Terms & Conditions

TERMS AND CONDITIONS – HOSTSROOMS LIMITED
These Terms and Conditions (“Terms”) constitute a legally binding agreement between HostsRooms
Limited (hereinafter called “HostsRooms”, “we”, “us”, “our”) and the User (hereinafter called “you”,
“your”, “User”) governing your access to and use of the HostsRooms online platform, website, mobile
applications, and related services (collectively, the “Platform”).
By accessing or using the Platform, you acknowledge that you have read, understood, and agree to be
bound by these Terms.
If you are using the Platform on behalf of an organisation, you confirm that you have authority to bind
that organisation to these Terms.
Platform Role
“HostsRooms acts solely as an intermediary and is not responsible for the acts, omissions, or
performance of hosts, course providers, or placement agencies. HostsRooms does not guarantee the
delivery, quality, or suitability of any service. Refunds, cancellations, and dispute outcomes are
determined in accordance with the Cancellation & Refund Policy and the Dispute Resolution Policy.”
1. Introduction
1.1 These Terms govern your use of the Platform and form a binding agreement between you and
HostsRooms Limited.
1.2 If you do not agree to these Terms, you must not use the Platform.
1.3 Additional policies, including the Privacy Policy, Cancellation & Refund Policy, Dispute Resolution
Policy, Payments, Billing & Pricing Policy, Subscription Refund Policy, Cookie Policy, Review Policy,
and any other referenced documents, form part of these Terms.
1.4 In the event of inconsistency, these Terms shall take precedence unless expressly stated
otherwise.
2. Definitions
For the purposes of these Terms:
• “User” means any individual or entity accessing or using the Platform.
• “Customer” means a User who books or purchases services through the Platform.
• “Service Provider” means a User offering accommodation, courses, placements, or other
services through the Platform.
• “Booking” means any reservation, enrolment, or placement made through the Platform.
• “Compliance Documentation” means documents required for verification, including but not
limited to police clearance, proof of identity, proof of address, qualifications, certifications,
visas, or other regulatory documents.
• “Platform Content” means all content, data, software, trademarks, and materials owned or
licensed by HostsRooms.
• “User Content” means content uploaded or submitted by Users.
• Mid-Service Cancellation” means any cancellation, withdrawal, non-attendance, or service
failure occurring after a course has commenced or after accommodation check-in has taken
place.
• “Dispute Resolution Policy” means the HostsRooms policy governing the investigation and
handling of disputes, including mid-service cancellations and refund eligibility.
• “Provider Payment Terms” means the payout schedule, timing, and conditions under which
HostsRooms releases funds to course providers or accommodation providers.
3. User Accounts
3.1 Users must create an account to access certain features of the Platform.
3.2 You warrant that all information provided is accurate, complete, and up to date.
3.3 You are responsible for maintaining the confidentiality of your login credentials and for all
activities conducted under your account.
3.4 You must notify HostsRooms immediately of any unauthorised access or security breach.
3.5 HostsRooms reserves the right to suspend or terminate accounts that contain inaccurate or
misleading information.
4. Document Upload, Verification & Compliance
4.1 Users may be required to upload Compliance Documentation before their account can be
activated or before offering services on the Platform. Compliance Documentation includes, but is not
limited to, identity verification, police clearance, household vetting, and any other documents
required by HostsRooms or applicable regulations.
4.2 Users are solely responsible for ensuring that all Compliance Documentation is valid, accurate,
and up to date. Documents with expired dates, missing information, or unclear authenticity will not be
accepted.
4.3 For Hosts, all adults aged 18+ residing in the hosting household must provide valid police
clearance documentation with a future expiry date. HostsRooms will only grant Verified Status
(“Green Light Status”) once all required adult residents have submitted valid, in-date documentation
and passed compliance review.
4.4 Hosts must ensure that police clearance documentation is regularly updated on the Platform to
maintain verification and continuity of booking availability. If any required document expires, the
Host’s listing may be suspended until updated documentation is provided.
4.5 The Platform may restrict, suspend, or remove access to services if required documents are
missing, expired, invalid, or fail compliance review. Subscription fees remain payable regardless of
compliance status except where required by applicable law.
4.6 HostsRooms may request additional documents depending on the User’s role, household
composition, booking type, or regulatory requirements. This may include additional vetting for minor
bookings, which must be completed by the relevant academic institution.
4.7 Accommodation for minors (under 18) requires additional vetting and compliance checks carried
out by the academic institution responsible for the minor’s programme. HostsRooms household
verification must be completed first. Only after institutional vetting is confirmed will the Host’s
accommodation be eligible for minor bookings linked to that institution.
4.8 HostsRooms may share Compliance Documentation with authorised third parties for legitimate
verification purposes, subject to a lawful basis under applicable data protection laws.
4.9 HostsRooms reserves the right to decline, suspend, or revoke verification or Platform access if
documentation is incomplete, invalid, expired, or fails compliance review.
4.10 Guest Documentation & Criminal Record Data
HostsRooms does not require police clearance or criminal record documentation from guests or
students. Safeguarding and verification requirements apply only to hosts and adult household
members. Hosts may request additional documentation directly from guests at their own discretion;
however, such documentation is not collected, stored, processed, or verified by HostsRooms.
5. Data Protection & Privacy
5.1 HostsRooms processes personal data in accordance with its Privacy Policy and applicable data
protection laws.
5.2 Appropriate technical and organisational measures are implemented to safeguard User data.
5.3 For certain booking-related processing activities, HostsRooms and the relevant Service Provider
act as joint controllers under Article 26 GDPR.
5.4 Users providing third-party personal data warrant that they are authorised to do so and that such
disclosure complies with applicable law.
5.5 Users acknowledge that data may be processed in accordance with the Platform’s role as
controller, processor, or joint controller depending on the context.
6. Permitted Use & Prohibited Conduct
6.1 Users must use the Platform only for lawful purposes and in accordance with these Terms.
6.2 Users must not:
• Use the Platform for any unlawful or prohibited purpose.
• Post defamatory, obscene, offensive, or unlawful content.
• Attempt to gain unauthorised access to any system or account.
• Scrape, hack, reverse engineer, or impair the Platform.
• Use bots, crawlers, or automated tools without written permission.
• Circumvent fees, taxes, or Platform processes.
• Manipulate search algorithms or reviews.
• Misuse HostsRooms trademarks, branding, or intellectual property.
• Offer illegal services, including prostitution or human trafficking.
• Organise unauthorised events or parties.
6.3 Users must comply with all applicable laws and regulations when using the Platform.
7. Platform Rules & Behaviour Standards
7.1 Users must act with integrity, honesty, and respect.
7.2 Harassment, bullying, impersonation, or abusive behaviour is strictly prohibited.
7.3 Users must only use another User’s personal information as necessary to facilitate a legitimate
transaction.
7.4 Users must promptly report violations or suspicious activity.
7.5 HostsRooms may request copies of reports made to local authorities.
7.6 Breach of these standards may result in suspension or termination of access to the Platform.
8.5 A Pre-Booking is a provisional reservation and does not constitute a confirmed booking. All
Pre-Bookings are subject to mandatory host compliance and affiliation checks carried out by the
relevant course provider. If the required compliance is not completed and approved within the
specified deadline (including extended vetting timelines applicable in Ireland), the Pre-Booking will be
automatically cancelled. In such cases, the Customer will receive a full refund and no cancellation
fees, commissions, or payouts will apply. A booking is only confirmed once compliance has been
approved, after which the platform’s standard cancellation and refund policy applies.
9. Payments, Fees & Payouts
9.1 Customers must pay all fees associated with their bookings.
9.2 Service Providers receive payouts in accordance with the Platform’s payout schedule.
9.3 If a booking is modified or cancelled, payout amounts will be adjusted in accordance with the
Platform’s Cancellation & Refund Policy.
9.4 HostsRooms may withhold payouts during disputes or chargeback investigations.
9.5 Customers agree to contact HostsRooms before initiating a chargeback. Nothing in this clause
limits a customer’s statutory rights under applicable consumer protection laws.
9.6 HostsRooms may freeze payouts and withhold balances owed where a dispute is opened or where
a refund may be due. Where a provider has already been paid, HostsRooms will endeavour to recover
funds from the provider before issuing any refund. Refunds may be delayed until such funds are
recovered
10. Cancellations & Refunds
10.1 Mid-Service Cancellations
Where a cancellation occurs after the commencement of a course or accommodation stay, the
standard cancellation windows no longer apply. All mid-service cancellations are handled exclusively
under the HostsRooms Dispute Resolution Policy. Refunds for mid-service cancellations are not
automatic and may depend on investigation outcomes and the recovery of funds from the relevant
provider.
10.2 Policy Incorporation
All cancellations and refunds are governed by the HostsRooms Cancellation & Refund Policy, which
forms part of these Terms & Conditions. By using the Platform, all users agree to be bound by that
policy.
10.3 Refund Authority
HostsRooms may issue refunds in accordance with Platform policies. Refunds may be delayed where
fund recovery from the relevant provider is required.
11. VAT, Taxation & Invoicing
11.1 For B2B EU Customers providing a valid VAT number, fees may be invoiced under the reverse
charge mechanism pursuant to Article 196 of Directive 2006/112/EC.
11.2 Customers are solely responsible for self-accounting for VAT in their jurisdiction.
11.3 Where no valid VAT number is provided, VAT will be charged at the applicable Irish rate.
11.4 HostsRooms is not liable for VAT penalties arising from inaccurate or invalid VAT information
supplied by the Customer.
11.5 Invoices issued under the reverse charge mechanism will include the mandatory wording:
“Reverse charge – VAT to be accounted for by the recipient.”
11.6 All tax treatment is subject to applicable law and may vary depending on jurisdiction.
12. Subscriptions & Recurring Billing
12.1 Subscription fees are billed on a recurring basis.
12.2 Subscriptions renew automatically unless cancelled.
12.3 Users must maintain a valid payment method.
12.4 Cancellation prevents future charges but does not entitle Users to refunds for the current billing
period unless required by law.
12.5 Subscription plans are non-transferable.
12.6 Subscription terms are further governed by the Subscription Refund Policy.
13. Content & Intellectual Property
13.1 Users retain ownership of their User Content but grant HostsRooms a licence to use such
content as necessary to operate the Platform.
13.2 All intellectual property rights in the Platform belong to HostsRooms or its licensors.
13.3 Users must not copy, frame, mirror, or use Platform Content without permission.
13.4 Users warrant that they have all necessary rights to upload and share User Content.
14. Reviews & Feedback
14.1 Users may leave reviews following service completion.
14.2 Reviews must be fair, accurate, and lawful.
14.3 HostsRooms does not verify reviews for accuracy and is not responsible for misleading or
incorrect reviews.
14.4 HostsRooms reserves the right to remove or moderate reviews that violate these Terms.
15. Dispute Resolution
15.1 Customer ↔ Service Provider Disputes
15.1.1
HostsRooms may assist in resolving disputes but is not a party to the underlying contract.
15.1.2
HostsRooms may review evidence, request documentation, and withhold payouts.
15.1.3
HostsRooms’ decisions relate solely to platform processes, including payments, and do not prevent
parties from pursuing legal remedies.
15.1.4
All disputes relating to service delivery, mid-service cancellations, or refund eligibility must be
submitted through the HostsRooms Dispute Resolution process. Refunds will not be issued outside
this process.
15.1.5
Where a cancellation occurs after the commencement of a course or accommodation stay, the
standard cancellation windows no longer apply. All mid-service cancellations are handled exclusively
under the HostsRooms Dispute Resolution Policy.
15.1.6
Where a refund is approved but the relevant provider has already been paid, HostsRooms will
endeavour to recover the necessary funds before issuing the refund. HostsRooms may freeze payouts,
withhold balances, or offset amounts owed until repayment is complete.
15.1.7
HostsRooms may amend, adjust, or replace provider payment terms, including payout schedules and
eligibility for advance payments, where necessary to protect users, ensure service delivery, or recover
funds arising from disputes or service failures
15.1.8
All decisions made by HostsRooms regarding disputes, cancellations, refunds, fund recovery, and
payout adjustments are final.
15.2 User ↔ HostsRooms Disputes
15.2.1
Parties must first attempt informal negotiation.
15.2.2
If unresolved within 30 days, the matter shall proceed to mediation.
15.2.3
If mediation fails, subject to applicable law, disputes may be resolved through mediation or the
competent courts of Ireland.
15.2.4
Either party may seek injunctive relief for intellectual property violations.
15.2.5
Consumers retain the right to bring proceedings before the courts of their country of residence where
required by law.
16. Disclaimer of Warranties
16.1 The Platform is provided “as available” without warranties of any kind.
16.2 HostsRooms does not guarantee uninterrupted or error-free operations.
17. Limitation of Liability
17.1 To the fullest extent permitted by law, HostsRooms shall not be liable for any indirect, incidental,
special, consequential, or punitive damages, including loss of profits, loss of data, loss of business, or
loss of goodwill arising out of or related to your use of the Platform.
17.2 HostsRooms acts solely as an intermediary. We are not responsible for the acts, omissions,
performance, or conduct of hosts, customers, course providers, placement agencies, or any third
parties.
17.3 HostsRooms shall not be liable for any service failures, cancellations, non-attendance,
accommodation issues, course delivery issues, or any disputes between Users. All such matters are
governed by the relevant policies and handled directly between the parties involved.
17.4 Nothing in these Terms limits liability where such limitation is prohibited by applicable law,
including liability for fraud, fraudulent misrepresentation, or death or personal injury caused by
negligence.
17.5 Users acknowledge that they are solely responsible for verifying the suitability, safety, and
compliance of any services booked or provided through the Platform.
18. Third-Party Websites
18.1 HostsRooms is not responsible for third-party websites or services linked through the Platform.
18.2 Users access third-party content at their own risk.
19. Termination
19.1 HostsRooms may suspend or terminate access to the Platform at any time for breach of these
Terms.
19.2 Provisions that by their nature should survive termination shall continue in effect.
19.3 HostsRooms may terminate accounts immediately where required for legal, regulatory, or safety
reasons.
20 Changes to Terms
20.1 HostsRooms may amend these Terms at any time.
20.2 Continued use of the Platform after changes take effect constitutes acceptance of updated
Terms.
21. Governing Law & Jurisdiction
21.1 These Terms are governed by the laws of Ireland.
21.2 The courts of Ireland have exclusive jurisdiction over all disputes subject to mandatory consumer
protection laws.
22. Force Majeure
22.1 HostsRooms shall not be liable for delays or failures caused by events beyond its reasonable
control, including natural disasters, war, terrorism, pandemics, strikes, or shortages of materials.
Where possible, alternative arrangements such as rescheduling or credits may be offered.
23. Contact Information
For questions regarding these Terms, please see our FAQ section or
contact:Policies@HostsRooms.com
PROVIDER ADDENDUM
Last Updated: 26/08/2026
This Provider Addendum (“Addendum”) forms part of the Terms and Conditions (“Terms”) between
HostsRooms Limited (“HostsRooms”, “we”, “us”, “our”) and the Service Provider (“Provider”, “you”,
“your”).
By offering services through the HostsRooms Platform, you agree to be bound by this Addendum in
addition to the Terms.
This Addendum forms part of the legally binding agreement between HostsRooms and Providers.
1. Provider Eligibility
1.1 You warrant that you are legally permitted to offer the services you list on the Platform.
1.2 You must comply with all applicable laws, regulations, licensing requirements, and industry
standards relevant to your services.
1.3 Providers must be at least 18 years old and legally capable of entering contracts.
2. Accuracy of Listings
2.1 You must ensure that all information provided in your listings is accurate, complete, and not
misleading.
2.2 You must promptly update listings to reflect changes in availability, pricing, qualifications, or
service details.
2.3 You are solely responsible for the content of your listings.
2.4 Misleading or inaccurate listings may result in immediate suspension.
3. Compliance Documentation
3.1 Providers must submit all required Compliance Documentation before their account can be
activated.
3.2 You warrant that all documents submitted are genuine, valid, and current.
3.3 You must maintain valid documentation at all times and upload updated documents prior to
expiry.
3.4 Failure to maintain compliance may result in suspension or removal from the Platform.
3.5 HostsRooms reserves the right to verify documentation but does not guarantee its authenticity.
4. Service Delivery Obligations
4.1 You are solely responsible for the delivery, quality, safety, and legality of the services you provide.
4.2 You must perform services with reasonable skill, care, and professionalism.
4.3 You must comply with all safeguarding, health and safety, and regulatory requirements applicable
to your services.
4.4 HostsRooms is not responsible for supervising, monitoring, or verifying your service delivery.
Providers acknowledge that they bear full responsibility for all services delivered.
4.5 Advance Payments & Liability. For course providers who receive advance payments, HostsRooms
may endeavour to recover funds from the provider where a refund is approved following a mid-service
cancellation or service failure. Providers agree that future payouts may be frozen until repayment is
complete.
5. Payments, Fees & Payouts
5.1 Providers agree to the commission, fee, and payout structure set out on the Platform.
5.2 HostsRooms may deduct applicable fees, taxes, or adjustments before issuing payouts.
5.3 Payouts may be withheld during disputes, chargeback investigations, or compliance reviews.
5.4 Providers are responsible for all taxes arising from their earnings, including VAT where applicable.
5.5 The Platform reserves the right to delay payouts for fraud prevention, compliance checks, or
dispute resolution.
5.6 HostsRooms may freeze payouts and withhold balances where a dispute is opened or where a
refund may be due. Where a provider has already been paid, HostsRooms will endeavour to recover
funds from the provider before issuing any refund. Refunds may be delayed until such funds are
recovered
6. Cancellations & Refunds
6.1 Mid-Service Cancellations
Where a cancellation occurs after the commencement of a course or accommodation stay, the
standard cancellation windows no longer apply. All mid-service cancellations are handled exclusively
under the HostsRooms Dispute Resolution Policy. Refunds for mid-service cancellations are not
automatic and may depend on investigation outcomes and the recovery of funds from the relevant
provider.
6.2 Compliance With Platform Policies
Providers agree that the Platform’s Cancellation & Refund Policy governs all cancellations and refund
decisions. Providers may not impose separate cancellation terms that conflict with Platform policies.
6.3 Refund Decisions
HostsRooms may issue refunds to Customers in accordance with Platform policies, and Providers
agree to honour such decisions. Providers acknowledge that refunds may be delayed until repayment
is received from the Provider where the Provider has already been paid.
6.4 Waiver of Dispute Rights
Providers waive the right to dispute refunds issued in accordance with Platform policies, except where
required by applicable law.
7. Conduct & Behaviour Standards
7.1 Providers must treat Customers with respect and professionalism.
7.2 Providers must not engage in harassment, discrimination, or abusive behaviour.
7.3 Providers must not attempt to circumvent the Platform by accepting off-platform payments or
bookings.
7.4 Providers must comply with all Platform Rules and Prohibited Conduct provisions.
7.5 Breaches may result in permanent removal from the Platform.
8. Insurance
8.1 Providers are solely responsible for obtaining and maintaining any insurance required for their
services.
8.2 HostsRooms does not provide insurance coverage for Providers or Customers.
8.3 Providers must maintain adequate insurance appropriate to their services and jurisdiction.
9. Dispute Resolution
9.1 All disputes relating to service delivery, mid-service cancellations, or refund eligibility must be
submitted through the HostsRooms Dispute Resolution process. Refunds will not be issued outside
this process.
9.2 Providers agree to cooperate fully with HostsRooms during any dispute investigation and must
provide accurate and timely information when requested.
9.3 Where a refund is approved and the provider has already been paid, HostsRooms will endeavour
to recover the relevant funds from the provider. Providers agree that future payouts may be frozen or
offset until repayment is complete.
9.4 HostsRooms may amend, adjust, or replace the provider’s payment terms, including payout
schedules and eligibility for advance payments, where necessary to protect users, ensure service
delivery, or recover funds arising from disputes or service failures.
9.5 HostsRooms may freeze payouts, withhold balances, or suspend provider accounts where a
dispute is opened or where a refund may be due.
9.6 All decisions made by HostsRooms regarding disputes, cancellations, refunds, fund recovery, and
payout adjustments are final.
10. Indemnity
10.1 Providers agree to indemnify and hold harmless HostsRooms from any claims, damages, losses,
liabilities, or expenses arising from:
• The services you provide
• Your breach of this Addendum or the Terms
• Your violation of any law or third-party rights
• Your failure to maintain valid Compliance Documentation
11. Suspension & Termination
11.1 HostsRooms may suspend or terminate a Provider’s access to the Platform for:
• Breach of this Addendum or the Terms
• Failure to maintain compliance
• Fraudulent or unsafe behaviour
• Repeated negative reviews or complaints
• Legal or regulatory concerns
11.2 Termination does not relieve the Provider of outstanding obligations, including refunds, disputes,
or indemnity responsibilities.
11.3 Immediate suspension may occur where there is a risk to safety or legal compliance.
12. Relationship of the Parties
12.1 Providers act as independent contractors, not employees, agents, or representatives of
HostsRooms.
12.2 Nothing in this Addendum creates a partnership, joint venture, or employment relationship.
12.3 Providers have no authority to bind or represent HostsRooms.
13. Amendments
13.1 HostsRooms may amend this Addendum at any time.
13.2 Continued use of the Platform after changes take effect constitutes acceptance of updated
terms.
13.3 HostsRooms may amend, adjust, or replace provider payment terms, including payout
schedules and eligibility for advance payments, where necessary to protect users, ensure service
delivery, or recover funds arising from disputes or service failures. Updated terms may apply to
ongoing disputes where required to ensure fairness or protect platform integrity.
Approved by:
Geraldine Vahey
Name: Geraldine Vahey
Role/Title: Company Director
Date: 30/03/2026