Terms of service

Galaxy Hotel Cloud is a hotel management system provided as a service over the internet (SaaS) by PassportScan LTD, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom, VAT GB922941816, D-U-N-S 211196773 («we»).

These terms govern the free trial, the subscription and the use of the service, of the public API and of the website. You accept them by ticking the box at sign-up or by using the service: whoever signs up declares to act on behalf of an accommodation business or a company and to have the authority to bind it. The service is not addressed to consumers.

Galaxy Hotel Cloud runs in the browser, with nothing to install: planning, individual and group reservations, check-in and check-out, guest records, rates and contracts, folios and cashier, e-invoicing, fiscal printers, end of day with Alloggiati Web, ISTAT and SES Hospedajes, dashboard and printouts, in Italian, English, Spanish, French, Portuguese and German. Accounting and Stock are optional modules. Which compliance duties are available depends on the country of the property.

The service is updated continuously: we may add, improve or replace features without notice, as long as the essential features remain available. What is new is described on the website and in the PMS.

Signing up creates an environment reserved to your property once the e-mail address is confirmed; the confirmation link is valid for 48 hours. The trial lasts 30 days, needs no payment method and does not become a subscription unless you ask for it. You can load sample data to try, and delete it from the settings.

At the end the environment is suspended: the data is kept for 90 days, during which you can activate the subscription or ask for an export; then it is deleted. We reserve the right to limit the trial to one per property.

The fee depends on the band of rooms of the property and on the optional modules chosen; the price list in force is on the Pricing page. Prices are in euro, VAT excluded; the annual subscription costs ten months. For business customers in another EU member state VAT is applied under the reverse charge mechanism. Above 100 rooms or for several properties the price is by quote.

Payment is by card through Stripe, renewed automatically every period, or by bank transfer in advance. The seasonal pause puts the property in read-only mode at 30% of the fee. We may update the price list with 30 days' notice by e-mail: the new price applies from the next renewal.

The subscription renews for periods equal to the one chosen. You can cancel at any time from the PMS or by writing to us: the cancellation takes effect at the end of the period already paid, which is not refunded. If a payment fails, access is suspended when the paid period ends and resumes on settlement.

We may suspend or close an environment used in breach of these terms or of the law, or in a way that harms the service or other customers, notifying you unless urgent.

•Provide truthful data and keep it up to date, including company name and VAT number for billing.

•Keep credentials safe: every person must have their own user, with the permissions of their role; you are responsible for what happens with the users of your property.

•Use the service in compliance with the law and with the rights of guests, giving them the notices due.

•Duties towards authorities (Alloggiati Web, ISTAT, SES Hospedajes, e-invoicing, fiscal printers) remain yours: the PMS prepares and transmits the data, you check it, confirm it and keep the receipts. The credentials of the public portals are yours and you enter them in the settings.

•Do not try to access environments of other properties, do not circumvent technical limits, do not decompile or resell the service.

Public API keys belong to one property and carry the permissions you choose. You are responsible for what the systems and providers you hand them to do: revoke them when they are no longer needed. Use is subject to limits (600 calls per minute per key) that we may adjust to protect the service.

The sandbox environment is shared, reset every night and visible to anyone using the public test key: do not enter real personal data there.

The database file you upload is used only for the import and deleted afterwards. The import covers records, reservations, rates and settings; Stock and Accounting are not imported. After the import check the data: the responsibility for its correctness remains yours.

If you sign up with the code or the link of a distributor, that distributor becomes your commercial contact: it sees the commercial data of your account described in the Privacy policy (never the data of the management software) and receives a commission from us on what you pay. Your price does not change.

You can ask us to unlink the distributor from your account by writing to info@galaxy-hotel.net. Distributors are independent businesses: they cannot change these terms nor make commitments on our behalf.

We commit to keeping the service continuously available and to announcing scheduled maintenance in advance, during which a courtesy page may appear. Full backups run every day and are kept for 7 days; you can export your data at any time.

Support is by e-mail at support@galaxy-hotel.net, on working days. The service is provided with due professional care, but no software is free of errors: report the ones you find and we will fix them with the priority they deserve.

The software, the website, the documentation and the trademarks remain ours: we grant you a non-exclusive, non-transferable licence to use them for the duration of the contract. The data you enter remains yours: you can export it at any time and on termination it is deleted within the periods stated in the Privacy policy. We may use aggregated, anonymous data about the use of the service to improve it.

This section is the data processing agreement under Article 28 GDPR between you (controller) and us (processor), for the personal data you enter in the PMS.

•Subject and duration: the storage and processing of the data needed to provide the service, for the whole duration of the contract.

•Nature and purpose: management of reservations, stays, folios, communications to guests and the legal duties of the property.

•Types of data and data subjects: identity, contact, identity document, stay and payment data of guests, bookers, agencies, companies and staff of the property.

•Instructions: we process the data only on your documented instructions, which are those given through the features of the PMS, and we tell you if an instruction seems to us to infringe the law.

•Confidentiality and security: our staff is bound to confidentiality; we apply the measures described in the Privacy policy (encryption, separation of environments, backups, access control, logging).

•Remote assistance: when you need help inside the PMS, our support staff enters your environment only after one of your connected users has accepted the notice shown in the PMS. With the same consent they can watch live the page of the PMS the user has in front of them (not the rest of the computer, never the passwords): what they see is not kept. Access takes place with the permissions of that user, read-only or with the ability to make changes as stated in the notice, lasts 30 minutes at most and the user can stop it at any moment; it never covers users, passwords and subscription. Every access and every change made during assistance is logged.

•Sub-processors: you authorise us to use the providers listed in the Privacy policy; we notify you 30 days before adding others and you may object by terminating the contract.

•Assistance: we help you answer the requests of data subjects and meet the security obligations; we notify you without undue delay, and in any case within 48 hours of discovery, of any personal data breach affecting your environment.

•End of processing: on termination you can export the data; then we delete it, backups included, within the periods stated in the Privacy policy, unless the law requires otherwise.

•Audits: we make available the information needed to demonstrate compliance with these obligations and allow reasonable audits, agreed with notice.

To the extent permitted by law, our total liability for any damage arising from the contract is limited to the fees you paid us in the 12 months before the event. We are not liable for indirect damage, loss of profit, penalties arising from duties not checked or transmitted late for reasons attributable to you, or interruptions of third-party services (authority portals, Stripe, PassportScan, connectivity). Nothing in these terms excludes liability for fraud or gross negligence.

We may change these terms to adapt them to the service or to the law. Material changes are communicated by e-mail at least 30 days in advance; if you do not accept them you can cancel before they take effect, otherwise use of the service counts as acceptance. The version in force is always the one published on the website, with the date at the top.

These terms are governed by the law of England and Wales and any dispute falls under the jurisdiction of the courts of London, without prejudice to the mandatory rules of the country where the property is based. The terms are published in Italian, English, Spanish, French, Portuguese and German: in case of discrepancies the English text prevails. Before any legal action we commit to seeking an amicable solution.

For support write to support@galaxy-hotel.net; for sales, administrative and data protection matters to info@galaxy-hotel.net.