KYOYO Stay Terms of Service
These Terms are a draft and are subject to professional review.
This English version is provided for convenience. If there is any difference between the English and Japanese versions, the Japanese version prevails, except that clauses that exist only in this English version because they apply only to customers outside Japan (such as US dollar pricing and taxes) apply in addition to the Japanese version. Read the Japanese version
About these Terms
These Terms of Service (the “Terms”) govern the use of KYOYO Stay (the “Service”), a booking service for shared facilities in dormitories, vacation rentals, and similar properties, provided by SBGG LLC (合同会社SBGG), a company incorporated in Japan (“SBGG”, “we”, or “us”). By signing up for or using the Service, the business you represent (the “Operator”) agrees to these Terms.
Who may use the Service
The Service is offered to businesses only. It is not offered to consumers. You may sign up only on behalf of a company, school, organization, or sole proprietorship that operates dormitories (such as employee, student, or worker dormitories), co-living spaces, share houses, vacation rentals, guesthouses, or similar properties, or that manages such properties on behalf of others, and you confirm that you are authorized to accept these Terms on its behalf.
The Operator pays the fees set by SBGG for each registered property.
What the Service does and does not do
The Service is a system that lets people who live in or stay at a property (“Residents and Guests”, such as dormitory residents and guests) book the property’s shared facilities, such as guest rooms, meeting rooms, BBQ areas, saunas, and parking. SBGG does not accept, broker, arrange, or act as an agent for bookings of lodging (guest rooms or residential units), and does not recruit guests.
The Operator is solely responsible for obtaining the licenses, permits, and registrations required to operate its properties (in Japan, for example, under the Inns and Hotels Act and the Private Lodging Business Act; elsewhere, under local law), for keeping guest registers and verifying guests’ identity where required, and for its own lodging and residential contracts.
Fees and billing
Fees are charged per registered property (one dormitory or one building): USD 29 per month or USD 290 per year, excluding taxes. Each property includes unlimited shared facilities, bookings, Residents and Guests, and team members. Each new Operator receives a 30-day free trial, and no fees are charged if the Operator cancels before the trial ends.
Fees are billed in advance through Stripe, our payment processor, and paid by credit or debit card. Subscriptions renew automatically at the end of each monthly or yearly billing period until cancelled. When properties are added or removed during a billing period, the fees are prorated.
Operators located in Japan are billed in Japanese yen under the Japanese version of these Terms.
Bookings by Residents and Guests
Residents and Guests book without logging in, using the URL or QR code that the Operator provides, and SBGG does not charge them for booking. Residents and Guests can cancel a booking until its start time, subject to any cancellation rules the Operator sets. Any usage fees for shared facilities are set by the Operator for each facility and are a matter between the Operator and its Residents and Guests.
Operators outside Japan can record usage fees to be settled with rent (record only) or collect them as cash on site; in either case, SBGG does not handle the money. Online collection of usage fees (through Stripe Connect) is available only to Operators located in Japan, under the Japanese version of these Terms. In that case, usage fees are paid in full directly to the payout account the Operator designates, SBGG never holds Residents’ and Guests’ money, and Residents and Guests who choose online payment also pay SBGG’s online payment service fee (4.0% of the usage fee + JPY 20).
Booking notifications are sent by email only when a Resident or Guest enters an email address (no text messages are sent). The room number, name, phone number, and email address that Residents and Guests enter are used by the Operator to manage bookings and to contact them.
Taxes
All fees exclude taxes. The Operator is responsible for all taxes, duties, and levies that apply to its purchase of the Service, including sales and use taxes, value-added tax (VAT), goods and services tax (GST), and withholding taxes, other than taxes on SBGG’s net income.
Where the reverse-charge mechanism applies, the Operator will self-assess and account for any VAT or GST due in its own jurisdiction.
Japanese consumption tax is not charged on the Service supplied to Operators located outside Japan.
If the law requires the Operator to withhold or deduct any tax from a payment to SBGG, the Operator will increase the amount it pays so that SBGG receives the full amount it would have received without the withholding or deduction.
Operators in Australia: by providing an Australian Business Number (ABN), the Operator confirms that it is registered for GST and acquires the Service for business purposes.
SBGG is not a registered issuer of qualified invoices under Japan’s consumption tax invoice system, and the invoices and receipts that SBGG issues are not qualified invoices.
The Operator’s responsibilities to Residents and Guests
If the Operator charges usage fees, it will set them out in its property rules or in the information it gives when residents move in or guests check in, and will comply with the laws and guidelines that apply to it (in Japan, for example, the rules that housing costs charged to foreign workers must not exceed actual costs and must be explained in advance, and that deductions from wages require a labor-management agreement).
The Operator is responsible for informing its Residents and Guests about the Service and about how their personal data is handled, and for making sure that its collection and use of that data through the Service is lawful.
Data we process
SBGG stores booking records and other data entered into the Service in order to provide and improve the Service. SBGG processes the personal data of Residents and Guests on the Operator’s behalf, as described in our Privacy Policy. SBGG may create statistics that do not identify any individual and use them to improve and analyze the Service.
Accounts
The Operator will keep its team members’ accounts secure, will not let third parties use them, and is responsible for all activity under them. When the person in charge changes, the Operator will hand over administrator rights to the new person and delete the previous person’s account.
Availability and liability
SBGG may suspend the Service temporarily for maintenance, system failures, or other necessary reasons. The Service is provided “as is” and “as available”, and SBGG does not guarantee that it will be uninterrupted or error-free.
Except in cases of SBGG’s willful misconduct or gross negligence, SBGG is not liable for any damage arising from overlapping bookings or from suspension of the Service.
Cancellation
The Operator may cancel at any time from the Billing screen in the admin dashboard. After cancellation, the Operator can keep using the Service until the end of the current billing period, and no further fees are charged. Fees already paid are not refunded, except for prorated adjustments when properties are added or removed.
Governing law and jurisdiction
These Terms are governed by the laws of Japan. The Tokyo District Court has exclusive jurisdiction as the court of first instance over any dispute arising out of or in connection with these Terms or the Service.
Changes to these Terms
SBGG may change these Terms when necessary. We will notify Operators of material changes in advance in the admin dashboard or by email. If the Operator continues to use the Service after a change takes effect, the Operator is deemed to have accepted the change.
Language versions
The screens for Residents and Guests are available in several languages for convenience. If there is any difference in content, the Japanese display prevails. For how this English version of the Terms relates to the Japanese version, see the note at the top of this page.
For how we handle personal data, see our Privacy Policy.