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.
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): 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: 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.
15.1 Standard Spacest Cancellation Policy (Tenant-Initiated)
- More than 60 calendar days before check-in date → 100% refund of the first month’s rent. Tenant booking fee is non-refundable.
- Between 59 and 30 calendar days before check-in date → 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, Spacest may apply the most tenant-favourable interpretation if the language is misleading or ambiguous. The Spacest fee is non-refundable.
15.3 Provider-Initiated Cancellations
- ≥ 60 days before check-in: No penalty (0% of first month’s rent).
- 59–30 days before check-in: 25% of first month’s rent charged as a penalty.
- ≤ 29 days before check-in: 50% of first month’s rent charged as a penalty.
If Spacest is forced to cancel a reservation and refund its service fee to the tenant due to serious issues attributable to the Landlord (e.g., poor hygiene or unsatisfactory property conditions, the Provider preventing check-in, false or misleading information in the listing), Spacest reserves the right to apply a penalty equal to 50% of the first month’s rent. The amount due will be deducted at the Provider’s next booking.
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. Some providers have very strict policies; in these cases, no refund applies even if payment is recent. The Spacest fee is non-refundable.
15.5 Cancellations Due to Misrepresentation or Uninhabitable Conditions (After Check-in)
- Mismatch with the listing (rooms, size, furniture),
- Unsafe/uninhabitable (pests, lack of essential utilities, no access),
- Already occupied or non-existent property.
Tenant must submit: written explanation, photos/videos, optional correspondence. If valid, booking is cancelled, full refund of rent and fee to Tenant, and Provider is financially liable to return rent to Spacest.com.
15.6 Refund Submission Procedure and Timing
- Send via customer care chat or e-mail to info@roomlessrent.com.
- Include user ID, booking ID, reason, and documentation.
- Receipt confirmation within 3 business days; decision within 10 business days (extendable); payout within 30 calendar days.
15.7 Exclusions — When Refunds Do Not Apply
- Personal taste or religious/ideological preferences,
- Cleanliness, neighborhood safety perception, noise, medical unsuitability,
- Minor malfunctions or differences fixable within 30 days,
- Change of plans, travel delays, illness, double booking,
- Issue not reported within 48 hours of move-in,
- Non-material differences (normal wear, newer equivalent furniture, light perception, repainted walls).
15.8 Reimbursement to Roomless srl: if funds were already disbursed to the Provider and Spacest grants a refund, the Provider must repay the refunded rent within 10 business days, regardless of the listing policy.
15.9 Rebooking and Tenant booking fee Portability: the Tenant booking fee from a cancelled booking cannot be transferred to a new booking.
Article 16 | User Verification, Background & Credit Checks
What it means
Landlords need to verify identity before publishing a listing. We may run checks on landlords and tenants to enhance safety.
16.1 Background Checks: Spacest.com may conduct background checks to prevent fraud and ensure safety. By using the Platform, users consent to such checks.
16.2 Providers: Listing publication requires identity verification and, where applicable, proof of ownership/authorisation to sublet.
16.3 Tenants: We 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. Unresolved disputes shall be decided by arbitration seated in Italy.
17.1 Internal escalation: 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 and wins, the Provider must reimburse Roomless srl in full, even if a no-refund policy was stated.
17.1A Provider must cooperate and supply documentation.
17.2A Roomless srl will contest the dispute with the payment provider.
17.3A If the dispute is resolved in favour of the Tenant, the Provider must reimburse the full amount refunded.
17.4A Recovery may occur via offset of future payouts or payment request.
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 agreement with each other. Spacest.com is not a party to that agreement.
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 may be shared as needed and reported to tax authorities per DAC7.
19.1 Data Collection: Spacest.com collects, uses, and retains user data in accordance with GDPR and other laws. Users may request deletion unless retention is required by law.
19.2 Data Usage: Data is used to facilitate transactions, improve the Platform, and prevent fraud, including sharing with service providers where lawful.
19.3 Reporting Obligations: Per DAC7, Spacest.com may be required to report certain information about Providers to tax authorities. Users may request access/correction of reported data within 30 days of notification.
Article 20 | Intellectual Property
20.1 Ownership of Content: All Platform content is protected by IP laws. Users may not copy or derive works without permission.
20.2 User-Generated Content: Uploading content grants Spacest.com a non-exclusive, royalty-free, worldwide license for operation of the Platform. Users retain ownership.
Article 21 | Force Majeure
What it means
Events beyond our control (e.g., natural disasters, government actions, pandemics, strikes) may impact services; no compensation is due for such events.
21.1 Force Majeure Events: No liability where failure results from events beyond reasonable control.
21.2 Impact on Agreements: We will notify users and mitigate impacts where possible.
Article 22 | Closing Provisions
What it means
These are the legal boilerplate clauses.
22.1 Transfer of Rights and Obligations: Spacest.com may transfer its rights/obligations; users will be notified.
22.2 Mailings and Newsletters: We may send newsletters about jobs/internships; users can unsubscribe at any time.
22.3 Applicable Law: This agreement is governed by the substantive laws of Italy.
22.4 Consumer Rights for Cross-Border Users: Mandatory consumer protection rules of the user’s country of residence prevail where required by law.
22.6 Severability: If a clause is invalid, the remainder stays effective; the invalid clause is replaced by one closest in economic intent.
22.7 Communications: All communications must be made via e-mail; users must keep their contact details up to date.
22.8 Jurisdiction: These terms will be interpreted in accordance with Italian law.
