Terms of Service

1. About these Terms#

These Terms of Service ("Terms") are a contract between SMN Properties OÜ ("we", "us", "our") and the business that creates a Simple Guests account ("you", "Customer"). By creating an account, starting a trial or using the service, you accept these Terms, the Privacy Policy and the Data Processing Agreement, which together form the whole agreement between us.

Simple Guests is for businesses only — accommodation providers and people acting for them. It is not offered to consumers. If you accept these Terms for a company, you confirm you are authorised to bind it.

2. The service#

Simple Guests helps hotels, hostels, and similar accommodation providers collect guest registration data, run digital check-in (including ID scan and signature), and submit or retain compliance records for configured authorities (for example SES.HOSPEDAJES and Mossos d'Esquadra in Spain, or the fiche individuelle de police in France). Features depend on your subscription plan, selected integrations, and jurisdiction configuration.

An optional face check can be switched on per property. It compares a guest's live selfie with the photo on their ID to help your staff decide whether an in-person ID check is still needed. It is included in your per-check-in price. It is a convenience for your front desk, not an identity-fraud or liveness guarantee, and it never blocks registration or compliance submission.

We may improve, change or retire features over time. We will not remove a core part of the service you are paying for without reasonable notice.

3. Accounts and security#

You must provide accurate organisation and contact details and keep them up to date. You are responsible for everyone you invite to your account, for what they do in it, and for keeping logins, government portal credentials and check-in links confidential. Tell us promptly at hello@simpleguests.com if you suspect unauthorised access.

4. Fees and billing#

Subscription fees are billed monthly in advance through Stripe, based on the number of properties, integration add-ons and usage (per compliant check-in) shown at signup and in your dashboard. Usage is billed in arrears. Prices exclude VAT and other taxes, which you pay where applicable. You are responsible for keeping payment details current and for all charges incurred under your account. Fees already paid are non-refundable except where the law requires otherwise.

If a payment fails, we may limit your account (for example to read-only access to the dashboard) until it is settled. We will not stop submitting already-registered guests to authorities solely because a payment is late, so a billing problem does not become a compliance problem for you. We may change prices on at least 30 days' notice, effective from your next billing period.

5. Your responsibilities and compliance#

You remain responsible for meeting your own legal obligations — including guest registration and reporting duties, data protection law, and tax and tourism rules. Simple Guests is a tool to help you do this; it is not legal advice, and we do not act as your representative before any authority. In particular:

• You must have a lawful basis to collect and process guest personal data and to transmit it to authorities.
• You supply and keep valid your government credentials, check the data your guests confirm where the law requires it, and act on any submission errors or alerts the dashboard shows you.
• You remain the controller of guest personal data; we act as your processor under the Data Processing Agreement.
• If you switch on the face check, you decide to process biometric data and remain its controller. You must tell guests about it in your own privacy notice, keep it genuinely optional (never make check-in, a booking, or a discount depend on it), offer an in-person ID check as the alternative, and carry out any data protection impact assessment your law requires. The consent screen we show guests supports this but does not replace your obligations.
• Share each property's check-in link only with your guests, and regenerate it from the dashboard if it is exposed more widely.

6. Acceptable use#

You must not, and must not let anyone else:

• use the service for anything unlawful, or to collect data about people who are not your guests;
• upload false, stolen or someone else's identity documents, or content that infringes others' rights;
• probe, scan, overload or try to gain unauthorised access to the service, other customers' data or our systems, or get around its limits and security controls;
• copy, resell, sublicense, reverse engineer or build a competing product from the service, except where the law allows it.

7. Fair use and limits#

To keep the service reliable and the per-check-in price fair, public check-in links accept stays starting up to 60 days ahead and limit how many new check-ins can be started from one device or for one property within a short period, and the face check is limited to 5 attempts per guest and 300 per property per day. When a limit is reached, guests can still complete registration and your staff check the ID in person. We may adjust these limits to protect the service; we will not lower them in a way that stops normal use without notice.

8. Authorities and third-party services#

The service connects to systems we do not control — government portals (such as SES.HOSPEDAJES or the Mossos d'Esquadra portal), your property management system, and messaging networks (WhatsApp, SMS and email). We are not responsible for their availability, changes, errors, rejections or delays, or for messages that guests do not receive. Where an authority requires a manual step (for example uploading a batch file), you are responsible for completing it. Your use of third-party services is also subject to their own terms.

9. Intellectual property and your data#

We and our licensors own the service, the Simple Guests name and brand, and all related software and content. You receive a non-exclusive, non-transferable right to use the service for your own business during your subscription.

You own your data and your guests' data. You give us the rights we need to host, process and transmit it to provide the service, as set out in the Data Processing Agreement. We may use aggregated, anonymised information that does not identify you or any person to operate and improve the service. If you send us feedback, we may use it freely.

10. Confidentiality#

Each of us will keep the other's non-public business information confidential, use it only for this agreement, and share it only with people who need it and are bound by similar duties — except where it is already public, independently developed, or must be disclosed by law.

11. Warranties and disclaimers#

We will provide the service with reasonable skill and care. Apart from that, the service is provided "as is" and "as available", and to the maximum extent permitted by law we make no other warranties, express or implied, including of merchantability, fitness for a particular purpose, or uninterrupted or error-free operation.

In particular, we do not guarantee that an authority will accept a submission, that document reading (OCR) will always be correct, or that a face-check result is right: it can occasionally fail to match the right person or, rarely, match the wrong one. Guests confirm their own details before signing, and you decide what to do with any result.

12. Limitation of liability#

To the maximum extent permitted by law:

• neither of us is liable for indirect, incidental, special or consequential loss, or for loss of profit, revenue, business, goodwill or data, however caused;
• we are not liable for fines, penalties or other consequences arising from data you or your guests supplied or approved, credentials you supplied, an authority's or third party's systems, your failure to act on an alert or complete a manual step, or decisions you make based on a face-check result;
• our total liability arising out of or relating to the service in any 12-month period is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

Nothing in these Terms limits liability that cannot be limited by law, such as for fraud or wilful misconduct.

13. Indemnity#

You will defend and compensate SMN Properties OÜ, its directors and staff against claims, fines and costs (including reasonable legal fees) brought by a third party or an authority that arise from your breach of these Terms or the law, your data or your guests' data, your instructions to us, or your use of the face check without a lawful basis or without offering the in-person alternative.

14. Suspension and termination#

You may cancel at any time through the billing portal; cancellation takes effect at the end of the current billing period. We may suspend or end your access immediately if you seriously or repeatedly breach these Terms, misuse the service, create a security risk, or if required by law — and otherwise on 30 days' notice.

When the agreement ends, your right to use the service stops, fees due remain payable, and your data is handled as described in the Data Processing Agreement and Privacy Policy. Sections that by their nature should continue (including fees owed, intellectual property, confidentiality, disclaimers, liability, indemnity and governing law) survive termination.

15. Changes to these Terms#

We may update these Terms. For material changes we will give at least 30 days' notice by email or in the dashboard before they take effect; if you do not agree, you may cancel before then. Continuing to use the service after the effective date means you accept the updated Terms.

16. Events outside our control#

Neither of us is responsible for delays or failures caused by events beyond reasonable control, such as outages of cloud, network or government systems, natural disasters, war, strikes or changes in law — except for paying fees already due.

17. General#

These Terms are governed by the laws of Estonia, and the courts of Estonia (Harju County Court, Tallinn) have exclusive jurisdiction, without prejudice to any mandatory rules that apply to you. You may not assign this agreement without our consent; we may assign it to a group company or a successor to our business. If any part is found unenforceable, the rest remains in effect. A failure to enforce a right is not a waiver. Notices to you are sent to your account owner's email; notices to us go to hello@simpleguests.com.