Terms of service

Draft for review. Have your legal adviser review this page before relying on it.

These terms form an agreement between [company legal name], of [registered address] ("we", "us"), and the organisation that signs up for RoomAnchor ("you"). By creating an account or using the service you accept these terms on behalf of your organisation. If you do not have authority to bind your organisation, do not use the service.

1. The service

RoomAnchor is a property management system for hotels, resorts, guest houses, serviced apartments, hostels and vacation rentals. It includes a staff workspace, a guest booking website for your properties, a booking portal for your guests and a public API. The modules available to you depend on your plan and on any changes we agree with you.

We may improve, change or retire features over time. If we remove a feature that is central to your plan, we will tell you in advance and, where reasonable, offer an alternative or a pro rata refund of prepaid fees for that feature.

2. Your account

• You must give accurate details when you sign up and keep them up to date.
• The person who creates the organisation becomes its owner. The owner can invite team members, assign roles and limit them to chosen properties.
• You are responsible for everything done under your organisation's accounts, including by team members you invite.
• Keep passwords private. We strongly recommend two-factor authentication, and your organisation can require it for every team member.
• Tell us promptly at the support contact shown in the workspace if you think an account has been compromised.

3. Plans and fees

• There is no setup fee. The service is billed monthly or yearly in advance at the price of your chosen plan, as shown on our pricing page or in your order. Prices are in Bangladeshi taka (BDT) unless stated otherwise.
• While your organisation is in test mode, online payments are simulated and nothing is charged. Test mode does not change your subscription fees.
• Plans set limits on properties, rooms or units, and staff logins. If you reach a limit, adding more is refused until you change plan.
• You can pay by card through our payment processor or, where we agree, by bank transfer or bKash recorded manually by our team.
• Fees exclude any taxes we are required to collect. Where VAT or other tax applies, it will be added and shown on your invoice.
• We may change prices by giving at least 30 days' notice. The new price applies from your next billing period.

4. Late payment, grace period and read-only access

If a first payment or a renewal is overdue, or a payment fails, your organisation enters a grace period (seven days unless we tell you otherwise). A banner in the workspace shows the days left and a way to pay.

When the grace period ends, the organisation becomes read-only. Your team can still sign in and see their data, but changes are refused except for billing and account pages, and your booking website stops taking new bookings. Paying the amount due restores full access.

We may suspend an organisation that breaches these terms, puts the service or other customers at risk, or remains unpaid for an extended time. We will give notice where we reasonably can.

5. Cancellation

• You can cancel your subscription at any time from the workspace or by contacting us. You can choose to cancel at the end of the current paid period or immediately.
• If you cancel at period end, you keep full access until that date.
• After the paid period ends, the organisation becomes read-only so you can still view and export what you need. See section 9 for how long we keep data afterwards.
• Refunds are covered by our refund policy.

6. Your data

You own the data you and your guests put into RoomAnchor, including property details, rates, reservations, guest profiles, folios and reports ("your data"). You give us permission to host, process, copy and display your data only as needed to provide, secure and support the service.

For personal data about your guests and staff, you are the controller and we act as your processor. Our data processing agreement forms part of these terms.

You are responsible for having a lawful basis to collect and use the personal data you put into the service, including marketing consent for email campaigns, and for the accuracy of the information you show guests, such as prices, taxes and policies.

7. Payments taken from your guests

The service can send guests to a payment gateway such as Stripe, SSLCommerz or bKash to pay deposits and balances. Your contract for those payments is with the gateway, not with us. Gateway fees, settlement times, chargebacks and refunds are governed by your agreement with the gateway. A payment is only marked paid in RoomAnchor after the gateway confirms it.

While your organisation is in test mode, no money is taken and payments are simulated.

8. Acceptable use

You must not:

• use the service for anything unlawful, fraudulent or harmful;
• send unsolicited marketing or messages to people who have not agreed to receive them;
• upload malicious code, probe or overload the service, or try to reach another organisation's data;
• resell or sublicense the service without our written agreement;
• use the API outside the scopes and rate limits given to your keys.

9. Ending the agreement

Either party may end this agreement by cancelling the subscription. We may end it for a serious breach that is not fixed within 14 days of notice.

After your subscription ends, we keep your data in read-only form for at least 30 days so you can export it. After that we may delete it, except where the law requires us to keep it longer. Backups are overwritten on their normal cycle.

10. Availability and support

We aim to keep the service available at all times, but we do not promise uninterrupted service. Planned maintenance will be announced in the workspace where possible. Support is provided by email and phone during the hours shown on our website.

11. Liability

The service is provided with reasonable care and skill. To the extent the applicable law of Bangladesh allows:

• we are not liable for indirect or consequential loss, lost profits, lost bookings or lost revenue;
• our total liability in any 12-month period is limited to the fees you paid us in that period;
• nothing in these terms limits liability that cannot be limited by law.

You are responsible for operational decisions made using the service, such as room assignments, pricing and overbooking allowances.

12. Changes to these terms

We may update these terms. We will give at least 30 days' notice of material changes by email or in the workspace. Continuing to use the service after the change means you accept the new terms.

13. Governing law

These terms are governed by the applicable law of Bangladesh. The courts of Dhaka have jurisdiction over any dispute, unless the law requires otherwise.

14. Contact

[company legal name], [registered address]. Questions about these terms can be sent to the support email shown on our website.