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Gaest.com - Terms and conditions

Name and address
Gaest.com A/S
Søndergade 66-68, 5. sal
8000 Aarhus C
Denmark

Administrative Director
Anders Boelskifte Mogensen

Contact details
Telephone: +45 70 20 30 26
Email: info@gaest.com

CVR-number
CVR-number 37213934

1. Introduction

These terms and conditions were last updated on January 16, 2017 and apply to use of Gaest.com from this date.

Your use of the platform is considered an acceptance of the theses terms and conditions.

Gaest's terms and conditions are always valid unless User, Booker or Host has agreed otherwise in writing with Gaest.

2. Concepts

  • "Gaest.com", "Gaest", "Us", "We" or "Ours" refers to the company described above, registered in Denmark and subject to Danish law, as the intermediary of premises to be used for work purposes outside of one's own company.
  • "Platform" refers to the website www.gaest.com, owned, managed, administered and hosted by Gaest. It also refers to the online booking option (including the facilitation of payments) that the website offers.
  • "Venue", or "Room" refers to all types of registered premises that are created on the platform.
  • "User" refers to a registered user on the platform.
  • "Booker" refers to a registered user who has made a booking request or booking on the platform.
  • "Terms and Conditions" refers to these terms and conditions, and to the terms and conditions to which the terms and conditions refer.
  • "Host" refers to a registered user who has created a room for lease on the platform.

3. What is Gaest

Offsite meetings are inspiring and different. We think that many more of them should be held. It should be easy to find and book exciting venues for workshops, courses, seminars, photo shoots, conferences, etc. This is the impetus for Gaest.

For the Booker, the platform gives access to a large and varied range of meeting rooms in one place. For the Host (companies, restaurants, hotels and others with free meeting facilities), the platform is a strong online sales and marketing channel.

On the platform, a connection is established between a Booker looking for a meeting room and a Host who makes a meeting place available. Gaest makes it possible to find venues and make online bookings easily and safely.

Gaest establishes a connection between Hosts and Bookers and we expect both parties to be loyal to us so we can continue to deliver high-quality service and supply. Bookings, which are results of a search on the platform, must be completed through the platform. We reserve the right to exclude users who do not comply with this.

All venues on the platform, including information about the sites, are created, maintained and updated by the hosts, but always undergo thorough Gaest quality assurance before they are accepted and become live on the platform. It is the responsibility of the Host that the pictures, descriptions and other information about each venue are accurate and correct.

We ask all Bookers to report their experience after a completed booking. Both of the platform, the booked venue and the Host. We are convinced that it is the best way to ensure the quality of the venues found on the platform.

4. Registration

It's free to become a user on the platform, whether you want to find and book a venue, or provide a venue. To become a User, you must accept the Terms of Business referred to in paragraph 1.

To become a User on the platform, you must provide the following - of which you hereby grant Gaest consent to register and process: First Name, Last Name, Email, and a Password.

When you book for the first time, you'll be asked to enter more information to ensure that we can handle your booking properly. If you want to create a room, you should also write about the company, the premises and the host.

You are a User, Booker and/or Host with us as long as you want. Should you ever want to leave us, you can do it without notice. However, you will always be required to provide the room for already confirmed bookings.

When using a room, usage should correspond with the different scenarios for which the room is intended. If Gaest finds that the booked premises are being used for other purposes or that you do not comply with the terms provided by the Host, we reserve the right to exclude you as a user.

The Host is responsible for reporting income from rentals through the platform to SKAT, of course in accordance with applicable legislation. Gaest can not be held responsible for tax consequences for the host. If you have any doubts about what to do, help with SKAT.

5. Booking

On the platform, you can book exactly the venue you want for the number of hours you need. The hosts will set the hourly rates for the premises, and may also set a minimum amount of hours per booking.

Make sure to book enough time for your meeting. A booking must last long enough for you to have time for preparation before your guests arrive. There must also be time to set the room back to it original setup. The Host is not required to let you stay and you are not entitled to stay for longer than the booking lasts unless you have agreed upon this with the Host in advance.

The rental price for the meeting place contains all of the things described on the site's profile page on the platform. Some hosts offer free coffee and tea, others can be purchased along with other meals. Special conditions for selv catering, tidying and cleaning etc., must also be stated on the profile page.

Remember that your booking only applies to the room booked. Access to other premises is only available if included in the description of the venue on the platform. Of course you will have access to restrooms (if available at the address).

If the Booker and the Guests must be allowed to move around in other parts of the business, it must be agreed upon with the Host. Gaest is not responsible for cleanup, preparation and the like of the premises, neither before or after booking.

Renting a room at another company is not the same as working with the company, and Booker is not allowed to refer to a booking as a collaboration.

5.2 Cancellation Terms

A booking request, which has not yet been verified by the Host, can be canceled at any time.

Once a booking is confirmed, the Booker can cancel the booking without charge, within 24 hours. If the Booker cancels a booking more than 24 hours after the Host's confirmation, other cancellation terms apply.

The Host selects the variation of the following cancellation terms that apply to each room. The conditions are displayed on the site's profile page and are also clear when booking the room.

Super flexible

A booking can be canceled without charge until 3 hours before the start date and time.

If the booking is canceled less than 3 hours before the start date and time, the full amount will be paid.

Flexible

A booking can be canceled without charge until 48 hours before the start date and time.

Cancellation and/or reduction of catering and other options are also free of charge until 48 hours before the start date and time.

If the booking is canceled less than 48 hours before the start date and time, the full amount will be paid incl. catering and other options.

Moderate

A booking can be canceled free of charge up to 7 days before the start date and time.

Cancellation and/or reduction of catering and other options are also free of charge until 7 days before the start date and time.

If the booking is canceled less than 7 days before the start date and time, the full amount will be paid incl. catering and other options.

Strict

A booking can be canceled free of charge up to 14 days before the start date and time.

Cancellation and/or reduction of catering and other options are also free of charge until 14 days before the start date and time.

Meals and other options can be reduced without charge by up to 50% until 7 days before start date and time.

If the booking is canceled less than 14 days before the start date and time, the full amount will be paid incl. catering and other options.

Very strict

A booking can be canceled without charge until 30 days before the start date and time.

Cancellation and/or reduction of catering and other options are also free of charge until 30 days before the start date and time.

Meals and other options can be reduced without charge by up to 50% until 14 days before start date and time.

If the booking is canceled less than 30 days before the start date and time, the full amount will be paid incl. catering and other options.

Super strict

Cancellation of the booking minimum 60 days before the arrangement date and time is paid 25% of the full amount incl. catering and other options.

Cancellation of booking between 30 and 59 days before the date and time of arrangement is 75% of the full amount incl. catering and other options.

Cancellation of booking less than 30 days before the date of payment is 100% of the full amount incl. catering and other options.

5.3 Payment

Gaest charges the full payment from the Booker for both room and options. We charge payment when booking has been completed and the Host has had the opportunity to adjust in the booking and approve it. As a Booker, you can always get an overview of your completed bookings and invoices on the platform.

5.3.1 How do you pay on Gaest.com

You can pay in different ways:

A: You can receive an email with a specified invoice. The payment deadline is 8 days net from the invoice date. As a Booker, you agree that Gaest considers invoices and payment notices sent via email as delivered.

B: You can pay with an EAN invoice. Payment must be received within 30 days of receipt.

C: You can pay with one of these credit cards:

  • MasterCard
  • American Express
  • Visa / Dankort

For bookings, your card information is handled by Stripe.com, which has the highest level of security in online payment solutions. Gaest does not have access to your card information, and we can not be held liable for any abuse of them. Once the booking is complete, you will receive a receipt via email, and the full amount will be deducted from your credit card.

For bookings with a total value of more than 50,000 DKK, excl. VAT, we charge a deposit of 50% of the amount. The deposit must be paid no later than 30 days before the start date. We will send a separate invoice if you choose invoice or EAN invoice as the form of payment.

For invoices and EAN invoices, these reimbursement fees apply: If the invoice is not paid in due time, we will send 1. Payment Reminder without charge 7 days after the due date of the invoice. If the bill is still not paid, we will send the 2nd payment reminder 10 days later, with a fee of 100, DKK excl. VAT. If we still have not received your payment 10 days after the 2nd payment reminder, we will transfer your debit to a collection agency without further notice. If we transfer to debt collection, additional charges must be paid by the Booker.

5.4 Insurance

Tryg Forsikring has, in cooperation with Gaest.com, made up an insurance solution that provides security for both a venue, the Guests and Hosts (a venue on Gaest.com)

The insurance contains two parts

  1. A life insurance policy, where you as a Host (you have created a venue or venue on Gaest.com) can receive compensation of up to 100,000 DKK in total if the booker or his guests are going to destroy something by accident.
  2. An accident insurance where you as a booking or your guests receive compensation of up to DKK 500,000 if they are injured and the damage has occurred as a result of an accident in the Gaest.com rented premises.

The insurance applies to all new bookings made on Gaest.com from 1.3.2017.

Read Facts about the Terms of Service here.

Read the full terms of insurance here.

5.5 Options

At Gaest, some venues offer catering and other services as part of a booking. If you, as a Host, have included options as a part of your venue then you must comply with applicable rules and regulations. Gaest can not be held responsible for the host's failure to comply with rules and regulations.

5.6 Service Fees

At each booking, we charge a small service fee of Booker between 3-6% of the total reservation price before taxes and fees. The fee covers, amongst other things, the cost of compulsory insurance, which includes both Booker and Host, as well as part of the operating costs. Service fees are added to VAT.

6. Privacy

Gaest.com respects your privacy. The information you provide us will only be shared with those who enter into a booking agreement through the platform. Host information, such as name and company profile, is visible on the profile pages on the platform.

The hosts at Gaest are required to delete all electronic 'tracks' from their guests after a completed booking on the equipment that has been used by the guests. Of course, it is also illegal to record other people's activities on video, audio or photo while staying in the host's premises.

Hosts have confidentiality, which means they can not tell anyone about who is using their premises. Unless they have been authorized by the Booker.

6.1 Cookies

The platform uses cookies, identification technologies and electronic media for a variety of purposes. We verify, among other things, our users, remembering user preferences and settings, analyzing traffic and trends on the site, to understand online behavior and interests of those who visit the platform.

You have the right to choose whether to accept cookies or not. However, they are an important part of how our platform works, so you need to be aware that it may affect the availability and functionality of the platform if you remove or reject cookies.

By default, most web browsers are set to accept cookies. If you wish, you can usually choose to set your browser to remove or reject browser cookies. What you need to do is follow the instructions in the browser. You can usually find them under the "Help" or "Settings" menu.

6.2 Communication

When you make a booking, you agree that:

(I) We will send you current text and emails about the status of your booking request
(Ii) We will send you an email shortly before the beginning of your meeting in which we'll remind you of the booking and include practical information. The email may also contain relevant offers and other information
(Iii) We will send you an email immediately after the end date, in which we ask you to tell us about your experience.

If unforeseen events occur, we will contact you per. phone, text or email.

You must actively subscribe to our newsletter. If you want to receive the newsletter, you can do it via the platform. You can unsubscribe from the link in the newsletter.

7. Disclaimer

Gaest is not responsible for any loss of money or goodwill in connection with your use of the platform, nor for inadequate use of it. We are also not responsible for any special, direct or indirect damage that occurs when using the platform.

When using the platform, you agree that Gaest is an intermediary who provides a dissemination platform. Gaest is not responsible for the information about the individual premises on the platform, including but not limited to;

  • The quality, the layout and the suitability of the room
  • Facilities, equipment and materials that can be used at the venue

Gaest can not be held liable for errors or omissions in connection with the completion of a booking. We are also not liable for any financial loss and consequential damages, such as loss of earnings, or loss of data and information. In case of disputes, they must be handled between Booker and Host.

8. Changes to Terms and Conditions

Gaest reserves the right to always change the Terms and Conditions. You can always read the latest version of the Terms and Conditions on the platform. If we make significant changes or additions, we inform all Users the first time they log on to the platform after the changes.

When you as a User continue to use Gaest after the changed Terms and Conditions, you herby agree to them. It is the User's responsibility to keep up to date on changes to the Terms and Conditions.

9. Law choice

These Terms and Conditions are governed by Danish law. All transactions on the platform, which are subject to these Terms and Conditions are considered to be performed in Denmark. We enter all contracts in Danish.

If a dispute about the validity and application of the business terms and conditions arises, it must be settled in accordance with Danish law, by the district court in Aarhus.

10. Invalidity clause

If a provision in these Terms and Conditions turns out to be invalid or can not be executed, we will delete the individual provision while the other terms of the agreement still apply.