Vantote Terms of Service

1. Definitions

• Service — access to the Vantote application: the owner panel, the staff screen on the NFC/QR tag, integrations and notifications.
• Client — a company or business that enters into an agreement with us for the Service. The Service is not aimed at consumers.
• Property — the Client's hotel, guesthouse or set of apartments configured in the Service.
• Vantag — an NFC tag with a QR code mounted at a room door, supplied by us.
• Pilot — a free, 2-week trial period in one Property.

2. Entering into the agreement

The agreement is concluded when we confirm your request by e-mail and create the account. A Vantote administrator creates the account; you set your own password at first login.

By using the Service you confirm that you act on behalf of a business and are authorised to enter into the agreement.

3. Pilot

The pilot lasts 2 weeks, is free and requires no card or commitment. You get the full Service and Vantags for the Property; we help set up rooms and checklists.

After the pilot you decide: move to a subscription or end the cooperation. If we end it, you return the Vantags within 14 days using the return label we send — at our cost. We delete the account and data within 30 days of the pilot's end, unless you ask for earlier deletion.

4. Prices and payment

The subscription is charged monthly, per Property: a base subscription of 80 PLN (covering 2 Vantags) plus a fee for each further Vantag at the decreasing price-list tiers. All prices on the site and in the panel are final prices (incl. VAT) — there are no setup fees, Vantag fees or other hidden costs.

Billing is monthly or annual in advance — annual means you pay for 10 months and use the Service for 12. The amount is visible in the panel (Invoices) before a document is issued.

Payment by bank transfer against a VAT invoice or receipt, within 14 days of issue. We issue the document, or you generate it in the panel. If payment is late we send an e-mail reminder; after 30 days overdue we may limit panel access until payment — the data remains intact.

Vantags added mid-month are charged from the next billing period. Price-list changes are announced by e-mail at least 30 days in advance and do not affect a period already paid for.

5. Vantags

Vantags are delivered programmed for your rooms. They remain our property and are lent for the term of the agreement; during the agreement we replace damaged units free of charge.

After the agreement ends you return the Vantags within 14 days (return label from us). Unreturned Vantags are charged at the replacement cost stated in the offer.

6. Cancellation and refunds

You can end a monthly subscription at any time by e-mail — the agreement expires at the end of the paid month. No notice period, no penalties.

You can end an annual subscription at any time; we refund the fee for full, unused months from the month following cancellation, at the monthly price on the purchase date less the annual discount granted. Refunds are made by bank transfer within 14 days.

If we end the agreement through no fault of yours (e.g. withdrawal of the Service), we refund the whole fee for the unused period. If we terminate it for breach of these terms (e.g. unpaid invoices after a reminder, abuse), no refund is due.

The pilot is free — there is nothing to refund. Vantags come back to us as described above.

7. Your obligations

• You look after passwords and staff PINs; sessions and PINs are personal — create a separate team account for each person who logs into the panel.
• You are the data controller of your staff and guest data under the GDPR; you inform staff about the processing (working times, documentation photos). We sign a data-processing agreement (DPA) on request.
• You use the Service lawfully: no unlawful content, no attempts to bypass security, no reselling of access.
• By connecting calendars (iCal) or a hotel system (API, Hotres) you confirm you are entitled to use that data.

8. Our obligations and availability

We make every effort to keep the Service running around the clock; maintenance is announced in advance where possible and done at night. Database data is backed up by the infrastructure provider.

Support: e-mail contact@vantote.com, we reply on business days within 1 business day. During the pilot we help you start and tune the configuration together.

The Service is a housekeeping control tool — it does not replace your obligations towards guests, staff and regulations (health and safety, labour law).

9. Data and privacy

Data processing is described in the Privacy policy; strictly necessary cookies in the Cookie policy. Data is stored in the European Union. After the agreement ends we delete the account with its data within 30 days; on request we first provide an export (CSV) of cleaning times and reports.

10. Liability

We are liable for damage caused by our fault up to the fees you paid for the last 12 months of the Service. We are not liable for lost profits, for the operation of third-party systems (Airbnb, Booking.com, PMS), for lack of mobile coverage in the Property or for the consequences of incorrect Vantag mounting. These limits do not apply to damage caused intentionally.

11. Complaints

Send complaints by e-mail to contact@vantote.com, describing the problem and when it occurred. We reply within 14 days. If the Service was unavailable through our fault for more than 24 hours in total in a month, on your request we reduce that month's fee in proportion to the downtime.

12. Changes to the terms and governing law

Changes to these terms are announced by e-mail at least 14 days in advance; if you do not accept them, you may end the agreement before they take effect under the “Cancellation and refunds” section.

The agreement is governed by Polish law. Disputes are settled by the court competent for the Service provider's registered office, after an attempt at amicable resolution.

Service provider

The service provider is the operator of the Vantote service. Full company details are being completed — until then, contact: contact@vantote.com.