Host Terms of Service

These terms apply to accommodation businesses that use CheckinGuest to check in their guests. They are a business to business agreement. They do not apply to guests, who use the app under the guest Terms of Use.

1. Parties

1.1 CheckinGuest is provided by Prague Retreat Management s.r.o., Revoluční 1082/8, Nové Město, 110 00 Praha 1, Czech Republic, IČO 22473874, registered in the commercial register under C 417128 vedená u Městského soudu v Praze (“the Operator”, “we”).

1.2 “The Host” (“you”) is the business that runs the accommodation and has agreed to these terms, by signing an order form or by setting up a property in CheckinGuest.

1.3 The Host acts in the course of its business. Consumer protection law does not apply to this agreement.

2. What these terms include

2.1 The agreement between us is made up of these terms, the Data Processing Agreement (“DPA”), and any order form we both sign.

2.2 The DPA forms part of these terms. It applies whenever we process personal data for you.

2.3 If they conflict, the order form comes first, then the DPA (for anything about personal data), then these terms.

3. The service

3.1 CheckinGuest is software that lets your guests check in online. Depending on the features you turn on, it can:

• collect the guest details you need for police registration and the accommodation tax evidence book;
• read details from a photo of a travel document, for the guest to check and confirm;
• send registrations of foreign guests to the Czech Foreign Police through UbyPort, using your credentials;
• record the guest's signature and acceptance of your house rules;
• issue door codes for supported smart locks;
• take card payments for accommodation tax and extras, through Stripe;
• provide guest messaging, a support chat and a stay guide;
• read reservations from your property management system, where supported.

3.2 We may improve or change features. We will not remove a core feature you rely on without telling you in advance.

3.3 Optional features, such as the shared guest incident record scheme (Redflag), are turned on only after a separate written agreement.

4. Your duties

4.1 Accurate property data. You must keep your property details correct and up to date. This includes your legal name, IČO, address, accommodation tax rate, contact details and house rules. Guests see these details, and the privacy notice names you as controller from them.

4.2 Your own UbyPort account. You must have your own UbyPort credentials, registered to you as the accommodation provider, and keep them valid. You must give us what we need to send registrations in your name.

4.3 Your legal duties stay yours. You remain responsible for your duties as an accommodation provider. This includes registering foreign guests with the police on time, keeping the guest register (domovní kniha) and the accommodation tax evidence book, and paying the accommodation tax to the municipality. CheckinGuest helps you meet these duties. It does not take them over. You should check that registrations have been accepted and act on any rejection we show you.

4.4 House rules and guest information. You are responsible for the content of your house rules, stay guide and messages to guests.

4.5 Your staff. You decide who on your team gets access. You must keep logins private, remove access for people who leave, and make sure your staff use the service lawfully.

4.6 Lawful use. You must not use CheckinGuest to collect data you have no lawful reason to collect, or to send unlawful content.

5. Fees and payment

5.1 [TODO: fees, billing period, payment terms and late payment. Or: “Fees are set out in the order form.”]

5.2 [TODO: how guest card payments reach the Host. Today all payments go to one Stripe account (the Operator's). Describe the payout and reconciliation, or move hosts to their own Stripe accounts.]

6. Availability and support

6.1 We provide the service with reasonable skill and care, and we aim to keep it available at all times.

6.2 We do not guarantee any level of uptime unless we have agreed one in writing. The service depends on third parties, such as UbyPort, lock makers, payment and hosting providers, and may sometimes be unavailable.

6.3 You must keep a way to check in and register guests if CheckinGuest is not available, for example the UbyPort web application or paper forms.

6.4 Support is available by email at info@pragueretreat.com.

7. Personal data

7.1 For your guests' personal data, you are the controller and we are your processor. The DPA sets out how we process it.

7.2 Our current subprocessors are listed on the subprocessors page.

8. Our software

8.1 We own CheckinGuest and all rights in it. You get a right to use it for your properties while this agreement lasts. You must not copy, resell, or try to reverse engineer it.

8.2 You own your data, including your property content and guest data.

9. Liability

9.1 Our total liability to you under this agreement in any 12 month period is limited to the fees you paid us in the 12 months before the event that gave rise to the claim.

9.2 We are not liable for loss of profit, loss of business, or indirect loss.

9.3 We are not liable for fines or losses caused by a failure to meet your own legal duties (clause 4.3), by wrong property data you gave us, or by faults of third party systems we do not control, such as UbyPort.

9.4 Nothing in these terms limits liability that cannot lawfully be limited or excluded, including liability for harm caused on purpose or by gross negligence, and for harm to a person's life or health.

10. Suspension and termination

10.1 Either of us may end this agreement with 30 days' written notice.

10.2 Either of us may end it straight away by written notice if the other seriously breaches it and does not fix the breach within 14 days of being asked to.

10.3 We may suspend your access if you do not pay overdue fees after a reminder, if your use puts the service or other users at risk, or if the law requires it. Where we can, we will warn you first and give you time to fix the problem.

11. Your data when the agreement ends

11.1 Before the agreement ends, and for 30 days after it ends, you can ask us for an export of your data in a common machine readable format.

11.2 After that, we delete or return guest personal data as set out in the DPA, unless the law requires us to keep it.

11.3 Remember that you must keep the guest register and the accommodation tax evidence book for the period the law requires. Export them before the agreement ends.

12. Changes to these terms

12.1 We may change these terms. We will tell you by email at least 30 days before a change takes effect.

12.2 If you do not agree with a change, you may end the agreement before the change takes effect. If you keep using the service after that date, the new terms apply.

12.3 We may make changes needed by law, or changes that do not reduce your rights, with shorter notice.

13. Law and courts

13.1 This agreement is governed by Czech law.

13.2 The courts of Prague, Czech Republic, have jurisdiction over any dispute about this agreement.

14. General

14.1 Notices must be in writing. Email is enough. Our address for notices is info@pragueretreat.com.

14.2 You may not transfer this agreement to someone else without our written consent.

14.3 If a clause is found invalid, the rest of the agreement still applies.