Clarity,
before the journey.

Daily rates and estimates

Current collection rates are starting daily rates with a two-day minimum charge and 150 miles per billed day. Additional 24-hour periods round up. Taxes, delivery, refundable security deposit and approved extras are separate. Excess mileage is $2.50 per mile for every current fleet vehicle. The written quote confirms the total before signing. Planned-vehicle rates are anticipated only.

Requests and confirmation

A request is an invitation to arrange a rental. It does not reserve a vehicle, promise availability or authorize payment. Following qualification review, an approved guest receives a private quote and temporary vehicle hold. The reservation is confirmed only when the required agreement and payment are complete and confirmation is issued.

Your vehicle-specific agreement

The signed Rental Schedule identifies the vehicle and VIN, approved drivers, pickup and return arrangements, permitted use, rental charges, taxes, mileage, deposit and cancellation terms. That agreement governs the rental. A later change to this website does not change an executed agreement.

Payments and security

Approved guests pay through the secure payment portal. The refundable security deposit, where quoted, is charged separately as an itemized part of the checkout total. It is not an indefinite authorization hold. Inspection and initiation of the undisputed deposit refund occur within five business days after documented return, excluding weekends and federal banking holidays. Card-issuer processing is additional. Any retained amount requires a documented basis and notice within that review period. Card details are entered with the payment provider.

Cancellation

Written notice received at least 48 hours before scheduled pickup: full refund of prepaid rental charges. Less than 48 hours but at least 24 hours: 50% refund. Less than 24 hours: no rental-charge refund. Timing uses Nashville local time. Security deposits are not forfeited as cancellation fees. No-shows are charged the full contracted rental amount. Voluntary early returns receive no refund or credit for unused rental time. Treatment of separately quoted extras remains under review.

Guest qualification

Every driver must be at least 30 years old and approved before operating a vehicle. Screening is completed before rental approval, contract execution and payment. An applicant who fails screening is not approved and no rental is booked. No rental charge is collected, so no cancellation, contract termination or refund is needed for the rejected request. Identity, license, driving history, insurance and proposed use are reviewed against the applicable fleet requirements. Any required screening authorization is obtained separately. Website consent alone does not authorize a driving or background report.

Required renter insurance and damage payments

Verified renter insurance is required before approval. We review coverage for the specific vehicle, every approved driver, the rental dates and intended use, including liability and physical-damage protection, limits, deductibles and exclusions. An insurance card alone is insufficient. Policy evidence and confirmation are arranged privately with the concierge.

Insured guests may request to settle an itemized vehicle-damage claim directly, subject to written agreement on the amount and payment arrangements. Accepted cash payments receive a receipt. This option does not replace insurance, waive required incident reporting, settle third-party claims or permit duplicate recovery. The signed agreement governs the claim.

Towing and specialist use

Only the Ford F-450 and GMC Sierra 2500 HD may be approved to tow. Towing requires a completed written addendum covering the actual truck, trailer, loaded weights, hitch, route, driver and insurance. The published capability of a vehicle is not approval of a specific assignment. Modified or off-road equipment does not authorize off-road use.

Care and conduct

No smoking or vaping. Excessive cleaning carries a $300 fee. Smoking carries the $300 cleaning fee plus $200 ozone treatment, totaling $500. Condition evidence is required; the same cleaning work is not charged twice. Pets require prior approval, subject to applicable service-animal rights. The applicable agreement covers fuel, mileage, keys, condition, incidents, extensions and return. Only authorized drivers may operate the vehicle.

GPS and speed

All rental vehicles use Optimus GPS Logistics for active speed and location tracking during the rental, privately monitored by owner Joshua Mayes. Records are used for vehicle security, recovery, rental-use compliance and incident review. Verified driving over 100 mph results in rental termination and safe return or recovery under lawful procedures. All posted speed limits remain applicable. Tracking is not continuous human emergency monitoring and does not authorize unsafe remote immobilization.

Return and travel rules

Late returns are charged at 25% of the agreed daily rental rate per hour late, capped at three times that daily rate for the late-return charge. The cap is reached after 12 hours late. It does not authorize an extension or continued possession. Any partial-hour charge must be itemized and disclosed in the Rental Schedule; partial hours are not automatically rounded up. Every vehicle is supplied with a full tank of the specified gasoline or diesel and must be returned full. If returned below full, documented refueling cost is added to the final invoice. No separate refueling service fee is specified. Rental-period tolls are added to the final invoice with supporting detail. Tolls received later may require an itemized supplemental invoice. No additional toll-processing fee is specified. The driver must give Harpeth Reserve notice before leaving Tennessee. Notice does not override any agreed route, towing, insurance or other use restriction. No separate state-exit approval requirement is added by this notice rule.

Website information

Images and descriptions help present the collection. Exact equipment, permitted use, rates and availability are confirmed in the Rental Schedule. Planned additions cannot be booked. Website content belongs to its respective rights holders and may not be reused commercially without permission.

Assistance

Use your private reservation correspondence to request help, paper copies, changes or cancellation. Requests for changes do not take effect until agreed in writing. During this private preview, reservations and transactions remain closed.

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