Terms of Service

01

Parties and scope

SCANwelcome is operated by INITIO, spletne storitve d.o.o., Brnčičeva ulica 13, 1231 Ljubljana – Črnuče, Slovenia. These terms govern business access to the platform, not accommodation contracts between hosts and guests.

02

Accounts and authorisation

The person creating an organisational account must be authorised to bind that organisation. The account holder is responsible for accurate details, access permissions, invitations and the conduct of authorised team members.

03

Properties and guides

A subscription limits the number of accommodation properties, not automatically the number of rooms or apartments within one property. QR codes and links may be shared on site and before arrival. The plan summary at purchase defines actual entitlements.

04

Subscriptions and payments

Price, applicable taxes, billing interval, renewal terms and the next charge must be disclosed before checkout. Where automatic renewal applies, cancellation stops future renewal, but does not itself entitle the customer to a refund for an existing billing period. Mandatory law prevails.

05

Trials and account restrictions

Trial length and entitlements are specified on activation. Features may be limited by plan and overdue invoices; restrictions and consequences of plan changes must be communicated clearly.

06

Customer content and licence

The host warrants it has rights to submitted text, photos, logos and links and is responsible for their accuracy and lawfulness. SCANwelcome receives a limited non-exclusive licence solely to host, process and display content to supply the service.

07

Personal setup

Personal setup costs €169 once for one property. It includes preparing the agreed content and visual presentation from supplied materials, a guide in eight languages, a QR code and one round of revisions before publication. Photography, logo creation, professional translation, proofreading and legal drafting of house rules are excluded.

08

Customer information and materials

The customer supplies complete, current property information, contacts, arrival and departure instructions, access and key arrangements, Wi-Fi, parking, current house rules, services, extra charges and prices. They also provide photographs, a logo if used, and relevant menus, price lists, safety instructions and other materials. The website is a supplementary source; we do not determine missing rules or facts on the customer’s behalf.

09

AI-assisted translations

Translations into eight languages are prepared with artificial intelligence (AI) and included in the initial setup price. No additional AI credit purchase is required for this setup. Professional translation and linguistic proofreading are not included.

10

Requirements and delivery

Setup requires an active paid SCANwelcome subscription, payment for the setup service and all necessary materials. The subscription is charged separately. Delivery is agreed once complete materials have been received; later additions may affect the agreed schedule.

11

Review and revisions

Before publication, the customer reviews and expressly approves the guide, particularly house rules, prices, extra charges, safety instructions, contacts and times. One revision round means one consolidated list of changes within the original agreed scope. New content, replacement materials and changes after completion require a separate agreement. We correct errors we introduce at no extra charge; customer approval does not exclude liability that cannot lawfully be excluded.

12

Additional work

Additional content, photograph, price-list and translation updates, as well as personal onboarding, cost €69/hour, billed in started 15-minute blocks (€17.25). The customer approves the scope and cost estimate before work begins. Exceeding the approved estimate requires further approval. The confirmed quotation or pro forma invoice determines prices and any applicable taxes.

13

Setup cancellation

Send setup cancellations or complaints to [email protected]. If the customer cancels before work starts, the setup payment is refunded. If they cancel after work begins, documented work within the agreed scope is charged at the previously approved hourly rate, up to the setup price; any balance is refunded. Mandatory statutory rights remain unaffected.

14

Rights to materials

The customer warrants that they may use all supplied text, photographs, logos and other materials and that the information is accurate. Do not submit guest personal data, identity documents, payment details or account passwords. Supply Wi-Fi details only if you want them published in the guide. The customer authorises use of the materials and selected text in AI tools as necessary to perform setup.

15

Availability and liability

We aim to provide reliable service but do not guarantee uninterrupted availability. Liability is subject to applicable law and any express contractual commitments; no exclusion applies where prohibited by law.

16

Termination and your data

Public guides may become unavailable when access ends. Data return, deletion, backups and mandatory retention follow the applicable agreement and actual service capabilities. Before ending access, the customer should preserve the information they need.

17

Applicable law and changes

Slovenian law applies, subject to mandatory EU rules and applicable jurisdiction rules. Material changes are communicated with a clear effective date. A later version does not retroactively change a confirmed one-time order or an AI credit purchase.