Terms of Service

1. Definitions and Interpretation

In these Terms, unless the context otherwise requires, the following definitions apply:

1.1 Core Definitions

• "Account" means your registered account on the Platform enabling access to the Service.
• "Affiliate" means any entity that directly or indirectly controls, is controlled by, or is under common control with a party.
• "Agreement" means these Terms of Service, together with the Privacy Policy, Acceptable Use Policy, and any other policies referenced herein.
• "Billing Period" means the recurring period (monthly or annual) for which you are billed for paid Services.
• "Business Day" means a day other than a Saturday, Sunday, or public holiday in England and Wales.
• "Confidential Information" means any information disclosed by one party to the other that is marked as confidential or would reasonably be understood to be confidential.
• "Content" means any text, images, photographs, videos, audio, graphics, data, information, or other materials.
• "Effective Date" means the date you first accept these Terms by creating an Account or using the Service.
• "Guest" means any individual who accesses a Guest Guide created by a User through the Platform.
• "Guest Guide" or "Guide" means a digital property guide created by a User using the Service.
• "Host" means a User who creates Guest Guides for properties they own or manage.
• "Personal Data" has the meaning given to it in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
• "Platform" means the CheckinGuide website, web application, mobile applications (if any), and all related technology, tools, and services.
• "Proprietary Materials" means the Platform, Service, and all related intellectual property, including software, code, algorithms, designs, graphics, logos, and documentation.
• "Service" means the CheckinGuide platform and all related features, tools, and functionality provided to Users.
• "Subscription" means your ongoing right to access paid features of the Service subject to payment of applicable fees.
• "User", "you", "your" means any individual or entity that creates an Account or uses the Service.
• "User Content" means any Content uploaded, submitted, posted, or otherwise made available by you through the Service.

1.2 Billing Definitions

• "Billable Property" means any property for which a Guest Guide is created, published, or made accessible to Guests through an active guide URL during a Billing Period, regardless of usage or number of views.

1.3 Data Protection Definitions

• "Data Controller" means the natural or legal person which, alone or jointly with others, determines the purposes and means of the processing of Personal Data.
• "Data Processor" means a natural or legal person which processes Personal Data on behalf of the Data Controller.
• "Data Subject" means an identified or identifiable natural person to whom Personal Data relates.
• "Processing" means any operation performed on Personal Data, whether or not by automated means, including collection, recording, organisation, storage, adaptation, retrieval, consultation, use, disclosure, dissemination, erasure, or destruction.
• "Sub-processor" means any Data Processor engaged by CheckinGuide to process Personal Data on behalf of Users.

1.4 Interpretation

• References to "including" or "includes" shall mean "including without limitation".
• References to legislation include any amendments, re-enactments, or successor legislation.
• Headings are for convenience only and shall not affect interpretation.
• The singular includes the plural and vice versa.
• References to "days" mean calendar days unless otherwise specified.
• References to "writing" include email and other electronic communications.

2. Nature of Service

2.1 What CheckinGuide IS

CheckinGuide is a Software as a Service (SaaS) platform that provides digital tools for creating, managing, and sharing guest guides. We are:

• A software technology provider offering web-based applications
• A platform enabling Hosts to create digital content for their guests
• A technology company providing tools for the short-term rental industry
• A service provider facilitating the creation and distribution of digital information
• A neutral technology platform connecting Hosts with their guests through digital guides

2.2 What CheckinGuide is NOT

CheckinGuide expressly disclaims any role as:

• A property management company or property manager
• A hospitality or accommodation provider
• A travel agency, tour operator, or booking platform
• An insurance provider or broker
• A landlord, property owner, or rental operator
• An employer, agent, or contractor of any Host or Guest
• A guarantor or insurer of any property, booking, or transaction
• A party to any rental agreement between Hosts and Guests
• A provider of legal, tax, financial, safety, or professional advice
• A regulatory authority or compliance service

2.3 No Agency Relationship

Nothing in these Terms shall be construed to create any agency, partnership, joint venture, employer-employee, or franchisor-franchisee relationship between CheckinGuide and any User, Guest, or third party. We do not control and are not responsible for:

• Any property, its condition, amenities, or suitability
• The actions, omissions, or conduct of any Host, Guest, or third party
• Any rental agreement, booking, or transaction
• The accuracy, legality, or appropriateness of any User Content
• Compliance with any laws, regulations, or licensing requirements

2.4 Service Features

Subject to these Terms, the Service includes the following features (which may be modified, added, or removed at our discretion):

• Digital guest guide creation and customisation tools
• Guide hosting and distribution via unique URLs
• AI-assisted content generation and suggestions
• AI concierge functionality for guest enquiries
• Local recommendations and activity management
• Analytics, insights, and usage reporting
• Multi-language translation features
• Branding and customisation options
• QR code generation for guide access
• PDF download functionality
• Issue reporting and communication tools

2.5 Service Limitations

You acknowledge and agree that:

• The Service is designed for informational purposes only
• AI-generated content may contain errors and must be reviewed before use
• We do not guarantee the accuracy, completeness, or suitability of any content
• The Service is not a substitute for professional legal, safety, or compliance advice
• Features may be modified, deprecated, or removed with reasonable notice
• Certain features may be subject to additional terms or usage limits

3. Acceptance of Terms

3.1 Binding Agreement

By accessing the Service, creating an Account, or clicking "I Agree" (or similar acceptance mechanism), you:

• Confirm that you have read and understood these Terms in their entirety
• Agree to be legally bound by these Terms and all incorporated policies
• Represent that you have the legal capacity to enter into this Agreement
• Acknowledge that this Agreement constitutes a binding contract

3.2 Eligibility Requirements

To use the Service, you must:

• Be at least 18 years of age or the age of majority in your jurisdiction
• Have the legal capacity to enter into a binding contract
• Not be prohibited from using the Service under applicable laws
• Not have been previously banned or removed from the Service
• Provide accurate, current, and complete registration information

3.3 Authority to Bind

If you are accessing the Service on behalf of a company, organisation, or other legal entity:

• You represent that you have the authority to bind that entity to these Terms
• "You" and "your" shall refer to both you individually and the entity you represent
• The entity accepts full responsibility for your actions under these Terms
• You shall ensure all authorised users comply with these Terms

3.4 Consent to Electronic Transactions

By accepting these Terms, you consent to:

• Enter into contracts electronically
• Receive all communications, notices, and disclosures electronically
• The validity and enforceability of electronic signatures and records
• Electronic delivery of invoices, receipts, and billing information

4. Account Terms and Security

4.1 Account Registration

To access certain features of the Service, you must create an Account. You agree to:

• Provide accurate, complete, and current registration information
• Maintain and promptly update your Account information
• Not use false, misleading, or inaccurate information
• Not create an Account using someone else's identity or information
• Only create one Account (unless expressly authorised by us)

4.1a Third-Party Authentication

You may create an Account or sign in using third-party authentication providers, including Google Sign-in. When using third-party authentication:

• You authorise us to access and use certain information from your third-party account (such as your name, email address, and profile picture) for the purpose of account creation and identification
• You agree to comply with the applicable third-party provider's terms of service (e.g., Google's Terms of Service) in addition to these Terms
• We are not responsible for the availability, accuracy, or practices of any third-party authentication provider
• You remain fully responsible for all activity that occurs under your Account, regardless of the sign-in method used
• If your third-party account is suspended or terminated, you may lose the ability to sign in via that method, but your CheckinGuide Account and data will remain accessible through alternative sign-in options where available

4.2 Account Security

You are solely responsible for maintaining the confidentiality and security of your Account:

• Keep your password and login credentials strictly confidential
• Use a strong, unique password that is not used for other services
• Enable two-factor authentication if available and recommended
• Never share your Account access with any third party
• Log out of your Account when using shared or public devices
• Immediately notify us of any suspected unauthorised access

4.3 Account Responsibility

You accept full responsibility for:

• All activities that occur under your Account, whether authorised or not
• All Content created, uploaded, or shared through your Account
• Any losses or damages resulting from unauthorised Account access
• Ensuring that all users of your Account comply with these Terms
• Any fees or charges incurred through your Account

4.4 Account Restrictions

You agree not to:

• Share, sell, transfer, or sublicense your Account to any third party
• Create multiple Accounts without our express written permission
• Use your Account for any unlawful or prohibited purpose
• Impersonate any person or entity through your Account
• Access another User's Account without authorisation

4.5 Account Suspension

We reserve the right to suspend, disable, or limit your Account access immediately, without notice, if we reasonably believe:

• Your Account has been compromised or is being used fraudulently
• You have violated these Terms or any applicable law
• Your Account poses a security risk to the Service or other Users
• Suspension is necessary to protect our rights, property, or safety
• Required by law, regulation, or lawful order

5. License Grant and Restrictions

5.1 License to You

Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to:

• Access and use the Service for your internal business purposes
• Create, edit, and publish Guest Guides using the Platform's tools
• Share Guest Guides with your guests via the provided URLs
• Use the analytics and reporting features for your properties

This license does not include any transfer of ownership of any intellectual property. Upon termination of your Account or these Terms, this license shall immediately terminate.

5.2 License Restrictions

Unless expressly permitted by applicable law, you shall not:

• Copy, modify, adapt, translate, or create derivative works of the Service
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive source code
• Rent, lease, lend, sell, sublicense, or transfer the Service to any third party
• Remove, alter, or obscure any proprietary notices or labels
• Use the Service to develop a competing product or service
• Frame, mirror, or replicate any part of the Service on any other server or device
• Use automated tools, bots, scrapers, or crawlers to access the Service
• Bypass or circumvent any access controls or security measures
• Interfere with or disrupt the integrity or performance of the Service

5.3 License from You

By uploading, submitting, or making available any User Content through the Service, you grant us a worldwide, non-exclusive, royalty-free, sublicensable license to:

• Host, store, cache, and backup your User Content
• Display, distribute, and make your User Content available to authorised viewers
• Format, modify, and translate your User Content as necessary to provide the Service
• Analyse your User Content to improve the Service (in anonymised, aggregated form)
• Use your User Content as necessary to exercise our rights under these Terms

Important: You retain full ownership of your User Content. We claim no ownership rights over your property information, photographs, guides, or any other User Content.

5.4 Feedback License

If you provide us with any feedback, suggestions, ideas, or recommendations regarding the Service ("Feedback"), you grant us a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate such Feedback into the Service without any obligation to compensate you.

6. Subscription, Billing, and Payments

6.1 Pricing Structure

The Service is offered on a freemium model:

• Your first property is free, with access to core features
• Additional properties are billed on a per-property, per-month basis
• Volume discounts are available for larger portfolios
• Current pricing is published on our Pricing page
• Prices are subject to change with 30 days' notice

6.2 Billing Terms

For paid Subscriptions:

• Billing begins when you add your second property to the Service
• Subscriptions are billed monthly in advance
• All fees are quoted and payable in British Pounds Sterling (GBP). Where prices are displayed in other currencies on our website, these are approximate conversions provided for convenience only and do not constitute an offer to charge in that currency. The amount charged to your payment method will be in GBP, and your bank or card issuer may apply its own foreign exchange fees or conversion rates
• Fees are exclusive of VAT and other applicable taxes, which will be added where required
• Annual billing options may be available at a discounted rate

6.2a Multi-Currency Display

The Platform may display prices in currencies other than GBP for your convenience:

• Display currencies are auto-detected based on your browser locale settings and may not reflect your actual geographic location
• Exchange rates used for display purposes are approximate, sourced from publicly available market data, and updated periodically - they are not guaranteed to match the rate applied by your bank or card issuer at the time of billing
• The final amount charged to your payment method will always be in GBP. Any difference between the displayed estimate and the actual charge is due to fluctuations in exchange rates and/or fees applied by your financial institution
• CheckinGuide accepts no liability for any exchange rate differences, conversion fees, or additional charges imposed by your bank, card issuer, or payment provider
• You may change your display currency at any time using the currency selector on our website; this does not affect the billing currency

6.3 Payment Processing

Payments are processed by our third-party payment processor, Stripe:

• You authorise us to charge your payment method for all applicable fees
• You agree to provide accurate and complete payment information
• You are responsible for maintaining valid payment credentials
• Stripe's terms of service and privacy policy apply to payment processing
• We do not store complete credit card numbers on our servers

6.4 Failed Payments

If a payment fails:

• We will notify you of the failure via email
• We will attempt to process the payment again automatically
• Your Account may be downgraded or suspended if payment issues persist
• We reserve the right to disable access to paid features until payment is resolved
• Unpaid amounts may accrue late fees or interest as permitted by law

6.5 Refunds and Cancellations

Regarding refunds:

• Monthly subscriptions: No refunds for partial months are provided
• Annual subscriptions: Prorated refunds may be available within 14 days of purchase
• Service credits may be issued at our discretion for extended outages
• Refund requests should be directed to support@checkinguide.app

6.6 Subscription Cancellation

You may cancel your subscription at any time:

• Cancellation takes effect at the end of the current billing period
• You retain access to paid features until the end of the paid period
• Upon cancellation, your Account reverts to the free tier (one property)
• Additional properties become inaccessible to guests but data is preserved
• You have 30 days after termination to export your data

7. User Content and Responsibilities

7.1 Your Content

You retain full ownership of all User Content you submit to the Service. You are solely responsible for:

• The accuracy, completeness, and legality of all User Content
• Ensuring you have all necessary rights and permissions to use your Content
• Obtaining consent from any individuals whose personal data you include
• Compliance with all applicable laws regarding your Content

7.2 Content Warranties

You represent and warrant that:

• You own or have obtained all necessary rights, licenses, and permissions for your User Content
• Your User Content does not infringe any third-party intellectual property rights
• Your User Content does not violate any applicable law, regulation, or third-party rights
• Your User Content does not contain any material that is defamatory, obscene, or harmful
• All factual information in your User Content is accurate and not misleading

7.3 Property-Related Responsibilities

As a Host, you are solely and exclusively responsible for:

• The accuracy of all property information, descriptions, and amenities listed
• Compliance with all local, regional, and national short-term rental laws and regulations
• Obtaining and maintaining all required licenses, permits, and registrations
• Health and safety standards, fire safety, and emergency procedures at your property
• Adequate insurance coverage for your rental operations
• Tax compliance, registration, reporting, and payment obligations
• Guest screening, identity verification, and vetting procedures
• Property maintenance, cleanliness, and condition
• Handling all guest communications, complaints, and disputes
• Providing accurate check-in/check-out information and access instructions
• Ensuring all information in your Guest Guides remains current and accurate

7.4 Prohibited Content

You shall not upload, post, or share any Content that:

• Is false, misleading, or deceptive
• Infringes any patent, trademark, copyright, or other intellectual property right
• Violates any law, regulation, or third-party rights
• Contains personally identifiable information of others without consent
• Is defamatory, obscene, pornographic, violent, or promotes discrimination
• Contains malware, viruses, or other harmful code
• Advertises or promotes illegal activities or services
• Impersonates any person or entity
• Violates the privacy or publicity rights of any third party

7.5 Content Monitoring and Removal

We reserve the right, but have no obligation, to:

• Monitor, review, or screen any User Content
• Remove or disable access to any User Content at our sole discretion
• Remove Content that violates these Terms or applicable law
• Preserve and disclose Content as required by law or to protect our rights

8. Acceptable Use Policy

8.1 General Restrictions

You agree not to use the Service to:

• Create guides for properties you do not own or have lawful authority to manage
• Publish false, misleading, or fraudulent property information
• Promote or facilitate illegal activities, unlicensed rentals, or regulatory violations
• Engage in any form of fraud, scam, or deceptive practice
• Harass, threaten, defame, or harm any person
• Transmit spam, phishing attempts, or unsolicited communications
• Upload malware, viruses, or other harmful code
• Attempt to access other Users' Accounts or data without authorisation
• Interfere with or disrupt the operation of the Service
• Circumvent any security measures or access restrictions
• Use the Service in any manner that could damage, disable, or impair it

8.2 Technical Restrictions

You shall not:

• Use automated tools, bots, scrapers, or crawlers to access the Service
• Attempt to probe, scan, or test the vulnerability of the Service
• Overload, flood, or otherwise stress-test the Service infrastructure
• Bypass or manipulate any rate limiting or usage restrictions
• Access the Service through any unauthorised interface or API
• Harvest, collect, or store personal data of other Users without consent

8.3 Violations

Violations of this Acceptable Use Policy may result in:

• Warning notices
• Temporary or permanent Account suspension
• Removal of offending Content
• Termination of your Account and access to the Service
• Civil or criminal liability
• Reporting to law enforcement authorities where appropriate

For complete details, see our Acceptable Use Policy.

9. Data Processing and GDPR Compliance

9.1 Data Protection Roles

For the purposes of applicable data protection legislation, including the UK GDPR and Data Protection Act 2018:

• You (the User/Host) are the Data Controller for any Personal Data of your guests that you collect, process, or store using the Service
• CheckinGuide acts as a Data Processor, processing Personal Data on your behalf in accordance with your instructions and these Terms
• CheckinGuide is also a Data Controller for Personal Data we collect about Users for our own purposes (as described in our Privacy Policy)

9.2 Your Obligations as Data Controller

As Data Controller, you are responsible for:

• Ensuring you have a lawful basis for processing any Personal Data
• Obtaining any necessary consents from Data Subjects
• Providing appropriate privacy notices to your guests
• Responding to Data Subject rights requests (access, erasure, portability, etc.)
• Implementing appropriate technical and organisational security measures
• Conducting data protection impact assessments where required
• Appointing a Data Protection Officer if required under GDPR
• Complying with international data transfer requirements

9.3 Our Obligations as Data Processor

In accordance with GDPR Article 28, we shall:

• Process Personal Data only in accordance with your documented instructions
• Ensure that persons authorised to process Personal Data are bound by confidentiality obligations
• Implement appropriate technical and organisational security measures
• Engage Sub-processors only with your prior general or specific authorisation
• Assist you in responding to Data Subject rights requests where reasonably practicable
• Assist you in ensuring compliance with security, breach notification, and impact assessment obligations
• Delete or return Personal Data upon termination of the Agreement (at your choice)
• Make available information necessary to demonstrate compliance and allow for audits

9.4 Sub-processors

You provide general authorisation for us to engage Sub-processors to perform specific processing activities. Current Sub-processors include:

• Supabase (Supabase Inc.) - Database hosting and authentication services (EU/US)
• Stripe (Stripe, Inc.) - Payment processing (US with EU data localisation)
• OpenAI (OpenAI, L.L.C.) - AI content generation services (US)
• Google Cloud (Google LLC) - Maps and translation services (US/EU)
• Resend (Resend, Inc.) - Email delivery services (US)

We will notify you of any intended changes to Sub-processors, giving you the opportunity to object. You may object to new Sub-processors by terminating your Account if you have reasonable grounds relating to data protection.

9.5 Data Breach Notification

In the event of a Personal Data breach affecting your data:

• We will notify you without undue delay (and within 72 hours where feasible) upon becoming aware of a breach
• Notification will include the nature of the breach, categories and approximate number of Data Subjects affected, likely consequences, and measures taken or proposed
• You remain responsible for notifying the relevant supervisory authority and affected Data Subjects where required
• We will cooperate with you and provide reasonable assistance in managing the breach

9.6 International Data Transfers

Some of our Sub-processors are located outside the UK and European Economic Area:

• All international transfers are conducted in compliance with applicable data protection laws
• We rely on appropriate safeguards such as Standard Contractual Clauses (SCCs)
• Where applicable, we utilise adequacy decisions or other approved transfer mechanisms
• You may request copies of relevant transfer safeguards by contacting us

9.7 Data Retention

We retain Personal Data only for as long as necessary:

• Active Account data: Retained throughout the term of your Subscription
• Post-termination: Data retained for 30 days to allow export, then deleted
• Backup data: May be retained for up to 90 days in backup systems
• Legal obligations: Certain data may be retained longer if required by law
• Anonymised data: May be retained indefinitely for analytics and service improvement

10. Intellectual Property Rights

10.1 Our Intellectual Property

The Service and all Proprietary Materials are owned exclusively by CheckinGuide Ltd and are protected by copyright, trademark, patent, trade secret, and other intellectual property laws. This includes:

• The Platform's software, code, architecture, and algorithms
• The visual design, user interface, and user experience
• All graphics, logos, icons, and branding elements
• Documentation, templates, and training materials
• Proprietary methodologies, processes, and trade secrets
• All improvements, modifications, and derivative works

10.2 Trademarks

"CheckinGuide", our logo, and all related names, logos, product and service names, designs, and slogans are trademarks of CheckinGuide Ltd. You may not use such marks without our prior written permission. All other names, logos, product and service names, designs, and slogans are the trademarks of their respective owners.

10.3 Copyright

All Content on the Platform, except User Content, is © 2024-2026 CheckinGuide Ltd. All rights reserved. No part of the Service may be reproduced, distributed, transmitted, displayed, published, or broadcast without our prior written permission.

10.4 Reservation of Rights

All rights not expressly granted to you in these Terms are reserved by CheckinGuide Ltd. Nothing in these Terms shall be construed as granting any license or right to use any intellectual property except as expressly stated.

10.5 Copyright Complaints and Takedown

If you believe that any Content on the Service infringes your copyright, please notify us at legal@checkinguide.app with:

• Identification of the copyrighted work claimed to be infringed
• Identification of the allegedly infringing material and its location
• Your contact information (name, address, phone number, email)
• A statement that you have a good faith belief the use is not authorised by the copyright owner, its agent, or the law
• A statement that you have authority to act on behalf of the copyright owner and that the information you have provided is accurate
• Your physical or electronic signature

11. Third-Party Services and Integrations

11.1 Third-Party Services

The Service integrates with and depends upon various third-party services, including but not limited to:

• Stripe - Payment processing
• PostHog - Website analytics, session replay, and heatmaps
• Google Analytics - Website traffic and usage analytics
• Google Maps/Places - Location and mapping services
• OpenAI - AI content generation and concierge features
• Weather services - Real-time weather information
• Email delivery services - Transactional email delivery

11.2 Third-Party Terms

Your use of third-party services is subject to their respective terms of service and privacy policies. We are not responsible for the terms, policies, or practices of any third party.

11.3 No Endorsement

The inclusion of any third-party service or link does not imply endorsement, approval, or recommendation by CheckinGuide. We are not responsible for examining or evaluating the Content, accuracy, completeness, or reliability of any third-party services.

11.4 Third-Party Disclaimer

We expressly disclaim any liability for:

• The availability, performance, or functionality of third-party services
• Any errors, outages, or interruptions caused by third parties
• The accuracy or completeness of information from third-party services
• Any fees, charges, or costs imposed by third-party services
• Any claims arising from your use of third-party services
• Changes to, discontinuation of, or restrictions on third-party services

12. Service Availability and Modifications

12.1 Availability

We strive to maintain high availability of the Service, but we do not guarantee:

• Uninterrupted, continuous, or error-free operation
• Any specific uptime percentage or service level
• That the Service will meet your specific requirements or expectations
• That defects will be corrected within any specific timeframe

12.2 Scheduled Maintenance

We may perform scheduled maintenance that temporarily affects Service availability:

• We will provide reasonable advance notice of planned maintenance where practicable
• Maintenance will typically be scheduled during low-usage periods
• Emergency maintenance may be performed without advance notice

12.3 Service Modifications

We reserve the right to modify, update, or discontinue any aspect of the Service:

• Features may be added, modified, or removed at any time
• We will provide 30 days' notice for material changes that adversely affect you
• You may terminate your Subscription if you disagree with material changes
• We are not liable for any modification, suspension, or discontinuation
• Continued use after changes constitutes acceptance of the modified Service

12.4 Service Suspension

We may suspend the Service temporarily for:

• Scheduled or emergency maintenance
• Security incidents or threats
• Legal or regulatory compliance
• Investigation of suspected Terms violations
• Any reason that we reasonably determine is necessary to protect the Service

13. Disclaimers and Warranties

13.1 "As Is" and "As Available"

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:

• IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT
• WARRANTIES ARISING FROM COURSE OF DEALING, USAGE, OR TRADE PRACTICE
• WARRANTIES THAT THE SERVICE WILL MEET YOUR REQUIREMENTS OR EXPECTATIONS
• WARRANTIES THAT THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE
• WARRANTIES AS TO THE ACCURACY, RELIABILITY, OR COMPLETENESS OF ANY CONTENT
• WARRANTIES THAT ANY DEFECTS OR ERRORS WILL BE CORRECTED

13.2 No Responsibility for Guest Conduct

CHECKINGUIDE EXPRESSLY DISCLAIMS ALL RESPONSIBILITY FOR:

• The actions, omissions, behaviour, or conduct of any Guest
• Property damage, theft, vandalism, or any loss caused by Guests
• Personal injury, accidents, illness, or death occurring at your property
• Disputes, disagreements, or legal claims between you and your Guests
• Guest complaints about your property, amenities, services, or guides
• Booking cancellations, no-shows, early departures, or extended stays
• Guest reviews, ratings, or feedback on any platform
• Criminal activity, fraud, or misconduct by any Guest
• Any claims, losses, or damages arising from Guest behaviour

13.3 No Responsibility for Property Operations

YOU ACKNOWLEDGE AND AGREE THAT YOU ARE SOLELY RESPONSIBLE FOR:

• All aspects of your property operations and rental business
• The accuracy, completeness, and legality of all property information
• Compliance with all applicable laws, regulations, ordinances, and licensing requirements
• Health, safety, fire safety, and emergency preparedness at your property
• Adequate and appropriate insurance coverage for your rental operations
• All tax obligations including registration, reporting, collection, and payment
• Guest screening, identity verification, background checks, and vetting
• Property maintenance, cleanliness, repairs, and condition
• Security systems, access controls, and key management
• Utility services, internet connectivity, and amenity functionality
• Neighbour relations, noise complaints, and community rules

13.4 No Security Guarantees

While we implement reasonable security measures to protect your data:

• WE CANNOT AND DO NOT GUARANTEE ABSOLUTE SECURITY
• No system is completely immune from security threats or data breaches
• We are not liable for breaches caused by third-party attacks, hacking, or malicious activity
• We are not liable for data loss due to factors beyond our reasonable control
• You are responsible for your own security practices and data backups
• You should use strong passwords and enable additional security features

13.5 AI-Generated Content Disclaimer

CONTENT GENERATED BY AI FEATURES:

• MAY CONTAIN ERRORS, INACCURACIES, OMISSIONS, OR OUTDATED INFORMATION
• SHOULD ALWAYS BE REVIEWED, VERIFIED, AND EDITED BEFORE PUBLISHING
• DOES NOT CONSTITUTE PROFESSIONAL, LEGAL, MEDICAL, SAFETY, OR EXPERT ADVICE
• MAY NOT BE SUITABLE FOR YOUR SPECIFIC SITUATION, LOCATION, OR REQUIREMENTS
• IS PROVIDED FOR CONVENIENCE ONLY; YOU REMAIN FULLY RESPONSIBLE FOR ALL PUBLISHED CONTENT
• May be generated using third-party AI services with their own limitations
• May reflect biases present in training data
• Should not be relied upon for critical safety or emergency information

13.6 AI Concierge and Emergency Use

IMPORTANT EMERGENCY DISCLAIMER:

• The AI concierge and any automated responses provided through the Service are NOT emergency services
• AI features are not monitored in real time by CheckinGuide or any emergency service provider
• Guests must NOT rely on the Service or AI features for emergency assistance
• In the event of an emergency, Guests must contact local emergency services immediately (e.g., 999 in the UK, 112 in Europe, 911 in the USA)
• You are solely responsible for providing accurate emergency contact information, safety instructions, and emergency procedures to your Guests
• You must ensure your Guest Guides contain appropriate emergency information for your property and location
• CheckinGuide accepts no liability for any harm, injury, loss, or damage arising from reliance on AI responses in emergency situations

13.7 Third-Party Service Disclaimer

Regarding third-party services integrated with the Platform:

• We are not responsible for their availability, accuracy, or performance
• We are not liable for issues, errors, or outages caused by third parties
• We cannot guarantee continued availability or compatibility
• We are not responsible for changes to third-party terms or pricing
• Your use of third-party services is at your own risk

13.7 No Legal or Professional Advice

Nothing in the Service or any Content constitutes:

• Legal, tax, financial, accounting, or regulatory advice
• Professional safety, health, or medical advice
• Insurance or risk management advice
• A substitute for professional consultation

You should consult qualified professionals for advice specific to your situation.

14. Limitation of Liability

14.1 Liability Cap

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CHECKINGUIDE'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF:

• (A) THE TOTAL FEES PAID BY YOU TO CHECKINGUIDE IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM; OR
• (B) ONE HUNDRED POUNDS STERLING (£100 GBP)

This aggregate cap applies to all claims in total, not per claim, and resets at the beginning of each twelve-month subscription period.

14.2 Exclusion of Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CHECKINGUIDE SHALL NOT BE LIABLE FOR ANY:

• Indirect, incidental, special, consequential, punitive, or exemplary damages
• Loss of profits, revenue, income, or anticipated savings
• Loss of data, content, information, or electronic communications
• Business interruption, loss of business opportunities, or loss of contracts
• Loss of goodwill, reputation, or brand value
• Cost of procurement of substitute goods or services
• Any damages arising from Guest complaints, disputes, or claims
• Any damages arising from property damage, theft, or Guest conduct
• Any damages arising from your failure to comply with applicable laws
• Any damages arising from inaccurate, incomplete, or outdated information in your guides
• Any damages arising from third-party service failures or outages
• Any damages arising from security breaches beyond our reasonable control
• Any damages that were not reasonably foreseeable at the time of contracting

14.3 Force Majeure

CheckinGuide shall not be liable for any failure or delay in performance caused by circumstances beyond our reasonable control ("Force Majeure Events"), including but not limited to:

• Natural disasters, earthquakes, floods, fires, storms, or severe weather
• Pandemics, epidemics, public health emergencies, or quarantine requirements
• War, armed conflict, terrorism, civil unrest, riots, or insurrection
• Acts of government, legislation, regulation, embargo, or sanctions
• Internet, telecommunications, or infrastructure failures
• Power outages, electrical failures, or utility disruptions
• Third-party service provider outages, failures, or discontinuation
• Cyberattacks, denial-of-service attacks, hacking, or malicious interference
• Labour disputes, strikes, lockouts, or workforce shortages
• Any other events beyond our reasonable control

14.4 Statutory Rights Preserved

Nothing in these Terms excludes or limits our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Any other liability that cannot be excluded or limited by applicable law

These Terms do not affect your statutory rights as a consumer under the Consumer Rights Act 2015 or any other applicable consumer protection legislation.

14.5 Allocation of Risk

The limitations of liability in this section reflect a reasonable allocation of risk between the parties and are a fundamental element of the bargain between us. The Service would not be provided without these limitations.

15. Indemnification

15.1 Your Indemnification Obligations

You agree to indemnify, defend, and hold harmless CheckinGuide Ltd, its officers, directors, employees, contractors, agents, licensors, suppliers, successors, and assigns (collectively, "Indemnified Parties") from and against any and all claims, demands, actions, suits, proceedings, losses, damages, liabilities, settlements, judgments, costs, and expenses (including reasonable legal fees and costs) arising out of or relating to:

• Your use or misuse of the Service
• Your violation of these Terms or any incorporated policy
• Your User Content, property listings, and Guest Guides
• Your property operations, rental business, and hosting activities
• Disputes, claims, or complaints from your Guests or third parties
• Your violation of any applicable law, regulation, or licensing requirement
• Your infringement of any third-party intellectual property or other rights
• Property damage, personal injury, or other incidents at your property
• Inaccurate, misleading, incomplete, or unlawful information in your guides
• Your failure to maintain adequate insurance or comply with safety standards
• Tax liabilities, penalties, or claims related to your rental income
• Any claims arising from your relationship with Guests or booking platforms

15.2 Our Limited Indemnification

We will indemnify and defend you against any third-party claim alleging that the Service, as provided by us and used in accordance with these Terms, infringes such third party's copyright or trademark, provided that you:

• Promptly notify us in writing of such claim
• Grant us sole control of the defence and settlement
• Provide reasonable cooperation and assistance
• Do not make any admission or settlement without our prior written consent

This indemnification does not apply to claims arising from User Content, your modifications, or use of the Service in violation of these Terms.

15.3 Indemnification Procedure

The party seeking indemnification shall:

• Provide prompt written notice of the claim (failure to provide timely notice shall not relieve indemnification obligations except to the extent of actual prejudice)
• Grant the indemnifying party reasonable control over defence and settlement
• Provide reasonable cooperation and information
• Not make any admission or settlement without prior written consent

15.4 Survival

This indemnification obligation shall survive the termination or expiration of these Terms and your use of the Service.

16. Dispute Resolution

16.1 Informal Resolution

Before initiating any formal dispute resolution proceedings, you agree to first attempt to resolve any dispute, controversy, or claim informally by contacting us at legal@checkinguide.app. We will attempt to resolve the dispute through good faith negotiation within thirty (30) days.

16.2 Mediation

If informal resolution is unsuccessful, either party may propose mediation before a mutually agreed mediator or through the Centre for Effective Dispute Resolution (CEDR). The costs of mediation shall be shared equally unless otherwise agreed.

16.3 Litigation

If mediation fails or is declined, either party may pursue their claims in the courts of England and Wales, subject to Section 23 (Governing Law and Jurisdiction).

16.4 Class Action Waiver

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, YOU AGREE THAT:

• All claims and disputes shall be brought in your individual capacity only
• You waive any right to participate in a class action, collective action, or representative proceeding
• You waive any right to consolidate claims with those of other persons
• Any dispute resolution proceedings shall be conducted on an individual basis

Nothing in this section limits any rights or remedies that cannot be waived under applicable law, including consumer protection legislation.

16.5 Time Limitation

Any claim or dispute arising out of or relating to these Terms or the Service must be brought within one (1) year after the cause of action arises, except where a longer period is required by applicable law.

16.6 Continued Service

During any dispute, we may continue to provide the Service unless required to cease by court order or if we reasonably believe continued service would exacerbate the dispute or harm.

17. Termination

17.1 Termination by You

You may terminate your Account at any time by:

• Cancelling your subscription through your Account settings
• Requesting Account deletion by contacting support@checkinguide.app

Upon termination, you will have 30 days to export your data before it is deleted.

17.2 Termination by Us

We may suspend or terminate your Account and access to the Service:

• With notice: For any reason upon 30 days' written notice to your registered email
• Immediately without notice: If you:
  • Breach these Terms or any incorporated policy
  • Fail to pay outstanding fees after notice and opportunity to cure
  • Engage in fraudulent, illegal, or harmful activity
  • Pose a security risk to the Service or other Users
  • Are required to be terminated by law, regulation, or court order

17.3 Effects of Termination

Upon termination:

• Your right to use the Service immediately ceases
• Your Guest Guides will no longer be accessible to Guests
• You remain liable for all fees incurred prior to termination
• No refunds will be provided for unused portions of prepaid subscriptions, except as required by law or stated in Section 6
• We may delete your data after the 30-day export period
• Certain data may be retained as required by law or for legitimate business purposes

17.4 Survival

The following provisions shall survive termination:

• Section 1 (Definitions)
• Section 5.3-5.4 (Licenses from You, Feedback)
• Section 10 (Intellectual Property)
• Section 13 (Disclaimers)
• Section 14 (Limitation of Liability)
• Section 15 (Indemnification)
• Section 16 (Dispute Resolution)
• Section 22 (General Provisions)
• Section 23 (Governing Law)
• Any other provisions that by their nature should survive

18. Data Export and Portability

18.1 Your Right to Export

You have the right to export your data from the Service:

• At any time during your active Subscription
• Within 30 days after Account termination
• In commonly used, machine-readable formats where technically feasible

18.2 Export Formats

We provide data export in the following formats where applicable:

• Property and Guide data: JSON or CSV format
• Images and media: Original uploaded formats
• Analytics data: CSV format
• PDF exports: PDF format

18.3 Export Assistance

We will provide reasonable assistance with data export upon request. Complex or bulk export requests may be subject to additional fees.

18.4 Data Deletion

After the 30-day export period following termination:

• Your User Content will be deleted from our active systems
• Backup copies may persist for up to 90 days
• Anonymised or aggregated data may be retained indefinitely
• Data required for legal compliance may be retained as necessary

19. Modifications to Terms

19.1 Right to Modify

We reserve the right to modify these Terms at any time. We will notify you of material changes by:

• Email to your registered email address
• Prominent notice on the Platform
• In-app notification

19.2 Notice Period

For material changes that adversely affect your rights:

• We will provide at least 30 days' notice before changes take effect
• You may terminate your Account if you disagree with the changes
• Termination must occur before the changes take effect

19.3 Acceptance of Changes

Your continued use of the Service after changes take effect constitutes acceptance of the modified Terms. If you do not agree to the modified Terms, you must stop using the Service and terminate your Account.

19.4 Version History

We maintain a history of previous versions of these Terms. You may request copies of prior versions by contacting support@checkinguide.app.

20. Consumer Rights (UK Law)

20.1 Consumer Protection

If you are a consumer (an individual acting for purposes outside your trade, business, craft, or profession), you have additional rights under UK consumer protection legislation, including the Consumer Rights Act 2015.

20.2 Statutory Rights

Nothing in these Terms affects your statutory rights as a consumer. Where these Terms conflict with your statutory rights, your statutory rights shall prevail.

20.3 Right to Cancel

If you are a consumer, you may have a 14-day cooling-off period for cancellation of paid subscriptions, starting from the date of purchase, unless:

• You have expressly consented to immediate commencement of the Service
• You have acknowledged that you will lose your right of withdrawal once performance begins

20.4 Quality of Digital Content

Under the Consumer Rights Act 2015, digital content (including the Service) must be:

• Of satisfactory quality
• Fit for a particular purpose (where made known to us)
• As described

If the Service does not meet these standards, you may be entitled to a repair, replacement, price reduction, or refund.

20.5 Unfair Terms

If you are a consumer, any term that is unfair under the Consumer Rights Act 2015 shall not be binding on you. This does not affect the validity of remaining terms.

21. Electronic Communications

21.1 Consent to Electronic Communications

By using the Service, you consent to receive electronic communications from us, including:

• Transactional emails (invoices, receipts, Account notifications)
• Service announcements and updates
• Security alerts and notifications
• Legal notices and policy updates

21.2 Marketing Communications

Marketing and promotional communications are opt-in only:

• You may opt-in to receive marketing emails during registration or in settings
• You may unsubscribe at any time using the link in marketing emails
• Unsubscribing from marketing does not affect transactional communications

21.3 Electronic Signatures

You agree that clicking "I Agree", "Submit", or similar acceptance mechanisms constitutes your electronic signature and creates a legally binding agreement.

21.4 Delivery

Electronic communications are deemed received:

• Email: When sent to your registered email address
• In-app notifications: When posted to the Service
• Website notices: When posted to our website

22. General Provisions

22.1 Entire Agreement

These Terms, together with the Privacy Policy, Acceptable Use Policy, and any other policies referenced herein, constitute the entire agreement between you and CheckinGuide regarding the Service. These Terms supersede all prior or contemporaneous communications, proposals, and representations, whether electronic, oral, or written.

22.2 Severability

If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction:

• Such provision shall be modified to the minimum extent necessary to make it valid and enforceable
• The remaining provisions shall continue in full force and effect
• The invalid provision shall be severed only to the extent of its invalidity

22.3 Waiver

No failure or delay by CheckinGuide to exercise any right or remedy shall constitute a waiver of that right or remedy. Any waiver must be in writing and signed by an authorised representative. A single or partial exercise of any right or remedy shall not preclude further exercise.

22.4 Assignment

You may not assign, transfer, or delegate your rights or obligations under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, reorganisation, or sale of all or substantially all of our assets. Subject to the foregoing, these Terms shall bind and benefit the parties and their respective successors and assigns.

22.5 No Third-Party Beneficiaries

These Terms do not create any rights for any third party. No person who is not a party to these Terms shall have any right to enforce any of its provisions, except as expressly stated or as permitted under the Contracts (Rights of Third Parties) Act 1999.

22.6 Relationship of the Parties

The relationship between you and CheckinGuide is that of independent contractors. Nothing in these Terms creates any partnership, joint venture, agency, franchise, or employment relationship.

22.7 Notices

Notices to you may be sent to your registered email address. Notices to us should be sent to legal@checkinguide.app or by post to our registered address. Notices shall be deemed received 48 hours after sending, unless a delivery failure notice is received.

22.8 Headings

Section headings are for convenience only and shall not affect the interpretation of these Terms.

22.9 Language

These Terms are written in English. If translated into any other language, the English version shall prevail in case of any inconsistency or dispute.

23. Governing Law and Jurisdiction

23.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of law principles.

23.2 Jurisdiction

Subject to Section 16 (Dispute Resolution), the courts of England and Wales shall have exclusive jurisdiction over any disputes arising out of or relating to these Terms or the Service.

23.3 Consumer Rights

If you are a consumer resident in the European Union or United Kingdom, you may also bring proceedings in the courts of your country of residence, and you may benefit from any mandatory provisions of consumer protection laws in your jurisdiction.

24. Contact Information

If you have any questions, concerns, or complaints about these Terms or the Service, please contact us:

• General Support:support@checkinguide.app
• Legal Enquiries:legal@checkinguide.app
• Privacy & Data Protection:privacy@checkinguide.app

Company Details:
CheckinGuide is operated by THE SA RMAP LTD
Company Number: 15764290
Registered Office: 1 Duffield Road, Derby, England, DE1 3BB
United Kingdom

We aim to respond to all enquiries within 5 Business Days.

Document Version: 2.0
Last Updated: 4 February 2026
Effective Date: 4 February 2026