Terms of Service

These terms govern your use of Vestibel — the hospitality operating system covering front desk, point of sale, housekeeping, inventory and guest messaging — together with this website, the tenant admin panel served on your own subdomain, and the guest-facing surfaces we host on your behalf.

By creating an account, subscribing to a plan or using the product, you accept these terms on behalf of the business you represent. If you are not authorised to bind that business, do not create an account.

"You" and "the property" mean that business. "We" and "Vestibel" mean the company operating this service from Colombo, Sri Lanka.

Each property gets its own workspace, its own subdomain and its own isolated database. You are responsible for the accounts you create inside it — including which roles and permissions you grant, and for keeping credentials and POS PINs confidential.

• Accounts are for named individuals. Sharing one login across a shift defeats the audit trail your own records depend on.
• You must deactivate staff accounts promptly when someone leaves.
• Tell us without delay if you believe an account has been compromised.

Activity in your workspace is attributed to the account that performed it. We treat those records as yours.

Your plan determines which modules are available to your workspace. Fees are quoted at sign-up and charged in advance for the billing period you selected. All fees are exclusive of taxes and government levies, which are added where they apply.

• Subscriptions renew automatically for a further period unless cancelled before the renewal date.
• Upgrading takes effect immediately. Downgrading takes effect at the next renewal, and may remove access to modules and to the screens that read them.
• Fees already paid for a period in progress are not refunded on cancellation, except where the law requires otherwise.

We may change our prices. Existing subscribers are given reasonable notice before a change applies to their renewal.

You agree not to:

• Use the service unlawfully, or to store or transmit material that is unlawful, infringing or malicious.
• Attempt to access another property's workspace, data or subdomain, or to circumvent the isolation between them.
• Probe, scan or load-test the service without our written permission, or interfere with its availability for others.
• Resell, sublicense or white-label the service without a written agreement with us.
• Reverse-engineer the service, except to the extent that restriction is unenforceable by law.

You are responsible for collecting guest data lawfully and for having a basis to process it. Uploading data you were not entitled to collect is a breach of these terms.

The property owns the data in its workspace. Guest records, reservations, folios, orders, stock and staff records remain yours. We process them on your instructions to provide the service, and for no other purpose.

In data-protection terms, you are the controller of guest data and we are your processor. Where you must respond to a guest's request — access, correction, erasure — the product gives you the tools to do so from inside your own workspace. Our Privacy Policy sets this out in full.

We may use aggregated, de-identified statistics that cannot identify you, your staff or your guests to operate and improve the service. We do not sell your data, and we do not use your guest data to train models for other customers.

You can export your data while your subscription is active. After termination we retain it for a limited wind-down period so you can retrieve it, then delete it — subject to the records we must keep for accounting and legal purposes.

We work to keep the service available continuously, and we schedule planned maintenance outside peak service hours wherever we can. We do not warrant uninterrupted or error-free operation.

Support is provided over the channels stated on your plan. Priority is given to incidents that stop a property trading — a till that cannot take payment, a front desk that cannot check a guest in.

Some features depend on third parties — payment gateways, messaging providers, printers and channel managers. We are not responsible for their availability, but we will tell you when a fault lies with one of them.

The service is provided as-is. To the extent permitted by law we exclude implied warranties of merchantability, fitness for a particular purpose and non-infringement.

Neither party is liable for indirect or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings. Our total liability arising out of or relating to the service is limited to the fees you paid us in the twelve months before the event giving rise to the claim.

Nothing here limits liability that cannot lawfully be limited — including for fraud, or for death or personal injury caused by negligence.

Reports and figures produced by the platform are management information. They are not a statutory book of account, and they are not accounting, tax or legal advice — check them against your own records before you file anything on the strength of them.

You may cancel at any time from your account. Cancellation takes effect at the end of the current billing period.

We may suspend a workspace where fees are overdue, where these terms are being breached, or where continued operation poses a security or legal risk. A suspended workspace shows an account notice rather than disappearing, and your data is preserved during suspension so it can be restored once the cause is resolved.

Except where a breach is serious or unlawful, we will contact you before suspending and give you a reasonable chance to put it right.

We may revise these terms as the product changes. When we do, we update the effective date at the top of this page and — for material changes — notify account owners by email before they take effect.

Continuing to use the service after a change takes effect means you accept the revised terms. If you do not, you may cancel before the change applies.

These terms are governed by the laws of Sri Lanka, and the courts of Colombo have exclusive jurisdiction over any dispute arising from them. Before starting proceedings, both parties agree to attempt to resolve the matter in good faith.