Terms and Conditions

1. Acceptance of Terms

By accessing or using RoomAtlas ("the Service"), you agree to be bound by these Terms and Conditions ("Terms"). If you do not agree to these Terms, do not use the Service. These Terms apply to all users, including administrators and end users of any organisation that has subscribed to RoomAtlas.

2. Description of Service and Provider

RoomAtlas is a policy-driven room and meeting space booking platform for teams. The Service allows organisations to define booking policies, manage spaces, and enable team members to reserve rooms subject to those policies. RoomAtlas is provided as a software-as-a-service (SaaS) solution accessible at app.roomatlas.app.

The Service is provided by Emiliano Saurin, trading as nJoyLab — VAT ID IT12822520966 — Via Savona 90c, 20144 Milan (MI), Italy — Certified email (PEC): [email protected].

3. Account Registration

To use the Service you must create an account by providing accurate and complete information. You are responsible for maintaining the confidentiality of your credentials and for all activity that occurs under your account. You must notify us immediately at support at roomatlas dot app if you suspect unauthorised access to your account.

4. Subscription and Payment

Access to certain features of the Service requires a paid subscription. Subscription fees are billed in advance on a monthly or annual basis, as selected at purchase. All fees are non-refundable except as required by applicable law or expressly stated in these Terms.

Payments are processed by Stripe, Inc., our third-party payment processor. By subscribing, you agree to Stripe's processing of your payment information in accordance with Stripe's Privacy Policy. We do not store your full card details on our servers.

Invoices are issued in compliance with applicable tax regulations. For customers based in Italy, invoices are issued as electronic invoices (fattura elettronica) through the Sistema di Interscambio (SDI) and will include all data required by Italian tax law.

We reserve the right to change pricing with at least 30 days' notice to the email address on your account.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable regulation.
• Attempt to gain unauthorised access to any part of the Service or its related systems.
• Transmit any malware, spam, or other harmful code through the Service.
• Reverse-engineer, decompile, or disassemble any part of the Service.
• Resell or sublicense access to the Service without our prior written consent.

Fair use of resources. Features described as "unlimited" (including users and rooms) are intended for normal business use by a single organisation. We reserve the right to contact you and, if necessary, to throttle or suspend access if usage is automated, abusive, or materially exceeds patterns consistent with legitimate business operations.

6. User Content

The Service allows organisation administrators to upload content such as images of rooms and meeting spaces ("User Content"). You retain all ownership rights to your User Content. By uploading User Content, you grant RoomAtlas a non-exclusive, royalty-free licence to host, store, display, and transmit that content solely for the purpose of providing the Service to your organisation.

You are solely responsible for the User Content you upload. You represent and warrant that you have all necessary rights, licences, and consents to upload such content and that it does not infringe the intellectual property rights or any other rights of any third party.

We reserve the right to remove or disable access to any User Content that we reasonably believe violates these Terms, applicable law, or third-party rights, without prior notice.

7. Data and Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to the processing of your data as described in the Privacy Policy.

Data processing on behalf of organisations. When the Service processes personal data on behalf of a customer organisation, RoomAtlas acts as a data processor within the meaning of Art. 28 of Regulation (EU) 2016/679 (GDPR). A Data Processing Agreement (DPA) governing the respective responsibilities is available on request at legal at roomatlas dot app and forms an integral part of these Terms.

8. Intellectual Property

All rights, title, and interest in and to the Service, including all software, designs, trademarks, and documentation, are and will remain the exclusive property of RoomAtlas and its licensors. Nothing in these Terms grants you any right to use the RoomAtlas name or trademarks without our prior written consent.

9. Uptime and Service Levels

We aim for high availability but do not guarantee uninterrupted access to the Service. Scheduled maintenance will be communicated in advance where possible. We are not liable for any loss arising from temporary unavailability of the Service.

10. Free Plan and Termination

Free trial period. On sign-up, every organisation receives full access to the Service for a 7-day free trial with no payment information required. No charges are made during the trial period.

Trial expiry. At the end of the 7-day period, access to the Service is suspended. You will no longer be able to access the platform or use any features until a paid plan is subscribed to.

Grace period. After suspension, the organisation has 14 days to upgrade to a paid plan. During this period your organisation's data is retained and you may upgrade at any time.

Tenant deletion. If the organisation does not subscribe to a paid plan within 14 days of suspension, the tenant and all associated data — including users, rooms, bookings, and content — will be permanently and irreversibly deleted.

Paid plan termination. For paid subscriptions, either party may terminate at any time. On termination, your right to access the Service ceases immediately. We will retain your data for 30 days after termination to allow export, after which it may be permanently deleted. We may suspend or terminate your account immediately if we determine you have violated these Terms.

11. Refunds

Monthly subscription. No pro-rata refunds are issued for the unused portion of the current billing period. Cancellation takes effect at the end of the current billing cycle.

Annual subscription. No refunds after purchase, except as required by applicable law. Consumers in the European Union may exercise their right of withdrawal within 14 days of subscribing under the EU Consumer Rights Directive and applicable national law. The right of withdrawal is lost if the consumer has expressly consented to the beginning of the service during the withdrawal period and has acknowledged that the right of withdrawal is lost upon full performance of the contract.

Billing errors. Duplicate charges or billing errors will be refunded in full. Please report them within 30 days of the charge to billing at roomatlas dot app.

12. Limitation of Liability

To the maximum extent permitted by applicable law, RoomAtlas and its affiliates, officers, and employees shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Service. Our total aggregate liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the fees paid by you in the 12 months preceding the claim.

13. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. This clause does not affect any mandatory rights granted to consumers under applicable law, including EU consumer protection legislation.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of Italy, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of Milan, Italy, except for consumers under applicable EU consumer protection law, who may bring proceedings in the courts of their place of residence or domicile.

15. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes at least 30 days in advance by email or by posting a notice in the Service. If you do not agree with the changes, you may terminate your subscription without penalty before the changes take effect. Continued use of the Service after changes take effect constitutes your acceptance of the revised Terms.

16. Force Majeure

RoomAtlas shall not be liable for any delay or failure to perform resulting from causes beyond its reasonable control, including but not limited to natural disasters, third-party service outages, cyberattacks, government actions, or network interruptions. If a force majeure event continues for more than 30 consecutive days, either party may terminate the agreement without penalty.

17. Severability

If any provision of these Terms is held to be void, invalid, or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect. The invalid provision shall be replaced with a valid provision that reflects the original intent as closely as possible.

18. Prevailing Language

These Terms are available in Italian and English. In the event of any discrepancy between the two versions, the English version shall prevail.

19. Contact

For questions about these Terms, contact us at legal at roomatlas dot app.