These terms are an agreement between StaySphere ("we", "us") and the hotel or business in India or the UAE using StaySphere ("you"). By installing, signing in to or paying for StaySphere, you agree to them. If you use StaySphere for a business, you confirm you are allowed to agree on its behalf.
1. The service
StaySphere is property management software for hotels, lodges, dormitories and party halls. It covers front desk, reservations, billing, finance, housekeeping and reports. It is offered in two ways:
- Offline: installed and running on your own computer and local network.
- Online: hosted by us and used through a web browser on any device.
Your quote or invoice sets out which version, how many properties or branches, and which features you have.
2. Accounts and staff logins
- We give the owner or administrator the first login. You create logins and roles for your own staff.
- You are responsible for everything done under your logins. Keep passwords private, give each staff member their own login, and remove logins of staff who leave.
- Change any default or temporary password at first login. StaySphere asks you to do this.
- Tell us promptly if you think someone has misused your account.
3. Licence, subscription and trial
- We give you a non-exclusive, non-transferable right to use StaySphere for your own properties during your paid licence or subscription period.
- Offline: a licence key is issued for your property and is valid until the date stated on it.
- Online: your subscription renews for each billing period unless you or we end it.
- If a licence or subscription expires, access may be limited until it is renewed. Your data is not deleted because of expiry.
- Free trials or demo logins are for evaluation only. They may be limited or ended at any time, and demo data may be reset.
4. Fees and payment
- Fees are as stated in your quote or invoice. They may include a one-time setup fee (installation, data migration and staff training) and a licence or subscription fee.
- Prices exclude taxes unless stated. GST (India) or VAT (UAE) is added as the law requires.
- Fees are charged in the currency on your quote (for example INR or AED).
- Invoices are due by the date shown on the invoice.
- Refunds are handled as stated in your quote or as agreed with us in writing.
- We may change prices for future periods with at least 30 days' notice.
5. Your data
- You own your data: your guest, booking, billing and business records. We use it only to provide StaySphere to you, as described in our Privacy Policy.
- You are responsible for collecting guest data lawfully. This includes any notices or consent the law requires, and your legal duties such as guest registration with the police or tourism authority.
- Tax settings are yours to configure. You set your tax system (GST or VAT), rates and tax slabs in StaySphere and are responsible for checking that bills and returns are correct. StaySphere calculates using the settings you choose.
- You can export your data from StaySphere's reports (CSV, Excel, PDF) at any time while your account is active.
- Online accounts: we act as your data processor. We keep your data confidential and secure, use it only on your instructions, and help you respond to requests from your guests. Our Data Processing Agreement forms part of these terms for online accounts.
- Where online data is stored: in India by default. UAE hotels can ask for their account to be hosted in the UAE.
6. Backups
- Offline: your data is on your computer, so keeping backups is your responsibility. StaySphere includes Cloud Backup to your own Google Drive; we recommend switching it on.
- Online: we back up your data regularly. We still recommend you export important reports from time to time.
7. Acceptable use
You agree not to:
- use StaySphere for anything unlawful, or to store data you have no right to hold;
- try to break into, overload or interfere with StaySphere, or test its security without our written permission;
- copy, modify, reverse engineer, resell or share StaySphere or your licence key, except as the law allows;
- remove copyright or licence notices.
8. Support and updates
- Support is available by phone or WhatsApp on +971 52 793 6638 and by email at sales@stayspheres.in.
- For remote support we may ask you to run a screen-sharing tool. We access your computer only while you allow it.
- Offline: updates are provided as an update package that you or we install.
- Online: updates are applied for you.
- We may change or improve features over time. We will not remove a core feature you rely on during a paid period without reasonable notice.
9. Online availability
We work to keep online StaySphere available at all times. Short interruptions can happen for maintenance, updates or events outside our control, such as internet, power or hosting provider failures. We will try to do planned maintenance at quiet hours and give notice when we can.
10. Our software
StaySphere, including its software, design and documentation, belongs to us or our licensors. These terms give you a right to use it, not ownership. If you send us suggestions, we may use them freely.
11. Confidentiality
Each of us will keep the other's non-public business information confidential. It will be used only for these terms, unless the law requires otherwise.
12. What we do and don't promise
We will provide StaySphere with reasonable skill and care. Apart from that, StaySphere is provided "as is". We do not promise that it will be error-free or uninterrupted, or that it meets every need of your business. You remain responsible for your business decisions, prices, tax filings and legal compliance.
13. Limits on liability
- To the extent the law allows, we are not liable for indirect or consequential losses, such as lost profits, lost bookings or lost business, or for data lost because backups were not kept.
- Our total liability under these terms is limited to the fees you paid us in the 12 months before the claim.
- Nothing here limits liability that cannot be limited by law.
14. Suspension and ending
- You can stop using StaySphere at any time. Online subscriptions end at the end of the paid period.
- We may suspend or end access if fees remain unpaid after a reminder, or if these terms are seriously broken. Except in urgent cases, we will give notice first.
- When an online account ends, you can export your data for 30 days. After that it is deleted, as described in the Privacy Policy.
- Offline data stays on your computer.
15. Governing law
- Hotels in India: these terms are governed by the laws of India, and disputes are subject to the competent courts in India.
- Hotels in the UAE: these terms are governed by the federal laws of the UAE and the laws of the Emirate where your hotel is located, and disputes are subject to the competent courts of that Emirate.
We will first try to settle any dispute by talking to you.
16. Changes and contact
We may update these terms. We will change the date at the top and tell customers about important changes in advance. Continuing to use StaySphere after a change means you accept it.
StaySphere support
sales@stayspheres.in
+971 52 793 6638 (phone / WhatsApp)