Terms and Conditions

1. Introduction & Acceptance

2. Definitions

3. Booking Terms

3.1 How Bookings Work

• Bookings are made through the VANTIS website by selecting a Space, choosing a date and time, and providing guest details (full name, email address, and phone number).
• VANTIS does not require account registration. All booking data is collected directly through the booking form as guest information.
• Three booking modes are supported: single (one date/time slot), multi-date (multiple dates in one transaction), and monthly (30-day subscription).

3.2 Bookable Spaces

The following Spaces are available for booking through the Platform, subject to availability:

• Hot Desk — flexible seating for individual use
• Huddle Room — intimate meeting space
• The Meeting Lounge — lounge-style meeting space
• The Conference Suite — mid-sized conference room
• The Studio — sound-proofed recording studio
• Executive Meeting Room — executive-level meeting space
• Executive Boardroom — premium boardroom with dual screens

Current pricing, hourly rates, half-day and full-day discounts, and monthly rates for all Spaces are listed on the Spaces page. Prices are subject to change without prior notice. The price displayed at the time of booking checkout is the price that applies to that Transaction.

3.3 Booking Confirmation

• A Booking is only confirmed upon successful payment completion; until payment is received, the Booking remains in "pending payment" status and the time slot is not guaranteed.
• Once confirmed, the Guest receives a confirmation via the email provided during the booking process.

3.4 Coworking Desk Availability

• Hot Desk bookings operate on a daily slot-based system with a limited number of available slots per day.
• Slots are allocated on a first-come, first-served basis upon confirmed payment.
• Once all slots for a given date are filled, no further Hot Desk bookings may be made for that date.

3.5 Capacity Limits

• Each Space has a defined maximum occupancy. Guests must not exceed the posted capacity for any booked Space.
• VANTIS reserves the right to deny entry or end a session if capacity is exceeded.

4. Pricing, Payment & Taxes

4.1 Pricing Structure

• All prices are in Philippine Pesos (₱ / PHP) and are subject to change without prior notice.
• Spaces are priced on an hourly basis with volume discounts for half-day and full-day bookings. Specific rates and discount percentages are displayed on each Space's booking page.
• Monthly rates offer further discounts calculated as a percentage of the daily rate over 30 days.
• VANTIS reserves the right to adjust pricing for any Space or offering at its discretion, including admin-level price overrides on individual Transactions.

4.2 Value-Added Tax (VAT)

• A 12% VAT is applied to all Transactions in accordance with Philippine tax law.
• The VAT rate displayed at checkout is the rate applicable at the time of the Transaction.

4.3 Payment Method

• Payments are processed exclusively through PayMongo using QR Ph (QR code-based payment).
• Upon initiating payment, a QR code is generated which the Guest must scan and complete payment through their banking or e-wallet application.
• The QR code is valid for 30 minutes from the time of generation. If payment is not completed within this 30-minute window, the QR code expires, the Booking is automatically set to "expired" status, and the time slot is released.
• In the event of payment gateway delays, errors, or outages from PayMongo, the Guest's bank, or e-wallet provider, VANTIS will investigate on a case-by-case basis. If the issue is determined to be a system or third-party processing error beyond the Guest's control and is deemed refundable upon investigation, VANTIS will process a refund or offer a rebooking accordingly.

4.4 Transaction Grouping

• Multiple Bookings (e.g., multi-date bookings) may be grouped into a single Transaction, resulting in one payment for all associated Bookings.
• The discount or referral code applied to a Transaction applies to the entire group of Bookings within it.

5. Cancellation, Rebooking & Refund Policy

5.1 Cancellation Eligibility

• Cancellations are only processed in cases of system error, platform malfunction, or payment processing failure — not for changes of mind, scheduling conflicts, or other human input errors.
• If a Guest believes a system error has occurred, they must contact VANTIS at hello@vantis.ph with the Transaction details and a description of the issue.

5.2 Rebooking Policy

• If a cancellation request is made but does not qualify as a system error, VANTIS may, at its sole discretion, offer a rebooking to alternative dates, times, or spaces of equivalent value, subject to availability. A rebooking is not guaranteed.
• Rebooking requests must be made by contacting hello@vantis.ph before the original Booking's start time.
• VANTIS reserves the right to assess each request on a case-by-case basis and may decline a rebooking request for any reason.

5.3 Expired Bookings

• Bookings that remain in "pending payment" status beyond the 30-minute QR code expiration window are automatically expired and cannot be recovered.
• Guests must create a new Booking if they wish to rebook the same or a different time slot.

5.4 Completed Bookings

• Bookings that have reached their scheduled end time are marked as "completed" and cannot be cancelled, refunded, or rebooked.

5.5 Refunds

• Refunds are processed only for confirmed system errors or verified third-party payment processing failures, at VANTIS's sole discretion and upon investigation.
• If approved, refunds will be returned via the original payment method and may take 5–14 business days depending on the bank or e-wallet provider.
• VANTIS is not obligated to provide refunds for any reason other than verified system errors or confirmed payment processing failures.

5.6 No-Show Policy

• If a Guest fails to arrive for a confirmed Booking and does not contact VANTIS prior to the Booking's start time to request a rebooking or provide notice, the Booking is considered a no-show.
• No-show Bookings are non-refundable and non-rebookable. The full Transaction amount is forfeited.
• Guests who anticipate being unable to attend must contact hello@vantis.ph before the Booking's scheduled start time to discuss possible options.

6. Discount Codes

• Discount codes may be applied during checkout to receive a percentage or fixed-amount discount on the Transaction total.
• Each discount code is subject to: an expiration date (if set), a maximum usage limit (if set), and whether it is currently active.
• Only one discount code may be applied per Transaction.
• VANTIS reserves the right to deactivate, modify, or revoke any discount code at any time without prior notice.
• Discount codes cannot be combined with other discount codes; however, a discount code and a referral code may apply to the same Transaction if the system permits.

7. Referral Program

• VANTIS operates a referral program where approved creators and affiliates receive a unique Referral Code to share.
• When a Guest uses a Referral Code at checkout, the Guest receives a discount (percentage or fixed amount), and the referrer earns a commission calculated at the time of confirmed payment.
• Commission may be a percentage of the final Transaction amount or a fixed PHP amount per successful referral.
• VANTIS tracks total referrals, total commissions earned, and individual referral records for audit purposes.
• VANTIS reserves the right to modify, suspend, or terminate the referral program, change commission rates, or deactivate any Referral Code at any time.
• Abuse of the referral system (including self-referrals, fake bookings, or code manipulation) may result in immediate code deactivation and forfeiture of unpaid commissions.

8. Space Usage & Conduct

8.1 General Rules

• Guests must vacate the Space by the booked end time. Overstaying may result in additional charges at the prevailing hourly rate.
• Guests must respect the posted capacity limits for each Space.
• All equipment in the Space (4K TV screens, Apple TV, whiteboards, conference cameras such as OBSBot Tiny 2 where installed, sound systems, etc.) must be used responsibly and returned to their original state.
• VANTIS provides premium coffee, tea, filtered water, and kitchen/pantry facilities — these are shared amenities and must be used considerately.

8.2 Prohibited Conduct

• Damaging, defacing, or removing any VANTIS property or equipment.
• Exceeding posted room capacity.
• Excessive noise that disrupts other guests or tenants.
• Any illegal activity on the premises.
• Unauthorized recording or photography of other guests.
• Tampering with building security systems, CCTV, or access controls.

8.3 Liability for Damages

• Guests are financially responsible for any damage to VANTIS property, equipment, or facilities caused during their booking.
• VANTIS may invoice the Guest at the email address provided during booking for repair or replacement costs.

9. Data Collection & Privacy

• VANTIS collects the following information through the booking form: guest name, email address, and phone number.
• This data is used solely for booking confirmation, communication regarding the booking, reminders, and support inquiries.
• VANTIS does not require account registration. No passwords, login credentials, or persistent user profiles are created.
• Payment data is handled entirely by PayMongo and is not stored on the VANTIS platform.
• VANTIS uses reCAPTCHA Enterprise for security, Vercel Analytics and Speed Insights for performance monitoring, and Microsoft Clarity for user experience analytics.
• VANTIS will not sell or share guest personal information with third parties except as required by Philippine law.

10. Intellectual Property

• All content on the VANTIS platform — including text, images, branding, logos, blog articles, SEO content, design, and software — is the intellectual property of VANTIS.
• The VANTIS platform is powered by SageDynamics as its technology partner; SageDynamics is the website creator but does not own VANTIS's content or brand assets.
• Users may not copy, reproduce, distribute, or create derivative works from any VANTIS content without prior written permission.
• The VANTIS name, logo, tagline ("Elevating workspaces for those who build, create, and lead"), and all associated branding are proprietary.

11. Limitation of Liability

• VANTIS provides the Platform and Spaces on an "as-is" basis and makes no warranties regarding uninterrupted service availability.
• VANTIS is not liable for: internet connectivity issues beyond its control (despite 3 redundant ISPs), power outages affecting PBCom Tower, acts of God, government action, or force majeure events.
• In the event of PayMongo payment gateway issues, bank processing errors, or e-wallet provider outages, VANTIS will investigate each case. If the issue is confirmed to be a system-side or third-party processing error and the claim is deemed valid, VANTIS will process a refund or rebooking at its discretion (see Section 5.5).
• VANTIS's total liability for any claim related to a Booking shall not exceed the amount paid for that specific Booking.
• VANTIS is not responsible for any personal belongings left on the premises.

12. Third-Party Services

• PayMongo: All payment processing is handled by PayMongo. Guest payment data is subject to PayMongo's own terms of service and privacy policy.
• Google reCAPTCHA Enterprise: Used for bot protection and security verification.
• VANTIS is not responsible for the terms, policies, or performance of any third-party service provider, except as outlined in Section 5.5 regarding payment processing failures.

13. Contact & Support

For booking inquiries, rebooking requests, system error reports, or general support:

Social Media:

14. Governing Law & Dispute Resolution

• These Terms are governed by and construed in accordance with the laws of the Republic of the Philippines.
• Any dispute arising from these Terms or the use of VANTIS services shall be subject to the exclusive jurisdiction of the courts of Makati City, Philippines.
• Before pursuing legal action, both parties agree to attempt resolution through good-faith negotiation via hello@vantis.ph.

15. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

16. Effective Date

These Terms are effective as of February 26, 2026 and apply to all Bookings made on or after that date.