Terms of service

These terms apply when a property, company or person (you) uses Kohsta (we, us). Using the software means accepting them. If you are agreeing on behalf of a company, you are confirming you may do so.

1. What Kohsta is

Kohsta is software for the work that happens after a booking is taken: arrivals, guest registration, a guest guide, housekeeping, tours and room service, meter readings, invoices and receipts, reporting, and preparation of Thai immigration and hotel register filings.

Optional connections can exchange bookings, availability and rates with supported providers. Kohsta is not a booking engine, an accounting system of record, a legal service, a payment institution or an insurer. We provide software; the running of your property remains yours.

We may add, change or withdraw parts of the service. Where a change removes something you rely on, we will tell you before it happens.

2. Your account and your people

You are responsible for who you give access to and for what they do with it. Keep credentials to one person each, remove staff who leave, and tell us promptly if you think an account has been taken over.

You confirm that you are entitled to operate the property you set up in Kohsta, and that the guest data you put into it was collected lawfully.

3. The free trial

New properties get thirty days free. No card is taken to begin one, so nothing can be charged when it ends and there is nothing to cancel. If you carry on afterwards you choose how to pay, and a card is only held on file if you ask us to hold it.

During the trial the software is the whole software. Nothing is held back to be unlocked later.

We will write to you before the thirty days end. If you carry on, we raise an invoice for the band your property falls into. If you would rather not, tell us and that is the end of it: nothing charges automatically.

4. Price

Pricing is by capacity band — how many rooms or villas you let — and the published bands are on the homepage. A band determines the price, never which parts of the software you may use.

Units are counted as lettable rooms or villas: a room type counts as the number of rooms behind it, and a room switched off counts as nothing. If your capacity changes so that you move band, the new band applies from your next invoice, not retrospectively.

We may agree a different rate with you in writing for a particular property or group. Where we have, that agreed rate governs and the published band does not.

Prices are in Thai baht. We may change published prices; a change does not affect a period you have already paid for, and we will give you reasonable notice before it applies to you.

All published prices are inclusive of Thai VAT at the prevailing rate — the tax is worked out of the figure quoted rather than added to it — and we issue a tax invoice showing the VAT as a separate figure for every payment.

5. Invoices and payment

You may pay by card, by PromptPay, or against an invoice by bank transfer, whichever suits. Card and PromptPay payments are taken on Stripe's own hosted page, so no card number ever reaches us. A card is stored only if you choose to store one, and a stored term renews automatically only while you leave that switched on — it is off unless you turn it on, and you can remove the card at any time. Invoices come from [email protected], and billing questions should go to the same address.

Invoices are payable within the period stated on the invoice. Bank charges on a transfer are yours. Where Thai tax law requires a tax invoice or receipt for a payment, we will issue one.

If an invoice is wrong, tell us and we will correct it. Please do not treat a disputed line as a reason to leave the whole invoice unpaid.

6. Term, renewal and stopping

There is no minimum contract and no notice period. You are not signing up for a year unless you have chosen to pay for one.

• A monthly term runs month to month and stops whenever you tell us to stop it. You will not be invoiced again after that.
• An annual term runs to the end of the period you have paid for. Telling us to stop means we do not invoice you again; it does not shorten the period you already bought.

Refunds of a period paid in advance are not automatic. If your circumstances make one fair — the property closed, we changed something you depended on — write to us and we will deal with it properly rather than hiding behind this clause.

7. What happens if an invoice goes unpaid

This clause matters more than most, so it says exactly what the software does.

If an invoice is overdue, we may put your account into arrears. When we do:

• Everything a guest is holding keeps working. Stay links, printed room codes, the guest guide, registration, the payment page, invoices already issued and your public site are unaffected. A guest's arrival is not part of an argument between us and you.
• Your admin becomes read-only rather than being shut off. You and your staff can still sign in, still read every booking, guest, invoice and report, and still export your data. What is suspended is changing things, not seeing them.
• Your billing page stays available so you can see what is owed and settle it.
• Normal use resumes as soon as payment is received. Nothing is deleted while an account is in arrears.

We will write to you before an account goes read-only, and the person we write to is a human being rather than an automated dunning sequence.

8. Your data is yours

Your bookings, your guests, your invoices, your content and your photographs remain yours. We claim no ownership of them and we do not sell them, rent them or use them to build a product for somebody else.

We hold and process guest data on your instructions. Under Thailand's Personal Data Protection Act you are the data controller for your guests and we are your processor. What that means in practice is set out in the privacy policy and the data and PDPA page, and those documents form part of these terms.

You can take your data out at any time while you have an account, using the exports built into the admin — guests, bookings, TM30 workbooks, register filings, finance and accountant reports, and expenses. If you need something the exports do not cover, ask and we will help rather than making you scrape it.

When your account ends, tell us what you want done. We will provide a final export on request. We keep records we are required to keep, such as our own invoices to you, for as long as the law requires and no longer than we must.

9. Acceptable use

Do not use Kohsta to break the law, to hold data you had no right to collect, to send marketing to people who did not agree to receive it, or to store data unconnected to running your property. Do not attempt to reach another customer's data, probe or overload the service, resell access, or copy the software.

You are responsible for the content you publish through Kohsta — guide pages, photographs, descriptions, prices — including that you have the rights to it and that it is accurate.

10. Your filings are yours: TM30, ร.ร.4 and tax

Kohsta provides tools. It does not provide legal advice and it does not file on your behalf.

• For TM30, the software prepares a file in immigration's own upload format and tracks the twenty four hour deadline. The upload happens on immigration's system, by you, and you mark it filed afterwards.
• For the ร.ร.4 hotel guest register, the software keeps the register and produces the documents. Getting them to the registrar — in person, by post, or electronically where that channel is available to you — is yours. Under the Hotel Act the manager who signs the register is the person answerable for what it says.
• For tax invoices and receipts, the software issues documents in the expected form. Whether they are correct for your business, your VAT position and your accounting is between you and your accountant.

You remain responsible for your own compliance, for the accuracy of what you file, and for any penalty arising from a late or wrong filing. We will help you use the tools properly; we cannot tell you what the law requires of you.

11. Availability, support and changes

We do not offer a service level agreement or an uptime guarantee. Current availability is shown on the status page. Support is by email to [email protected], normally answered within one working day.

Occasionally the service will be unavailable for maintenance or for reasons outside our control. Where we can give notice, we will.

12. Intellectual property

The software, its design and its documentation are ours and stay ours. You get the right to use them while you have an account, for your own property's operations. That right is not exclusive and cannot be transferred without our agreement.

If you send us an idea or a suggestion, we may use it without owing you anything. We would rather have your suggestions than an arrangement in which you feel unable to make them.

13. Warranties and liability

We provide the service with reasonable skill and care. Beyond that, and to the extent Thai law allows it, it is provided as it is: we do not warrant that it will be uninterrupted or error-free, or that it will make you compliant with any particular law.

Neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings. Our total liability arising out of this agreement in any twelve month period is limited to the fees you paid us in the twelve months before the claim arose.

Nothing in these terms excludes or limits liability that cannot lawfully be excluded or limited, including for fraud or for death or personal injury caused by negligence.

14. Ending the agreement

You may stop at any time, as set out in clause 6. We may end the agreement on reasonable notice, or immediately if you materially breach these terms and do not put it right within a reasonable period after we ask, or if you become insolvent.

Ending the agreement does not cancel amounts already due. Clauses 8, 12, 13 and 16 survive it.

15. Changes to these terms

We may change these terms. If a change materially affects you, we will tell you before it takes effect and you may stop using the service if you do not accept it. Continuing to use Kohsta after a change has taken effect means accepting it.

Every version carries the date it was last updated, at the top of this page.

16. Governing law and courts

This agreement is governed by the law of the Kingdom of Thailand, and the courts of Thailand have exclusive jurisdiction over any dispute arising out of it.

Before either of us goes near a court, we would much rather you wrote to us.

17. Who you are contracting with

Kohsta is the platform described on this site. Notices to us should go to [email protected]; billing notices to [email protected].

Registered name

AW Code Company Limited

Company registration number

0205557033660

Registered address

244/127-128 Moo 6, Nong Prue, Bang Lamung, Chon Buri 20150, Thailand

Taxpayer identification number

0205557033660