Terms of Service

Kairoi Co. OÜ · roombalance.kairoico.com · Last updated 23 September 2026

These terms govern the RoomBalance services provided by Kairoi Co. OÜ ("we", "us"). By engaging the services you agree to them.

1. What the product is

We compute answers about your own operation — your calendar, your rates, your building — and we hand back the answer together with what is needed to check it. Where a question has a right answer, a certified line states that answer for the exact files named on the certificate, as of the date named on it, and carries the proof that no other answer beats it.

We do not run your hotel. We do not sell rooms, set your prices for you, roster your staff or operate your building. We certify arithmetic about the files you give us; what is done with it is yours.

2. Business-only scope

The services are directed exclusively at businesses. By using them you confirm you act in the course of trade and not as a consumer. We contract with the hotel, the group or the owner — never with a guest.

3. Warranty — the certified number

1. Certified lines are warranted completely. If a line marked CERTIFIED fails to check against the certificate that carries it, we will void that certificate in writing and waive or refund the fee for it. That is the sole and exclusive remedy, and it is bound by the cap in §11.
2. Instance and date only. A certificate speaks for the files and the date on its face and for nothing else — not next week's calendar, not a revised rate sheet, not a building you have since altered. Calendars change; when yours does, ask again.
3. The echo is yours to check. Every certificate restates the inputs it answered. Check that restatement when you receive it: the certificate answers the files it echoes. Tell us within 14 days if the echo is not your data and we will recompute at no charge.
4. A refusal is a result. The service declines to certify inputs it cannot stand behind, and says which rows and why. A refusal is the service working, not failing, and it is not a defect.
5. Use is yours. What you do with a certified number — whom you overbook, whom you walk, how you roster, what you build — is your decision and your responsibility. We certify arithmetic about your files, not outcomes in a hotel.

4. What is not certified

Anything on a deliverable not marked CERTIFIED — context, your own restated inputs, notes, and any figure labelled an estimate, a forecast, an assumption or advisory — is provided for reference, carries no warranty, and must not be relied on as a certified statement. Advisory output in particular is a view, not a proof, and is labelled as such wherever it appears. This "as-is" treatment applies only to those lines. Certified lines are warranted completely, on purpose, and the labelling exists so you can always tell which is which.

5. Sample figures

Every worked example on this site is computed on a synthetic property and labelled as such. It is an illustration of the method, not a claim about what your hotel will earn, save or recover. Your figures come from your files.

6. Pricing and payment

Every engagement is by enquiry, and the first conversation costs nothing. This site takes no payments. There is no checkout, no stored payment method, and no subscription running against your name. Where work is billable, the price and the terms are agreed with you in writing before it is done.

Invoices are denominated in euro (EUR) and settled by bank transfer to the account named on the invoice. Invoices are due 14 days from the date of issue; late payment carries interest at the statutory rate under Estonian law. Prices are exclusive of VAT, and where VAT is chargeable it is added and shown on the invoice.

7. Cancellation and refunds

Nothing is sold from this site, so there is no order to cancel and no payment to reverse. Work begins only after a written quote has been agreed, which means a cancellation is always about an engagement rather than a transaction.

1. Before work starts, cancelling costs nothing. Tell us in writing before we begin and there is nothing to pay and nothing to pay back.
2. Once work is under way, either of us may end it in writing. We invoice the work already done and the certificates already issued, and nothing beyond that. Anything paid in advance for work not yet done is returned to you.
3. Recurring access is not a lock-in. Where an engagement includes the interface described in §8, it runs for the term and on the notice stated in your proposal, and you may give that notice without giving a reason. Ending it stops the fee; it does not stop your software. What we built for you stays yours, stays on your computers, and keeps running — as §8 says, we do not disable it and we do not hold it.
4. A wrong certified line is free, always. That is the warranty in §3 and nothing in this section narrows it. A voided certificate is waived or refunded whenever it is found to be wrong.
5. A refusal is not a charge. Where the service declines to certify inputs it cannot stand behind, there is nothing to invoice for it. You pay for certificates, not for attempts.

Raise anything of this kind with roombalance@kairoico.com. We acknowledge within 5 business days, and a refund due to you is paid within 14 days of our agreeing it, to the account the payment came from, at no cost to you.

These are business-to-business terms, as §2 sets out. The statutory rights of a consumer, including the fourteen-day right of withdrawal, do not apply to them.

8. Software we build for you

Where we build you a piece you are missing, it is delivered to run on your own computers, and it is yours to use in your business. Whatever you already run — property management system, channel manager, payments, the book — keeps working the way it works today, and what we build talks to it. Where you already price with a system of your own, we do not replace it.

What an engagement does not buy is the engines behind the answers. The measurement and optimisation engines are ours: they are not sold, not licensed for redistribution, and not transferred, and their source, methods and internal workings remain our confidential intellectual property. Where software we build for you draws on them it does so through an interface, and access to that interface is a separate agreement carrying its own recurring fee, stated in the proposal.

Because that connection is an interface rather than something welded into the code, what we build stays portable. If the interface agreement ends, the software remains yours and you may connect it to another provider of the same data, at your own cost and arrangement. We do not disable it and we do not hold it.

9. Your files

This site has no upload. Nothing you do on these pages sends us a file, and there is no account holding your history. Paperwork reaches us when you choose to send it, in whatever form you already have it. What happens to it then is set out in the Privacy Notice — including what we ask you to take out before sending.

10. Availability

The service is provided without a guaranteed level of availability, and we may change or withdraw it. Certificates already issued are unaffected: a certificate is a document you hold, and everything needed to check it is on the document itself.

11. Governing law and liability

These terms are governed by the laws of Estonia. Our aggregate liability is capped at the fees paid to us in the prior 12 months, and the sole and exclusive remedy for a failed certified line is the waiver in §3(1). Nothing in these terms limits liability that cannot be limited by law.

12. Complaints

Write to roombalance@kairoico.com. We acknowledge within 5 business days and aim to resolve the matter within 30 days. Anything not resolved that way is for the courts of Estonia.

13. Contact

Kairoi Co. OÜ · Registry code 17410529 · Sakala tn 7-2, Kesklinna linnaosa, Tallinn, Harju maakond, 10141, Estonia · roombalance@kairoico.com

This page states our terms in plain language. It is not legal advice.