Legal

Terms of Use

These Terms govern access to and use of the Scan & Sleep website, application, free trial, paid plans, add-ons and related services.

Last updated: 3 August 2026

Important points

  • Scan & Sleep is intended for business and professional hospitality use.
  • The Service is an additional operational tool and does not replace staff checks, housekeeping procedures or professional judgement.
  • The Service is provided on an “as is” and “as available” basis. Temporary errors, delays and interruptions may occur.
  • No guaranteed uptime or Service Level Agreement applies unless separately agreed in writing.
  • By creating an account, starting a trial, using the Service or making a payment, the Customer agrees to these Terms.

2. Acceptance of the Terms

By creating an account, selecting the acceptance checkbox, starting a free trial, accessing or using the Service, making a payment or accepting a personal commercial offer, you confirm that you have read, understood and agreed to these Terms.

I agree to the Terms of Use and acknowledge the Privacy Policy.

Acceptance may be recorded together with the account identifier, date and time of acceptance, Terms version, Privacy Policy version and the acceptance wording shown to the user.

These Terms form an electronic agreement between the Customer and Scan & Sleep.

3. Business Use and Authority

Scan & Sleep is intended for business and professional hospitality use.

By creating an account, you confirm that:

  • you are acting for business or professional purposes;
  • you are at least 18 years old;
  • you have authority to act for the relevant Property;
  • the account and billing information you provide is accurate;
  • you are authorised to accept these Terms on behalf of the Customer.

Scan & Sleep is not offered as a personal or household consumer service.

5. Free Trial

Eligible Customers may receive a 30-day free trial without providing payment-card information.

The free trial:

  • is intended to allow the Property to evaluate the Service;
  • does not create an obligation to purchase a paid plan;
  • may be limited to one trial per Customer, Property or business group;
  • may be refused, shortened or suspended in cases of misuse, duplicate accounts, security concerns or abuse;
  • may include features and limits determined by Scan & Sleep.

At the end of the trial:

  • Property access may be deactivated;
  • guest QR activation may become unavailable;
  • the Staff Dashboard may display an inactive-property status;
  • continued use may require payment and paid activation.

Deactivation does not normally require room QR codes to be reprinted. Reactivation may restore the Service using the existing permanent QR links and property tokens.

6. Paid Plans

Paid plans are normally offered annually. Unless a personal offer states otherwise, the paid period is twelve months from the paid activation date.

Plans may differ according to:

  • maximum room count;
  • permitted Email Alert recipients;
  • History retention;
  • add-ons;
  • support arrangements;
  • other limits shown in the offer or Pricing page.

Standard room-count plans may include the same core Scan & Sleep functionality, while their price varies according to the maximum number of rooms.

The Customer must select and pay for a plan that covers the actual number of rooms using the Service.

If the Property exceeds its plan limit, Scan & Sleep may:

  • request an upgrade;
  • prevent additional rooms from being added;
  • restrict rooms exceeding the purchased limit;
  • suspend or restrict the Service until the correct plan is arranged.

7. Optional Add-ons

Optional add-ons may include:

  • additional Email Alert recipients;
  • extended Activity History;
  • Done-for-you Setup;
  • other support or operational options introduced in the future.

Add-ons may require:

  • a separate price;
  • manual activation by Scan & Sleep Support;
  • a specific Property configuration;
  • acceptance of additional conditions.

An add-on does not change the general limitations and responsibilities contained in these Terms.

8. Done-for-You Setup

Where Done-for-you Setup is purchased or agreed, Scan & Sleep may assist with:

  • initial Property setup;
  • room creation;
  • QR link checking;
  • ready-to-print QR card files using the standard Scan & Sleep design;
  • basic handover by email.

Unless separately agreed in writing, Done-for-you Setup does not include:

  • custom graphic design;
  • physical printing;
  • installation at the Property;
  • on-site training;
  • integration with a PMS or third-party system;
  • continuous data entry or room management;
  • unlimited revisions.

The Customer remains responsible for confirming that room names, QR links and printed cards are correct before operational use.

9. Payments

Paid access may be purchased through:

  • a personal SureCart and Stripe payment link;
  • bank transfer or IBAN;
  • another payment method accepted by Scan & Sleep.

A paid plan or add-on is activated only after payment has been confirmed.

The personal offer, invoice, payment request or payment-link information may specify:

  • the selected plan;
  • price and currency;
  • applicable taxes;
  • room limit;
  • add-ons;
  • payment deadline;
  • subscription period;
  • renewal terms.

Where there is a conflict between general pricing information and a specific written commercial offer, the specific written offer will apply.

10. Renewal

A plan does not renew automatically unless automatic renewal is clearly stated and accepted during the payment process or in a separate written offer.

Where automatic renewal has not been agreed, continued access after the paid period may require a new payment.

Scan & Sleep may send renewal reminders, but the Customer remains responsible for monitoring the expiry date of its plan.

11. Fees and Refunds

Fees are payable in accordance with the applicable commercial offer, invoice or payment request.

Except where required by applicable law or expressly agreed in writing:

  • paid fees are non-refundable after paid access has been activated;
  • unused time is not refundable where the Customer chooses to stop using the Service;
  • no refund is due because the Customer does not use all included features;
  • no refund is due because the Customer’s internet, equipment or internal procedures prevent effective use.

Nothing in this section excludes rights that cannot legally be excluded.

13. Staff Links and Confidential Tokens

Staff Dashboard and Staff History pages may be accessible without individual staff login through confidential, Property-specific links.

These links must be treated as access credentials.

The Customer is responsible for:

  • sharing staff links only with authorised personnel;
  • removing access when staff members leave or change roles;
  • avoiding publication of staff links;
  • not placing staff links in public areas or publicly accessible documents;
  • protecting screenshots, emails and messages containing the links;
  • reporting suspected compromise.

Anyone who obtains a valid staff link may be able to view the information available through that link.

Scan & Sleep is not responsible for unauthorised access caused by the Customer publicly sharing, forwarding or failing to protect a staff token.

14. QR Codes and Room Information

Each room may receive a permanent QR link and room token.

The Customer is responsible for:

  • placing the correct QR card in the correct room;
  • checking every QR link before use;
  • ensuring printed QR codes remain readable;
  • not exchanging QR cards between rooms;
  • not using guest names as room labels;
  • notifying Support about errors;
  • maintaining suitable backup procedures.

Changing a room’s display name does not normally change its permanent QR token.

The Customer must not attempt to regenerate, manipulate or replace permanent tokens without authorisation.

15. Customer Operational Responsibilities

The Customer is responsible for:

  • implementing appropriate housekeeping and guest-privacy procedures;
  • training staff to use the Staff Dashboard;
  • ensuring staff regularly check active Do Not Disturb statuses;
  • using the Service in accordance with applicable law;
  • maintaining suitable internet access and compatible devices;
  • protecting account and staff access;
  • determining which staff members may receive Email Alerts;
  • keeping recipient email addresses accurate;
  • displaying appropriate information to guests where required;
  • responding appropriately to guests;
  • maintaining alternative procedures during downtime.

The Customer must not rely exclusively on Scan & Sleep for guest communication or room-access decisions.

16. Additional Operational Tool

Scan & Sleep is an additional operational and communication tool.

It does not guarantee that:

  • every guest request will always be received;
  • every activation will always be displayed immediately;
  • every Email Alert will be delivered;
  • every staff member will check the Dashboard;
  • every room interruption will be prevented;
  • staff will never make an operational mistake.

The Property remains responsible for its employees, contractors, housekeeping decisions, room-entry procedures and guest-service actions.

17. No Emergency Use

Scan & Sleep must not be used as:

  • an emergency communication channel;
  • a medical alert system;
  • a fire or security alarm;
  • a maintenance emergency service;
  • a substitute for reception or emergency services;
  • a method for reporting immediate danger.

Guests and staff must use the Property’s normal emergency and communication procedures for urgent matters.

18. Email Alerts

Email Alerts are an additional notification method.

The Customer acknowledges that emails may be:

  • delayed;
  • rejected;
  • classified as spam;
  • blocked by the recipient’s email provider;
  • affected by an incorrect or outdated address;
  • unavailable because of third-party service interruption;
  • skipped because of usage limits, security controls or configuration settings.

The Staff Dashboard and the Property’s own operational procedures remain the primary methods for managing Do Not Disturb activity.

Scan & Sleep does not guarantee delivery of every Email Alert.

19. Activity History

Activity History is provided for recent operational reference.

Depending on the applicable plan or add-on, History may be retained for:

  • 7 days;
  • 30 days;
  • 90 days;
  • 365 days.

Records older than the applicable retention period may be automatically and permanently deleted.

The Customer is responsible for printing or exporting any information it is legally or operationally required to retain before deletion.

Scan & Sleep is not a permanent archival or statutory record-keeping system.

20. Abuse Protection and Security Limits

Scan & Sleep may use technical controls to protect the Service, including:

  • rate limits;
  • activation limits;
  • temporary QR locks;
  • daily limits;
  • Email Alert limits;
  • access restrictions;
  • automated abuse detection;
  • Property deactivation.

A room QR may be temporarily locked where repeated activations indicate misuse, automation or abnormal activity.

These controls may operate automatically and may temporarily restrict legitimate use.

Scan & Sleep is not liable for reasonable restrictions applied to protect the security, availability or integrity of the Service.

22. Maintenance and Technical Problems

The Service may be unavailable, delayed or operate incorrectly because of:

  • planned or emergency maintenance;
  • software updates;
  • hosting or database failures;
  • internet connectivity problems;
  • DNS or domain problems;
  • email-provider issues;
  • payment-provider issues;
  • third-party service failures;
  • cyberattacks;
  • abuse-prevention controls;
  • events outside our reasonable control.

Where practical, Scan & Sleep will make reasonable efforts to restore the Service, but no specific restoration time is guaranteed.

23. Changes to the Service

Scan & Sleep may modify, update, replace, limit, suspend or discontinue parts of the Service where reasonably necessary for:

  • security;
  • maintenance;
  • legal compliance;
  • privacy protection;
  • performance and reliability;
  • product improvement;
  • technical compatibility;
  • abuse prevention;
  • third-party provider changes;
  • commercial or business reasons.

This may include changes to:

  • user interfaces;
  • available features;
  • time options;
  • Email Alert behaviour;
  • History retention options;
  • plan limits;
  • QR card designs;
  • support processes;
  • hosting infrastructure;
  • third-party providers.

Where practical, reasonable notice will be provided for material changes.

If a change materially removes the essential paid Service during an active paid period, Scan & Sleep may, subject to applicable law, provide an alternative, credit, access extension or an appropriate refund for an unused portion.

24. Customer Content

The Customer may be able to enter:

  • Property name;
  • room names or numbers;
  • custom guest-facing messages;
  • Email Alert recipient addresses;
  • other configuration information.

The Customer is responsible for ensuring that its content:

  • is accurate and lawful;
  • does not infringe third-party rights;
  • does not contain unnecessary personal data;
  • does not contain sensitive or special-category personal information;
  • is appropriate for guests and staff;
  • does not include malicious code, abusive content or unlawful instructions.

The Customer grants Scan & Sleep the limited right to host, process and display Customer content only as necessary to provide and protect the Service.

25. Acceptable Use

The Customer must not:

  • access or use the Service unlawfully;
  • attempt to bypass authentication or plan restrictions;
  • probe, attack or interfere with the Service;
  • reverse-engineer the application;
  • interfere with servers or networks;
  • automate abusive QR activations;
  • use the Service to send spam;
  • upload malicious content;
  • share Internal Admin access;
  • resell or sublicense the Service without written permission;
  • use the Service in a way that infringes privacy or other legal rights;
  • attempt to obtain data belonging to another Customer.

26. Intellectual Property

Scan & Sleep and its licensors retain all rights in:

  • the software and source code;
  • design and branding;
  • website content;
  • documentation;
  • workflows;
  • QR card templates;
  • databases;
  • trademarks and product features.

The Customer receives a limited, non-exclusive, non-transferable and revocable right to use the Service during an active trial or paid plan.

No ownership rights are transferred to the Customer.

27. Third-Party Services

The Service depends on third-party providers, which may include Supabase, Vercel, Resend, SureCart, Stripe, banks, domain providers, hosting providers and email services.

Third-party services are governed by their own terms, security controls and availability.

Scan & Sleep is not responsible for a third party’s independent acts, omissions, outages or policy changes, except to the extent responsibility cannot legally be excluded.

28. Data Protection

The Scan & Sleep Privacy Policy explains how personal data is processed when Scan & Sleep acts as a data controller.

Where Scan & Sleep processes personal data on behalf of the Customer, the Data Processing Terms in Annex A apply.

The Customer must:

  • have an appropriate legal basis for personal data processed through the Service;
  • provide required privacy information;
  • respond to data-subject requests;
  • use appropriate, non-personal room labels;
  • protect staff access;
  • avoid submitting unnecessary or sensitive personal data;
  • comply with applicable privacy and data-protection law.

30. Termination

The Customer may stop using the Service at any time. Termination does not automatically create a right to a refund.

Scan & Sleep may terminate the agreement where:

  • the Customer materially breaches these Terms;
  • payment remains unpaid;
  • use is unlawful or abusive;
  • continued provision is technically or commercially impractical;
  • the Service or a material part of it is discontinued.

After termination:

  • access may be disabled;
  • QR activation may stop;
  • Staff pages may become inactive;
  • data may be deleted according to the Privacy Policy and retention rules;
  • billing and legal records may be retained where required.

32. Limitation of Liability

To the fullest extent permitted by applicable law, Scan & Sleep will not be liable for indirect, incidental, special, consequential or punitive loss, including:

  • lost profits or revenue;
  • lost business or opportunity;
  • loss of goodwill;
  • reputational damage;
  • guest complaints;
  • housekeeping mistakes;
  • unauthorised or unintended room entry;
  • missed or delayed notifications;
  • operational disruption;
  • loss caused by internet failure;
  • loss caused by third-party providers;
  • loss caused by the Customer’s staff, contractors or procedures;
  • loss of data that the Customer was responsible for exporting or retaining.

To the fullest extent permitted by law, the total aggregate liability of Scan & Sleep arising from or relating to the Service will not exceed the amount actually paid by the Customer to Scan & Sleep during the twelve months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability where exclusion is prohibited by applicable law, including liability that cannot legally be excluded for fraud, wilful misconduct or gross negligence.

33. Customer Responsibility for Claims

To the extent permitted by applicable law, the Customer is responsible for claims, losses or costs arising from:

  • the Customer’s unlawful use of the Service;
  • breach of these Terms;
  • unauthorised sharing of account or confidential staff links;
  • unlawful Customer content;
  • failure to provide required privacy information;
  • misuse by the Customer’s employees or contractors;
  • operational decisions made by the Property;
  • infringement of third-party rights caused by Customer content or instructions.

This applies only to the extent the claim or loss was caused by the Customer or persons acting under its authority.

34. Force Majeure

Scan & Sleep will not be responsible for failure or delay caused by events outside its reasonable control, including:

  • natural disasters;
  • fire or flood;
  • war or civil unrest;
  • government action;
  • labour disputes;
  • widespread internet failure;
  • cyberattack;
  • power or telecommunications failure;
  • hosting or cloud-service outage;
  • failure of critical third-party infrastructure.

36. Governing Law and Disputes

These Terms are governed by the laws of Greece, without prejudice to any mandatory law that must apply.

The parties should first attempt to resolve disputes through good-faith communication.

Where a dispute cannot be resolved, the competent courts at the registered seat of the Scan & Sleep provider will have jurisdiction, unless mandatory law requires otherwise.

37. General Provisions

If any part of these Terms is found invalid or unenforceable, the remaining provisions will continue in effect.

Failure to enforce a provision does not waive the right to enforce it later.

The Customer may not transfer its agreement or account without written approval.

Scan & Sleep may transfer the agreement as part of a business reorganisation, sale, merger or transfer of the Service, subject to applicable law.

These Terms, the Privacy Policy, the applicable commercial offer and any agreed add-on terms form the agreement between the parties.

38. Contact

Questions about these Terms may be sent to:

Scan & Sleep
Crete, Greece
Email: [email protected]

Questions about these Terms?

Contact Scan & Sleep at [email protected] .