Terms and Conditions

This is a comprehensive customer hotel policy for “The Epicentria” operating under the brand “The Epicentria.” The policy is drafted to ensure robust protection for the company against illegal activities, property damage, and nuisance, while clearly defining guest responsibilities and company protocols.

I. Introduction

A. Purpose and Scope

This document delineates the terms and conditions governing the occupancy and use of properties managed by The Epicentria, operating under the brand “The Epicentria” for short-term holiday rentals. It establishes the reciprocal rights, obligations, and responsibilities of both the guest and the company, aiming to ensure the safety and security of all occupants, protect company assets, and maintain a peaceful environment within residential societies where properties are located.

B. Acceptance and Binding Nature of Terms

By confirming a reservation, making any payment towards a booking, or physically checking into any “The Epicentria” property, guests unequivocally acknowledge that they have read, comprehended, and agreed to be bound by these terms and conditions. These terms collectively constitute a legally binding agreement between the guest and The Epicentria, superseding any prior understandings or representations.

II. Booking and Reservation Terms

A. Eligibility for Booking: Age and Identification Requirements

1. Age Requirement

The primary guest responsible for making the reservation and checking into the property must be at least eighteen (18) years of age. Any guest under the age of 18 must be accompanied by a legal adult.

2. Identification Requirement

It is mandatory for all guests, including accompanying individuals, to present original, valid, government-issued photo identification at the time of check-in. The company requires original, valid, government-issued photo identification.

all guests for verification and security purposes. The company reserves the right to refuse check-in if valid, original identification is not presented or appears forged or tampered with.

Table 1: Identification Document Requirements for Check-in

B. Reservation Confirmation and Payment

All reservations are deemed confirmed solely upon the successful receipt of the full payment as displayed on the booking platform or invoice. Failure to remit the entire amount prior to confirmation may result in the automatic cancellation of the booking by The Epicentria. Guests explicitly authorize The Epicentria, or its designated payment service providers, to charge their registered payment method for all fees due in connection with their booking. This includes any applicable government taxes, convenience fees, and amounts pertaining to damage reports as per the terms herein.

C. Check-in and Check-out Procedures

1. Standard Timings

• Check-in Time: 02:00 PM (14:00 hours) onwards.
• Check-out Time: 10:00 AM (10:00 hours) sharp.

2. Early Check-in / Late Check-out Policy and Charges

Early check-in and late check-out requests are subject to the availability of the property and must be pre-approved by the management of The Epicentria.

Charges for early check-in (subject to availability):

• Check-in between 08:00 AM and 02:00 PM: 50% of one night’s room rate.
• Check-in before 08:00 AM: 100% of one night’s room rate.

Charges for late check-out (subject to availability):

• Check-out between 10:00 AM and 02:00 PM: 50% of one night’s room rate.
• Check-out after 02:00 PM: 100% of one night’s room rate.

Any unauthorized late check-out beyond 10:00 AM will automatically incur charges as per the late check-out policy.

III. Guest Conduct and Property Use

A. Permitted Occupancy and Visitor Policy

1. Maximum Occupancy

Each property maintained by The Epicentria adheres to a strict maximum occupancy limit, which includes all registered guests. This limit is clearly specified at the time of booking and must not be exceeded at any time during the stay. Exceeding this limit constitutes a breach of terms and may lead to immediate termination of the booking and forfeiture of any payments or security deposits.

2. Visitor Policy (No Outside Guests)

For the paramount safety, security, and peaceful enjoyment of all residents within the society, and to prevent unauthorized gatherings or commercial activities, unregistered visitors are generally not permitted on the premises. Any exceptions for day visitors must be pre-approved in writing by The Epicentria management, and such visitors, if approved, must provide valid identification upon arrival. Overnight stays by non-registered guests are strictly prohibited.

B. Prohibited Activities and Nuisance Prevention

1. Illegal Activities

Guests are strictly prohibited from engaging in any illegal activities, criminal acts, or unlawful conduct on the premises. This includes, but is not limited to, drug use, prostitution, gambling, or any activity that violates the laws of India. Any such activity, if detected or reported, will result in the immediate termination of the guest’s stay without refund, prompt eviction from the property, and notification to the appropriate law enforcement authorities.

2. Noise and Disturbances

Guests are required to maintain reasonable noise levels at all times and to respect the peace and privacy of other residents living in the society. Loud music, shouting, slamming doors, or any other disruptive noise is strictly prohibited, especially during designated quiet hours, which are from 10:00 PM to 06:00 AM.

Table 2: Permissible Noise Levels (Residential Zone – Day/Night)

3. Unauthorized Gatherings

Large or disruptive gatherings, parties, or events are strictly prohibited without prior written consent from The Epicentria management. Violation of this policy may result in immediate eviction from the property and forfeiture of all payments made for the booking.

C. Property Care and Responsibilities

1. General Care and Cleanliness

Guests are expected to treat the property, including all furnishings, electronic equipment, fixtures, and fittings, with utmost care and respect, as if it were their own home. Guests have a duty of care to prevent damage to the property. The property must be left in a reasonably clean and tidy state upon departure, requiring only standard cleaning between reservations. Excessive cleaning, such as the removal of moldy dishes, heavily soiled carpets, or significant stains, will incur additional charges to cover the extra labor and resources required.

2. Kitchen Use Policy

Guests are permitted to utilize the kitchen facilities for light cooking only. This includes the preparation of simple meals, reheating of food, and making beverages. Activities involving strong odors, excessive smoke, deep frying, or extensive meal preparation that may require specialized cleaning or ventilation are prohibited. Guests are also permitted to order food from outside delivery services.

3. Smoking Policy

All properties managed by The Epicentria are strictly non-smoking. Smoking of any kind, including tobacco, cannabis, e-cigarettes, and vaping devices, is prohibited inside the property and within any enclosed common areas. If designated smoking areas are available, they will be clearly marked. Violation of this non-smoking policy will result in a significant cleaning fee being charged to the guest’s payment method and may lead to immediate eviction. Guests are solely responsible for ensuring their compliance with all applicable laws related to smoking.

4. Pet Policy

Pets are generally not permitted at The Epicentria properties. Any exceptions to this policy must be pre-approved in writing by management prior to booking. Registered service animals are allowed as per applicable laws, provided proper documentation is presented at the time of booking and check-in.

D. Management’s Right of Entry

The Epicentria management and authorized personnel reserve the right to enter the property at reasonable times for legitimate purposes. These purposes include, but are not limited to, routine inspection, scheduled maintenance, necessary repairs, addressing emergencies, or investigating suspected violations of these terms and conditions. Except in cases of genuine emergency (e.g., fire, water leak, suspected illegal activity) or a clear violation of policy, reasonable prior notice will be given to the guest before entry.

IV. Damage to Property and Guest Liability

A. Guest Responsibility for Damages

Guests are solely responsible for any damage to the property, its furnishings, electronic equipment, fixtures, or fittings that occurs during their stay, beyond what is considered normal wear and tear. This responsibility extends to damage caused by negligence, misuse, or intentional acts by the guest or any individuals invited onto the premises by the guest. Guests have a duty of care to use the property and its amenities responsibly.

B. Assessment and Payment for Damages

1. Reporting Damage

Guests are obligated to inform The Epicentria management immediately of any damage caused to the property during their stay, regardless of its perceived severity.

2. Damage Assessment

The cost of any damage will be assessed and calculated by The Epicentria management. This calculation will be based on the actual cost of repair, the fair market value for replacement (if repair is not feasible or practical), and any associated loss of revenue incurred due to the property being rendered unavailable for future bookings during the repair period. An itemized bill detailing the damage and the basis for the associated costs will be provided to the guest.

3. Payment for Damages and Security Deposit

Guests explicitly agree to pay for all assessed damages. The Epicentria reserves the right to charge the registered payment method for these costs. A refundable security deposit of INR 10,000 is required to be paid by the guest at the time of check-in. This security deposit will be refunded to the guest after check-out, following a thorough inspection of the property for any damages or breaches of policy. If any damages are assessed, the security deposit will be utilized first to cover these costs, and the guest will remain liable for any costs exceeding the deposit amount.

C. Company’s Rights and Recourse in Case of Damage

In the event of non-payment for assessed damages, The Epicentria reserves the right to pursue all available legal remedies to recover the costs. This includes, but is not limited to, initiating legal action against the guest and reporting outstanding debts to relevant credit bureaus, in accordance with applicable laws.

V. Cancellation and Refund Policy

A. Standard Cancellation Charges

The following cancellation charges apply to all bookings at The Epicentria, based on the time of cancellation relative to the scheduled check-in time of 02:00 PM:

Table 3: Cancellation Policy Summary

B. No-Show Policy

In the event that a guest fails to arrive at the property on the scheduled check-in date without prior cancellation (“No-Show”), the full booking amount will be charged, and no refund will be issued. The reservation will be automatically cancelled for any subsequent nights.

C. Force Majeure and Exceptional Circumstances

The Epicentria shall not be liable for any failure or delay in performing its obligations under these terms if such failure or delay is caused by circumstances beyond its reasonable control. Such circumstances, referred to as “Force Majeure Events,” include but are not limited to, acts of God, natural disasters (e.g., fire, flood, explosion, storm or other weather damage), war, civil unrest, government restrictions, widespread pandemics, or other unforeseeable events that make performance impossible or impractical.

In the event of a Force Majeure Event, the company reserves the right to modify, postpone, or cancel reservations. While no compensation will be paid for such cancellations, efforts will be made, where feasible and at the company’s discretion, to offer alternative booking dates or a credit for a future stay. Guests are strongly advised to consider purchasing comprehensive travel insurance to cover unforeseen circumstances that may necessitate cancellation.

VI. Privacy and Data Protection

A. Collection, Use, and Storage of Guest Personal Data

The Epicentria collects personal data from guests, which includes, but is not limited to, name, contact information, identification details, payment information, and reservation preferences. This data is collected for legitimate and specified purposes: confirming bookings, facilitating efficient check-in processes, ensuring guest safety and property security, processing payments, complying with legal and regulatory obligations (such as mandatory guest registration with authorities for foreign nationals), and enhancing the overall guest experience.

B. Compliance with the Digital Personal Data Protection Act (DPDP Act)

The Epicentria is unequivocally committed to complying with the Digital Personal Data Protection Act, 2023 (DPDP Act), and all other applicable privacy laws in India. All personal data collected by The Epicentria will be processed lawfully, securely, and transparently, with due regard for the rights of individuals. Guests possess specific rights concerning their personal data under the DPDP Act, including the right to access, correct, and erase their data, subject to the company’s legal obligations for data retention. The company implements robust security measures to protect personal data from unauthorized access, disclosure, alteration, or destruction. Data will be retained only for as long as necessary to fulfill the purposes for which it was collected or as mandated by law.

VII. Dispute Resolution and Governing Law

A. Process for Addressing Guest Disputes

In the event of any dispute, complaint, or grievance, guests are strongly encouraged to first contact The Epicentria management directly. The company is committed to engaging in good faith to seek an amicable and prompt resolution to any concerns. If an internal resolution cannot be reached, guests retain the right to pursue remedies available under the Consumer Protection Act, 2019, by filing a complaint with the appropriate Consumer Court or utilizing relevant online dispute resolution services.

B. Applicable Jurisdiction

These terms and conditions, and any disputes arising out of or in connection with them, shall be governed by and construed in accordance with the laws of India. Only The courts of Jaipur shall have exclusive jurisdiction to entertain any suit or proceeding arising out of these terms.

VIII. Eviction and Penalties

A. Grounds for Eviction

The Epicentria reserves the right to immediately evict any guest, terminate their booking, and retain any payments made, without refund, if the guest or any member of their party violates any of the terms and conditions outlined in this policy. Grounds for eviction include, but are not limited to:

• Refusal or failure to pay for accommodations or services rendered. 
• Engaging in any illegal activities or unlawful conduct on the premises. 
• Causing damage to the property, its furnishings, or equipment beyond normal wear and tear.
• Exhibiting disruptive, disorderly, or inappropriate behavior that disturbs the peace and comfort of other guests, residents, or staff. 
• Exceeding the maximum occupancy limit or having unauthorized visitors/outside guests on the premises. 
• Smoking inside the property or in any prohibited areas. 
• Staying beyond the agreed check-out time without prior authorization. 
• Non-compliance with identification requirements or providing false information. 

B. Eviction Procedure

In cases of policy violation, The Epicentria management reserves the right to evict guests from the premises immediately. This may include changing access to the property (e.g., electronic key cards) and removing personal belongings, in compliance with local laws. Where necessary, hotel security or law enforcement may be involved to ensure a safe and orderly process.

C. Penalties for Violations

In addition to immediate eviction and forfeiture of booking payments, guests found in violation of this policy may be subject to the following penalties:

• Damage Costs: Guests are liable for all costs associated with repairing or replacing damaged property, as detailed in Section IV.
• Cleaning Fees: Significant cleaning fees will be charged for excessive mess, stains, or odors (e.g., from smoking or prohibited cooking).
• Specific Fines:

• A minimum fee of INR 3,000.00 will be charged for cooking in a room using prohibited appliances or methods.
• Violation of the non-smoking policy will result in a significant cleaning fee.
• Forfeiture of Security Deposit: The security deposit (INR 10,000) will be utilized to cover any assessed damages, cleaning fees, or other penalties incurred due to policy violations. The guest remains liable for costs exceeding the deposit amount.
• Legal Action: For severe violations, including illegal activities or non-payment of assessed damages/penalties, The Epicentria reserves the right to pursue all available legal remedies, including reporting to law enforcement authorities.

IX. General Provisions

A. Severability

If any provision of these terms and conditions is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable, the validity, legality, and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. The invalid provision shall be deemed severed from this policy, and the remainder shall continue in full force and effect.

B. Amendments to Policy

The Epicentria reserves the right to amend, modify, or update these terms and conditions at any time, at its sole discretion, and without prior notice. The updated policy will become effective immediately upon its posting on the company’s official website or at the property. Continued use of the services or occupancy of the property after any such changes constitutes the guest’s implicit acceptance of the new terms.

C. Disclaimer of Liability

The Epicentria shall not be liable for any loss, damage, or injury to guests or their personal property, except where such loss, damage, or injury is directly and solely caused by the company’s gross negligence or willful misconduct. The company is not responsible for any issues arising from services provided by third-party vendors, including but not limited to, food ordered from outside delivery services, transportation services, or any other external services utilized by the guest.