POLICIES

Download the RoomLinks' Agent Agreement for room owners

Visit the FAQ page for answers to common questions regarding our policies

Standard Rental Agreement

The following Agreement is hereby undertaken by the Renter for the purposes of renting space with [Owner] of [Address] (the “Owner”) and shall be binding until all commitments outlined in this agreement have been met. Owner has appointed RoomLinks as its agent to handle customer service as it relates to compensation within the bounds of this Agreement.

The Renter (and, by extension and where applicable, anyone Renter gives access to the premises) hereby agrees to following:

The full rental amount will be charged at the time of booking.
The space will be made available only during the times booked. Renter must vacate the space immediately at the end of the rental (if Owner admits Renter late, the full time will be given).
Renter will not exceed the person capacity of the space as per the online listing.
Owner must ensure look and layout is congruent with RoomLinks’ listing prior to admittance (if it isn't see “Compensation” below) and, assuming it is, Renter agrees to accept the space in its “as is” condition with all faults, without option for adding services or modifying the space in any way.
The space will be left in the same condition as before the rental. Owner will charge Renter for any damages to the room, its furnishings or decor, sustained during the use of the space.
Any spills must be cleaned immediately with clean water and dried with clean towels. No cleaning chemicals may be used.
No signs, decorations, or other items may be used or added to the building or the space.
Any presentation equipment brought by Renter must be approved before use.
Renter will not sub-rent the space to any third party.
Renter will not alter thermostats or tamper with electric panels.
Renter will not engage in unlawful activities on the premises.
Renter will not disrupt persons or activities in adjacent areas.
Renter will only book the space through RoomLinks and not attempt to book directly from the Owner.
Renter asserts that they are over the age of majority.
No smoking is allowed in any part of the building.
No alcohol may be sold or consumed in any part of the building.
Owner is not responsible for damaged, lost or stolen items.
Owner will not be held liable for any personal injuries sustained on the premises.
Owner retains the right to evict, without prior notice, Renters who do not adhere to the above conditions.

CANCELLATION POLICY:

Cancellation notice of 7 days or less before the rental date (including no-show) will be subject to the full rental price, no refund will be given. If 8 to 14 days notice is given Renter will receive a 50% refund on their booking. Notice of more than 14 days will be given a full refund.

Notice received after 5pm, on weekends or statutory holidays will be counted as having been received on the following business day.

COMPENSATION:

Should the room not sufficiently match the information and/or pictures in the online description, including but not limited to decor, maintenance, or equipment, Renter will receive a refund of up to 50% of the rental fee. For RoomLinks to dispense compensation Renter must fill out a Grievance Form (supplied by Owner), have it signed by Owner, and supply it (mailed, faxed, or scanned and emailed) to RoomLinks within 30 days.

Should Owner need to cancel a booking, and RoomLinks can not supply a suitable replacement Renter shall receive a refund. If Renter receives 7 or fewer days notice, or if Renter arrives and is not granted access to the space, Renter will be refunded, as well as receive a free rental; if 8 to 30 days notice is given, Renter will be refunded as well as receive 50% off their next booking.

If changes are made to the space or an appointment must be cancelled by Owner, and RoomLinks can find a suitable replacement, Renter will receive: 30% off the booking if less than 7 days notice is given; 15% off if 8 to 14 days notice is given.

Notice received after 5pm, on weekends or statutory holidays will be counted as having been received on the following business day.

INDEMNIFICATION:

Renter shall indemnify, defend and save harmless the Owner, its officers, agents (RoomLinks) and employees from and against any and all loss, cost (including attorneys’ fees), damage, expense and liability (including statutory liability and liability under workers’ compensation laws) in connection with claims, judgments, damages, penalties, fines, liabilities, losses, suits, administrative proceedings, arising out of any act or neglect by Owner, its agents, employees, contractors, licensees, invitees, representatives, in, on or about the premises. This indemnity shall survive the termination of this Agreement. Renter hereby releases Owner from any and all liability or responsibility to Renter or anyone claiming through or under Renter by way of subrogation or otherwise for any loss or damage to equipment or property of Renter.

By making the appointment you agree to be bound by the terms and conditions of this Agreement.

Privacy Policy:

RoomLinks respects each individual’s right to personal privacy. We will collect and use information through our web site only in the ways disclosed in this statement. This statement applies to information collected for RoomLinks through this website, as well as through the online scheduler Appointment Quest. Appointment Quest has their own privacy policy, which you can read here.

Information Collection

RoomLinks only collects information through customer accounts created in Appointment Quest. This information can include your e-mail address, name, company name, postal address, telephone number, and credit card information, as applicable.

Registration

Before booking appointments, users must provide their contact information, credit card number, and choose a user name and password. It is important that the address provided in the contact information be the same as the billing address of the credit card used. No information is collected on those simply looking at availability, but do not wish to book.

Termination

Users can terminate their account by going to “My Profile” after logging in and choosing “Terminate User Account”.

Information Use

RoomLinks and the companies it represents will have access to your information for billing purposes (security verification), as well as contacting you when it is essential to service operations, or when replying to your service and support requests. You may opt-out of this communication only by terminating your account, as long as there are no fees owing.

RoomLinks does not disclose any user information for third party use, and you will not receive any unnecessary communication from RoomLinks or the companies it represents. The only instance where your information will be disclosed to a third party will be when required by law.

Information Security

All user information is stored on Appointment Quest servers. Sensitive information such as credit card numbers are only available to RoomLinks, not to the companies it represents. When entering user information in Appointment Quest, you will notice the lock in the corner of your browser is closed, indicating you are on a secure site, using the best encryption software in the industry - Secure Socket Layer (SSL). You can read more about Appointment Quests information security in their privacy policy .

No Cookies

Neither RoomLinks nor Appointment Quest use “cookies” which are data packets placed on your computer to help collect user information. If you have cookies disabled on your web browser, you will still be able to use all services available.

Web Links

RoomLinks’ web site contains links to other sites, who have their own privacy policies. RoomLinks’ privacy policy does not extend to these web sites.

Agents

Payments are handled through Verisign one of the leading payment gateways on the internet which handles transactions for thousands of companies. Verisign does not retain, share, store or use personally identifiable information for purposes other than processing credit card transactions. You can read Verisign’s privacy policy here.

Notification of Changes

RoomLinks will post changes to this privacy policy, as well as make a note on the home page should we ever need to change the way we collect or use information. Notice will be posted for 30 days before changes take place. Users are encouraged to periodically review this privacy statement to keep up to date on how their information is being used.

Questions

If you have any questions or suggestions regarding this privacy statement, you can contact us at:

e. info@roomlinks.ca
t. 604.910-5465