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Terms of Service

Last updated: April 25, 2026

These Terms of Service ("Terms") govern your use of ScanStay ("Service", "we", "us"), a SaaS platform that enables short-term rental hosts to publish digital welcome books accessible to their guests via QR code. By creating an account or using the Service, you agree to these Terms.

1. The Service

ScanStay provides a web-based dashboard for creating, customising and managing digital welcome books that include Wi-Fi instructions, house rules, recommendations, multilingual content and optional upsell services. Welcome books are accessed by guests through a unique QR code or URL.

2. Account registration

  • You must be at least 18 years old and legally capable of entering into a contract.
  • You agree to provide accurate, current and complete information during registration.
  • You are responsible for keeping your password confidential and for all activity under your account.
  • Notify us immediately at support@scanstay.io of any unauthorised use.

3. Subscription plans and payment

  • The Service is offered under different plans (Free, Solo, Pro). Features and pricing are described on our pricing page.
  • Paid subscriptions are billed in advance on a recurring basis (monthly or annual) via our payment provider Stripe.
  • Prices are exclusive of VAT unless otherwise stated. Applicable taxes will be added at checkout.
  • You can upgrade, downgrade or cancel at any time from the billing section of your dashboard. Cancellation takes effect at the end of the current billing cycle; we do not refund partial periods.
  • For consumers in the EU, the statutory 14-day right of withdrawal applies — except where the digital service has already started with your express consent.

4. Free trial / Free plan

We may offer a free plan with limited functionality. We reserve the right to modify or discontinue free features at any time, with reasonable notice.

5. Acceptable use

You agree NOT to use the Service to:

  • Publish illegal, infringing, defamatory, hateful or sexually explicit content;
  • Upload malware or attempt to gain unauthorised access to the Service;
  • Resell, sublicense or copy the Service without our written permission;
  • Use the Service for spamming, phishing or any deceptive purpose;
  • Process special categories of personal data (Art. 9 GDPR) without a valid legal basis.

We reserve the right to suspend or terminate accounts that violate these rules, with or without notice depending on severity.

6. Your content

  • You retain all ownership rights to the content you upload (text, photos, instructions, etc.).
  • You grant us a worldwide, royalty-free, non-exclusive licence to host, display, translate and process your content solely to provide the Service.
  • You are solely responsible for the accuracy, legality and appropriateness of your content.
  • You confirm you have all necessary rights and permissions for the content you upload, including images and translations.

7. Upsell orders

The Service allows hosts to offer additional services (e.g. late check-out, breakfast, airport transfer) to their guests. Any contract for such services is concluded directly between the host and the guest. ScanStay only provides the technical infrastructure and is not a party to those transactions; we are not responsible for fulfilment, refunds or disputes between hosts and guests.

8. Intellectual property

The Service, including its software, design, logos and trademarks, is owned by ScanStay and protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable licence to use the Service in accordance with these Terms.

9. Service availability

We strive to keep the Service available 24/7 but do not guarantee uninterrupted access. We may perform scheduled maintenance with reasonable notice. We are not liable for downtime caused by third-party providers, force majeure or events beyond our reasonable control.

10. Disclaimers

The Service is provided "as is" and "as available", without warranties of any kind, express or implied, to the extent permitted by law. We do not warrant that the Service will be error-free, secure or meet all your requirements.

11. Limitation of liability

To the maximum extent permitted by law, our total liability arising out of or related to the Service is limited to the amounts paid by you in the 12 months preceding the event giving rise to the claim. We are not liable for indirect, incidental, special, consequential or punitive damages, including lost profits or data loss. Nothing in these Terms limits liability for gross negligence, wilful misconduct, personal injury or any liability that cannot be excluded by law.

12. Indemnification

You agree to indemnify and hold ScanStay harmless from any claim, damage or cost (including reasonable legal fees) arising from your content, your use of the Service or your breach of these Terms.

13. Termination

  • You may delete your account at any time from the dashboard.
  • We may suspend or terminate your account if you breach these Terms or fail to pay outstanding fees.
  • Upon termination, your access to the Service ends and your data is deleted in line with our Privacy Policy.

14. Changes to the Service or Terms

We may modify the Service or these Terms from time to time. Material changes will be notified at least 14 days in advance by email or via the dashboard. Continued use after the changes take effect constitutes acceptance.

15. Governing law and jurisdiction

These Terms are governed by the laws of Poland (or the country where ScanStay is established), without regard to conflict-of-law rules. Disputes shall be resolved by the competent courts of that jurisdiction. Consumers retain the protection of mandatory law of their country of residence and may use the EU Online Dispute Resolution platform at ec.europa.eu/consumers/odr.

16. Contact

ScanStay
Email: support@scanstay.io