Terms and Conditions

You accept these Terms by creating an office or by using the service, and that forms a binding contract. Section 7 of the Electronic Transactions Act B.E. 2544 (2001) prevents a message being denied legal effect merely because it is electronic; section 8 treats information kept in a form that can be read again as satisfying a requirement of writing; section 9 treats a method that identifies the signatory, shows their approval and is reliable in the circumstances as satisfying a requirement of signature. On that footing the terms you accept, the notices we send, the documents the software produces and the consents recorded in it all have effect as written documents, and an email notice takes effect when it enters an information system outside the sender's control and can be retrieved, in line with section 13.

One thing must not be overstated. The signature images uploaded onto a lease are photographs or scans of a handwritten signature, held on private storage and served only to somebody entitled to see them. They are useful evidence that a document was signed. They are not certificate-backed electronic signatures, and we make no claim that they satisfy section 9 in any particular case. If the validity of a lease matters to you, take your own advice on how to execute it.

You must be at least twenty years old, or otherwise have legal capacity to contract, and if you subscribe for a company you must be authorised to bind it. The office is the contracting unit and must be approved before anybody in it can sign in. There are three separate sign-in areas — our administrators, owners and their staff, and the remaining account types — and an account belongs to exactly one.

The owner is responsible for every account created inside their office and everything done with it. Keep credentials confidential and tell us at once if one may have been compromised. Two things will otherwise surprise you: a permission change takes effect immediately, including in a session already open; and if you create an account and leave the password blank, the software sets a known default, so change it before handing that account to anybody. Access is withdrawn by switching sign-in off rather than by deleting an account, because deleting a person would break the documents that refer to them. And there is no tenant portal: your tenants are not given anything to log in to, and you should not tell them there is.

Track My Room is software for recording properties, buildings, floors and rooms; nightly stays and monthly tenancies; meter readings and the charges they produce; invoices, receipts and payments; leases produced from bilingual templates and signed on screen; vehicles; staff accounts and permissions; an activity log; delivery of an invoicing document to a tenant over LINE; and a public marketplace of available rooms. That is the whole of it, and every plan includes all of it. It is at least as important to say what it is not.

• Not a letting agent, property manager or booking agent. We do not find you tenants, run your building, or act for you in any dealing with an occupant.
• Not a party to any lease or stay. Under sections 537 to 571 of the Civil and Commercial Code a hire of property is a contract between the lessor and the hirer — you and your tenant. We are neither, we guarantee neither, and a dispute between you is not ours to settle. A lease produced from one of our templates is your document.
• Not a payment processor. We never touch your tenants' money. There is no online rent collection, no payment gateway, no escrow and no PromptPay QR code on a tenant invoice. Payments are recorded here after being received elsewhere.
• Not a legal, tax or accounting adviser. Nothing in the software or on our website is advice, and a lease template is a starting point rather than an opinion.
• Not a filing agent. We file nothing with the Immigration Bureau, the hotel registrar, the Revenue Department or the Office of the Personal Data Protection Committee on your behalf. Section 9 sets out what stays yours to do.
• No tenant portal. A tenant has nothing to log in to, receives nothing automatically, and is never contacted by us.

A plan is defined by three allowances and nothing else: how many properties, how many rooms and how many team members. Every plan includes every feature, so you are buying capacity, not functionality. There are forty sizes, from one property, one hundred rooms and five team members up to five properties, one thousand rooms and twenty-three team members, priced from THB 490 to THB 2,590 a month. A yearly term costs exactly eleven times the monthly price, so paying yearly is twelve months for the price of eleven. Prices are in Thai Baht, and the figure on the Choose a Plan screen is the whole figure payable for that term.

The first calendar month can be free, on the smallest plan only. It is not granted when you sign up: you press Start my free month on the Choose a Plan screen, and until you choose something you have no plan and cannot add a property. One free month per office, once, ever. When it ends nothing is charged and no email is sent; the plan simply stops granting new capacity.

When a subscription ends or lapses, nothing is deleted. Every property, room, tenant, invoice, receipt and lease stays where it was and stays usable. What stops is adding: no new property, room or team member beyond the allowance, and the same applies if you move to a smaller plan while above its allowance. Your records are yours, and holding them hostage would be an unpleasant way to sell software. A subscription belongs to one office and cannot be moved to another.

Payment is by Thai bank transfer to the account shown on the payment screen, or by scanning the PromptPay QR code on that screen. There is nothing else. We do not accept cards, we do not use a payment gateway, and no card details are collected or stored anywhere in this service. The QR image is drawn by an independent service, promptpay.io, which receives our payee identifier and the amount; our Privacy Notice records that as a disclosure to a third party outside Thailand.

After you transfer, you upload a photograph of the slip and enter the reference, and one of our administrators checks it by hand against the receiving account. A subscription is not active until that check is done. We do it during the support hours in section 14 and as promptly as we can; we do not promise a number of hours, because we have nothing in place that would let us keep that promise. If we cannot match your slip we will write to you rather than leave you wondering. Nothing renews on its own: there is no card on file and nothing we could charge if we wanted to, so when a term ends you choose a plan and pay again, or you do not.

If you are a consumer, you have a statutory right to cancel, and we grant it in full. Section 33 of the Direct Sale and Direct Marketing Act B.E. 2545 (2002) gives a consumer who buys at a distance the right to terminate by written notice within seven days of receiving the goods or services, and buying a subscription on this website is such a contract. Section 36 then requires a full refund within fifteen days of receiving that notice. Nothing anywhere in these Terms shortens, qualifies or removes that right — it is not ours to take.

How to exercise it. Send written notice within seven days of your subscription being activated. Email contact@trackmyroom.com from the address on your account, or write to 417/60, Moo 9, Nongprue, Banglamung, Chonburi 20150, Thailand. Say that you are cancelling under section 33, give the office name and the payment reference, and tell us which bank account the refund should go to. The date of your email, or of posting, is the date of the notice. We refund the full amount within fifteen days of receiving it, and you do not have to give a reason.

After the seven days. Our commercial policy sits on top of that right and never below it. Outside the window a term that has begun is not refundable, and there is no pro-rating: change plan part-way through a term and the new plan replaces the old one, with no refund or credit for the difference. There is no cancel button in the product and nothing to cancel — nothing auto-renews, so a subscription you do not renew reaches its end date and stops, and section 5 explains what that does and does not do to your records. If we suspend or replace a subscription for a reason of our own, we refund the unused part of the term.

This section is the written agreement section 40 of the Personal Data Protection Act B.E. 2562 (2019) requires between a controller and a processor, and on any question of personal data it prevails over anything inconsistent elsewhere in these Terms.

You are the controller of the personal data you enter about your tenants, guests, other occupants, vehicle keepers and staff; we are your processor for it. We are the controller of your own account and invoice data and of the security and traffic records described in our Privacy Notice. We process the data to provide the service described in section 4, for as long as your office exists. The data subjects are owners, staff, tenants, guests, other occupants including children, and vehicle keepers; the data is that listed in section 3 of the Privacy Notice, and it includes sensitive data under section 26: identity document photographs, citizenship and the gender field.

What we undertake

• To process the data only to provide the service and on your instructions, telling you if we think an instruction breaks the law.
• To limit access on our side to the people who need it, bound to confidentiality, and to keep the security measures described in the Privacy Notice, telling you honestly where they fall short.
• To use only the sub-processors named in the Privacy Notice — object storage, MailerSend, LINE Corporation, Google and promptpay.io — and to tell you before adding another, which you may object to.
• To help you answer a data subject request, and to tell you without undue delay of any breach affecting your data so you can notify inside the seventy-two hours section 37(4) allows.
• On your written request at the end of the relationship, to give you a copy of your data or delete it. There is no export screen: a person prepares the copy by hand, and section 16 explains what deletion means today.
• To give you, once a year and on reasonable notice, the information you need to satisfy yourself that we are doing the above.

What you undertake

• That you have a lawful basis under section 24 for everything you enter, and explicit consent under section 26 for identity document photographs, citizenship and the gender field.
• That you give your tenants and guests their own privacy notice under section 23 and tell them, as section 22 requires, that their data was collected from you rather than from them.
• That you obtain consent from the holder of parental responsibility where a record concerns a minor, and keep the data accurate.
• That you do not enter health data, criminal records, religious or political information, or anything else caught by section 26 beyond the three named above, including in free-text notes.
• That you are responsible for what your staff do with the access you granted them.

Each of us remains liable to a data subject for our own acts, and neither can contract out of that.

This software records information. It does not discharge a duty the law places on you as the operator of a property. We set these out because the fields and templates here will happily accept a configuration that breaks every one of them.

• The lodger register. Sections 35 and 36 of the Hotel Act B.E. 2547 (2004) require the manager of a hotel to record the particulars of every lodger and the number of lodgers in each room immediately on arrival, with the lodger's signature, to enter that in the lodger register within twenty-four hours, and to keep the register and produce it to the registrar. Recording a check-in here captures the same particulars, but it is not that register and we do not file it for you.
• The TM.30 notification. Section 38 of the Immigration Act B.E. 2522 (1979) obliges the owner, possessor, landlord, head of household or hotel manager housing a foreigner to notify the local immigration office within twenty-four hours of their arrival. There is no immigration integration anywhere in this product, so checking a guest in here notifies nobody. The fine is up to THB 2,000, and up to THB 10,000 for a hotel.
• Your own duties under the PDPA. You are the controller. The privacy notice given to your tenants, the consents you collect, the answers to their requests, your record of processing under section 39 and your security measures under section 37 are all yours. Section 8 divides the work between us; it does not move your responsibility onto us.
• VAT and tax invoicing. Whether you are VAT-registered, at what rate and under what tax identification number are figures you type into your own property settings, and we verify none of them. Section 86/4 of the Revenue Code prescribes what a valid tax invoice must contain. You are the issuer of every document this software produces, and satisfying yourself that it qualifies is your job.
• Residential leasing contract controls. If you let five or more residential units to individuals for a fee, whether or not in one building, you are a contract-controlled business under the Notification of the Contract Committee B.E. 2561 (2018). Among other things: advance rent may not exceed one month's rent; a security deposit may not exceed one month's rent; you may not vary the rent, utility or service charges during the term; you may not forfeit the deposit or advance rent; and you may not include a term waiving your own liability. The advance, deposit and late fee fields here will accept any figure you type, and typing a lawful one is your responsibility.
• Licensing. Whether your operation needs a hotel licence is a question about your building and your lettings. The daily, monthly or hybrid setting on a property here is a bookkeeping choice; it neither confers nor evidences a licence.

• Do not upload a photograph of an identity document, or record the citizenship or gender of any person, without their explicit consent.
• Do not use the LINE feature to send anybody something they have not agreed to receive, and check who is on the other end before you send.
• Do not store health data, criminal records or other sensitive information in the notes fields.
• Do not try to get around permissions, office boundaries, signed links or plan allowances, and do not probe, scrape, decompile or attack the service.
• Do not use somebody else's account or share your own, and do not use the service for anything unlawful or for anything other than genuine property management.

Unauthorised access to a computer system is an offence under the Computer-Related Crime Act B.E. 2550 (2007), quite apart from being a breach of this agreement. If you break this section we may suspend your office under section 16.

Your records are yours. Properties, rooms, tenants, guests, stays, leases, documents and images remain your property and your responsibility, and we claim no ownership of any of it. To run the service you grant us a licence — non-exclusive, royalty-free, lasting only as long as we hold the data — to store, copy, transmit, display and reformat that content for the purpose of providing the service. It has to include reformatting, because some features genuinely make new files out of your data: rendering an invoice into an image or PDF for LINE is the obvious one, and section 13 explains what happens to those files.

The platform is ours: the software, the interface, the name Track My Room, our marks and the library of lease formats we supply. You get a licence to use it for the term of your subscription and nothing more is transferred. If you send us an idea for improving the product we may use it without owing you anything.

Invoices, receipts, agreements and payment records are numbered permanently and cannot be cancelled or deleted. That is deliberate: an invoicing record that can be quietly removed is worth nothing in a dispute, so a mistake is corrected by issuing a further document saying what the correction is, the way a paper ledger is corrected rather than erased.

You are the issuer of every document the software produces. It prints the details you configured — your property, bank account, VAT flag, tax rate, tax identification number — and checks none of them. We give no warranty that a document generated here is a valid tax invoice or receipt under the Revenue Code, or that it satisfies any registrar or authority; if that matters to your business, have your accountant look at one. The immutability of these documents, with the accounting retention period that applies to them, is also a lawful ground for refusing a request to delete them.

Your tenant adds our LINE Official Account and sends their registration number to it. That links their LINE account to their record, and you can then send an invoice or receipt as text, as an image or as a PDF. Two characteristics must be accepted before you use it.

First, the image and the PDF are published to a web address that is public and permanent. It does not expire, it is not behind a password, and the file is never deleted. Anyone ever given that link can open the document, which carries your tenant's name, their room and what they were charged. We are working to replace this with short-lived links and to clear the files away after delivery. Until then, if that is not acceptable, send the message as text or do not use LINE for invoicing documents at all.

Second, the link between a LINE account and a registration number has no duplicate protection. If a second LINE account sends the same registration number it silently takes over the link, and one LINE account can hold two registration numbers, so a departing tenant or a shared family phone can end up receiving somebody else's invoice. Check who is linked before you send, and unlink on move-out. You must tell your tenants about both characteristics before switching the feature on, and their consent has to be informed by it. Delivery also depends on LINE, which is not ours: if LINE blocks a message the feature stops working, and section 19 applies.

There is no uptime guarantee. We do not offer a service level agreement, publish an availability percentage or pay service credits, because we have nothing in place that would let us measure or honour any of it. What we do undertake is to keep the service running with reasonable skill and care, to take it down for maintenance only when we must, and to tell you when something is broken.

Support is by email at contact@trackmyroom.com, through our LINE Official Account at lin.ee/Og9Qmor, or on Facebook. Our hours are Monday to Friday from 09:00 to 18:00 and Saturday from 10:00 to 16:00, Thailand time; we are closed on Sunday. There is no telephone line, no live chat, no ticketing system, no dedicated account manager and no out-of-hours cover. We answer as quickly as we can and we do not promise a number of hours.

Known limits, so you can decide with your eyes open. No tenant portal. No online rent collection and no PromptPay QR code on a tenant invoice. No rent reminders, overdue notices or automatic late fees. Invoices and receipts are not generated automatically and there is no bulk invoicing: you produce each document yourself. No reporting or analytics layer, no public API, no mobile app. Backups are not scheduled. No self-service export or deletion screen. We send no email about your subscription at all. Exactly one thing runs on a schedule: a nightly job raising each monthly tenancy's rent and meter charges, and it runs only if the server has the required cron entry.

We warrant that we will provide the service with reasonable skill and care and that it will perform substantially as described in section 4 and on our public pages. Beyond that, and beyond the rights Thai law gives you that cannot lawfully be excluded, the service is provided as it is.

This section limits what we owe you if something goes wrong. It is written to be fair and reasonable under the Unfair Contract Terms Act B.E. 2540 (1997), which makes an excessive limitation enforceable only so far as it is fair — so an unreasonable clause here would protect nobody, least of all us.

What we do not limit, and never will. Nothing in these Terms excludes or limits our liability for death or personal injury, for fraud or fraudulent misrepresentation, for wilful misconduct or gross negligence, for our own liability to a data subject under the Personal Data Protection Act, or for anything else the law does not permit us to exclude. If you are a consumer, your statutory rights, including the cancellation right in section 7, are unaffected by anything written here.

The cap. Subject to that, our total liability to you for all claims, whether in contract, in tort or otherwise, is limited to the total fees you actually paid us in the twelve months before the event giving rise to the claim. That is what you have paid for this software, and it is the honest measure of what a subscription of this size can carry.

What we do not accept. Loss of profit, revenue, expected savings or goodwill, business interruption, and any indirect or consequential loss. Nor are we liable for a lease you wrote, a document you issued, a figure you configured, a filing you did not make, the acts of your own staff and tenants, or the failure of a third-party service named in section 19. Each part of this section applies only so far as it is fair and reasonable, and if a court reads any part of it down the remainder stands.

You may stop using the service at any time, and exercise the cancellation right in section 7 where it applies. Otherwise a subscription simply runs to its end date, because nothing renews. We may suspend an office for non-payment, for use that breaks section 10, or where there is a genuine security risk; except where the risk requires us to act at once, we will tell you first, say what the problem is, and give you a reasonable chance to put it right. We will not suspend an office without a reason and we will not use suspension to force a renewal.

What happens to your data. If a subscription lapses nothing is deleted and everything stays usable; only adding new records stops. For a copy of your data, ask us and a person will prepare one, because there is no export screen. For erasure, ask us and we will tell you what we can erase and what we must keep and why — accounting records, traffic data for the ninety days the Computer-Related Crime Act requires, and anything needed for a legal claim. Records here are soft-deleted: deleting marks a record deleted and hides it rather than removing it, and a person is deactivated rather than destroyed because their documents refer to them. Genuine erasure is done by hand, on request, within the thirty days the Personal Data Protection Act allows.

We may change these Terms and our prices. Where a change is material we will give you at least thirty days notice, by email and inside the product, before it takes effect. If you do not accept a material change you may stop using the service, and if you have paid for a term you will not now use we will refund the unused part pro rata.

A price change never applies to a term you have already paid for: your plan costs what you paid for it until it ends, and a new price applies only when you next choose a plan. Continuing to use the service after a change takes effect means you accepted it; where the change concerns personal data and needs your consent we will ask separately, as section 18 of our Privacy Notice explains.

Each of us will keep the other's non-public commercial information confidential and use it only for this agreement. On your side that means our software and how it works; on ours it means your tariffs, occupancy, bank details, tenant list and everything else you would not publish. The duty continues for three years after this agreement ends, and indefinitely for a trade secret. It does not apply to information already public without a breach, already held by the recipient, independently developed, or required to be disclosed by law or by a court, and where we are compelled to disclose we will tell you unless forbidden to. Personal data is governed by section 8, not by this section.

Neither of us is in breach because of something genuinely beyond reasonable control: natural disaster, flood, fire, epidemic, war, civil unrest, an act of government, a failure of power or of the public internet, or the failure of a service we depend on. Those dependencies are worth naming, because you will notice them one at a time rather than as a general outage.

• Object storage, on which identity documents, property images and payment slips are held.
• Our email provider, MailerSend, without which verification and password reset messages do not arrive.
• The LINE Messaging API, without which nothing can be delivered over LINE.
• The PromptPay QR renderer at promptpay.io, without which the payment screen shows no code and you would transfer to the bank account instead.
• The headless browser that renders an invoice into an image or a PDF, without which the LINE image and PDF options fail while the rest of the product carries on.

The affected obligation is suspended while the event lasts. If it lasts more than thirty days, either of us may end the affected subscription and we will refund the part of the term you could not use.

Thai law governs these Terms and any dispute arising out of them. These documents are published in English and in Thai; where the two differ in meaning the Thai text prevails, because it is the Thai text a Thai court will read.

Talk to us first. Most disputes turn out to be a misunderstanding about what the software did, and thirty days of ordinary correspondence with contact@trackmyroom.com settles nearly all of them. If that fails, the courts of Thailand have jurisdiction.

If you are a consumer, you may sue us where you live. The Consumer Case Procedure Act B.E. 2551 (2008) allows a consumer to bring a consumer case in the court of their own domicile. Nothing in this section restricts that right, requires you to travel to Bangkok, or pushes you into arbitration, and any part of this clause that would have that effect does not apply to you.

Write to us at contact@trackmyroom.com, or at 417/60, Moo 9, Nongprue, Banglamung, Chonburi 20150, Thailand. We will write to you at the email address on your account and, where it matters, show the notice inside the product as well. An email notice takes effect when it can be retrieved at the address given, so keep your email address and mobile number current: a notice sent to an address you have abandoned is still a notice. Our system messages come from noreply@trackmyroom.com, which nobody reads — always reply to the contact address instead.

These Terms, our Privacy Notice and the description of the plan you bought are the whole agreement between us and replace anything said beforehand. Where they conflict, the processing agreement in section 8 comes first on any question of personal data, then these Terms, then the Privacy Notice, then the plan description, and last anything on our marketing pages.

If a court finds any part of these Terms unfair or unenforceable, it should be read down to what is fair and reasonable rather than struck out, and the rest continues; the Unfair Contract Terms Act expressly allows that. If we do not enforce something immediately we have not given it up. You may not transfer this agreement without our written consent; we may transfer it to a successor to our business on notice to you, and section 8 travels with it unchanged. Sections 8, 11, 12, 15, 18, 20 and 22 survive the end of this agreement.

For anything at all, write to contact@trackmyroom.com, or use our LINE Official Account at lin.ee/Og9Qmor or our page on Facebook. Our postal address is 417/60, Moo 9, Nongprue, Banglamung, Chonburi 20150, Thailand, and our hours are in section 14. There is no telephone number. Our contact page and the frequently asked questions may answer the question faster. Data protection questions go to the same address; until a Data Protection Officer is designated they are handled by the people responsible for the service, as section 17 of the Privacy Notice explains.

If we cannot put something right you can go outside us, and we would rather tell you how than pretend the route does not exist. The Office of the Consumer Protection Board takes complaints about consumer and direct-marketing matters, including the cancellation right in section 7. The Office of the Personal Data Protection Committee takes complaints about personal data. The Department of Business Development deals with registration matters.