GENERAL TERMS AND CONDITIONS
TOURIST AND TEMPORARY RENTALS
(SHORT-TERM AND MID-TERM RENTALS)

These terms and conditions govern the contractual relationship between Kibilù Srl (“Kibilù”) and the Client/Guest (“Client”) regarding the temporary use of furnished residential units for exclusively temporary and non-residential purposes.

These contractual conditions refer to the reservation made by:

#guest_last_name #guest_first_name, born on #date_of_birth in #place_of_birth, nationality #nationality, identified through #document_type no. #document_number,

for the property located at #address, under the following conditions:

Check-in: #arrival
Check-out: #departure
Total nights: #nights
Stay amount: € #total_price
Tourist tax (if applicable): € #total_city_tax

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# 1. Subject of the Agreement

Kibilù grants the Client temporary use of the above-mentioned furnished property for temporary residential purposes only.

This agreement regulates:

* short-term rentals (<30 days), including OTA platforms (Airbnb, Booking.com, Vrbo, Expedia, etc.);
* temporary and mid-term rentals (>30 days).

The stay does not constitute a hotel service and does not grant any right of permanent residence or domicile.

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# 2. Reservation and Conclusion of the Agreement

2.1 Reservations may be made through:

* the official Kibilù website;
* OTA platforms;
* direct contact;
* authorized partners.

2.2 Kibilù will provide a booking summary including:

* selected property;
* duration of the stay;
* applicable amounts;
* any security deposit;
* maximum number of guests;
* payment methods;
* any additional conditions.

2.3 Payment of the deposit or balance constitutes full acceptance of these contractual conditions.

2.4 The agreement shall be considered concluded upon receipt of payment.

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# 3. Payments

3.1 The deposit constitutes a confirmation deposit pursuant to Article 1385 of the Italian Civil Code.

3.2 The balance must be paid before check-in unless otherwise agreed in writing.

3.3 No refunds shall be granted in case of early departure unless specifically agreed.

3.4 Unless otherwise specified, ordinary consumption of water, electricity, gas, and Wi-Fi is included in the price.

3.5 For stays longer than 30 days, Kibilù may request reimbursement for excessive utility consumption.

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# 4. Security Deposit

4.1 Kibilù may require a security deposit to guarantee:

* the property;
* furnishings and equipment;
* possible damages;
* unpaid financial obligations.

4.2 The deposit shall be refunded after inspection of the property.

4.3 Any damages exceeding the security deposit amount shall be charged separately.

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# 5. Duration of the Stay

5.1 The stay automatically ends on the scheduled check-out date.

5.2 Any extension must be agreed upon in writing.

5.3 Extensions do not alter the temporary nature of the agreement.

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# 6. Replacement of the Property

6.1 In the event of technical issues, maintenance problems, or force majeure, Kibilù may offer:

* an equivalent or superior property;
or
* reimbursement of the amounts paid.

6.2 The Client shall not be entitled to any additional compensation.

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# 7. Check-in, Identification and Check-out

7.1 Check-in may take place:

* in person;
* through self check-in;
* via authorized digital systems.

7.2 All guests must be identified in accordance with applicable laws.

7.3 The Client is responsible for the accuracy of the provided documents.

7.4 Uncommunicated delays may result in additional charges.

7.5 Unless otherwise specified:

* check-in starts from 4:00 PM;
* check-out must take place by 10:00 AM.

7.6 Delays in vacating the property may result in additional charges.

7.7 Any access-related issues must be reported exclusively to Kibilù official contacts.

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# 8. Client Obligations

The Client agrees to:

* use the property with due care;
* respect the maximum number of authorized guests;
* comply with condominium regulations;
* respect public and condominium quiet hours;
* respect quiet hours from 10:00 PM to 7:00 AM;
* avoid shouting, excessive noise, or disturbing behavior;
* properly use common areas;
* avoid gatherings or prolonged stays in common areas;
* avoid disturbing other residents;
* not ring other residents regarding access issues;
* contact only Kibilù for assistance;
* not sublet the property;
* not duplicate or share keys, access codes, or devices;
* carefully safeguard keys and access codes;
* correctly separate and dispose of waste;
* promptly report any issue or anomaly;
* financially compensate for any damages caused;
* ensure that accompanying guests fully comply with this agreement.

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# 9. Access to the Property by Kibilù

9.1 Kibilù may access the property for:

* maintenance;
* technical needs;
* emergencies;
* safety checks;
* agreed inspections.

9.2 For stays longer than 30 days, except in emergencies, access shall take place with prior notice.

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# 10. Reports and Condition of the Property

10.1 Any reports regarding:

* cleanliness;
* maintenance;
* anomalies;
* equipment;

must be communicated within 2 hours from check-in and supported by photographic evidence.

10.2 In the absence of reports, the property shall be deemed accepted in proper condition.

10.3 Where possible, Kibilù undertakes to intervene within reasonable timeframes to resolve reported issues.

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# 11. Prohibitions

It is prohibited to:

* smoke inside the property;
* organize parties or events;
* disturb condominium quiet hours;
* improperly use common areas;
* leave condominium doors or gates open;
* leave waste in common areas;
* host undeclared guests;
* use the property for unlawful or unauthorized purposes;
* use the property for commercial purposes without prior written authorization.

11.1 Violation of the smoking ban entails a minimum penalty of €300 in addition to any greater damages.

11.2 Violation of condominium rules or coexistence regulations may result in immediate termination of the stay.

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# 12. Termination of the Agreement

Kibilù may immediately terminate the agreement in case of:

* non-payment;
* unauthorized guests;
* improper use of the property;
* violation of condominium rules;
* dangerous or unlawful behavior;
* serious disturbance of the peace.

In such cases, the Client must immediately vacate the property without any right to refund.

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# 13. Limitation of Liability

13.1 Kibilù shall not be liable for:

* temporary service interruptions;
* technical malfunctions;
* internet connection issues;
* weather-related events;
* acts attributable to third parties;
* force majeure events.

13.2 Kibilù shall not be responsible for:

* theft;
* loss of personal belongings;
* items left in the property after check-out.

13.3 Any liability of Kibilù shall in any case be limited to the amount paid for the stay.

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# 14. Security and Access Systems

14.1 Kibilù uses access systems such as:

* keys;
* keyboxes;
* digital codes;
* smart systems;
* authorized electronic platforms.

14.2 The Client acknowledges that the properties are not staffed hotel facilities.

14.3 Kibilù shall not be held liable for unauthorized access not caused by wilful misconduct or gross negligence.

14.4 Any anomaly must be immediately reported to customer service.

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# 15. Official Communications and Payment Security

15.1 Kibilù communicates exclusively through:

* official email addresses;
* OTA platform chats;
* official WhatsApp numbers;
* the official website.

15.2 Kibilù never requests payments through unofficial external links.

15.3 The Client is responsible for verifying the authenticity of received communications.

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# 16. Privacy

Personal data shall be processed in accordance with:

* Italian Legislative Decree 196/2003;
* EU Regulation 2016/679 (GDPR).

Full privacy policy available at:

https://drive.google.com/file/d/18AawGLYYtarsvqMqemoR4j5y0oMqeA3F/view?usp=drive_link

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# 17. Applicable Law and Jurisdiction

17.1 This agreement shall be governed by Italian law.

17.2 Any dispute shall fall under the jurisdiction provided by applicable law.

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# 18. Acceptance of the Agreement

The Client declares:

* to have fully read this agreement;
* to understand its content;
* to fully accept its conditions.

Acceptance may occur through:

* handwritten signature;
* electronic signature;
* digital checkbox acceptance;
* self check-in procedures.

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# 19. Official Kibilù Contacts

24/7 multilingual customer support:

+39 375 575 9965
+1 740 5600 770

Email: [[email protected]](mailto:[email protected])

Official website: [www.kibilu.com](http://www.kibilu.com)

INFORMATIVA SULLA PRIVACY
per gli Ospiti delle strutture gestite da Kìbilù Srl
ai sensi dell'art. 13 del Regolamento (UE) 2016/679 (GDPR)
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PRIVACY NOTICE
for guests of properties managed by Kìbilù Srl
pursuant to Article 13 of Regulation (EU) 2016/679 (GDPR)


Titolare del trattamento / Data Controller Kìbilù Srl – Via Dei Pellegrini 22, 20122 Milano – P.IVA 09228560968
Responsabile Protezione Dati (DPO) Michele Serafini
Contatti DPO Tel. 366 911 2492 | Email: [email protected]
Riferimento normativo Regolamento (UE) 2016/679 – GDPR | D.Lgs. 196/2003 e ss.mm.ii.
 
── ITALIANO ──
1. CHI SIAMO E COME CONTATTARCI
Kìbilù Srl (di seguito "Kìbilù"), con sede in Via Dei Pellegrini 22, 20122 Milano, P.IVA 09228560968, è il Titolare del trattamento dei Suoi dati personali.
Per qualsiasi informazione relativa al trattamento dei Suoi dati personali o per esercitare i Suoi diritti, può contattare il Responsabile della Protezione dei Dati (DPO):
Michele Serafini – Tel. 366 911 2492 – Email: [email protected]
2. QUALI DATI TRATTIAMO
In relazione al Suo soggiorno presso le strutture gestite da Kìbilù, trattiamo le seguenti categorie di dati personali:
• Dati anagrafici: nome, cognome, data e luogo di nascita, nazionalità, sesso
• Dati di contatto: indirizzo email, numero di telefono
• Documenti d'identità: tipo di documento, numero, ente emittente, data di scadenza
• Dati di prenotazione: date di soggiorno, numero di ospiti, importi pagati
• Dati di pagamento: estremi della transazione (non conserviamo i dati completi della carta)
• Comunicazioni: messaggi scambiati tramite piattaforme OTA, email o WhatsApp
• Dati di accesso: codici temporanei di accesso all'immobile (self check-in); per immobili selezionati: nome e cognome comunicati a Vikey S.r.l. per la generazione delle credenziali di apertura serratura elettronica
• Dati di comunicazione testuale: messaggi scambiati con il chatbot AI (Chatbase)
• Dati vocali: voce e trascrizione delle chiamate all'assistente telefonico AI (+17405600770, Twilio)
3. PERCHÉ TRATTIAMO I SUOI DATI (FINALITÀ E BASI GIURIDICHE)
Finalità Base giuridica (art. 6 GDPR) Conservazione
Esecuzione del contratto di locazione breve Art. 6.1.b – esecuzione contratto 12 mesi dal check-out
Comunicazione dati alla Questura (obbligo di legge – art. 109 T.U.L.P.S.) Art. 6.1.c – obbligo legale Secondo normativa PS (min. 5 anni)
Comunicazione ISTAT / Regione (statistica turistica) Art. 6.1.c – obbligo legale Secondo normativa regionale
Self check-in e accesso all'immobile (incl. Vikey per immobili selezionati) Art. 6.1.b – esecuzione contratto 30 giorni dal check-out
Assistenza tramite chatbot AI (Chatbase) – messaggi testuali Art. 6.1.b – esecuzione contratto 12 mesi dal check-out
Assistenza telefonica tramite assistente vocale AI (Twilio) – chiamate al +17405600770 Art. 6.1.b – esecuzione contratto 30 giorni dal soggiorno
Assistenza durante il soggiorno Art. 6.1.b – esecuzione contratto 12 mesi dal check-out
Adempimenti fiscali (tassa di soggiorno) Art. 6.1.c – obbligo legale 10 anni (obblighi tributari)
Sicurezza delle strutture e prevenzione frodi Art. 6.1.f – interesse legittimo 6 mesi

4. CON CHI CONDIVIDIAMO I SUOI DATI
I Suoi dati possono essere comunicati alle seguenti categorie di destinatari:
• Autorità di Pubblica Sicurezza (Questura) – obbligo di legge
• ISTAT e Regione – per fini statistici obbligatori
• Comuni – per la tassa di soggiorno
• Piattaforme OTA (Airbnb, Booking.com, ecc.) – nella misura in cui originano la prenotazione
• Fornitori di servizi tecnologici (PMS, cloud) – nominati Responsabili ex art. 28 GDPR
Vikey S.r.l. (vikey.it, Italia) – sistema di self check-in e serratura elettronica per immobili selezionati: riceve solo nome e cognome dell'ospite; Responsabile del trattamento ex art. 28 GDPR
• Chatbase (chatbase.co, USA) – fornitore del chatbot AI per comunicazione testuale: SCC + DPA
• Twilio Inc. (twilio.com, USA) – fornitore del servizio di telefonia AI (+17405600770): SCC + DPA
• Consulenti professionali (commercialista, legale) – vincolati da obblighi di riservatezza
I Suoi dati non vengono venduti né ceduti a terzi per finalità di marketing.
5. TRASFERIMENTI FUORI DALL'UNIONE EUROPEA
Alcuni fornitori tecnologici di cui ci avvaliamo hanno sede negli Stati Uniti. I trasferimenti verso tali Paesi avvengono esclusivamente sulla base di Clausole Contrattuali Standard (SCC) approvate dalla Commissione Europea con Decisione 2021/914/UE:
• Google LLC (USA) – Google Drive, Workspace: SCC + DPA
• Dropbox Inc. (USA) – archiviazione cloud: SCC + DPA
• Meta Platforms (USA) – WhatsApp Business: SCC + DPA
• Vikey S.r.l. (Italia, UE) – self check-in e serratura elettronica: sede UE, nessun trasferimento extra-UE
Chatbase (USA) – chatbot AI per comunicazione testuale: SCC + DPA
• Twilio Inc. (USA) – assistente vocale AI, numero +17405600770: SCC + DPA
Nota: le chiamate al numero +17405600770 sono gestite da un assistente digitale AI. È sempre possibile richiedere un operatore umano. Le chiamate possono essere trascritte per finalità di assistenza e le trascrizioni vengono cancellate entro 30 giorni.
6. I SUOI DIRITTI
In qualità di interessato, Lei ha il diritto di:
• Accesso: ottenere conferma del trattamento e copia dei Suoi dati (art. 15 GDPR)
• Rettifica: correggere dati inesatti o incompleti (art. 16 GDPR)
• Cancellazione: richiedere la cancellazione dei dati (art. 17 GDPR)
• Limitazione: limitare il trattamento in determinati casi (art. 18 GDPR)
• Portabilità: ricevere i dati in formato strutturato (art. 20 GDPR)
• Opposizione: opporsi al trattamento basato su interesse legittimo (art. 21 GDPR)
Per esercitare i Suoi diritti, scriva a: [email protected] indicando nell'oggetto "Esercizio diritti GDPR". Risponderemo entro 30 giorni.
Ha sempre il diritto di proporre reclamo al Garante per la Protezione dei Dati Personali: www.gpdp.it | Piazza Venezia 11, 00187 Roma.
7. CONFERIMENTO DEI DATI
Il conferimento dei dati anagrafici e del documento d'identità è obbligatorio per legge (art. 109 T.U.L.P.S.) e condizione necessaria per il soggiorno. Il rifiuto rende impossibile l'erogazione del servizio. Il conferimento dei dati di contatto è necessario per l'esecuzione del contratto.
 
── ENGLISH ──
1. WHO WE ARE AND HOW TO CONTACT US
Kìbilù Srl (hereinafter "Kìbilù"), registered at Via Dei Pellegrini 22, 20122 Milan, Italy, VAT no. 09228560968, is the Data Controller of your personal data.
For any information regarding the processing of your personal data or to exercise your rights, please contact our Data Protection Officer (DPO):
Michele Serafini – Tel. +39 366 911 2492 – Email: [email protected]
2. WHAT DATA WE PROCESS
In connection with your stay at properties managed by Kìbilù, we process the following categories of personal data:
• Personal details: name, surname, date and place of birth, nationality, gender
• Contact details: email address, phone number
• Identity documents: document type, number, issuing authority, expiry date
• Booking data: stay dates, number of guests, amounts paid
• Payment data: transaction details (we do not store full card data)
• Communications: messages exchanged via OTA platforms, email or WhatsApp
• Access data: temporary access codes for the property (self check-in); for selected properties: name and surname shared with Vikey S.r.l. to generate electronic lock credentials
• Text communication data: messages exchanged with the AI chatbot (Chatbase)
• Voice data: voice and transcription of calls to the AI phone assistant (+17405600770, Twilio)
3. WHY WE PROCESS YOUR DATA (PURPOSES AND LEGAL BASES)
Purpose Legal basis (Art. 6 GDPR) Retention
Performance of short-term rental contract Art. 6.1.b – contract performance 12 months from check-out
Reporting to Police Authority (legal obligation – Art. 109 T.U.L.P.S.) Art. 6.1.c – legal obligation As per Police regulations (min. 5 years)
ISTAT / Regional tourism statistics Art. 6.1.c – legal obligation As per regional regulations
Self check-in and property access (incl. Vikey for selected properties) Art. 6.1.b – contract performance 30 days from check-out
Guest assistance via AI chatbot (Chatbase) – text messages Art. 6.1.b – contract performance 12 months from check-out
Phone assistance via AI voice assistant (Twilio) – calls to +17405600770 Art. 6.1.b – contract performance 30 days from stay
Guest assistance during the stay Art. 6.1.b – contract performance 12 months from check-out
Tax obligations (tourist tax) Art. 6.1.c – legal obligation 10 years (tax obligations)
Property security and fraud prevention Art. 6.1.f – legitimate interest 6 months

4. WHO WE SHARE YOUR DATA WITH
Your data may be shared with the following categories of recipients:
• Police Authority – legal obligation
• ISTAT and Regional authorities – for mandatory statistical purposes
• Municipalities – for tourist tax purposes
• OTA platforms (Airbnb, Booking.com, etc.) – to the extent they originated the booking
• Technology service providers (PMS, cloud) – appointed as Data Processors under Art. 28 GDPR
Vikey S.r.l. (vikey.it, Italy) – self check-in and electronic lock system for selected properties: receives only guest name and surname; appointed as Data Processor under Art. 28 GDPR
• Chatbase (chatbase.co, USA) – AI chatbot provider for text communication: SCC + DPA
• Twilio Inc. (twilio.com, USA) – AI voice assistant provider (+17405600770): SCC + DPA
• Professional advisors (accountant, legal counsel) – bound by confidentiality obligations
Your data is never sold or transferred to third parties for marketing purposes.
5. TRANSFERS OUTSIDE THE EUROPEAN UNION
Some technology providers we use are based in the United States. Transfers take place exclusively on the basis of Standard Contractual Clauses (SCCs) approved by the European Commission under Decision 2021/914/EU:
• Google LLC (USA) – Google Drive, Workspace: SCC + DPA
• Dropbox Inc. (USA) – cloud storage: SCC + DPA
• Meta Platforms (USA) – WhatsApp Business: SCC + DPA
• Vikey S.r.l. (Italy, EU) – self check-in and electronic lock system: EU-based, no extra-EU transfer
Chatbase (USA) – AI chatbot for text communication: SCC + DPA
• Twilio Inc. (USA) – AI voice assistant, number +17405600770: SCC + DPA
Note: calls to +17405600770 are handled by a digital AI assistant. You can always request a human operator. Calls may be transcribed for assistance purposes; transcriptions are deleted within 30 days.
6. YOUR RIGHTS
As a data subject, you have the right to:
• Access: obtain confirmation of processing and a copy of your data (Art. 15 GDPR)
• Rectification: correct inaccurate or incomplete data (Art. 16 GDPR)
• Erasure: request deletion of your data (Art. 17 GDPR)
• Restriction: restrict processing in certain cases (Art. 18 GDPR)
• Portability: receive your data in a structured format (Art. 20 GDPR)
• Objection: object to processing based on legitimate interest (Art. 21 GDPR)
To exercise your rights, please write to: [email protected] with subject line "GDPR Rights Request". We will respond within 30 days.
You always have the right to lodge a complaint with the Italian Data Protection Authority (Garante): www.gpdp.it | Piazza Venezia 11, 00187 Rome, Italy.
7. MANDATORY OR OPTIONAL DATA
Providing personal details and identity document is mandatory by law (Art. 109 T.U.L.P.S.) and is a necessary condition for your stay. Refusal makes it impossible to provide the service. Providing contact details is necessary for the performance of the contract.