Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User", "you", or "your") and RoomForge ("Company", "we", "our", or "us") governing your access to and use of the RoomForge property management platform and all associated services, software, and content (collectively, the "Service") available at roomforge.org.

By registering for an account, accessing the Service, or clicking a button indicating acceptance of these Terms, you represent that (a) you have read and understood these Terms, (b) you are at least 18 years of age, (c) you have the legal authority to enter into this agreement on behalf of yourself or the organisation you represent, and (d) you agree to comply with and be bound by these Terms.

2. Description of Service

RoomForge is a cloud-based property management platform designed for independent hotels, guesthouses, guest lodges, bed and breakfasts, villa rentals, and similar short-to-medium-stay accommodation businesses. The Service includes, but is not limited to:

• Booking and reservation management
• Guest relationship management (CRM)
• Invoice generation and management
• Payment recording and tracking
• Housekeeping task management
• Financial reporting and analytics
• Multi-property management
• Team member management and access controls
• Email template management
• Pricing rules, cancellation policies, and payment terms

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time with reasonable notice to active subscribers.

3. Accounts and Registration

To use the Service, you must create an account by providing accurate, complete, and current information. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activity that occurs under your account
• Notifying us immediately of any unauthorised access or security breach at support@roomforge.org
• Ensuring that your account information remains accurate and up to date

Each account is associated with one organisation. Team members may be invited to join an organisation under their own user credentials. You may not share your login credentials with others outside your team, or use the Service on behalf of multiple unrelated businesses under a single plan that does not permit multi-property use.

4. User Obligations

You agree to use the Service only for lawful purposes. You must not:

• Violate any applicable local, national, or international law or regulation
• Upload, transmit, or store data that infringes on the intellectual property rights of any third party
• Attempt to gain unauthorised access to any part of the Service, other users' accounts, or our systems
• Use automated tools, bots, or scraping techniques to extract data from the platform
• Reverse-engineer, decompile, or disassemble any part of the Service
• Introduce malicious code, viruses, or any software that may harm the Service or other users
• Use the Service to store or process sensitive personal data beyond the scope of property management operations without our written consent
• Resell or sub-license access to the Service without our express written permission

5. Billing and Payment

Subscription Plans: The Service is offered on a subscription basis. Plan details, pricing, and included features are published at roomforge.org/pricing. All prices are displayed in US Dollars (USD) unless otherwise stated.

Billing Cycle: Subscriptions are billed monthly or annually, depending on the plan selected. Annual billing is charged as a single payment at the start of each annual period.

Payment Processing: Payments are processed via Paystack. By providing payment details, you authorise us to charge your nominated payment method on each billing date. You must keep your payment information current and valid.

Failed Payments: If a payment fails, we will retry the charge and notify you by email. If payment remains outstanding for more than 7 days after the due date, your account may be suspended. Access will be restored upon successful payment.

Refunds: Subscription fees are non-refundable except where required by applicable law. If you cancel your subscription, you retain access until the end of your current billing period. We do not provide pro-rated refunds for unused portions of a billing period.

6. Free Trial

New accounts are entitled to a 7-day free trial period with full access to the features included in the selected plan. No credit card is required to start a trial.

At the end of the trial period, your account will automatically transition to a restricted mode unless you activate a paid subscription. Trial data is retained for 30 days after trial expiry. We reserve the right to modify or discontinue the trial offer at any time.

7. Data and Content

Your Data: You retain full ownership of all data, content, and information you upload or create within the Service ("Your Content"). We claim no intellectual property rights over Your Content.

Licence to Us: By using the Service, you grant us a limited, non-exclusive, royalty-free licence to store, process, and transmit Your Content solely for the purpose of providing the Service.

Data Export: You may export your data at any time via the Settings section of the platform. Upon written request, we will provide a full data export within 48 hours.

Data Retention: Upon account cancellation, your data will be retained in read-only mode for 30 days, after which it will be permanently and irreversibly deleted. We are not liable for any data loss after this period.

8. Intellectual Property

All software, interfaces, designs, algorithms, reports, documentation, trademarks, and other materials comprising the Service are the exclusive property of RoomForge or its licensors and are protected by applicable intellectual property laws.

These Terms grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for its intended purpose. No rights are granted to you beyond those expressly stated herein.

9. Service Availability

We aim to provide a reliable service and target 99.9% monthly uptime. However, the Service is provided on an "as available" basis. We do not guarantee uninterrupted, error-free access at all times.

We perform scheduled maintenance during low-traffic periods and will endeavour to give advance notice where possible. We are not liable for any losses incurred due to service downtime, whether scheduled or unplanned.

10. Suspension and Termination

By You: You may cancel your subscription at any time via the Billing section of your dashboard. Cancellation takes effect at the end of the current billing period.

By Us: We may suspend or terminate your account immediately, with or without notice, if we determine that you have violated these Terms, engaged in fraudulent activity, or if we are required to do so by law.

Upon termination, your right to use the Service ceases immediately. Your data will be retained for 30 days in a read-only state before permanent deletion.

11. Limitation of Liability

To the fullest extent permitted by applicable law, RoomForge and its directors, employees, agents, and licensors shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, revenue, data, or business opportunities, arising out of or in connection with your use of the Service.

Our total cumulative liability to you for any claims arising out of or related to these Terms or the Service shall not exceed the total fees paid by you to us in the three (3) months immediately preceding the event giving rise to the claim.

12. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will meet your specific requirements, be error-free, or that defects will be corrected.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Republic of South Africa, without regard to its conflict of law provisions. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of South Africa. If you are accessing the Service from outside South Africa, you do so at your own risk and are responsible for compliance with your local laws.

14. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email and/or by posting a notice on the platform at least 14 days before the changes take effect. Your continued use of the Service after the effective date of the updated Terms constitutes your acceptance of those changes. If you do not agree to the updated Terms, you must cancel your subscription before the effective date.

15. Contact Us

If you have any questions about these Terms of Service, please contact us: