Terms of service

The service

Roomtray lets a hotel publish a digital menu, receive orders from guests via QR codes in the rooms and record the amounts as room charges.

The hotel is responsible for its menu, prices, allergen information, preparing and delivering orders and collecting payment from guests at check-out. Roomtray does not process guest payments.

Account

The account is created by a person authorized to act for the hotel. Keep your login details safe. Owners and managers must use two-factor login. You are responsible for the people you invite to your hotel account.

Plans and free trial

There are two plans: Free, which costs nothing, and the paid plan Pro. The number of rooms and the features of each plan are listed on the pricing page.

Every new hotel gets 30 days of Pro free. No payment card is needed. If you do not choose a paid plan by the end of the trial, the hotel moves to Free. The menu and the data stay, and features that Free does not include are switched off.

Prices and payment

• Prices are monthly, in EUR, excluding VAT. We invoice in advance for a month or a year.
• When you pay for a year, 2 months are free.
• We take no commission on orders, no matter how many you receive.
• If the hotel has more rooms than the plan allows, we will ask you to move to a suitable plan from the following month. From 201 rooms we agree on the price individually.
• If an invoice is unpaid 14 days after a reminder, the hotel moves to Free until it is paid.

Cancellation

You can cancel at any time in the admin panel or by email. The cancellation takes effect at the end of the paid period, and the hotel then moves to Free. Partial periods are not refunded.

We may end the contract with 30 days notice, or immediately in case of a serious breach of these terms.

Your data

The menu, photos and order data belong to the hotel. You can request an export of your orders and menu at any time. After the contract ends we delete the hotel data within 30 days, except invoices that we must keep by law.

We process guest data on your behalf according to the data processing agreement in our privacy policy.

Availability

We aim for 99.5 percent availability per month and announce planned maintenance in advance, outside breakfast and dinner hours where possible. Keep the reception phone number in the menu info, so guests can still call if the internet is down.

Fair use

Do not use Roomtray for illegal content, do not try to access data of other hotels and do not resell the service without our written consent.

Liability

We are fully liable for intent and gross negligence. For slight negligence we are liable only for breaches of essential obligations, limited to typical foreseeable damage and to the fees paid in the last 12 months.

We are not liable for orders that the hotel staff did not prepare or deliver, or for menu content and allergen information entered by the hotel.

Changes to the terms

We inform you about changes by email at least 30 days before they apply. If you do not agree, you can cancel before the change takes effect.

Law and jurisdiction

Austrian law applies, excluding the UN Convention on Contracts for the International Sale of Goods. The place of jurisdiction is Vienna, Austria.