Draft pending legal review
This document has been drafted but not yet reviewed by a Cyprus-qualified lawyer, and sections marked in [this style] are unfilled. It is published so hosts can see the terms they will be asked to accept. It should not be relied on as legal advice, and Portez will publish a reviewed version before charging any subscription.
1. Who we are
Portez (“Portez”, “we”, “us”) is operated by [registered company name], a company registered in Cyprus with company number [company number] and registered office at [registered address]. Our VAT number is [VAT number].
In these terms, “you” means the person or business using Portez. A “host” is someone who registers a property. A “guest” is someone staying at a property who opens its portal. A “visitor” is someone given temporary access by a host. A “provider” is an independent business offering a service — cleaning, transport, food, activities — that a guest can find through a portal.
2. What Portez is and is not
Portez is software. We give hosts a digital portal for their property, reachable by a link or QR code, that shows guests practical information and lets them find local services.
We want to be exact about what that does not make us:
- We are not the accommodation provider. We do not own, let, manage or inspect any property. The letting agreement is between the host and the guest, and we are not a party to it.
- We are not the service provider. When a guest books a clean, a transfer or an activity, the contract is between that guest and the provider. We introduce them.
- We are not a booking platform for accommodation. We do not take reservations, take payment for stays, or set prices for stays.
- We are not a travel agent or tour operator and do not sell package travel.
Why this section matters to you
This is not throat-clearing. It sets who is answerable if something goes wrong during a stay or a booked service — and in most cases that is the host or the provider, not Portez. Read section 12 with this one.
3. Accounts and eligibility
To register as a host you must be at least 18 and able to enter into a contract. Only hosts create accounts. Guests and visitors reach a portal through a link, QR code or access code issued by their host and do not create an account or a password.
You are responsible for keeping your login details secure and for everything done through your account. Tell us promptly if you think someone else has access to it.
If you register on behalf of a company, you confirm you are authorised to bind it, and “you” means that company.
4. Host obligations
By listing a property on Portez, you confirm that:
- You own the property or are otherwise entitled to let it and to grant guests access, and doing so does not breach any mortgage, lease, management agreement or building regulation binding on you.
- Where the law requires it, the property is registered and you hold a valid registration number. In Cyprus, self-service holiday accommodation must be entered in the Register of Self-Service Accommodation kept by the Deputy Ministry of Tourism before it is advertised or let, under the Regulation of the Establishment and Operation of Hotels and Tourist Accommodation Law 34(I)/2019 as amended. Operating without registration carries fines and, for continuing breaches, daily penalties.
- The information you publish to your portal — check-in details, WiFi, house rules, safety and emergency information — is accurate and kept up to date. Guests will rely on it.
- You will meet your own tax obligations on income you earn, including any commission you receive through Portez. We do not withhold or account for tax on your behalf.
- You have any consents you need to give us guest details, and you will tell your guests how their information is used.
Your registration number
Cyprus law requires a valid registration number to appear in advertising and promotion of a registered property. Portez does not check or verify registration numbers, and displaying your portal does not make a property compliant. That responsibility stays with you.
5. Guests and visitors
If you are a guest or a visitor, you reach a property portal through a link, QR code or access code your host gave you. Those are personal to you and to that stay. Do not share them — a portal can contain the WiFi password and door access details for someone’s home.
Access ends when your stay or your pass ends. The information in the portal is provided by your host, not by us, and your agreement about the property itself is with your host.
Nothing in these terms removes rights you have as a consumer under the law of the country you live in.
6. Guest services and commission
A portal may show services offered by independent providers. If a guest books one:
- The agreement for that service is between the guest and the provider. Portez is not a party to it and does not perform, supervise or guarantee the service.
- The provider is responsible for the service, for its own licensing and insurance, and for complying with the law that applies to it.
- Where a booking earns commission, that commission is paid to the host of the property whose portal was used. Portez does not take a share of service commission; we are paid through subscriptions.
- Commission is earned only on bookings we can attribute to a portal, and only once the provider has confirmed the booking was completed and not refunded or charged back.
Estimates of earnings — including anything shown by our earnings calculator — are projections based on assumptions we publish alongside them. They are not a promise of income, and actual results will differ.
Ratings and recommendations
Where we suggest places or services, those suggestions are generated from public data sources and our own ranking rules. They are not personalised advice, not paid placements unless we say so, and not an endorsement or a safety check of any business.
7. Subscription and payment
Portez is sold as a subscription. Current plans and prices are shown on our pricing section. Prices are in euro and [state whether prices include or exclude VAT].
A subscription renews automatically for the same period until you cancel. You can cancel at any time with effect from the end of the period you have paid for. We do not refund part-periods except where the law requires it.
If a payment fails we may suspend paid features after telling you. Your data is not deleted immediately — see section 13.
Your right to cancel (consumers)
If you are a consumer in the EU you normally have 14 days to withdraw from a distance contract. Where you ask us to begin providing the service immediately within that period, you may be asked to acknowledge that you lose the right to withdraw once the service has been fully performed. [Confirm with counsel how this applies to your billing model].
8. Acceptable use
You agree not to:
- Use Portez for anything unlawful, or to publish content that is unlawful, misleading, discriminatory or infringes someone else’s rights.
- Publish personal data about a guest, neighbour or anyone else without a proper basis for doing so.
- Attempt to gain access to portals, accounts or data that are not yours, or to probe, scan or overload our systems.
- Scrape or bulk-extract content, or resell access to Portez without our written agreement.
- Misrepresent a property, its registration status, or who you are.
We may suspend or remove content or accounts that breach this section. Where we can, we will tell you why and give you a chance to put it right first.
9. Content and intellectual property
You keep ownership of the content you upload — your property details, photographs, house rules and notices. You give us a licence to host, display and adapt it only so far as we need to in order to run the service for you, and that licence ends when you delete the content or close your account.
You confirm you have the rights to the content you upload, including any photographs.
We keep ownership of Portez itself — the software, the design, the name and the marks. Nothing here transfers those to you.
Some data shown in portals comes from third parties under their own licences, including map and place data from OpenStreetMap, which is used under the Open Database Licence and is attributed where it appears.
10. Personal data
How we handle personal data is set out in our privacy policy. Two points belong here because they decide responsibility:
- For your guests, you are the controller. You decide what guest information to collect and why. We process it on your instructions, as your processor.
- For your own account, we are the controller — your name, contact details, billing records and how you use the product.
Where we act as your processor we will process personal data only on your documented instructions, keep it confidential, apply appropriate security measures, help you respond to requests from individuals, and delete or return it when this agreement ends. [A separate data processing agreement should be attached and referenced here].
11. Availability and support
We work to keep Portez available, but we do not promise it will be uninterrupted or error-free, and we do not offer a service level guarantee. We may need to interrupt the service for maintenance, usually with notice.
Guest portals depend on the guest’s own internet connection and device. Hosts should not rely on a portal as the only way to give a guest safety-critical information such as emergency exits or key collection.
12. Liability
Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited. Consumers’ statutory rights are not affected.
Subject to that:
- We are not liable for the condition, safety or legality of any property, or for anything that happens during a stay.
- We are not liable for services performed by providers, or for a provider’s acts or omissions.
- We are not liable for the accuracy of information a host publishes, or for loss caused by a host publishing something wrong or out of date.
- We are not liable for indirect or consequential loss, or for lost profit, revenue, bookings, goodwill or data.
- Our total liability in any twelve-month period is limited to the subscription fees you paid us in that period. [Confirm this cap with counsel and with your insurer].
You agree to cover us against claims arising from your breach of these terms, from content you publish, or from your failure to hold a registration the law requires.
13. Ending the agreement
You can close your account at any time. We can end or suspend this agreement if you materially breach these terms and do not put it right within a reasonable period after we ask, or immediately where the breach is serious or unlawful.
When the agreement ends, guest portals for your properties stop working. You can export your property data before you close your account, and we will keep it available for a reasonable period afterwards so you can retrieve it. We keep records we are legally required to keep, such as billing records.
14. Changes to these terms
We may change these terms — for example when we add features or when the law changes. For changes that materially affect you we will give reasonable notice by email or in the product before they take effect, and you may cancel if you do not accept them. The date at the top of this page always shows when it was last changed.
15. Governing law and disputes
These terms are governed by the law of the Republic of Cyprus, and the courts of Cyprus have jurisdiction. If you are a consumer resident elsewhere in the EU, you keep the protection of the mandatory law of your own country and may bring proceedings there.
If something goes wrong, please contact us first — most things are faster to fix directly. [Add the applicable consumer alternative dispute resolution route].
16. Contact
Questions about these terms, or about anything on this page, go to info@portezliving.com, or through our contact page.
Common questions are answered on our frequently asked questions page. That page is for guidance and does not change these terms.