.
• Food, beverage, and experience orders are priced separately and are described in Section 11.

4. Payment schedule and your saved payment method

• Check-in more than 90 days away: 50% of the total is due at booking. The remaining 50% is charged automatically to your saved payment method 89 days before check-in, without further notice. We email a receipt once the charge succeeds.
• Check-in 90 days away or less: 100% of the total is due at booking.
• By booking, you consent to us securely storing your payment method with Stripe and to using it for the scheduled balance charge, the security deposit hold (Section 7), any pre-arrival or onsite orders you approve, and any damage charges under Section 12. We never see or store your full card number.
• If the balance charge fails, we will notify you by email with a secure payment link. You must pay the balance within 7 days of that notice. If it remains unpaid after 7 days, we may cancel the reservation and keep the deposit.
• You may update the card on file at any time through your guest portal at stay.blackorchidoasis.com.

5. Cancellations and refunds

Days are counted to your check-in date (Belize time) from the day we receive your cancellation request through the guest portal or by email.

• 91 or more days before check-in: we refund everything you have paid, less the non-recoverable payment processing costs on each original payment: 2.9% + $0.30 per card charge, or 0.8% (capped at $5) per bank transfer. These are costs charged to us by the payment network that are not returned on a refund.
• 90 days or fewer before check-in: your payments are non-refundable.
• 24-hour grace period: if your check-in was 91 or more days away when you booked, you may cancel within 24 hours of booking and receive a refund of all payments less the same processing costs. There is no grace period when check-in is 90 days or fewer away at the time of booking.
• Official travel safety warning: if the government of your home country or the Government of Belize issues an official travel safety warning for Belize that covers your stay dates (for example, a U.S. Department of State Level 4 “Do Not Travel” advisory), we will refund your payments regardless of the timing above.
• Force majeure: if a hurricane, airport closure, or government order prevents your stay, we do not issue a cash refund. Instead we give you a credit for the same season or period within 18 months of your original check-in date. You pay any difference in rates for the new dates.

We recommend that you buy travel insurance that covers trip cancellation and interruption, because most reasons for cancelling are not refundable under these Terms.

6. Changing your dates

• Extending your stay (adding nights) is allowed at any time, subject to availability, at the rates current when you extend. The added nights are charged to your saved payment method when you confirm the extension.
• Shortening or moving your dates is allowed only 91 or more days before your original check-in. The stay is re-quoted at current rates. Any increase is charged to your saved payment method; any decrease is refunded less the processing costs described in Section 5.
• Within 90 days of check-in, a request to shorten or move dates is treated as a cancellation of the original dates under Section 5.

7. Security deposit

• We place a $5,000 USD authorization hold on your saved card about 5 days before arrival (or at check-in for stays longer than 22 nights). This is a hold, not a charge; funds are reserved by your bank and no money moves unless there is damage.
• The hold is released 3 days after check-out if there is no damage, loss, or unpaid balance. Your bank may take a few additional days to show the release.
• If there is damage or loss, we charge the amount set out in the Furnishings Replacement Schedule (or the fair replacement cost for items not listed) plus the card processing fee of 2.9% + $0.30 on the amount charged, and release the remainder.
• If a hold cannot be placed on your card, you consent to us charging the card on file directly for any damage or loss, plus the same processing fee.

8. Occupancy

The villa accommodates a maximum of 12 guests, including children of any age. This is a hard limit and there are no exceptions. Every person staying overnight must be listed in the guest register (Section 10). Exceeding 12 guests, or hosting unregistered overnight guests, is a material breach of this agreement: we may end the stay immediately without refund and charge any resulting costs to the card on file.

9. Direct-booking benefits

Complimentary chef meal. Every direct booking includes one chef-prepared lunch or dinner for your party: one sitting, one main course per registered guest, up to 12 guests. Alcohol, special requests, and additional courses are not included. The meal has no cash value, cannot be exchanged for credit, must be scheduled through the pre-arrival “Curate Your Stay” form, and is forfeited if it is not used during the stay.

Returning-guest offer. After your stay we may send you a code for 10% off the posted nightly rate on your next direct booking. The code is valid for 10 days from the date it is issued; the new booking must be completed (deposit paid) within that window. It cannot be combined with any other discount or offer and has no cash value.

10. Identity verification and guest register

• The lead guest verifies a government-issued photo ID (driver’s license, passport, or national ID card) through Stripe Identity within 3 days of booking. The name and address on the ID are cross-checked against the holder of the payment card used for the booking. If they do not match, we may ask for more information or cancel the reservation under Section 2.
• Every guest, including children, provides their full name, nationality, passport number, and home address through the group link before arrival. Belize’s Hotels and Tourist Accommodation Act requires us to keep a guest register with these details.
• Email addresses for guests other than the lead guest are optional. We use them to send offers only if that guest gives consent.
• How this information is stored and protected is described in our Privacy Policy.

11. Pre-arrival and onsite food, beverage, and experience orders

Orders placed through the “Curate Your Stay” form are processed securely by Stripe. When you submit the form:

• Your pre-arrival order total is charged at the time of submission (or, where the order total is $0, a $1.00 USD verification charge is used to confirm and securely store your card).
• A card is saved on file with Stripe to settle onsite incidentals.
• A 24% Villa Operations Fee applies to food, beverage, and special-request orders and covers your dedicated in-villa chef and bartender and island provisioning. This is a service charge, not a tip.
• Belize General Sales Tax (GST) of 12.5% applies where required.
• Additional onsite orders requiring a grocery run are $50 USD per trip.
• Any onsite balance is due on your check-out date. If it is not settled at that time, the card on file may be charged the outstanding balance plus a $100 USD late-payment fee.

Because meals and experiences are pre-ordered, provisioned, and prepared specifically for your party, all pre-arrival food, beverage, and experience orders are final and non-refundable once submitted, and no substitutions can be made after submission. Order prices are shown in USD and exclude GST and the Villa Operations Fee, which are shown before you pay. Menu prices and availability may change; the price displayed at checkout is the price that applies.

12. Damage and the Furnishings Replacement Schedule

Loss of, or damage to, the property or its contents caused by your party may be charged to the security deposit hold or the card on file. Replacement costs for the villa’s furnishings are set out in our Furnishings Replacement Schedule, which forms part of these Terms; items not individually listed there are charged at fair market replacement cost. Where a damaged or lost item can only be replaced by purchasing a complete set, or is no longer sold individually, you are responsible for the full cost of the set (or the closest available equivalent), even if only one piece was affected. Every damage charge also carries the card processing fee of 2.9% + $0.30. Normal, reasonable wear is expected and is not charged.

13. Guest responsibilities and conduct

You are responsible for the safety and supervision of every member of your party, including children, at all times. You agree to use the property and its amenities responsibly, to respect quiet hours, neighbours, and local law, to follow the house rules in the Guest Guide, and to inform us in advance of any allergies, dietary restrictions, or medical conditions affecting your party. No parties or events beyond your registered party are permitted.

14. Chargebacks and electronic acceptance

• If you believe a charge is wrong, you agree to contact us first at the email below before disputing it with your bank. We review every billing question promptly and correct genuine errors.
• When you accept these Terms at checkout or on the pre-arrival form, we record your electronic acceptance (date and time, IP address, and the version of these Terms) and email a copy to owner@theblackorchidoasis.com and to you. That record is evidence of your agreement and may be provided to your bank in a dispute.

15. Privacy

Our handling of your personal information, including identity verification and the guest register, is described in our Privacy Policy, which forms part of these Terms.

16. Limitation of liability

To the fullest extent permitted by law, the Released Parties (defined in Part 2) will not be liable for any indirect, incidental, special, or consequential loss, and our total aggregate liability arising out of or relating to your booking, order, or stay will not exceed the amount you paid to us for the booking, order, or service giving rise to the claim. Nothing in these Terms excludes any liability that cannot lawfully be excluded.

17. Governing law

Your stay and the property are governed by the laws of Belize, and disputes about the stay or the property are subject to the courts of Belize. You enter into this agreement with The Black Orchid Oasis, LLC, a Washington (USA) limited liability company; for payment and consumer-protection matters, United States federal law and the laws of the State of Washington apply where they are mandatory. If any provision is found unenforceable, the remaining provisions remain in full force and effect.

18. Changes to these Terms

We may update these Terms from time to time. The version you accepted when you booked or placed an order applies to that booking or order; the version number and “last updated” date at the top identify it. Later changes apply only to new bookings and orders.

19. Contact

Questions about these Terms or a charge? Contact The Black Orchid Oasis, LLC at owner@theblackorchidoasis.com or via WhatsApp at +1 (206) 948-9731.

Assumption of Risk

Staying at and using the villa and its amenities — including the swimming pool, dock, beach, kayaks, paddleboards and other watercraft, water activities, fishing, snorkeling, boat transfers, golf carts, stairs, balconies, fireplaces, and any excursions or services arranged through or recommended by the villa — involves inherent risks, including the risk of property damage, injury, illness, drowning, or death. I understand these risks and voluntarily assume all of them, whether known or unknown, on behalf of myself and every member of my party (including any minors in my care).

Release & Hold Harmless

To the fullest extent permitted by law, I hereby release, waive, discharge, and agree to hold harmless and indemnify Black Orchid Oasis, The Black Orchid Oasis, LLC, and their owners, directors, members, employees, caretakers, agents, and contractors (the “Released Parties”) from any and all claims, demands, liabilities, damages, losses, costs, or causes of action of any kind — whether arising from negligence or otherwise — that I or any member of my party may have, arising from or related to: our stay; the use of the property, grounds, dock, beach, and amenities; food and beverages prepared, served, or self-prepared; third-party providers, transportation, and excursions; weather, tides, wildlife, or island conditions; and any interruption to utilities, internet, water, or services inherent to an off-grid location.

Food, Allergies & Health

I am responsible for informing the villa, in advance, of any allergies, dietary restrictions, or medical conditions affecting any member of my party. I assume all risk related to food and beverages consumed during the stay, and I confirm that each guest is medically fit to participate in the activities they choose.

Supervision, Conduct & Damage

I am responsible for the safety and supervision of all members of my party, including children, at all times. I accept responsibility for any loss or damage to the property or its contents caused by my party, and I authorize the villa to recover the cost of such loss or damage — including by charging the security deposit hold or the card on file, plus the card processing fee described in Section 12 — at the amounts set out in the Furnishings Replacement Schedule (or, for items not individually listed, at fair market replacement cost). I understand that where an item can only be replaced by purchasing a complete set, or is no longer sold individually, I am responsible for the full cost of the set (or the closest available equivalent), even if only one piece was affected. I understand that normal, reasonable wear is expected and is not charged.

General

This waiver is binding upon me, my party, and our respective heirs, executors, and representatives. It is governed by the laws of Belize. If any portion is found unenforceable, the remaining provisions remain in full force and effect. This waiver supplements, and does not replace, the terms of any booking platform through which the reservation was made.