Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using the WelcomeDeck platform ("Service"), you agree to be bound by these Terms of Service ("Agreement"). If you are entering into this Agreement on behalf of a company or other legal entity, you represent that you have the authority to bind such entity. If you do not agree, you may not use the Service.

2. Description of Service

WelcomeDeck provides a digital guest experience platform that allows short-term rental hosts ("Hosts") to provide property guides, WiFi access, and upsell services to their guests. The Service operates under two distinct models depending on the booking source:

2.1 Host-Managed Mode (Agency Model)

For direct bookings or channels where the Host is the Merchant of Record (e.g., Booking.com, Houfy, direct bookings). The Service facilitates direct payments from Guest to Host via Stripe.

2.2 Platform-Managed Mode (Compliance Model)

For third-party marketplaces that restrict off-platform payments (e.g., Airbnb, Vrbo). The Service acts solely as a notification tool; no financial transactions are processed by WelcomeDeck.

3. Account & Subscription

3.1 Free Trial

We offer a 30-day free trial for new accounts. No credit card is required to begin the trial. At the end of the trial period, you must select a paid subscription plan (Single, Growth, or Scale) to maintain access to your data and guest links.

3.2 Billing & Renewal

Subscription fees are billed in advance on a monthly basis. Your subscription will automatically renew at the end of each billing cycle unless you cancel it.

3.3 Cancellation & No Refunds

You may cancel your subscription at any time via your Dashboard settings.

Effect of Cancellation: Upon cancellation, your access will continue until the end of your current billing period. You will not be charged again.

No Pro-Rated Refunds: Payments are non-refundable. We do not provide credits or refunds for partially used months.

3.4 EU/UK Right of Withdrawal (Digital Content Waiver)

If you are a consumer in the EU or UK, you typically have a 14-day right to withdraw from contracts. However, by creating an account and immediately accessing the WelcomeDeck digital platform, you expressly consent to the immediate performance of this contract and acknowledge that you lose your right of withdrawal once access is granted.

4. Payment Processing & Merchant of Record

WelcomeDeck is a software provider, not a payment processor, bank, or insurer.

4.1 Host as Merchant of Record (Host-Managed Mode)

When using "Host-Managed Mode," you must connect your own Stripe account ("Connected Account").

You are the Merchant of Record (MoR): You are solely responsible for all transactions, refunds, chargebacks, and disputes with your guests.

Taxes: You are solely responsible for calculating, collecting, and remitting all applicable taxes (VAT, GST, Occupancy Tax) to the relevant authorities. WelcomeDeck does not calculate taxes on your upsells.

Stripe Fees: You agree to pay all standard processing fees charged by Stripe. WelcomeDeck does not charge any commission or platform fee on guest transactions.

4.2 Platform Compliance (Airbnb/Vrbo)

You agree not to use WelcomeDeck to circumvent the fee structures or Terms of Service of third-party booking platforms (e.g., Airbnb, Vrbo).

Prohibited Conduct: You may not use WelcomeDeck to solicit off-platform payments from guests who originated on a platform that strictly prohibits such actions.

Liability: WelcomeDeck is not liable for any account suspension, banning, or penalties you incur from third-party platforms due to your misuse of our Service.

5. Guest Access Codes (Display Only)

5.1 Functionality

The Service allows you to store text-based access information (e.g., door codes, lockbox combinations) and schedule its display to the Guest. This is a text display feature only. We do not integrate directly with lock hardware or guarantee that the code provided will physically unlock any device.

5.2 Host Responsibility

You are solely responsible for ensuring the accuracy of the codes you enter. WelcomeDeck does not verify if a code is correct or active.

5.3 Failure to Display & Host Availability

You acknowledge that software bugs, server downtime, or internet connectivity issues may prevent access codes from being displayed to the Guest at the scheduled time. You agree to remain accessible to your Guest to facilitate property access manually in the event that the Service is unavailable.

6. Your Responsibilities & Guest Conduct

6.1 Content Accuracy

You are responsible for the accuracy of the information (WiFi passwords, house rules) you provide.

6.2 Guest Privacy

You agree to use Guest data (names, emails) solely for the purpose of delivering the stay experience and in compliance with all applicable privacy laws (GDPR, CCPA). You may not sell guest data.

6.3 Guest Compliance & Upsell Enforcement

WelcomeDeck facilitates the transaction of services and upsells (e.g., Late Checkout, Pet Fees) but does not and cannot enforce Guest compliance.

No Policing: We are not responsible if a Guest fails to adhere to House Rules or the terms of an upsell they purchased (e.g., overstaying a purchased late checkout).

Damages: We are not liable for any property damage, theft, or disturbances caused by Guests, regardless of whether they purchased an upsell through our platform. Enforcement of rules and eviction of non-compliant guests remains solely your responsibility.

7. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

WELCOMEDECK DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. NO ADVICE OR INFORMATION, WHETHER ORAL OR WRITTEN, OBTAINED FROM WELCOMEDECK OR THROUGH THE SERVICE SHALL CREATE ANY WARRANTY NOT EXPRESSLY STATED HEREIN.

8. Limitation of Liability

READ THIS SECTION CAREFULLY.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WELCOMEDECK SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM:

• YOUR ACCESS TO OR USE OF OR INABILITY TO ACCESS OR USE THE SERVICE;
• ANY CONDUCT OR CONTENT OF ANY THIRD PARTY ON THE SERVICE;
• ANY UNAUTHORIZED ACCESS, USE, OR ALTERATION OF YOUR TRANSMISSIONS OR CONTENT; OR
• ANY COSTS OR DAMAGES ARISING FROM A GUEST'S INABILITY TO ACCESS A PROPERTY (INCLUDING BUT NOT LIMITED TO LOCKSMITH FEES, ALTERNATIVE ACCOMMODATION COSTS, OR REFUNDS), REGARDLESS OF WHETHER SUCH FAILURE WAS CAUSED BY A BUG, SERVER OUTAGE, OR ERRONEOUS DATA WITHIN THE WELCOMEDECK PLATFORM.

IN NO EVENT SHALL OUR AGGREGATE LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE EXCEED THE GREATER OF ONE HUNDRED POUNDS STERLING (£100.00) OR THE AMOUNT YOU PAID WELCOMEDECK, IF ANY, IN THE LAST 12 MONTHS.

9. Indemnification

You agree to indemnify, defend, and hold harmless WelcomeDeck and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to:

• Your use of the Service;
• Your violation of these Terms;
• Your violation of any third-party rights, including Guest privacy rights;
• Any dispute between you and a Guest;
• Any inaccurate information you provide through the Service.

10. Dispute Resolution & Class Action Waiver

10.1 Informal Resolution

Before initiating any formal dispute, you agree to contact us at support@welcomedeck.app and provide a written description of the dispute. Both parties agree to attempt to resolve the matter informally for at least 30 days before pursuing any other remedy.

10.2 Arbitration

If informal resolution fails, any dispute, controversy, or claim arising out of or relating to this Agreement or the Service shall be finally settled by binding arbitration under the rules of the London Court of International Arbitration (LCIA), seated in London, England. The language of arbitration shall be English. The arbitrator's award shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

10.3 Class Action Waiver

YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. YOU WAIVE ANY RIGHT TO PARTICIPATE IN A CLASS ACTION LAWSUIT OR CLASS-WIDE ARBITRATION.

11. Force Majeure

WelcomeDeck shall not be liable for any failure or delay in performance resulting from causes beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, pandemics, internet or network failures, power outages, strikes, or failures of third-party service providers (including cloud infrastructure, payment processors, and authentication services). In such events, our obligations will be suspended for the duration of the force majeure event.

12. Third-Party Services

The Service integrates with Stripe for payment processing. When you use Host-Managed Mode, guest transactions are processed directly through your connected Stripe account and are subject to Stripe's Terms of Service. WelcomeDeck is not liable for any payment failures, disputes, or service degradation caused by Stripe.

The Service also relies on third-party infrastructure providers for hosting, authentication, and communications. WelcomeDeck is not liable for any outages, errors, or data loss caused by these providers. A full list of data sub-processors is available in our Privacy Policy.

13. Termination

We reserve the right to suspend or terminate your account immediately, without notice, if we believe you are:

• Engaging in fraudulent activity;
• Violating the "Platform Compliance" policies of Airbnb, Vrbo, or Booking.com;
• Using the Service to process payments for illegal goods or services;
• Violating any provision of these Terms.

14. Modifications to Terms

We reserve the right to modify these Terms at any time. We will provide notice of material changes by email or through the Service at least 14 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the modified Terms.

15. Age Requirement

You must be at least 18 years old to create an account and use the Service.

16. Privacy Policy

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your personal information. By using the Service, you consent to the practices described in our Privacy Policy.

17. Governing Law

This Agreement shall be governed by the laws of the United Kingdom, without regard to its conflict of law provisions. Subject to Section 10 (Dispute Resolution), any disputes not resolved by arbitration shall be subject to the exclusive jurisdiction of the courts of London, England.

18. Severability

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

19. Entire Agreement

This Agreement, together with our Privacy Policy, constitutes the entire agreement between you and WelcomeDeck regarding the Service and supersedes all prior agreements.

20. Contact

For legal notices or support questions, please contact us at: support@welcomedeck.app