Clear, Fair Terms for Every Partnership

At Root Stay, we believe in transparent, mutually beneficial relationships. Our terms and conditions ensure clarity and provide a framework for successful collaboration with all our hotel technology clients.

Terms and Conditions Overview

This document outlines the comprehensive terms and conditions governing the use of Root Stay's advanced hospitality software and services. We've crafted these terms to be clear, fair, and protective, fostering a secure and productive environment for all our esteemed partners.

By accessing or using any of Root Stay's services, you signify your unreserved acceptance of these terms, which constitute a binding legal agreement. This agreement covers the full scope of our service provision, from property management systems to guest relationship management tools, and is effective as of November 15, 2023. Any future revisions will be communicated and become effective upon your continued use of our services.

Scope of Agreement Highlights:
  • Comprehensive service coverage across all Root Stay modules.
  • Effective date and transparent revision procedures.
  • Binding nature of acceptance for all users.
Illustration of a legal document being reviewed on a digital tablet, symbolizing clarity in agreements.

Service Usage Rights and Responsibilities

Conceptual image representing data flow and secure access, showing intertwining lines with a lock icon, signifying intellectual property and data rights.

Root Stay grants you a limited, non-exclusive, non-transferable license to access and use our software and services solely for your internal business operations within your hospitality establishment. Your responsibilities include maintaining the confidentiality of your account credentials, ensuring proper staff training, and adhering to all applicable laws and regulations concerning data privacy.

All intellectual property rights in and to the Root Stay platform, including software, documentation, and methodologies, remain exclusively with Root Stay. Any data input by you into our systems remains your property, subject to our privacy policy regarding its processing and security. Unauthorized use, reproduction, or distribution of our software or any aspect of our services is strictly prohibited and will result in immediate termination of services and potential legal action.

Focus on managing bookings, guest data, property operations, and revenue optimization within your hotel. Strict adherence to fair use policies.

Safeguarding login credentials, ensuring accurate data input, compliance with data protection laws, and promptly reporting any security breaches.

You retain full ownership of all property-specific guest and operational data entered into our systems. Root Stay acts as a data processor adhering to strict security protocols.

Payment and Billing Terms

Understanding your financial commitments is crucial. Our payment and billing terms are structured for simplicity and transparency, ensuring you are fully informed about pricing models, invoicing cycles, and available payment methods.

Pricing & Billing Cycles

Root Stay operates on a subscription-based model, with fees dependent on the selected modules and property size. Invoices are generated monthly on the 1st day of each calendar month and are due within 30 days. All pricing is clearly communicated during the initial consultation and before contract signing.

  • Invoice Date: Monthly, 1st day
  • Payment Due: Net 30 days
Late Payments & Cancellations

A late fee of 1.5% per month (or the maximum allowed by law) will be applied to overdue invoices. Services may be suspended for accounts more than 60 days past due. Cancellation of services requires a 60-day written notice prior to the next billing cycle. Refunds are generally not provided for partially used subscription periods, but exceptions may apply under specific conditions outlined in your service agreement.

Limitation of Liability and Legal Protection

Root Stay is committed to providing robust and reliable services. This section clarifies the extent of our liability, service commitments, and the mechanisms for dispute resolution, ensuring a clear understanding between our partners and Root Stay.

Liability Limitations

Root Stay's total liability for any claim arising out of or relating to these terms or your use of our services, whether in contract, tort, or otherwise, will not exceed the amount you paid to Root Stay for the services in the twelve (12) months preceding the event giving rise to the claim. We are not liable for any indirect, consequential, special, incidental, or punitive damages.

Service Availability

We strive for 99.9% uptime for our core services, excluding scheduled maintenance. While we take every reasonable measure to ensure continuous service, Root Stay cannot guarantee uninterrupted access and is not liable for temporary outages due to factors beyond our reasonable control, such as network failures, natural disasters, or third-party service interruptions.

Dispute Resolution & Jurisdiction

Any dispute, controversy, or claim arising out of or relating to this agreement, or the breach, termination, or invalidity thereof, shall be settled by arbitration in accordance with the rules of the American Arbitration Association. The arbitration shall be held in Portland, Maine, United States, and conducted in English. The decision of the arbitrator(s) shall be final and binding. This agreement shall be governed by and construed in accordance with the laws of the State of Maine, without regard to its conflict of law provisions.

For any clarifications regarding these legal protections, please contact our dedicated legal team directly at legal@rootstay.com.