VinaBos TERMS OF USE

Version 2.0 • Updated 14/09/2026

Applicable to the VinaBos management software on the web platform and mobile application

These Terms of Use (the “Terms”) govern the access to and use of the VinaBos software provided by VinaBos Company Limited (“VinaBos”, “we” or the “Company”).

For landlords or operating businesses that subscribe to the software on a paid basis, these Terms apply together with the software service agreement and any related appendices/agreements. In the event of any discrepancy between these Terms and a signed service agreement, the provisions specifically agreed by the parties in the service agreement shall prevail to the extent permitted by law.

For staff, managers and renters who are granted accounts, accessing or using VinaBos means that the user must comply with the rules of use applicable to their role. Personal data is processed in accordance with the VinaBos Privacy Policy and applicable law.

1. Services and scope of application

VinaBos is software that supports the management of rental operations for residential housing, boarding rooms, mini apartments and serviced apartments. Depending on the service plan and the version deployed, the system may support the management of buildings, rooms/apartments, renters, co-occupants, contracts, invoices, payments, outstanding balances, income and expenses, repairs, notifications and reports.

VinaBos may be used under two models:

  • Properties operated directly by VinaBos: VinaBos is both the software provider and the lessor or manager of the property. The room/apartment rental relationship is additionally governed by the lease contract and separate agreements with the renter.

  • Properties managed by a landlord or another operator: VinaBos provides the software tool. The landlord or operator is the party that directly establishes and performs the rental relationship with the renter, unless there is a separate contract engaging VinaBos to provide management/operation services.

These Terms primarily govern the use of the VinaBos software. Property management and operation services, franchising, brokerage, the provision of amenities or other services, if any, shall be governed by separate contracts, terms or policies appropriate to each service.

VinaBos may develop additional features in the future, such as electronic contracts, online payments, amenities or service integrations. Such features shall be deemed to be provided only once VinaBos officially announces them, and shall be subject to separate applicable conditions where necessary.

2. Users and accounts

2.1. User groups

  • Software customers: landlords, businesses or operators that sign a contract to use the software and are obliged to pay service fees.

  • Authorized users: staff, managers or other individuals permitted by a software customer to access the system within the scope of the permissions granted.

  • Renters: persons renting rooms/apartments who are granted access by the operator to the features intended for renters after providing the information necessary for the rental and residence management.

2.2. Creating and using accounts

Users must provide accurate and up-to-date information to the extent necessary for creating and using an account. Renters are granted access to the application once a rental relationship has arisen and the necessary information has been completed in accordance with the operator's procedures.

Users are responsible for keeping their sign-in credentials confidential, must not make their account available to unauthorized persons, and must promptly notify VinaBos or the operator upon discovering signs that their account has been accessed without authorization.

Software customers are responsible for managing the creation, permission assignment, modification or revocation of access rights of the staff and users within their organization. VinaBos has the right to apply verification measures, restrict or temporarily lock an account when there are reasonable grounds to believe that the account is being used without authorization or poses a risk to the system.

The right to delete an account and the handling of related data are carried out in accordance with the Privacy Policy and the VinaBos account deletion procedure. Deleting a sign-in account does not automatically result in the loss of records, transactions or data that VinaBos or the operator has a lawful basis to continue retaining.

3. Service agreements, plans and payment

3.1. Agreements and service plans

Customers using the software on a paid basis must sign a service agreement with VinaBos. The service plan, scope of features, usage limits, billing cycle, price, promotions and specific commercial terms are set out in the agreement, appendices, quotations or documents confirmed by both parties.

VinaBos intends to offer monthly billing cycles and may apply discounted prices when customers pay quarterly or annually. The actual prices and promotions applied are those agreed at the time of entering into or renewing the agreement.

The price for a billing cycle that has already been paid shall not change within that cycle, unless otherwise agreed by both parties. Any price adjustment for the following cycle shall be notified or agreed in accordance with the service agreement.

3.2. Payment and renewal

In the current version, software usage fees are paid by the method specified in the agreement, invoice or payment notice issued by VinaBos. When VinaBos introduces in-app payment in the future, the corresponding payment terms will be published before they apply.

If a customer fails to pay or renew on time, VinaBos may suspend access after giving appropriate notice, unless otherwise provided in the agreement.

3.3. Cancellation, refunds and service-time credits

Customers may terminate or decline to renew the service in accordance with the conditions of the agreement. Refunds are not automatically granted in every case.

VinaBos may issue refunds, credit additional usage time, extend the service or apply other appropriate remedies when an incident occurs for which VinaBos is responsible, or in other cases agreed by both parties. The basis for handling includes the cause, the duration of the interruption, the extent of the impact, the portion of the service not yet provided and the conditions of the plan/agreement.

This provision does not limit the customer's mandatory rights under the law where the law provides otherwise.

4. Trials

VinaBos may offer a free trial period or trial promotions to certain customers. The scope of features, duration, limits and conditions of a trial program will be notified at the time it applies.

The trial version may be limited in features, storage capacity, number of users or level of support. VinaBos continues to apply reasonable measures to ensure system security, but does not commit that the trial version will offer the full service level of a paid plan.

When the trial period ends and the customer has not signed up for or activated a paid plan as agreed, the right of use may be suspended. Data after the trial period is handled in accordance with the Privacy Policy and the notice applicable to the program.

5. Data and user responsibilities

Rights to data entered into the system by customers or users are determined in accordance with the law, contracts and the lawful rights of the parties concerned. The fact that VinaBos stores or processes data in order to provide the software does not automatically make VinaBos the owner of such data.

Customers and users are responsible for:

  • Only entering, uploading or processing data that they have the right or a lawful basis to process;

  • Ensuring that the information they provide is appropriate for the intended purpose of use and not intentionally providing false information;

  • Complying with notification obligations, personal data protection obligations and other legal obligations for which they are responsible;

  • Managing the access rights of staff and users within their scope of management;

  • Not using data in the system for unlawful purposes or in a manner that infringes the lawful rights and interests of others.

For properties managed by a landlord or another operator, that party is responsible for the collection and use of renter data in the course of its own activities; VinaBos processes data to the extent necessary to provide the software, maintenance, security and technical support, and to fulfill related obligations.

For properties operated directly by VinaBos, VinaBos is responsible for the data processing activities within its scope of management in accordance with the law.

Responsibilities relating to personal data are set out in more detail in the Privacy Policy. Neither party may automatically transfer all legal liability for data to the other party where that liability arises from conduct or obligations within its own scope.

6. Prohibited conduct

  • Accessing, attempting to access or using data, accounts or features beyond the scope of the permissions granted;

  • Scanning, exploiting vulnerabilities, circumventing security mechanisms, interfering with or disrupting the operation of the system;

  • Using automated tools, programs or technical methods to collect data beyond the scope permitted by VinaBos;

  • Uploading malware, unlawful content or content that infringes the lawful rights and interests of other organizations or individuals;

  • Copying, modifying, reverse engineering, disassembling, distributing or exploiting the software contrary to the rights granted, except where mandatorily permitted by law;

  • Reselling, sub-licensing, transferring accounts or providing access to third parties beyond the scope of the agreement with VinaBos;

  • Impersonation, fraud, or using the service to commit unlawful acts or to cause harm to VinaBos, operators or other users.

7. Intellectual property rights

The VinaBos software, source code, system architecture, interface, documentation, trademarks, logos and other intellectual property owned by or licensed to VinaBos are protected by law.

During the term of the agreement or the period permitted by VinaBos, customers and users are granted a limited, non-exclusive and non-transferable right to use the software, for the proper purpose and within the scope granted.

Nothing in these Terms shall be construed as transferring ownership of the software, source code, brand or intellectual property of VinaBos to customers.

Data provided by customers/users does not become the property of VinaBos merely because it is stored in the system. Customers permit VinaBos to process data to the extent necessary to provide, maintain, secure and support the service in accordance with the agreement and the Privacy Policy.

8. Operation, maintenance and availability

VinaBos endeavors to keep the system stable and continuous to a reasonable extent. However, the service may be interrupted due to maintenance, upgrades, technical incidents, infrastructure incidents at providers, force majeure events or other causes beyond the reasonable control of VinaBos.

For planned maintenance that may significantly affect the use of the service, VinaBos will endeavor to give advance notice by appropriate means. In emergencies relating to safety or security, VinaBos may take necessary measures immediately and give notice afterwards as appropriate.

If an incident for which VinaBos is responsible causes a significant interruption, VinaBos will consider appropriate remedies such as extending the usage period, crediting service or refunding part or all of the corresponding fees, depending on the extent of the impact and the applicable agreement.

Specific service level commitments, if any, are set out in the agreement or a separate appendix.

9. Allocation and limitation of liability

9.1. General principles

Each party is responsible for its own conduct, obligations and scope of control. VinaBos is responsible for providing the software in accordance with the agreement and the law; the customer is responsible for the operation of its property, the use of the software by users under its management and the obligations arising from rental relationships to which VinaBos is not a party.

9.2. Cases in which VinaBos is not liable

To the extent permitted by law, VinaBos is not liable for damage arising mainly from:

  • Information or data entered by customers/users that is incorrect, incomplete or unlawful, or used for improper purposes;

  • Customers/users disclosing their sign-in credentials, sharing accounts without authorization or failing to take reasonable security measures;

  • Disputes in a rental relationship between a landlord/operator and a renter at a property where VinaBos only provides the software and is not a party to the lease contract;

  • Acts of third parties, infrastructure providers or events beyond the reasonable control of VinaBos, provided that VinaBos has taken reasonable measures within its scope of responsibility;

  • The customer continuing to use the software contrary to warnings or reasonable remediation instructions provided by VinaBos.

9.3. Limitation of financial liability

For customers using the software under a commercial agreement, to the extent permitted by law and unless otherwise agreed in the agreement, the total direct compensation liability of VinaBos arising from or relating to the software service is limited to the total service fees actually paid by the customer to VinaBos in the 12 months immediately preceding the event giving rise to the liability; if the period of use is less than 12 months, the limit is the total fees actually paid during the period of use.

The above limitation shall not be applied to exclude or limit liability that the law does not permit to be excluded or limited, including liability arising from intentional misconduct, fraud or other cases in which the law requires VinaBos to bear liability.

To the extent permitted by law, VinaBos is not liable for indirect damage, loss of anticipated profits or loss of business opportunities where such damage is not a direct and reasonably foreseeable consequence of a breach by VinaBos.

The parties are obliged to take reasonable measures to mitigate damage when an incident occurs. This provision does not limit the right to lodge complaints, initiate lawsuits or other mandatory rights under the law.

10. Suspension and termination of service

VinaBos prefers to discuss with the customer and give the customer an opportunity to remedy a breach before suspending or terminating the service, where the nature of the breach allows.

VinaBos may suspend or terminate all or part of access when:

  • The customer fails to pay on time in accordance with the agreement after having been given appropriate notice;

  • The customer or a user breaches these Terms or the service agreement, or uses the software beyond the scope granted;

  • There are signs of fraud, unauthorized access, unauthorized sharing/reselling of accounts or conduct that poses a risk to data, the system or other users;

  • Continuing to provide the service risks causing significant damage, compromising system security or violating the law;

  • There is a lawful request from a competent state authority;

  • In other cases provided for in the agreement or by law.

For breaches that can be remedied and do not require urgent action, VinaBos will give notice and allow a reasonable period for both parties to discuss, negotiate and remedy the breach before applying termination measures.

VinaBos may suspend immediately where necessary to protect the system, data or users, to prevent unlawful conduct or to comply with requests from competent authorities.

Upon termination of the agreement, the customer has 30 days to export its data using the features provided or to request VinaBos's assistance with data export, unless otherwise agreed in the agreement or a different period is required by law. After this period, data is handled in accordance with the Privacy Policy and the applicable retention policy.

Termination of the service does not extinguish any rights, payment obligations, compensation, confidentiality, intellectual property or other obligations that arose before the time of termination.

11. Changes to the service and these Terms

VinaBos may update the software and add or adjust features in order to improve the service, ensure security, meet legal requirements or align with its development direction.

For material changes to these Terms that affect the rights or obligations of customers, VinaBos will give advance notice by email, in the application or by other appropriate means. Where a change affects a service agreement that is still in effect, its application shall be subject to the agreement and the law.

If a change gives rise to significant new obligations or alters the nature of the agreed service, VinaBos will obtain a supplementary agreement/confirmation where required by law or by the agreement.

Continued use of the service shall not automatically be deemed consent to matters for which the law requires separate consent or agreement.

12. Privacy and personal data protection

The collection, use, storage, sharing, deletion and protection of personal data on VinaBos are described in the VinaBos Privacy Policy, which applies together with these Terms.

Where VinaBos adds new features such as online payments, electronic contracts, amenities or partner integrations that significantly change its data processing activities, VinaBos will update the relevant information and policies and complete the necessary procedures before deployment in accordance with the law.

13. Governing law and dispute resolution

These Terms and the use of the VinaBos software are governed by the laws of Vietnam.

When a dispute arises, the parties shall first seek to resolve it through good-faith discussion and negotiation. If the dispute cannot be resolved by negotiation, it shall be resolved through the mechanism agreed in the service agreement or by the competent authority in accordance with the law.

Nothing in these Terms shall be construed as limiting the right to lodge complaints, initiate lawsuits or choose a dispute resolution mechanism that the law mandatorily guarantees to a party.

14. General provisions

If any provision of these Terms is determined to be invalid or unenforceable under the law, the remaining provisions shall continue in effect to the extent possible.

Any failure or delay by VinaBos in exercising a right under these Terms shall not be construed as a waiver of that right.

Customers may not transfer the agreement, account or right to use the software to a third party without the consent of VinaBos, unless otherwise provided by law or the agreement. Any transfer by VinaBos of its rights or obligations, if any, must comply with the agreement and applicable law.

Notices relating to the service may be sent by email, through the application, by phone number or through communication channels used by the parties in the course of performing the agreement.

Contact

VinaBos Company Limited

Tax code: 0123456789

Address: 1358/28/12 Quang Trung Street, An Hoi Tay Ward, Ho Chi Minh City, Vietnam

Privacy email: info@vinabos.com

Support email: info@vinabos.com

Phone: 0918 993 459

Legal notes

These Terms have been drafted to reflect VinaBos's current operating model and the development direction confirmed as of the update date. When VinaBos introduces online payments, electronic contracts, a service-provider marketplace or significantly changes its business model, these Terms must be reviewed and updated before the new features apply.

The liability provisions are designed to allocate risk reasonably and to protect VinaBos to the extent permitted by law, but are not intended to exclude any mandatory liability under Vietnamese law. For each business customer, the software service agreement remains the key document setting out the specific price, scope of service, service level, liability, compensation and termination.