Accommodation Contract

Accommodation Terms

Article 1: Scope of Application of these Terms

1. The accommodation agreement and related contracts established by Shimanami Guest House “Cyclo no Ie” (hereinafter referred to as “the hostel”) shall be based on the provisions of this agreement. Matters not stipulated in these terms shall be governed by laws or established general practices. Nevertheless, within the scope not contrary to the purpose of these terms, laws, and customs, specific agreements may be made.

Article 2: Application for Accommodation Contract

1. The representative applying for an accommodation contract with the hostel shall provide the following information to the hostel:
(1) Names of all guests, including the representative
(2) Address and telephone number of the representative
(3) Dates of stay, including the check-in and check-out dates
(4) Distribution by gender and age group of all guests
(5) For foreign guests, nationality and passport number
(6) Other information deemed necessary by the hostel
2. If a guest makes a request to extend their stay beyond the previously agreed-upon accommodation period while already staying at the hostel, the hostel shall process it as a new application for an accommodation contract from the time the request is made.
3. Accommodation of guests under the age of 18 (including high school students) without parental consent is not permitted. Submission of a consent form from all parents or guardians is required for all guests under 18 years of age.
4. Guests below elementary school age may only stay in private rooms and are not allowed to stay in dormitory rooms (shared rooms).
5. Female-only dormitory rooms are exclusively for female guests, and entry by male guests is not allowed.

Article 3: Establishment of Accommodation Contract

1. The accommodation contract is established when the hostel accepts the application mentioned in the preceding article. However, this shall not apply if the hostel can prove non-acceptance of the application.
2. For accommodation requests involving a total of six or more beds, the accommodation fee must be paid by the date specified by the hostel. The accommodation contract shall be considered established upon confirmation of the full payment by the hostel. Until payment is confirmed, the reservation shall be treated as a provisional booking.
3. In cases falling under Articles 4 and 5, if applicable, the accommodation fee shall be allocated first to the cancellation fee and then to the indemnity, with any remaining amount refunded to the guest. However, bank transfer fees related to the refund shall be borne by the guest.

Article 4: Refusal and Cancellation of Accommodation Contract by the Hostel

1. The hostel may refuse to enter into an accommodation contract or may cancel an existing accommodation contract in the following cases:
(1) When the hostel is fully booked or lacks available rooms to accommodate the guest.
(2) When the accommodation request does not conform to the terms of this agreement.
(3) When it is evident that the guest may engage in acts that violate laws, public order, or good morals with regards to their accommodation.
(4) When the guest falls under any of the following categories as determined by the hostel: A member of an organized crime group (referred to as “organized crime group” and “member of an organized crime group” in Article 2, paragraph 2 of the Act on Prevention of Unjust Acts by Organized Crime Group (Act No. 77 of 1991)) or a quasi-member of an organized crime group or an associate member of an organized crime group, or any other antisocial force; or a corporation or other organization that is controlled by an organized crime group, where an officer of such corporation is a member of an organized crime group.
(5) When the guest is clearly identified as having an infectious disease.
(6) When the guest makes violent demands or requests that exceed reasonable levels to the hostel’s facilities or staff, or if the guest has engaged in such behavior in the past.
(7) When accommodation is impossible due to natural disasters, facility malfunctions, or other unavoidable reasons.
(8) When the guest’s actions or behavior have been deemed disruptive to other guests by the hostel.

Article 5: Cancellation of Accommodation Contract by the Guest

1. Guests may cancel their accommodation contract by notifying the hostel.
2. In the event that the hostel cancels the whole or a part of the accommodation contract due to reasons attributable to the guest, the guest shall be charged a cancellation fee.

3. In the event that a guest does not arrive at the hostel by 9:00 PM on the day of their reservation, the accommodation reservation may be considered canceled. In such cases, the cancellation fee specified in the preceding section will be charged.

Article 6: Registration for Accommodation

1. On the day of accommodation, guests are required to register the following information at the hostel’s front desk:
(1) Names of all guests, including the representative
(2) Address, telephone number, and gender of the representative
(3) Dates of stay, departure date, and age group of roommates
(4) For foreign guests, nationality and passport number
(5) Other information deemed necessary by the hostel

Article 7: Operating Hours of the Hostel

1. Guests are allowed to use the hostel’s rooms from the designated check-in time to the check-out time. Outside of these hours, neither the rooms nor the hostel’s facilities are available for use. However, for guests with consecutive stays, they may use the rooms throughout the day except for the arrival and departure dates.

Article 8: Payment of Fees

1. For accommodation contracts with 5 beds or fewer, the accommodation fee is payable in cash upon the guest’s arrival at the front desk.
2. For accommodation contracts with 6 beds or more, the accommodation fee must be paid by the date specified by the hostel through bank transfer or in cash.
3. Even if the hostel provides the guest room and it becomes available for use, the accommodation fee will be charged if the guest voluntarily chooses not to stay.

Article 9: Compliance with Usage Rules

1. Guests are required to adhere to the hostel’s usage rules.

Article 10: Responsibility of the Hostel

1. The hostel shall compensate guests for damages if the hostel or its failure to perform the accommodation contract and related contracts causes damages to the guest. However, this shall apply only in cases where the damages are attributable to the hostel’s fault and can be proven as such.
2. The hostel has taken out lodging liability insurance to handle guest damages. There may be cases where the damages suffered by the guest are not covered if they fall under the exemption clauses of the insurance contract.

Article 11: Responsibility of the Guest

1. If the hostel incurs damages due to the guest’s intentional or negligent acts, the guest shall compensate the hostel for such damages.

Article 12: Handling of Deposits and Belongings

1. Guests are responsible for managing their belongings, cash, and valuables at their own risk. The hostel shall not be held liable for loss, destruction, or any other damages incurred.

Article 13: Storage of Baggage and Personal Belongings

1. Guests may deposit or send their baggage to the hostel before check-in only during business hours. The hostel will take responsibility and store the baggage only when it has been accepted for storage. The hostel will return the baggage to the guest at the front desk during check-in.
2. The baggage storage service mentioned above is subject to an additional charge. The guest and the hostel shall enter into a separate baggage storage agreement in addition to the accommodation contract if the guest wishes to use the baggage storage service. However, guests may deposit their baggage at the hostel free of charge during the period from the arrival date to the departure date.
3. The following items cannot be accepted for storage at the hostel’s baggage storage service:
(1) Cash and valuables (securities, precious metals, important documents, design drawings, and items with a value of 300,000 yen or more, or items determined as valuables by the temporary baggage deposit user)
(2) Animals, etc.
(3) Hazardous items such as volatile or explosive materials
(4) Firearms, swords, and items that may be used for criminal purposes
(5) Perishable, odorous, or easily deteriorating items
(6) Unclean items and items that may soil or damage the storage space (warehouse)
(7) Items prohibited from possession or carriage by law or items deemed unsuitable for storage
4. In the event that the hostel incurs loss or damage to the stored items due to the hostel’s intentional or negligent acts in providing the baggage storage service, the hostel shall compensate the guest up to a maximum of 30,000 yen for such damages. However, this shall apply only in cases where the damages are attributable to the hostel’s fault and can be proven as such.
5. In the event that the following circumstances occur at the hostel’s baggage storage service, the hostel shall not be held responsible for the loss or damage to the stored items:
(1) Due to force majeure events and other unavoidable circumstances
(2) When the hostel is required by a judicial authority or other relevant public institution to seize the stored items or submit them as evidence
(3) In cases of theft
(4) In other cases where the hostel is not at fault
6. After the guest checks out, if the guest’s baggage or personal belongings are left behind at the hostel, the hostel shall take appropriate measures based on the applicable laws. When the owner of the said baggage or personal belongings is clearly identified, the hostel may, at its discretion (but not obligated to), contact the owner and seek their instructions. However, if the owner’s instructions are not received or if the owner cannot be identified, the hostel will generally dispose of the items after holding them for one week, including the day of discovery.

Article 14: Governing Language

1. These contracts are written in both Japanese and English. In the event of any inconsistency or discrepancy between the two versions, the Japanese text shall prevail in all respects.

Article 15: Use of Internet Communication

1. When using the internet communication within the hostel, users are responsible for their actions. The hostel shall not be held responsible for any damages suffered by the user due to system malfunctions or other reasons during usage.
2. In the event that the hostel or third parties suffer or are likely to suffer damages due to actions deemed inappropriate by the hostel in connection with the use of internet communication, or damages that have actually occurred, the user shall be liable to compensate for the damages up to an appropriate amount.

Article 16: Amendment of this Agreement

The hostel may change the contents of this agreement without prior notice in the case of matters not stipulated in this agreement or when deemed necessary for conducting business.

Terms of Use

The Shimanami Guesthouse “CYCLO NO IE” (hereinafter referred to as “the hostel”) has established the following terms of use to ensure the safe and comfortable use of our facilities by our customers. We kindly ask for your cooperation in adhering to these rules. Please be aware that failure to comply with these regulations may result in the denial of access to the hostel’s facilities.

1. Scope of Application

(1) These terms of use apply to all facilities of the hostel, including accommodation facilities and the entire premises (hereinafter collectively referred to as “the hostel’s facilities”), and are applicable to all visitors using the hostel. However, matters not specified in these regulations shall be governed by the accommodation contract.

2. Fire Prevention and Security

(1) Smoking is strictly prohibited in all areas of the hostel’s facilities. Smokers must use designated outdoor smoking areas.
(2) Customers are not allowed to enter employee areas, warehouses, and other facilities not intended for customer use, including the front desk area.

3. Handling of Deposits and Lost Items

(1) The storage period for deposited items is generally one week from the date of deposit. After that period, the hostel may dispose of the items. The handling of lost and found items will be in accordance with the law (Lost Articles Act).

4. Use of the Hostel’s Facilities

(1) Non-guests are not allowed to enter areas designated for guests. Non-guests may only use the first-floor cafe area and lounge during the front desk operating hours: 8:00 AM to 10:00 AM and 4:00 PM to 9:00 PM.
(2) Female-only areas, including female-only dormitories, are reserved for female guests only. Male guests are not allowed to enter these areas.
(3) The hostel’s washing and drying machines are available for use for a fee. After use, customers must promptly remove their laundry to avoid inconvenience to other users. The use of washing and drying machines is prohibited from 11:00 PM to 8:00 AM for noise prevention.
(4) The usage hours of the following facilities are as follows: Lounge, shared kitchen, hairdryer, washing machine, and drying machine: Check-in to 11:00 PM, 8:00 AM to check-out.
(5) Guests can use the hostel’s facilities from 4:00 PM on the check-in date until 10:00 AM on the check-out date. The facilities cannot be used before check-in and after check-out.

5. Code of Conduct

(1) Customers using the hostel must follow the instructions of the hostel staff. Failure to comply may result in eviction.
(2) Entry and exit within the hostel between 9:00 PM and 8:00 AM are only permitted for customers who have contracted with the hostel.
(3) Smoking is strictly prohibited throughout the hostel. Smokers must use designated outdoor smoking areas.
(4) Customers must dispose of their trash according to the hostel’s waste separation guidelines.
(5) Customers who consume alcohol in the hostel are not allowed to drive vehicles, bicycles, or engage in any other form of transportation.
(6) Bringing dangerous items or items prohibited by law into the hostel is strictly prohibited.
(7) All lights will be turned off at 11:00 PM. In private rooms, only reading lights may be used. Customers are requested to be considerate of others and avoid making noise, especially after 11:00 PM.

6. Liability

(1) The hostel shall not be liable for any disputes that arise between customers using the hostel’s facilities. Customers must resolve any issues directly with each other.

7. Other Prohibited Acts

(1) Engaging in gambling or behavior that disrupts public order within the hostel’s facilities.
(2) Behaving loudly, singing, or making noise that inconveniences other customers within the hostel’s facilities.
(3) Having an extremely unclean body or attire that may cause inconvenience to other customers.
(4) Using guest rooms for purposes other than accommodation and dining without permission from the hostel.
(5) Bringing items into the hostel’s facilities that may cause inconvenience to other customers.
(6) Modifying the hostel’s facilities, equipment, or items, including moving them to other locations without permission from the hostel. Taking them outside the hostel’s premises without permission.
(7) Distributing, posting, selling, soliciting, or conducting business activities, including distributing leaflets, signature drives, and other activities, without permission from the hostel within the hostel’s facilities.
(8) Photographing the hostel’s facilities without permission from the hostel.
(9) Copying or photographing publications found in the hostel’s facilities without permission.
(10) Using photographs and other materials taken inside the hostel for commercial purposes without permission from the hostel.
(11) Any other behavior deemed inappropriate by the hostel.

8. Information

(1) The use of the hostel’s name, “Shimanami Guesthouse CYCLO NO IE（しまなみゲストハウス「シクロの家」）”, by third parties other than the hostel is strictly prohibited.
(2) The hostel operates as a guesthouse defined under the category of simple accommodations and holds a business license for Ryokan (Japanese-style inn) operations.
(3) The handling of personal information provided by customers when using the hostel will be in accordance with the hostel’s privacy policy.
(4) The email address provided by customers when using the hostel may be used at the hostel’s discretion to send advertisements or notifications to the customer.
(5) The photographs, texts, and designs posted on the website and SNS of the hostel are owned by the hostel. Unauthorized use is prohibited.
(6) The content of these terms of use may be changed without prior notice.

9. Staff Patrols within the Hostel

(1) Male staff may conduct cleaning and patrols within the hostel. Please understand and cooperate accordingly.

Supplementary Provision: These regulations shall be effective from July 7, 2014.

End of Document