Spacest.com – General Terms and Conditions (GTC)

(Last updated: 23 March 2025 – Draft for review)

At Spacest.com our goal is to make mid‑ to long‑term renting transparent, fair and safe for everyone. These General Terms and Conditions ("GTC") explain the rules that apply when you use our platform – whether you are listing a place or booking one. Each Article begins with a plain‑language summary (💡 What it means) followed by the full legal wording.

Article 1 | Scope and Amendments of General Terms and Conditions

💡 What it means

These are the rules for using Spacest.com. By using the platform you accept them as well as any national laws that apply to you. If we change the rules we will let you know by e‑mail; continued use means you agree to the new version.

1.1 Scope: These GTC govern the use of the online marketplace Spacest.com ("Platform") operated by Roomless srl, Via di ruota 1/a, 55100 Lucca (Italy), VAT / chamber of commerce no. 02547910469 ("Spacest" or "we"). They apply to every natural or legal person who visits, lists or books accommodation through the Platform ("Users").

Spacest.com (hereinafter also referred to as "Spacest") is exclusively owned and operated by Roomless srl

1.2 Definitions

Article(s) – the numbered sections of these GTC.

Accommodation – any room, studio, flat or house listed on the Platform.

Tenant booking fee – the fee payable by a Tenant to Spacest in addition to the first month’s rent when an Accommodation is booked.

Landlord booking fee – the fee Spacest withholds from the first month’s rent and invoices to the Provider when a booking is confirmed.

Provider ("Landlord") – a User who offers Accommodation for rent.

Tenant – a User who rents Accommodation from a Provider.

Users – collectively Providers and Tenants.

1.3 Acceptance: By registering or by using any part of the Platform the User accepts these GTC.

1.4 Compliance with national law: Users are responsible for complying with all laws, regulations and licensing requirements that apply to renting, sub‑letting and hosting in their jurisdiction.

1.5 Changes to the GTC: Spacest may amend these GTC. We will notify Users at least 7 calendar days before changes take effect by e‑mail to the address stored in the User account. Continued use of the Platform after that date constitutes acceptance of the amended GTC.

Article 2 | Performance by Spacest, Performance by Providers

💡 What it means

We are a marketplace, not a property owner. We introduce Providers and Tenants and hold the first month’s rent securely for 48 hours after check‑in. The lease is exclusively between Provider and Tenant.

2.1 Marketplace: Spacest provides an online marketplace where Providers can advertise Accommodation and Tenants can find, communicate and conclude leases. Spacest does not own, furnish or manage any Accommodation.

2.2 Intermediary status: The Platform merely facilitates contact; the lease is concluded solely between Provider and Tenant.

2.3 Recommended written lease: We strongly recommend Providers and Tenants sign a written lease that complies with applicable law.

2.4 Provider representations: By listing Accommodation the Provider confirms that (i) they have the legal right and any required third‑party consent to rent/sub‑let, (ii) all required licences and documents are in place, and (iii) any co‑occupants have been informed.

2.5 Content responsibility: Spacest does not verify the legality, accuracy or completeness of listings or User content and accepts no liability for them.

2.6 Compliance: Providers and Tenants must observe all public‑law obligations (e.g. municipal rental regulations, tourist‑let caps) and tax rules.

Article 3 | Registration, Formation of the User Agreement, Contractual Declarations

💡 What it means

You need an account to list or book. Registration is free; you must give accurate information and keep it up to date.

3.1 Eligibility: Registration is open only to persons and entities with full legal capacity. Corporate accounts must be created by a natural person authorised to represent the entity.

3.2 Process: Users create an account by completing the online form, setting a secure password and accepting these GTC. The User Agreement between Spacest and the User arises upon confirmation of registration.

3.3 User data: Users must provide true, complete and current information, including full legal name, address, valid e‑mail address and, where applicable, company name and VAT number. Multiple accounts for the same natural person or entity are prohibited.

3.4 Electronic communication: Users consent to receiving all contractual notices via e‑mail to the address stored in the account.

Article 4 | User Obligations, User Account, System Integrity

💡 What it means

You are responsible for everything that happens in your account and for keeping your listing honest. Off‑platform payments or sharing of direct contact details before a booking are forbidden.

4.1 Legality of content: Each User bears sole responsibility for the legality of content they post or send via the Platform.

4.2 Listing accuracy: Providers must describe Accommodation truthfully and completely, using authentic, up‑to‑date photographs. Any subsequent change that affects availability or price must be updated before a booking is accepted.

4.3 Contact details: Until a booking is confirmed Users may not share phone numbers, e‑mail addresses or other contact channels or process payments outside the Platform. Spacest may mask or remove such data.

4.4 Account security: Accounts are personal and non‑transferable. Passwords must be kept secret. Users must enable two‑factor authentication where offered.

4.5 Third‑party access: If unauthorised access is suspected the User must notify Spacest immediately; Spacest may temporarily block the account.

4.6 System integrity: Users must not impair the proper working of the Platform, crawl it, scrape data, or introduce malicious code.

4.7 Use of data: Contact data obtained via the Platform may be used only for concluding and managing the specific lease. Mass messaging, spam or advertising require the explicit prior consent of the recipient.

4.8 Archiving: Users must independently save any information they may later need (e.g. invoices, contracts, chat logs) outside the Platform.

4.9 Sanctions compliance: Users located in or ordinarily resident in countries subject to EU sanctions may not use the Platform.

Article 5 | Handling of Content and Rights

💡 What it means

You keep ownership of the photos and text you upload but you give us a free licence to display them on the Platform and in our marketing. Unlawful content will be removed.

5.1 User content: By uploading content the User warrants that they hold all rights necessary for the intended use and that the content is lawful.

5.2 Licence to Spacest: The User grants Spacest a worldwide, non‑exclusive, royalty‑free, sublicensable licence to use, reproduce, adapt and publicly display such content for the purpose of operating and promoting the Platform.

5.3 Prohibited content: Content that is unlawful, discriminatory, obscene, violent or infringes third‑party rights is forbidden and may be removed without notice.

5.4 Monitoring: Spacest reserves the right to access messages exchanged via the Platform to detect fraud, resolve disputes and improve service quality.

Article 6 | Availability and Amendment of the Website

💡 What it means

We aim for 24/7 uptime but may occasionally suspend service for maintenance or security.

6.1 No guarantee of uninterrupted service: While Spacest endeavours to keep the Platform available at all times, temporary interruptions may occur for maintenance, upgrades or reasons beyond our control.

6.2 Planned downtime: Where possible, Users will be informed of planned maintenance in advance.

Article 7 | Liability for Third‑Party Sites

💡 What it means

Links to other websites are provided for convenience; we are not responsible for their content.

7.1 Third-Party Links: The Platform may include links to external websites maintained by third parties. The content on these third-party websites is not controlled or monitored by Spacest.com, and Spacest.com assumes no responsibility for their content. These links are provided solely to assist users with navigation, and the inclusion of such links does not imply endorsement of the content or views expressed on the linked websites. Spacest.com explicitly distances itself from all content on third-party websites linked to from the Platform.

7.2. Third-Party Content Responsibility: The owners of the third-party websites linked from the Spacest.com Platform are solely responsible for the content on their sites, as well as any goods or services offered for sale through those sites.

Article 8 | Secure Booking Service, Payment, Invoice and Landlord booking fee

💡 What it means

All first‑month‑rent payments (plus Tenant booking fee) must be processed through Spacest. We hold the funds until 48 hours after move‑in, then release rent to the Provider.

8.1 Invitation to Submit Offers: By listing an Accommodation on the Spacest.com Platform, the Provider is extending an invitation for users to submit offers. An agreement is formed when the Provider accepts an offer, provided that the Tenant has not withdrawn the offer before acceptance.

8.2 Secure payment: When a booking is accepted Spacest charges the Tenant the first month’s rent plus the Tenant booking fee via the payment provider. Funds are kept in a safeguarded account until 48 hours after the move‑in date recorded on the Platform.

8.3 Release of funds: If the Tenant reports no valid issue within the 48‑hour window Spacest releases the rent to the Provider’s verified IBAN, less Landlord booking fee

8.4 Provider obligations

Provide correct bank details.

Ensure the listing (price, availability, description) is accurate and remains so until the booking is completed.

Not request additional fees or higher rent after the booking request is sent.

8.5 Fees

Tenant booking fee: Service fee displayed next to the rent. Non‑refundable except as provided in Article 15.

Landlord booking fee (Provider) – Landlord booking fee are explained on the page dedicated to the owner and vary depending on the plan you decide to sign up for.For B2B relationships, Landlord booking fee are defined in an ad hoc partnership agreement.

8.6 Currency & exchange: Where currency conversion is required the rate applied by the payment provider on the transaction day shall apply; Users bear any exchange‑rate risk and banking fees.

8.7 Invoices: 8.10. Invoicing: Upon request, the Provider must issue the Tenant an invoice for the total rental price, including any additional costs (e.g., utilities, cleaning fees) and any applicable deposit. Spacest.com will provide the Provider with an invoice for the commission fee, including any applicable sales tax or indirect taxes as required by law. The Provider is the billing party for the rent, additional costs, and deposit, while Spacest.com is the billing party for the Tenant Protection Fee.

Article 9 | Subscriptions

💡 What it means

We do not currently charge Tenants a subscription. If that changes we will update these GTC and notify Users.

(Reserved – not applicable at this time.)

Article 10 | Security Deposit and Insurance

💡 What it means

Landlords can charge a security deposit. This must be communicated clearly in advance and must be collected using Spacest.com's secure payment system. Landlords must refund deposits per legal requirements and provide clear refund instructions.

10.1 Deposit disclosure: If a deposit is required the amount and payment terms must be included in the listing.

10.2 Changes after booking: If the Provider requests a deposit not disclosed before booking the Tenant may cancel and be entitled to a refund under Article 15.

10.3 Administration: Spacest.com is not responsible for the administration of security deposits or for any claims asserted by the Provider, except as outlined in the secure deposit service.

Article 11 | Duration and Termination

💡 What it means

Your account runs indefinitely. You can close it at any time. We may do the same with two weeks’ notice or immediately for serious breaches.

11.1 Indefinite term: The User Agreement is concluded for an indefinite period.

11.2 Termination by User: The User may terminate at any time via the dashboard or sending an email to info@roomlessrent.com. Bookings already confirmed remain in force.

11.3 Termination by Spacest: Spacest may terminate with two weeks’ notice by e‑mail or immediately for good cause (e.g. non‑payment, fraud, repeated violations).

Article 12 | Measures in the Event of Illegal Conduct and/or Breach of Agreement

💡 What it means

If you break the rules we may warn you, remove your listings, charge contractual penalties or permanently block your account.

12.1 Possible measures: Depending on severity Spacest may (i) issue a warning, (ii) hide or delete content, (iii) restrict functions, (iv) temporarily or permanently block the User, (v) cancel bookings on behalf of the Provider.

12.2 Penalties: Circumventing the Platform’s payment system or sharing contact details prior to booking may result in a contractual penalty of up to €1 000 per incident or the amount of one month’s rent, whichever is higher.

12.3 Liability: The User shall indemnify Spacest against all claims arising from their unlawful content or conduct.

Article 13 | Conversations via Spacest

💡 What it means

We store chat messages to prevent fraud, solve disputes and improve the service – see our Privacy Policy for details.

13.1 Data processing: Messages exchanged with our customer care are stored and may be analysed in accordance with the Privacy Policy and applicable data‑protection law.

Article 14 | Spacest Liability

💡 What it means

We are fully liable only for intent and gross negligence. For everything else our liability is limited to foreseeable, contract‑typical damages. We are not a party to the lease between Provider and Tenant.

14.1 Unlimited liability: Spacest is liable without limit for damages caused by intent or gross negligence, for fraudulent concealment of defects, and for death or personal injury.

14.2 Limited liability: For simple negligence Spacest is liable only for breach of essential contractual duties and limited to typical, foreseeable damage.

14.3 No liability for lease: As Spacest is not a contracting party to the lease it accepts no liability for its performance.

Article 15 | Cancellation and Refund Policy for Accommodation

💡 What it means

This article outlines when and how refunds may apply for both Tenants and Providers in the event of cancellations or disputes. It explains the rules for timing, evidence required, liability, and responsibilities, including for edge cases such as fraudulent listings or failure to deliver the property as described.

15.1 Standard Spacest Cancellation Policy (Tenant-Initiated)

Unless otherwise stated in the listing, the following cancellation terms apply to Tenants:

More than 60 calendar days before check-in date

→ Tenant receives a 100% refund of the first month’s rent.

→ Tenant booking fee is non-refundable.

Between 59 and 30 calendar days before check-in date

→ Tenant receives a 50% refund of the first month’s rent.

→ Tenant booking fee is non-refundable.

Less than 30 calendar days before check-in date

→ No refund of the first month’s rent.

→ Tenant booking fee is non-refundable.

15.2 Provider-Specified Cancellation Policy

If a Provider includes a specific cancellation policy in their listing, that policy will apply in substitution to the standard policy terms set by Spacest. Custom policies may adjust the portion of the first month’s rent that is refundable depending on notice period or circumstances.

Providers must clearly state their policy before the booking request is made.

In case of conflict between a Provider's policy and these GTC, Spacest reserves the right to evaluate case-by-case and apply the most tenant-favourable interpretation in the event of misleading or ambiguous language.

15.3 Provider-Initiated Cancellations

If a Provider cancels a confirmed booking, regardless of reason:

Tenant receives full refund of the first month’s rent and Tenant booking fee.

Provider’s listing is penalised by being moved to the end of search results for 14 calendar days.

Spacest may apply:

A penalty fee of 10% of rent value on the Provider’s next successful booking.

Temporary suspension or removal of the listing.

Spacest may refuse further listings by repeat-cancelling Providers.

15.4 Tenant Cancellation Within 24 Hours of Booking Confirmation

If a Tenant cancels within 24 hours of booking confirmation and has not yet checked in:

The first month’s rent may be refunded entirely, subject to Spacest’s review.

The Tenant is unable to move into the Accommodation due to unforeseeable circumstances that are not attributable to the Tenant, excluding changes of plans, travel delays, and illness, which remain the Tenant's risk.

Some landlords have very strict cancellation policies. In these cases, we do not issue refunds even if payment is made within the last 24 hours. These super-strict conditions are always clearly specified in the listing.

15.5 Cancellations Due to Misrepresentation or Uninhabitable Conditions (After Check-in)

If a Tenant, within 48 hours from the official check-in time, reports that:

The accommodation does not match the description or images in the listing (e.g. number of rooms, size, furniture);

The accommodation is unsafe or uninhabitable (e.g. presence of pests, lack of electricity/water, no access);

The property is already occupied or does not exist;

then the Tenant must submit a formal complaint to Spacest with:

Written explanation of the issue;

Photo and/or video documentation;

Optional correspondence with the Provider.

If Spacest deems the complaint valid:

The booking is cancelled;

The Tenant receives a full refund of both rent and Tenant booking fee;

The Provider will be held financially liable for returning the rent to Spacest.com.

15.6 Refund Submission Procedure and Timing

All refund or cancellation requests must be sent via:

The customer care chat, or

E-mail to info@roomlessrent.com.

Requests must contain:

User ID and booking ID;

Reason for request;

Documentation (photos/videos) as applicable.

Timing:

Spacest will confirm receipt within 3 business days;

A decision will be issued within 10 business days, unless extended for further investigation.

Approved refunds are processed within 30 calendar days.

15.7 Exclusions — When Refunds Do Not Apply

Refunds will not be issued for complaints related to:

Accommodation that does not meet personal taste or religious/ideological preferences (e.g., living with people of another gender).

Accommodation that is not clean.

Accommodation in a less safe neighborhood.

Accommodation with noise complaints.

Accommodation unsuitable for medical reasons.

Accommodation with minor malfunctions or differences from the advertisement that could not have been known in advance but that the Provider is able to adequately address within the first 30 days of the tenancy.

The Tenant being hindered from reaching the Accommodation due to changes of plans, travel delays, illness, or having made a double booking.

The Tenant failing to report the issue within the first 48 hours after the move-in date registered on the Platform.

Non-Material Differences: The following circumstances, without limitation, will not be considered material enough to justify the termination of the lease agreement with the Provider: wear and tear of the furniture, updates in the Accommodation that might result in different or newer furniture (e.g., a different bed of the same size as advertised), variations in light perception, and changes such as painting of the walls.

15.8 Obligation to Reimburse Roomless srl in Case of Refund

If Spacest has already disbursed funds to the Provider and subsequently grants a refund to the Tenant, the Provider must repay the refunded rent to Roomless srl:

Within 10 business days of notification;

Regardless of the cancellation policy displayed in the listing;

15.9 Rebooking and Tenant booking fee Portability

If a Tenant cancels and rebooks on Spacest, the Tenant booking fee from the first booking cannot be applied or transferred to the second.

Article 16 | User Verification, Background & Credit Checks

💡 What it means

Landlords need to verify their identity before publishing a listing. We may run background and credit checks on landlords and tenants to check their financial reliability and keep everyone safe. You consent to these checks by using Spacest.com.

16.1 Background Checks: To enhance the security and trustworthiness of the Platform, Spacest.com may conduct background checks on both Providers and Tenants. These checks are intended to prevent fraud and ensure the safety of all users. By using the Platform, users consent to such checks as part of the registration and booking process.

16.2 Providers: Publishing a listing requires successful identity verification and, where applicable, proof of ownership or authorisation to sublet.

16.3 Optional checks for Tenants: Spacest may request employment letters, enrolment certificates or credit reports; refusal may lead to booking denial.

Article 17 | Dispute Resolution and Arbitration

💡 What it means

Try to solve problems between yourselves first. If that fails you can escalate to us. All disputes that cannot be amicably resolved shall be decided by arbitration seated in Italy.

17.1 Internal escalation: If no agreement is reached either party may open a ticket with Spacest Support and supply evidence.

Article 17.A | Bank Disputes and Reimbursement Obligation

💡 What it means

If a Tenant opens a bank dispute to reverse a payment, the Provider must assist by supplying all relevant evidence. If the Tenant wins the dispute and receives a refund, the Provider must reimburse Roomless srl in full, even if their listing specified a no-refund policy.

17.1A In the event that a Tenant initiates a payment dispute (e.g. chargeback or reversal) with their bank or payment provider, the Provider shall fully cooperate by supplying to Spacest (Roomless srl) all information and documentation necessary to assess the circumstances that led to the dissatisfaction or claim.

17.2A Upon receipt of the required documentation, Roomless srl will compile and submit a formal response to the payment service provider in an attempt to contest the dispute and recover the funds.

17.3A If the dispute is resolved in favour of the Tenant and results in the refund of both the Tenant booking fee and the first month’s rent (including where it was held as a deposit), the Provider shall be obliged to reimburse Roomless srl the full amount refunded to the Tenant. This obligation applies irrespective of any cancellation or refund policies stated in the original listing.

17.4A The Provider acknowledges and agrees that the reimbursement obligation under this Article arises automatically and that Roomless srl shall have the right to recover the amount by offsetting future payouts, issuing a payment request, or initiating recovery procedures if necessary.

Article 18 | Advice for Users

💡 What it means

We recommend signing a written lease and taking out liability insurance.

18.1 Spacest.com strongly advises both Providers and Tenants to enter into a formal contractual agreement with each other. As previously mentioned, is not a party to the agreement between the Provider and the Tenant.

18.2 Tenants are advised to hold liability insurance covering damage to the Accommodation.

Article 19 | Data Privacy and Usage

💡 What it means

We collect and use user data in line with our Privacy Policy and GDPR. Data is used for transactions, website improvement, and fraud prevention. Users’ data may be shared with third parties as needed and reported to tax authorities, per DAC7.

19.1 Data Collection: collects, uses, and retains user data, including account details, transaction history, and messages, in accordance with its Privacy Policy, which complies with the General Data Protection Regulation (GDPR) and other applicable data protection laws. Users may request deletion of specific data unless retention is required by law (e.g., for compliance with tax or financial regulations). For further details, see our Privacy Policy.

19.2 Data Usage: User data is used to facilitate transactions, improve the Platform, and for fraud prevention purposes. may share user data with third-party service Providers and other entities within the group as necessary to provide services, always in compliance with applicable laws.

19.3 Reporting Obligations: In compliance with the DAC7 directive, may be required to report certain information about Providers to tax authorities. This includes details about income generated from rentals through the Platform. By using the Platform, Providers consent to the sharing of this information with the relevant tax authorities. will handle this data in accordance with applicable data protection laws, including GDPR.

Users have the right to access the data shared with tax authorities under DAC7 and may request corrections in case of inaccuracies. Requests must be submitted in writing to Spacest.com’s data protection team within 30 days of notification of DAC7 reporting.

Article 20 | Intellectual Property

20.1. Ownership of Content: All content on the Spacest.com Platform, including text, images, software, and design elements, is protected by copyright and other intellectual property laws. Users may not copy, distribute, or create derivative works based on this content without explicit permission from Spacest.com.

20.2. User-Generated Content: By uploading content to the Platform, users grant Spacest.com a non-exclusive, royalty-free, worldwide license to use, modify, and distribute this content for the purposes of operating the Platform. Users retain ownership of their content but waive any moral rights related to its use by Spacest.com.

Article 21 | Force Majeure

💡 What it means

We do everything we can to avoid unpleasant surprises, but some things are out of our control — like storms, strikes, pandemics, and so on.

In the event of Force Majeure, we’re not liable for any failure to perform our obligations under these T&Cs.

21.1. Force Majeure Events: Spacest.com is not liable for any failure to perform its obligations under these Terms and Conditions if such failure results from events beyond its reasonable control, including but not limited to natural disasters, acts of government, pandemics, strikes, or other force majeure events.

21.2. Impact on Agreements: In the event of a force majeure situation, Spacest.com will notify affected users as soon as possible and will make reasonable efforts to mitigate the impact on the services provided. Users may not claim compensation for any losses resulting from such events

Article 22 | Closing Provisions

💡 What it means

These are the legal boilerplate clauses.

22.1. Transfer of Rights and Obligations: Spacest.com reserves the right to transfer its rights and obligations under this agreement, either in full or in part, to third parties. Users will be notified of any such transfer in accordance with the communication provisions of this agreement.

22.2. Mailings and Newsletters: Spacest.com is authorized to send mailings to its users regarding side jobs, employment opportunities, and internships at Spacest.com through newsletters. Users have the option to unsubscribe from these newsletters at any time.

22.3. Applicable Law: This agreement is governed exclusively by the substantive laws of the Italian Government

22.4. Consumer Rights for Cross-Border Users: Users accessing the Platform from outside Italy may be subject to consumer protection regulations of their country of residence. If such regulations conflict with these General Terms and Conditions, the mandatory consumer protection laws of the user's country of residence shall prevail to the extent required by law. Spacest.com encourages users to consult legal advice regarding their specific rights.

22.6. Severability Clause: If any individual provision of these General Terms and Conditions is or becomes wholly or partially invalid, the validity of the remaining provisions will not be affected. The invalid provision shall be replaced by a valid provision that most closely reflects the economic intent of the invalid provision.

22.7. Communications: All declarations and communications related to the user agreement with Spacest.com must be made via email. The postal and email addresses provided by the user in their account will be used for such communications, and users are responsible for keeping their contact information up to date.

22.8. Jurisdiction: These terms and conditions will be interpreted in accordance with italian law.