Terms of Service

These Terms of Service ("Terms") govern your access to and use of Smart Hotel, a QR-based menu and restaurant management platform ("Service", "Platform") provided to hotels, restaurants, cafes, and similar businesses ("Hotel", "you", "your"). By registering for or using Smart Hotel, you agree to be bound by these Terms.

1. Description of Service

Smart Hotel provides a software-as-a-service (SaaS) platform that enables restaurants and hotels to manage QR-code based digital menus, receive and track customer orders, operate kitchen and bar display screens, manage billing and cashier functions, and view sales reports and analytics. The Service is accessed via web browser and does not require installation of additional hardware.

2. Account Registration

To use Smart Hotel, you must register an account and provide accurate information about your business, including but not limited to:

• Hotel or restaurant name and location
• Contact email address and phone number
• Owner or administrator details

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us promptly of any unauthorized use of your account.

3. Subscription Plans and Payment

Smart Hotel offers multiple subscription tiers (including a free plan with limited features and paid monthly or annual plans). Subscription fees, features, and table limits for each plan are described on our pricing page and may be updated from time to time.

• Paid subscriptions are billed in advance on a monthly or annual basis, in Sri Lankan Rupees (LKR).
• Payments are verified manually by our team based on bank transfer confirmations submitted by the Hotel.
• Your account will be activated or renewed once payment verification is complete.
• We reserve the right to change subscription pricing with reasonable advance notice to existing customers.

4. Free Plan and Trials

The Free plan is provided for evaluation purposes and is subject to feature and usage limitations (such as a maximum number of tables). Free accounts may require manual activation by an administrator. We reserve the right to modify, limit, or discontinue the Free plan at any time.

5. Cancellation and Refunds

You may cancel your subscription at any time by contacting our support team. Cancellation will take effect at the end of the current billing period; access to paid features will continue until that date. Because subscription fees are charged in advance and grant access to the Service for the billing period, fees already paid are generally non-refundable, except where required by law or at our discretion in cases of service unavailability attributable to us.

6. Account Suspension and Termination

We may suspend or terminate your access to the Service, with or without notice, if:

• Your subscription payment is overdue beyond the applicable grace period;
• You violate these Terms or use the Service for unlawful purposes;
• You provide false or misleading registration information;
• Continued provision of the Service to you would pose a security or legal risk to us or other users.

Upon suspension due to non-payment, your menu may become inaccessible to customers until payment is verified and your account is reactivated.

7. Your Responsibilities

As a Hotel using Smart Hotel, you agree to:

• Provide accurate menu information, including prices, item descriptions, and availability;
• Ensure that QR codes are displayed correctly at the corresponding tables;
• Comply with all applicable laws regarding food safety, pricing, taxation, and consumer protection;
• Not use the Service to display unlawful, offensive, or misleading content;
• Maintain the security of devices used to access the admin panel, kitchen display, and cashier panel.

8. Service Availability

We aim to keep Smart Hotel available and operational at all times, but we do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or factors outside our control (including issues with third-party infrastructure providers such as our hosting and database providers). We will attempt to minimize disruption and notify users of planned maintenance where practical.

9. Intellectual Property

The Smart Hotel platform, including its software, design, branding, and underlying code, is the property of Smart Hotel and its developer. You retain ownership of the content you upload (menu items, images, descriptions, and business information). By uploading content, you grant us a limited license to host, display, and process that content solely for the purpose of operating the Service for your account.

10. Limitation of Liability

The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by applicable law, Smart Hotel and its developer shall not be liable for any indirect, incidental, special, or consequential damages, including loss of revenue, profits, or data, arising from your use of or inability to use the Service. Our total liability for any claim relating to the Service shall not exceed the amount you paid for the Service in the three (3) months preceding the claim.

11. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will make reasonable efforts to notify registered Hotels (for example, via email or a notice within the admin panel). Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

12. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Democratic Socialist Republic of Sri Lanka, without regard to conflict-of-law principles.