1. Cancellation by Guest:

• Flexible Cancellations (up to 24-48 hours before check-in): Guests may cancel their reservation free of charge if done within 24-48 hours of check-in, depending on the hotel’s specific policy. This allows guests to adjust plans without incurring penalties.
• Non-Refundable Cancellations: In some cases, non-refundable bookings may be offered at discounted rates. If a guest cancels a non-refundable reservation, no refund will be issued, and the full booking amount will be forfeited.
• Late Cancellations or No-Shows:
  • Late Cancellation: If a guest cancels less than 24 hours before the check-in date, they will be charged one full night’s stay as a cancellation fee.
  • No-Show: If a guest does not show up at the hotel on the scheduled check-in date without prior cancellation, they will be charged the full booking amount as a no-show penalty.

2. Cancellation by Hotel (Hotel Owners’ Responsibilities):

• Hotel-initiated Cancellations: In the rare event that a hotel is forced to cancel a confirmed booking (e.g., due to unforeseen maintenance issues or overbooking), the hotel will:
  1. Offer an Alternative Accommodation: The hotel will work with Sysrooms.com to find an equivalent or better alternative accommodation for the guest.
  2. Refund: The guest will receive a full refund if an alternative accommodation cannot be arranged within a reasonable timeframe.
  3. Compensation: The hotel may also be required to provide compensation to the guest (e.g., discounted stay, free meals, etc.) depending on the nature of the inconvenience.
• Penalties for Denied Check-In: If a hotel denies check-in to a guest after the booking has been confirmed, the hotel will be penalized by Sysrooms.com. The penalty will be double the payment the hotel has received for the booking, in accordance with the guest’s confirmed reservation. This policy ensures that guests are not inconvenienced by overbookings or other issues.

3. How to Cancel a Booking:

• Guest-initiated Cancellations: Guests can cancel or modify their bookings directly from their Sysrooms.com account, or by contacting customer support. To ensure a smooth process, guests are encouraged to cancel at least 24-48 hours in advance.
• Hotel-initiated Cancellations: In the rare case that a hotel must cancel a reservation, the hotel is required to notify Sysrooms.com and the guest at the earliest opportunity. Sysrooms.com will assist in re-booking or refunding as needed.

4. Special Considerations for Longer Stays or Group Bookings:

• Group Bookings: For large group bookings or reservations made for extended stays (e.g., 7 nights or more), cancellation policies may vary. A special cancellation policy will be provided at the time of booking, which may include a longer notice period or a partial refund if canceled within a specific timeframe.
• Peak Season and Holidays: During peak seasons (e.g., festivals, holidays), cancellation policies may be stricter, with a higher penalty for cancellations closer to the date of check-in. This will be communicated to guests before they confirm their booking.

5. Cancellation and Refund Policy

For Guests:

• Flexible Cancellations: Guests may cancel bookings for a full refund if done within 48 hours of booking or 24 hours before the check-in date. If a guest fails to cancel within this window, they may incur a penalty fee (e.g., the cost of one night’s stay).
• No-Show or Late Cancellation: In the event of a no-show or cancellation within 24 hours of check-in, the guest will forfeit the entire booking amount.
• Refund Process: Any refunds due to the guest for cancellations will be processed within 5-7 business days, depending on the payment method used.

For Hotels:

• Denied Check-In: If a hotel denies check-in to a guest with a confirmed booking, the hotel will be penalized with a fee equal to double the payment received for that booking.
• Hotel Cancellations: In the event the hotel cancels a reservation, the hotel must provide the guest with an alternative accommodation or a full refund. Sysrooms.com will assist in finding a solution for both the guest and the hotel.
• Overbooking: Hotels are required to manage their bookings diligently to avoid overbookings. Failure to do so may result in penalties or suspension from the Sysrooms platform.