Happy Tails Pet Sitting Contract
Policies and Procedures
Happy Tails & Friends, LLC is referred to as “ Kaliesha, Happy Tails, Happy Tails Pet Sitting, We, Our, or Us” and clients are referred to as “Clients, You, or Owner”. Clients authorize Happy Tails & Friends, LLC to perform pet care services as outlined in the “Precise Pet Care” portal (known as “PPC”), along with the Veterinary Release & Policy form, Credit Card Authorization form, and Social Media form, which are part of this contract. We reserve the right to change these terms without prior notice. Clients are responsible for regularly reviewing this contract.

MEET AND GREET (M&G): M&Gs are required and must be completed at least 48 hours before the first service. Once Happy Tails reviews the completed M&G Form, a complimentary M&G will be scheduled. The M&G is not a contract between Happy Tails and the client, and does not guarantee services. During the M&G, Happy Tails will meet the pet(s), review medical care, discuss PPC software, and answer questions. If the service is in the client's home, the client MUST provide a copy of the house key and any alarm codes, if applicable. If the client cancels the initial M&G with less than 24 hours notice, there will be a $20 fee to reschedule. If clients have guest pet(s) inside the home that are not previously listed in PPC, Happy Tails will suspend services if they are present and cancelation fees will apply. This includes, but not limited to, pet(s) owned by family, friends, neighbors, roommates, or others. If owners have pets that are reactive, anxious, or previous hesitation with prior sitters/visitors and require additional meet and greets, there will be a $20 fee for additional meetings.

MEDICATIONS: The client is responsible to provide Happy Tails with detailed instructions in PPC on how to give medications to the pet(s), refill instructions if applicable, along with an in-person demonstration during the M&G. Happy Tails will attempt to administer medications as prescribed. However, if the pet(s) refuse to cooperate or becomes violent, Happy Tails will not be held liable for the consequences resulting from missed medications, or incorrect instructions that may arise when caring for your pet(s). We will not honor any instructions outside PPC.

HOUSE KEYS: Clients give permission that the Happy Tails sitter can enter the home, their property on which it sits, and other outbuildings that rest upon the land for pet-related services. Clients MUST provide at least one house key during the M&G or have a lock box on property with a key. If Happy Tails is required to make a second key, the fee is $20. Happy Tails will keep the key in a secured lockbox system for future services. If you choose not to have us keep the keys or have a lock box, a $10 handling fee for each pickup and return. For safety and security, Happy Tails will NOT leave keys under doormats, hidden on the property or locked inside the home. Due to power outages, battery failures, or malfunctions, Happy Tails requires a key to allow access to your home. Happy Tails will NOT use garage codes as the primary source of access. Without key access, we will not be held liable or responsible for any incomplete services and the client will be charged for the full visit and any related fees.

SECURITY SYSTEMS: If the client is using a security system while Happy Tails is doing services, please notify the company ahead of time. In PPC, clients will provide the codes or passwords for arming and disarming the device. We recommend setting up temporary codes or passwords for our use. Happy Tails is not responsible for any fines or other damages associated with the malfunction or unintended triggering of the security system when entering or leaving the premises.

COMMUNICATION: For all communication purposes, clients must be able to be reached either via text message or email. By default, PPC sends all communications to the primary email address. If you requested texts, the phone number will appear as 615-945-4306. Happy Tails will not accept any complaints that are not received within 48-hours after services are completed. Happy Tails takes concerns seriously and will try to improve the situation.

AVAILABLE HOURS: Office hours are Monday-Friday from 8 A.M. to 7 P.M. The office is closed on federal holidays. Our office line is (615) 945-4306 or email: happytailspetsittingtn@gmail.com. During office hours, we will respond to calls and emails as soon as possible. Walks are scheduled between 8 A.M. and 8 P.M on Monday thru Saturday. Drop In Visits are scheduled between 7 A.M. and 9:30 P.M. every day of the week. Overnight Visits are scheduled 10:30 P.M. to 6:30 A.M. the following day every day of the week; 365 days per year. Happy Tails will do our best to arrive on time, but do not guarantee specific time slots. We allow a two-hour time frame, unless pet(s) require medical care, in which a one-hour window will be applied. E.g., If scheduled for noon, we may come as early as 11 A.M. or as late as 1 P.M.

MINIMUM DROP IN VISIT REQUIREMENTS: For vacation clients, Happy Tails requires that dogs are visited at least 3 times per day. We require a visit for cats and other pets at least once every 24-hours between scheduled dog visits, unless medical care is needed and additional visits may be required. Happy Tails is not liable for any damages that may occur due to the client requesting fewer appointments than suggested.

MAKING RESERVATIONS: We offer services on a first come, first served basis. To submit service requests, including cancellations, clients must call, text, email, or submit a request thru our PPC. All overnight visits, for non-holidays, must be booked no less than three (3) days before and holidays must be booked at least seven (7) days in advance. If reservations are made outside of these times there will incur a $20 last minute booking fee. Please allow up to 24 hours, during office hours, for Happy Tails to accept or deny service requests. Under no circumstances will the client assume that their visits are covered without a confirmation email. Services are not booked until deposit of all services requested has been paid.

ONGOING SERVICES Daily and Reoccurring Clients: Full payment is due at the time of booking. Until payment is received, your spot will not be reserved. Clients cannot schedule further services until the balance has been paid. Once paid, clients may resubmit their reservations and will incur a $20 last-minute booking fee. Reoccurring services, such as daily walks and daycare, can be scheduled in PPC. Happy Tails will create a fixed monthly schedule for the same days and times unless the client requests a change. Clients must verify accuracy of booking request and request any changes. If any changes are made less than two (2) days before the service starts, a last-minute booking fee of $20 will be added on. E.g., PPC will automatically schedule services on a fixed monthly basis for 30-minute walks everyday Monday–Friday between the two-hour window, including holidays, if no alterations are requested.

CONFIRMATION OF SERVICES: Clients MUST receive a confirmation email from Happy Tails for the booking to be confirmed. If the client has not received a confirmation, the PPC system does NOT have a verified reservation. Clients will verify for correct dates and times of any requested services.

METHODS OF PAYMENT: All Services must be paid in full at least 7 days before to the first day of service, unless you booked ongoing services. If payments are not received by this time, the reservations will be cancelled. Clients cannot schedule further services until the balance has been paid. Once paid, clients may resubmit their reservations and may incur a $20 last-minute booking fee. Do not assume that Happy Tails has received your request until you have received a confirmation email. Credit Card and Debit Card payments are accepted through PPC. We never keep credit card information on our servers; all data is stored by PPC using Stripe, a fully integrated payment provider. Happy Tails accepts Cash, Venmo, & Credit/Debit Cards. No checks will be accepted. Rates are subject to change and prices are listed on our website.

CREDIT CARD AUTHORIZATION: The client authorizes Happy Tails to charge the credit card on file in PPC for any services and additional fees that may arise. Clients are responsible to keep payment information updated. If the card is declined or expired, a $40 fee will incur in addition to the full amount owed. If Happy Tails does not receive payment, the client understands that we will NOT provide services associated with these fees. Once paid, clients may re-submit their reservations. Do not assume that Happy Tails has received your request until you have received or confirmation email.

PET ABANDONMENT: Happy Tails is not responsible for clients wanting to rehome their pet(s). We are not a rescue group. If the client abandons their pet(s) in our care, after 48 hours of no response or pickup, Happy Tails will report the client's actions to the authorities, and will seize the pet(s) to animal control. The client will be liable for reimbursing Happy Tails for all expenses incurred including but not limited to, pet care, transportation, legal fees or court costs.

I'M HOME: For in-client's home services, once you arrive home, please contact us through PPC. If Happy Tails does not hear from you by the return date listed in your trip, visits may be extended to ensure the safety and welfare of the pets and you will be invoiced for all extended services. If the client is back home when we arrive, you will be charged for the extra service. Happy Tails does not guarantee the ability to provide services past the original confirmed booking.

LATE RETURNS: Extending your trip is considered a last-minute request. Unforeseen travel interruptions, flight delays, and emergencies may require access to the property again, but only for pet-related services. If there will be delays in returning home, clients must notify Happy Tails promptly via PPC. We will make reasonable efforts to extend services, but do not guarantee availability. Happy Tails will not be held liable or responsible for any incomplete services. Do not assume that Happy Tails has received your request until you have received a text or confirmation email. The client will reimburse of additional visits and fees to Happy Tails within 24 hours of the last visit.

CANCEL SERVICES: Clients must notify Happy Tails as soon as possible of the need to cancel services via text or email. All deposits/payments will be forfeited for cancellations. Services that are cancelled after we arrive will be charged the full amount and a cancellation fee. NO EXCEPTIONS!

CANCELLATIONS FOR NON-HOLIDAYS:
Ongoing Services (Dog Walking): Requires at least a 72 hour notice for any cancellation to receive credit. Less than 72 hours notice will be charged the full amount.

All Other Services (Drop In Visits, Overnight Stays, and House Sitting):
Please note our Happy Tails Cancellation Policy has changed:
New Cancellation Policy effective January 1, 2024
50% Non-Refundable Deposit is required for all services booked for new clients. Once a relationship has been developed; existing clients will only have a 25% Non-Refundable Deposit.
If cancellation is received with more than 30 days notice of the service begin date, client will receive a 1 time 90 days credit. Future cancellations will be subject to not receiving a refund or credit.
Remaining balance is due 7 days prior to services and is non-refundable or transferable.
Deposits and payments are non-transferable within 30 days of service begin date of original booking.

We hold ourselves to a high standard regarding our reliability. In order to provide the best service, we only take a limited number of bookings per day/week. Once we hold your time slot, we often turn away other clients and are unable to book these slots again on a short notice.

Any services booked prior to January 1, 2024 will be subject to the prior cancellation policy:
Prior to 30 days of service begin date: Deposit minus $50 is Refundable
Within 30 days of service begin date: Full Deposit is Non-Refundable
Within 72 Hours of service begin date: Full Service Fee is required to be paid.

HOLIDAYS: We will add a $10 non-refundable fee per visit/walk and $20 non refundable fee to overnight/24hr stays during the holidays as shown below:


Easter Weekend - April (Friday to Sunday)
Memorial Day Weekend - May (Friday to Monday)
Labor Day Weekend - September (Friday to Monday)
Independence Day - July (3rd to 5th)
Thanksgiving - November (Wednesday to Sunday)
Christmas - December (22nd to 26th)
New Years - December (31st to January 1st)


VACCINATIONS: Clients will submit updated vaccination records in PPC. If the pet(s) are not vaccinated at the time of service, Happy Tails will refuse or halt services. Happy Tails will not be held liable for any pet(s) that are not properly vaccinated. All pet(s) in the care of Happy Tails must be current on these vaccinations:
DOGS - Rabies, Canine Influenza, and DHPP (Distemper, Hepatitis, ParaInfluenza, Parvo) Bordetella (if boarding).
CATS - Rabies, FVRCP (Feline Viral Rhinotracheitis, Calicivirus, Panleukopenia) and Feline Leukemia.

CONTAGIOUS ILLNESSES: Happy Tails strives to provide our clients with clean and safe environments. The client must notify Happy Tails immediately of any signs of injury or illnesses before the scheduled visits. Happy Tails reserves the right to cancel if the pet(s) have an infection or disease, such as kennel cough, parvovirus, intestinal parasites, fleas or skin diseases. Any cancellations will be charged the applicable fees. If any pet(s) infects or has complications from infections while in Happy Tails care during or after services, the client will be held liable for any damages and fees to their own and other Happy Tails clients pet(s) or property, including but not limited to, medical costs, pet(s) hospitalization, and/or transportation.

EMERGENCY CARE: Happy Tails works hard to prevent accidents and injuries. However, these can occur regardless of how well the pet(s) are cared for. If pet(s) need emergency care or requires transportation for medication administration, the client authorizes Happy Tails to transport their pet(s) to the veterinarian listed in PPC. Should the preferred veterinarian not be available, we will transport the pet(s) to the nearest emergency clinic available. Happy Tails is not responsible for the actions and decisions of the veterinary staff that result in injury or death. Client acknowledges that a valid Debit or Credit Card is on file at the preferred Vet office and allows Happy Tails to charge that card for the care of their pet(s). Besides pet taxi fee ($10 one way), Happy Tails sitter's time spent at the veterinarian office will be $20 an hour and the client will reimburse Happy Tails for charges accrued within 7 days of return.

TRANSPORTATION: The client authorizes transportation of their pet(s) to and from their home or other locations where Happy Tails has control of the pet(s). If Happy Tails takes pet(s) off the client's property during services such as daily walks, the client agrees to indemnify Happy Tails for any injuries, damages or death that may result from the actions of the client's pet(s), transportation, or loose or stray animal(s). The client agrees to be liable for any damage caused directly or indirectly by or to their pet(s), including but not limited to the property, other animals, or any motor vehicle used to transport the pet(s).

COLLARS AND LEASHES: Clients must ensure that the pet(s) collars and harnesses fit properly. Happy Tails is not responsible or liable for poorly fitted, worn or damaged collars and harnesses. Clients must provide a 6-foot leash or shorter. For safety, we will NOT use retractable leashes, chain leads, or choke chains during services. We will typically use our own leashes for dog walks. We will not walk dogs that are unruly or untrained, that continuously pulls or jerks on the leash. Happy Tails is not held liable for damages caused by pets pulling on the leash or other unruly behaviors. The client agrees to hold Happy Tails harmless for any malfunction of equipment or personal property owned by the client, such as leashes, collars, electric fences, or grooming supplies.

OUTDOOR ANIMALS AND ENCLOSURES: Happy Tails will not be held accountable, liable, or responsible for injury, illness, loss, or death of free-roaming pet(s) with unassisted access to the outdoors, such as doggy doors. No enclosure is completely secure and clients are responsible for pet-proofing the home and property. Happy Tails is not liable, or responsible for the client's pet(s) that escapes, becomes lost, injured, or dies when left unattended or given access to an outside area or insufficient enclosure. This includes, but not limited to, invisible, wood, or metal enclosures. We may refuse yard play if we believe it poses a threat to the pet(s) or sitters. E.g., Unstable fences, unsanitary conditions, stagnant water, excess animal waste, unkempt lawn or hazardous items lying around the yard.

PLANT CARE: Happy Tails is not responsible for plants and lawns that are unhealthy, wilted, or dead. Happy Tails will follow instructions in PPC but is not liable for the outcome results. Place all plants together on a water-resistant surface in plain sight.

PERSONAL PROPERTY: Happy Tails will not be held accountable, liable, or responsible for damages to the home that are beyond our control. This includes, but not limited to, water damages, fallen trees, electrical problems and acts of nature. If fencing or enclosures are damaged due to inclement weather or otherwise, Happy Tails will make a reasonable decision regarding yard access to the pet(s). In these situations, we will attempt to contact you before making a subjective decision on dealing with the damages. Clients are liable for any maintenance, repairs and related fees.

INCLEMENT WEATHER:

HEAT WARNING: During heat warnings or temperatures exceed 90 degrees, Happy Tails may shorten the walks and the remaining time will be spent playing inside.
THUNDERSTORMS: Clients may cancel dog walks via PPC at least two hours before services to avoid a cancellation fee. You may also keep the visits, but we will shorten the walks and potty breaks and the rest of the time will be spent playing inside. Please provide towels that we may use to wipe off the pet(s). We will attempt to clean the pet(s), but no guarantees. Happy Tails is not responsible for any messes or damages that are caused due to dirty pet(s).
SNOW AND ICE: In snow or icy conditions, dog walks and drop-ins may be canceled via PPC at least two hours before services to avoid a cancellation fee. Clients must arrange for snow removal that could impede our safely accessing your driveway and sidewalks. Happy Tails shall have no liability for not removing snow or for the removal of any debris from the residences of the client. If Happy Tails is unable to access the pet(s) or property due to improper maintenance, Happy Tails is not responsible for missed visits or any damages that may occur. This is a cancelation and the applicable fees will be charged. NOTE: If pet(s) miss a medication dose or receives it at a later time because of impassable roads, Happy Tails will not be held accountable.

EMERGENCY CONTACT: Please have two emergency contacts in PPC that we may contact if we get inclement weather, natural disaster, personal emergency, or safety issue with the pet(a) during any services. Anyone designated to be an emergency contact must be reachable during times the client has services. They must also have a key and can enter the client's home to care for the pet(s) and property. Happy Tails reserves the right to relinquish responsibility to the client's designated persons until we consider it safe for services to be resumed. The client agrees to indemnify Happy Tails for any injury, damage, including attorney fees and court costs for any negligence, or intentional acts done by or to your emergency contact or other individuals. E.g., If a person slips and falls because of checking on your pet(s), Happy Tails is not responsible for their injury. Please keep emergency contact information current.

JOB SHARING: Due to insurance, Happy Tails will not share responsibility for pet care services with any other party, including but not limited to, family, friends, neighbors or other companies. If the client allows other individuals to access the property while Happy Tails services are being performed, Happy Tails assumes no liability for any damages or losses to your home or pet(s) during our services. Please notify us if anybody will be at your home and let that person know that we are providing pet care services.

BACKUP SITTERS: If the primary sitter has a personal emergency or is unavailable, the client authorizes Happy Tails to arrange another qualified backup sitter to provide services. Happy Tails reserves the right to change pet sitters without notice. If Happy Tails does not have a sitter available, the client will be contacted to make arrangements for the pet(s).

SUPPLIES AND CLEAN UP: Clients will provide adequate supplies and equipment for Happy Tails to use during services, such as cleaning supplies, cat litter, food, medicines, and poop bags. Clients will reimburse Happy Tails for any supplies that are purchased and travel fee(s) within three (3) days of return. Happy Tails is not responsible for any stains or odor after cleaning attempts. We will strive to leave your home in the same condition as found, but no guarantees due to the unpredictable nature of pet(s).

INJURY TO OR BY CLIENT PET(S): Happy Tails will refuse or halt services if pet(s) have aggressive tendencies due to temperament or injuries that may result in pet(s) causing harm to themselves or others. Happy Tails will not be held liable for any pet(s) that instigates fights with other animals or is injured by other animals while in our care. Clients are responsible for all medical expenses and damages that may arise. The client must reimburse Happy Tails for all medical care, legal fees, and court costs within 30 days of the incident.

PICTURES AND ADVERTISING: During our visits, clients agree that Happy Tails can take pictures or videos and submit them to PPC or post them on social media for our viewers. You grant permission to Happy Tails to use for any lawful purpose the name, image, likeness and performances of your pet. The photos taken become the property of Happy Tails and will not contain any confidential information. The client receives the benefit of premier pet care in exchange for using their pet's images. Clients grant Happy Tails an irrevocable, perpetual, non-exclusive worldwide license to use, copy, publicly display, produce, transmit, broadcast, in connection with the photos of your pet, and to sublicense these rights to third parties.

CAMERAS AND AUDIO EQUIPMENT: For personal use only, clients may use surveillance cameras, webcams, and audio recording devices. While Happy Tails is inside the home and on the property, the client will not have these devices installed in or directed towards any bathrooms, bedrooms, or other private area that the sitters may use. Any footage or sound shall not be published, distributed or used for private or public purposes by the client at any time, such as, but not limited to, social media, smartphones, communication devices, 8 mm film, still photography, and combinations of media types. E.g., Copper cable including unshielded twisted-pair (UTP), shielded twisted-pair (STP), and coaxial cable, or any wireless media, including radio frequencies, microwave, satellite, and infrared. If Happy Tails finds that the client has infringed this clause, the client agrees to pay Happy Tails a minimum penalty of $5,000.00 per incident in addition to all legal fees and court costs accumulated by Happy Tails within seven (7) days of discovery. If Happy Tails finds camera(s) or audio recording devices on any premises as mentioned above, the client will lose any money paid to Happy Tails and Happy Tails shall withdraw immediately from the premises and leave the pet(s) inside the client's dwelling. This is a cancellation of services and corresponding fees will apply. The client agrees that it shall not have any recourse for the health of the pet(s) or any damage to the dwelling as a result of Happy Tails leaving the house if the client has violated this important clause.

PRIVACY: Happy Tails collects information from you to provide quality, personalized pet, and home care services. We do not sell, lease or distribute your personal information to companies, organizations, or individuals outside Happy Tails except as required by law. Happy Tails collects personally identifiable information from each client such as names, email and mailing addresses, telephone number(s). We may also collect payment card information when you provide it directly to us while using our services and where we believe it is reasonably required for business purposes. Sometimes, we create personal information about you, such as records of your interactions with us, and details of your accounts. Happy Tails shall not knowingly share any client's personally identifiable information with any person or organization, except for the reasons stated above. We take reasonable steps to ensure that the personal information we process is limited to what we require in connection with providing services. The client will always respect the privacy of Happy Tails and the sitters. Clients promise not to use or share any confidential information regarding Happy Tails and its property without written permission from Happy Tails, both during and after this contract term. Confidential information is defined as information that Happy Tails has not made public.

THIRD PARTY SERVICES, LINKS: The client agrees that Happy Tails is not responsible or liable for the availability or accuracy of such websites or resources, or the content, products, or services on or available from such websites or resources. Links to such websites or resources do not imply any endorsement of such websites or resources, or the content, products, or services available from such websites or resources. You acknowledge sole responsibility for and assume all risks arising from your use of any such websites or resources.

TERMINATION: This contract can be terminated at any time by either party without cause. “Without cause” means terminated from a job, not that they did anything wrong, but because the client decided that they no longer want Happy Tails services, or Happy Tails has stopped providing services to the client. If the client terminates this contract, they must notify Happy Tails through email (happytailspetsittingtn@gmail.com) with an exact date of when services shall be terminated, otherwise, the client has not terminated the services and/or service contract of Happy Tails. The client will continue to be liable for any fees and charges incurred for services from Happy Tails before Happy Tails receives notice from the client through the email. If Happy Tails ends this contract, Happy Tails will contact the client through email to give notice of the exact date where services will be ceased. Happy Tails also reserves the right to immediately cease services. Happy Tails will make a reasonable effort to provide service for a pet while the client is out of town or away from home, but cannot guarantee continued services, if the client has violated any terms of this contract, or the pet's behavior creates an emergency.

INFORMAL AND MANDATORY ARBITRATION: The parties shall cooperate to attempt to informally resolve any disputes arising out of this contract before submitting the dispute to arbitration. Any conflict, dispute or allegation arising out of or relating to this contract and any future modifications to this contract, including, without restriction, composition, validity, binding effect, violation or breach of any term, termination, result, as well as non-contractual disputes, is resolved by binding arbitration in Cannon County, Tennessee. The arbitration will be held privately in compliance with the Commercial Arbitration Rules of the American Arbitration Association. Each party, including their representatives, employees, family, friends, agrees not to disclose the existence, content, or outcome of any arbitration conducted under this contract. This includes but not limited to, social media such as Facebook, or Twitter without the prior written consent of the other party, unless such disclosure is required by law to enforce the arbitration. Any decision or award as a result of any arbitration proceeding shall be in writing and explained for all legal and factual conclusions, including the assessment of costs, expenses, attorneys' fees, and costs of the time of Happy Tails in the preparation and in-arbitration time for any case. Any arbitration shall be conducted by an arbitrator experienced in the law of Tennessee contracts and will include a written record of the arbitration hearing. An Arbitrator may be nominated by each party. If one party fails to nominate an Arbitrator within 20 days of the other party nominating an Arbitrator, the party not nominating an Arbitrator will be satisfied with the other party's selection. The parties reserve the right to object, for any reasonable reason to any individual nominated by either party, including objecting to a person who shall be employed by or affiliated with a completing organization or entity to one of the parties. The client shall pay all fees and expenses charged by the Arbitrator. The parties agree that the Arbitrator, and not any federal, state or local court or agency, shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability or formation of this contract, including, but not limited to, any claim that all or any part of this contract is void or voidable. If a party fails to comply with mandatory arbitration after it has begun, then the other party shall proceed to a court of competent jurisdiction to enforce this clause.

GOVERNING LAW: This contract will be governed, construed and enforced under the laws of the State of Tennessee. If Happy Tails files a lawsuit to enforce any aspect of this contract, the defendant acknowledges that the location of the case is in the county where Happy Tails has its main office, as of this date is in Cannon County, Tennessee. The client states that they have read this contract in its entirety and understands and accepts these terms. The client has freely and voluntarily signed this contract and agrees that their electronic signature appearing on their contract is the same as their handwritten signature to validity, enforceability, and admissibility.






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