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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 April 6, 2018 and apply to use of Gaest.com from this date.

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

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

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.com. It also refers to the online booking option (including the facilitation of payments) that the website offers.
  • "Venue", "Room" or "Space" refers to all types of registered premises that are created on the platform.
  • "User" refers to a registered user on the platform, including "Bookers" and "Hosts".
  • "Booker" or "Gaest" 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 to.
  • "Host" refers to a registered user who has created a room for lease on the platform.

3. What is Gaest.com

Gaest.com is an online marketplace that makes it easier to discover, list and book private meeting spaces and workspaces.

For the booker, the platform acts as a one-stop-shop for a wide variety of spaces that can be used in a professional setting. For the host (companies, restaurants, hotels, private individuals and others with suitable facilities), the platform acts as an online sales and marketing channel.

On the platform, a connection is established between a booker looking for a meeting space and a host who has an available space. Gaest.com brings the booker and host together and makes it possible to book online, easily and safely.

Gaest.com establishes a connection between hosts and bookers, and we expect both parties to remain loyal in order to deliver high-quality service and offerings. bookings which are a direct result of a search performed on the platform must be completed via the platform. We reserve the right to exclude bookers and hosts who do not comply with this.

All venues on the platform, including information about the spaces, are created, maintained and updated by the hosts and must always undergo a thorough quality control before being accepted and published on the platform. It is the responsibility of the Host that the pictures, descriptions and other information about each space is accurate.

Upon completing a booking, we invite all bookers to review their experience This includes reviewing the platform, the Host and the space. This is the best way to ensure the quality of the platform.

4. Registration

It's free to register as a user. When registering, you'll be asked to enter an email address, first name, last name and password. By registering, users automatically accept the terms and conditions.

Anyone who wants to unregister as a user must do so in writing by contacting info@gaest.com.

5. Booking

On the platform, you can book the space you want for the number of hours you need (contingent on availability). Hosts are responsible for setting the hourly rates for the spaces.

Bookings are limited to the exact timeframe in which they are booked. You are not entitled to stay longer than the time booking unless you have agreed upon this with the Host.

The price for the space includes all of the amenities described on the space's profile on the platform. Some Hosts offer free coffee and tea, others offer add-ons that can be purchased when booking the space. Special conditions for bringing your own meal, cleaning etc., must be stated on the profile.

Your booking only applies to the room booked. Access to other premises is only available if included in the description on the space's profile.

If the booker (and guests) must be allowed to move around in other parts of the business, it must be agreed upon with the host. Gaest.com is not responsible for cleanup or preparation of the premises, neither before or after the booking.

Booking a space at another company is not the same as working with the company, and neither the booker or host is not allowed to refer to a booking as a collaboration.

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

5.1 Cancellation Terms

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

Once the host accepts the booking request, the booker can accept or withdraw the booking request. If the booking request is accepted by the booker, the following cancellation terms apply.

The host is responsible for selecting one of the following cancellation terms. These terms and conditions are displayed on the space's profile and must be accepted when booking the space.

Super flexible

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

Cancellation and/or reduction of catering and other add-ons are also free of 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 must 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 add-ons 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 must be paid incl. catering and other add-ons.

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 add-ons 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 must be paid incl. catering and other add-ons.

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 add-ons 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 must be paid incl. catering and other add-ons.

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 add-ons are also free of charge until 30 days before the start date and time.

Meals and other add-ons 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 add-ons.

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 add-ons.

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 add-ons.

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

5.2 Payment

Gaest.com charges the booker the full amount for both space and add-ons. We collect payment when the booking has been completed and the host has had the opportunity to adjust and approve the booking. As a booker, you can always get an overview of your completed bookings and invoices via your personal dashboard on the platform.

5.2.1 How do you pay on Gaest.com?

You can pay with one of these international credit cards:

  • MasterCard
  • American Express
  • Visa

For bookings, your card information is handled by Stripe.com, which has the highest level of security in online payment solutions. Gaest.com 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 $7,500, excl. taxes, we charge a deposit of 50% of the total amount. The deposit must be paid no later than 30 days before the start date.

In Denmark and Sweden, you can also choose to pay by invoice, in which you will 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. You can also choose to pay with an EAN invoice. EAN invoice payments must be received within 30 days of receipt.

For invoices and EAN invoices, these reimbursement fees apply: If the invoice is not paid in due time, we will send the 1st 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. taxes. If we still have not received your payment 10 days after the 2nd payment reminder, we will transfer your debt to a collection agency without further notice. If we transfer to debt collection, additional charges must be paid by the booker.

5.3 Insurance

Tryg Forsikring has, in cooperation with Gaest.com, created an automatic insurance plan for bookers and spaces in Denmark and Norway that provides security for the space and booker, including participants. This insurance policy is mandatory for all bookers. This insurance plan is an agreement between Tryg Forsikring and Gaest.com, who is the policyholder.

The insurance plan consists of two parts:

  1. A property insurance policy in which hosts can receive compensation of up to 100,000 DKK in total if the booker or other participants are responsible for property damage.

  2. An accident insurance in which bookers and participants can receive compensation of up to 500,000 DKK if they are injured and the damage has occurred as a result of an accident in the Gaest.com booked space.

Read Facts about the Terms of Service here.

Read the full terms of insurance here.

5.4 Catering as add-ons

At Gaest.com, some hosts offer catering as an add-on when booking spaces. If you, as a host, have included catering as an add-on, then you must comply with applicable health and safety rules and regulations. Gaest.com can not be held responsible for the host's failure to comply with these rules and regulations.

5.5 Service Fees

Bookers are charged a 6% service fee of the total booking price before taxes. The service fee covers operating costs.

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 space's profile on the platform.

Hosts are required to delete all electronic 'tracks' from participants on any equipment that may have been used by the participant when using the space. It is illegal to record other people's activities on video, audio or photo while using the host's spaces.

Hosts are required to not disclose information about who is using their space, unless they have been authorized to do so 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 or receive a booking request, you agree that:

(I) We will send you text messages and emails regarding the status of the booking request.
(Ii) We will send you an email with practical info shortly before the beginning of the meeting.
(Iii) We will send the booker an email immediately after the end date, in which we ask them to tell us about their experience.

If unforeseen events occur, we will contact you per. phone, text or email. We reserve the right to include promotional and sales information in all emails.

6.2.1 Newsletters

There are various ways to subscribe to the Gaest.com newsletters.

  1. When completing the booking request.
  2. By using the exit-intent pop-up.
  3. By visiting the "stay updated" link on the front page.
  4. When listing a space on Gaest.com

You can always unsubscribe from the newsletters by clicking the unsubscribe link or update your email preferences.

7. Disclaimer

Gaest.com 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.com is an intermediary who provides a dissemination platform. Gaest.com is not responsible for the information about the individual spaces on the platform, including but not limited to;

  • The quality, the layout and the suitability of the space
  • Facilities, equipment and materials that can be used at the space
  • Quality of add-ons such as catering.

Gaest.com cannot be held liable for errors or omissions in connection with the completion of a booking request. 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.com reserves the right to change the Terms and Conditions at any time. 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 continue to use Gaest.com after the changed Terms and Conditions, you hereby agree to them. It is your responsibility to keep up to date on the latest changes to the Terms and Conditions.

9. Law choice

Gaest.com is based in Denmark, therefore 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.

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, Denmark.

10. Invalidity clause

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