Long Stay Policy
RUDRALEELA PRIVATE LIMITED — Operating ROMANCHA Version: 1.0 (Pre-Counsel-Review Draft) | Effective Date: To be confirmed at launch1. About this Policy
This Long Stay Policy applies to every booking on our platform with a duration of thirty (30) nights or more. It governs how the booking is documented, how payments are structured, how cancellations are handled, what each party can expect from the other, and how the platform supports the relationship from confirmation through check-out.
Long stays are categorically different from short stays under Indian law. A guest occupying a property for thirty days or more is no longer in a hospitality relationship with the host — they are a licensee under the Indian Easements Act, 1882, with the rights and obligations that follow. This policy is built around that legal reality, not around it.
Reading and accepting this policy is required for any long stay booking. Both the host and the guest must accept it at the time of booking confirmation.
1.1 How this policy fits with our other terms
This policy is read alongside our Terms of Service, Privacy Policy, Host Agreement, Guest Terms, Cancellation Policy, and Payment Terms. Where this policy specifically addresses something — for example, cancellation for stays of thirty days or more — this policy governs. Where this policy is silent, the broader platform terms apply.
1.2 Geographic availability
Long stay bookings are accepted only in select states where our platform has built the legal and operational infrastructure required to deliver a fully-documented Leave & License arrangement. These states currently are:
Maharashtra, Karnataka, Delhi NCR, Telangana, Tamil Nadu, Gujarat, Kerala, Haryana, Uttar Pradesh, Rajasthan, Madhya Pradesh, West Bengal, Punjab, Chandigarh, Himachal Pradesh, Uttarakhand, and Goa.
In all other Indian states and union territories, the platform accepts bookings of up to twenty-nine (29) nights only. This is a deliberate restriction reflecting the legal documentation requirements of long stays and the limits of our current infrastructure. We expand to additional states progressively; the most current list is always available on our website and within the booking flow.
2. The Legal Character of a Long Stay
2.1 Leave & License, not Tenancy
Every long stay on our platform is structured as a Leave & License arrangement under Section 52 of the Indian Easements Act, 1882. The guest is a licensee, the host is a licensor, and the booking grants the guest a personal right to occupy the premises for the agreed period. It does not grant any tenancy interest, possessory right beyond the agreement period, or any rights protected under any state Rent Control Act.
This framing is not a technicality. It is what makes the arrangement workable for both parties — the host retains the ability to recover possession at the end of the agreed period, and the guest gets a clear, time-bound right to occupy with all the documentation required for tax, employer, and personal-finance purposes.
2.2 The Leave & License Agreement
Every long stay booking automatically generates a written Leave & License Agreement executed between the host and the guest. The agreement is generated by our platform, executed on state-appropriate e-stamp paper, and digitally signed by both parties through Aadhaar-based eSign (or equivalent for foreign guests).
The agreement records: the parties and their identification; the property and its address; the period of license including check-in and check-out dates; the monthly license fee, security deposit, and any other charges; the schedule of utilities and amenities; house rules and inventory; and the cancellation, termination, and dispute resolution terms applicable to the booking.
The guest receives a complete executed copy at the moment of booking confirmation. The host receives the same copy. The platform retains a third copy in an encrypted document vault and pushes the executed agreement to each party's DigiLocker where the parties have linked accounts.
2.3 Stamp duty and registration
Stamp duty on the Leave & License Agreement is calculated according to the applicable State Stamp Act and is shown as a transparent line item in the booking total before payment. Stamp duty rates and calculation formulae differ by state. For Maharashtra, registration of the Leave & License Agreement is compulsory under Section 55 of the Maharashtra Rent Control Act, 1999, and is performed through the Inspector General of Registration's e-registration system; the registration fee is included in the booking total. In other states, registration is performed where compulsory under state law and offered as an option where it is not.
2.4 Maximum booking length
The maximum length of a single long stay booking is three hundred and thirty (330) nights. This cap exists to keep all platform bookings comfortably below the eleven-month statutory threshold beyond which several states impose additional registration and tenancy considerations. Guests requiring longer stays must book in successive bookings with a clear inter-booking gap and a freshly executed Leave & License Agreement for each. This is a legal requirement and cannot be waived.
3. Booking, Documentation, and Onboarding
3.1 Booking confirmation
When a guest initiates a long stay booking, the system performs the following sequence before confirmation:
It verifies that the property's state is one where long stay bookings are accepted. It verifies that the host has completed long-stay onboarding including any required society NOC, state homestay registration, and bank verification. It verifies the guest's identity through Aadhaar (for Indian residents), passport (for foreign nationals), or OCI/PIO documentation. It calculates stamp duty applicable to the state and the agreement value. It generates a draft Leave & License Agreement for review by both parties. It collects the first month's license fee and the security deposit.
Booking is not confirmed until both parties have eSigned the agreement and the e-stamp has been procured and merged with the agreement PDF.
3.2 Identity and documentation requirements
For Indian guests, long stays require: a verified Aadhaar (verified through UIDAI Virtual ID — the platform never stores the full Aadhaar number); a verified PAN; a recent photograph captured through the platform's liveness check; and a permanent address on record.
For foreign guests, long stays require: a valid passport with at least six months validity beyond check-out; a visa type compatible with extended occupation (Tourist visas are not eligible for long stays — see Section 7); a recent photograph; and a contactable address abroad.
For corporate-paid stays under our Mode 2-Corp product, the corporate sponsor must additionally provide its GSTIN, registered office address, authorised signatory's PAN and Aadhaar, and the executed Master Services Agreement with the platform.
3.3 Property eligibility
A property may be listed for long stays only if the host has provided: proof of ownership or a valid landlord NOC for tenant-hosts; a current Society or Resident Welfare Association NOC permitting use of the property for long-term licensee accommodation; current state homestay or hospitality registration where the property's state requires it; current property tax payment; and a complete inventory record with photographs.
A property may be temporarily delisted from long stay availability while any of the above documents are pending refresh.
4. Payment Structure
4.1 First month and security deposit at booking
At booking, the guest pays the first month's license fee, the security deposit, applicable GST, and the calculated stamp duty and registration fees. These funds are held in our regulated nodal escrow account managed through a Reserve Bank of India-licensed Payment Aggregator partner. The first month's license fee is released to the host in accordance with Section 4.3.
4.2 Subsequent month payments
Bookings of more than one month are billed monthly, with the second and subsequent months auto-charged five (5) days before the start of each month. The guest is notified seven (7) days in advance. If a payment fails, the guest has a three (3) day grace period to remedy before the booking enters default. A booking in default for more than seven (7) days from the original due date is treated as a guest-initiated termination under Section 5.4.
This monthly billing structure protects guests from prepaying for months they may not occupy, and protects hosts from carrying unpaid licensees.
4.3 Host payouts
The first month's license fee is released to the host one (1) business day after check-in for verified hosts, or one (1) business day after the first week of occupancy for hosts who have not yet completed five long-stay bookings on the platform. Subsequent monthly fees are released one (1) business day after each monthly billing cycle completes successfully.
The platform deducts the following before payout: Section 194-O TDS at 0.1% of gross host earnings (5% if PAN is not on record); GST TCS at 1% deposited against the host's GSTIN where the host is GST-registered; and the platform service fee (₹0 — zero).
The platform issues Form 16A to hosts quarterly and provides Form 26AS-ready statements annually. For long stays where individual guest rent exceeds ₹50,000 per month, the platform also generates Form 26QC and Form 16C documentation for Section 194-IB compliance.
4.4 Security deposit
The security deposit is held in the platform's nodal escrow account throughout the stay and refunded to the guest within seven (7) business days of check-out, less any deductions agreed to by both parties or determined through dispute resolution under Section 8. Deposit deductions cannot exceed the amount of the deposit and are itemised in writing with photographic evidence. Deductions for "normal wear and tear" are not permitted; only damage beyond normal use, missing items, or unpaid charges may be deducted.
4.5 Tax invoicing
For individual guests, the platform issues a GST-compliant tax invoice for the platform service fee and any platform-collected GST on the booking. For corporate-paid stays, the invoice is issued in the corporate sponsor's name with the GSTIN provided, enabling input tax credit where applicable. Monthly rent receipts are issued by the host in the host's name with the host's PAN, and are made available to the guest through the platform — these receipts are formatted to be HRA-claimable under Section 10(13A) of the Income Tax Act for guests who are claiming HRA exemption.
5. Cancellation, Termination, and Modification
5.1 Cooling-off period
Within twenty-four (24) hours of booking confirmation, provided the booking is at least thirty (30) days away from check-in, the guest may cancel without penalty. A full refund is processed, including stamp duty and registration fees. The platform absorbs the documentation costs in this scenario.
5.2 Pre-check-in cancellation by guest
Beyond the cooling-off period and before check-in, the following refund schedule applies:
| When the guest cancels | Guest receives | Host receives |
|---|---|---|
| More than 30 days before check-in | 90% refund of first month's fee, 100% of deposit | 10% of first month's fee |
| 14 to 30 days before check-in | 60% refund of first month's fee, 100% of deposit | 40% of first month's fee |
| 7 to 14 days before check-in | 30% refund of first month's fee, 100% of deposit | 70% of first month's fee |
| Less than 7 days before check-in | 100% of deposit; first month's fee non-refundable | 100% of first month's fee |
Stamp duty and registration fees, once incurred, are non-refundable in pre-check-in cancellations beyond the cooling-off period. This reflects the legal cost already paid to state authorities.
5.3 Post-check-in early termination by guest
After check-in, the first thirty (30) nights are non-refundable. Beyond the first thirty nights, the guest may terminate the stay with thirty (30) days written notice to the host through the platform. Charges continue to accrue during the notice period. Pro-rata refund is processed for any month-portion paid beyond the notice period end date.
This thirty-day notice mechanism is a standard feature of Leave & License arrangements under Indian commercial practice and is required to maintain the licensee character of the booking.
5.4 Termination for non-payment
If a monthly payment fails and remains unpaid for more than seven (7) days past the original due date, the booking enters default. The host may, with platform support, terminate the booking for non-payment after issuing a written demand notice to the guest. The guest is required to vacate within seven (7) days of termination. The security deposit may be applied to outstanding charges; any shortfall remains the guest's liability.
5.5 Cancellation by host
A host who cancels a confirmed long stay booking after the cooling-off period faces the following consequences: the guest receives a full refund of all amounts paid plus a 25% goodwill credit for use on a future booking, both funded by the host; the platform absorbs the cost of placing the guest in a comparable property at no additional cost to the guest, up to a 15% pricing premium; the host's listing is suspended for the cancelled period; and the cancellation is recorded in the host's quality history.
If the host cancels because the property has become unsuitable for reasons within the host's control — such as an undisclosed society NOC issue, a state homestay compliance failure, or a structural or safety problem — the goodwill credit is increased to 50% and the listing is delisted pending remediation.
5.6 Booking modification
A confirmed long stay booking cannot be modified to extend or shorten its duration. Guests requiring different dates must cancel under Section 5.2 or 5.3 as applicable and create a new booking. This restriction reflects the legal status of the executed Leave & License Agreement, which cannot be retroactively amended for stamp duty or registration purposes.
The platform expects to introduce a managed modification flow for verified hosts and corporate accounts in a future product release.
6. Mid-Stay Issues and Host Commitment Standards
6.1 The platform's approach
A long stay creates obligations on the host that go beyond a hotel stay. The guest is making a home of the property for an extended period; the host has committed to delivering a habitable, functional, and accurate environment. When something goes wrong, the platform's role is to enable fast resolution within a clear framework.
The platform's mid-stay framework has three categories of host commitment failure, each with its own resolution timeline and remedy.
6.2 Category A — Critical failures
Critical failures include: no running water for more than six hours; no electrical power for more than six hours other than during documented utility outages affecting the wider area; non-functional air conditioning in summer months (April through September) or non-functional heating in winter months (December through February) where these are essential for habitability; broken locks, gas leaks, structural problems, or pest infestation; sanitation failures including sewage backup; the property being materially different from the listing in size, location, or layout; or the host being unreachable at check-in.
Resolution window for the host is four (4) hours from when the guest reports the issue with photographic or video evidence captured through the platform.
If unresolved within the window, the guest is entitled to early checkout with a full refund of unused nights, a refund of the night during which the failure occurred, and platform-coordinated relocation assistance to an alternative property at no additional cost up to a 15% pricing premium absorbed by the platform.
6.3 Category B — Significant failures
Significant failures include: a promised amenity broken or missing (geyser, washing machine, Wi-Fi, allocated parking) for more than twenty-four hours; persistent cleanliness issues that the host fails to address within a reasonable time; or undisclosed noise issues from the host's premises or building.
Resolution window for the host is twenty-four (24) hours from the report.
If unresolved, the guest may either continue the stay with a partial credit applied to the next month's fee, or terminate early with a refund of unused nights from the report date forward.
6.4 Category C — Minor issues
Minor issues — slow but functional Wi-Fi, minor maintenance promptly fixed, aesthetic concerns — do not entitle the guest to refund or early termination. They are documented in the platform's quality records, reflected in the host's rating, and inform the platform's continued listing decisions.
6.5 Evidence and adjudication
All mid-stay reports require photographic or video evidence captured through the platform's mobile application with timestamp and location metadata. This is non-negotiable. Evidence-based adjudication is what allows fast, fair resolution.
The platform's support team reviews evidence and issues a determination within twenty-four hours of a Category A or B report. Either party may request an internal review of the determination within forty-eight hours.
6.6 Guest obligations
Guests have parallel obligations during a long stay: paying agreed charges on time; using the property for residential purposes only; not subletting or hosting guests beyond agreed limits; not making structural alterations; complying with society and building rules; and conducting themselves in a manner consistent with peaceful occupation.
Repeated or material guest breaches may result in the host issuing a notice to remedy, and ultimately termination under Section 5.4 with platform support.
7. Foreign Guests on Long Stays
7.1 Visa-type eligibility
Foreign nationals may book long stays on the platform only if their visa type permits extended occupation in India. The following visa types are eligible: Business visa, Employment visa, Student visa (with evidence of institutional enrolment), Medical visa for the patient (Medical Attendant visas are case-by-case), and OCI or PIO card holders.
Tourist visa holders are not eligible for long stay bookings on the platform. A Tourist visa permits short-term hospitality only, and a 30+ night occupation under a Leave & License Agreement is not consistent with the visa's permitted purpose. Tourist visa holders may book stays of up to twenty-nine (29) nights.
Citizens of Pakistan, Bangladesh, Sri Lanka, Afghanistan, China, Iran, Nepal, Bhutan, Macau, Hong Kong, and the Democratic People's Republic of Korea may book long stays only under specific FEMA conditions and with platform pre-approval, in keeping with the Foreign Exchange Management (Non-Debt Instruments) Rules, 2019.
7.2 Form C and FRRO compliance
Every foreign guest arriving for a long stay triggers a Form C filing obligation on the host within twenty-four (24) hours of arrival, under the Registration of Foreigners Act, 1939. The platform provides the host with a pre-filled data packet, automated reminders at twelve, eighteen, and twenty-three hours from arrival, and a confirmation field where the host records the FRRO submission reference. Failure by the host to file Form C within the required window results in suspension of the listing pending remediation.
If a foreign guest cancels after Form C has been filed, the platform notifies the host that an FRRO update is required and provides the steps to file the corrigendum. The platform retains a complete audit trail of Form C compliance for seven years.
7.3 Stay length and renewal
The maximum single-booking length for foreign guests is governed both by this policy's general 330-night cap and by the validity of the guest's visa. The check-out date cannot exceed the visa expiry date. Where the guest seeks to extend beyond the original booking and the visa permits, a fresh booking and fresh Leave & License Agreement are required; the platform does not retroactively extend executed agreements.
7.4 Repatriation and payment routing
For foreign guests, payment must originate from sources permissible under FEMA and the Non-Debt Instruments Rules, 2019. Foreign currency payment via international card or wire transfer is accepted; the platform handles foreign exchange conversion through its licensed Authorised Dealer banking partner. Refunds to foreign guests are routed back to the source instrument and may take longer to settle than domestic refunds.
8. Disputes and Grievance Redressal
8.1 Internal resolution
Most long stay disputes are resolved through the platform's internal support process. A guest or host may raise a dispute through the platform's dispute centre at any time during or after the booking. The platform's first response is provided within forty-eight hours; full resolution is targeted within fifteen working days for standard cases and seven working days for active stays.
Disputes related to security deposit deductions, alleged property damage, mid-stay commitment failures, and early termination calculations are adjudicated based on platform-captured evidence and the executed Leave & License Agreement.
8.2 Grievance Officer
In compliance with the Information Technology Rules, 2021 and the Consumer Protection (E-Commerce) Rules, 2020, the platform has appointed a Grievance Officer:
Name: Ram Email: grievance@romancha.in Response time: Within 48 hours of receipt. Resolution within 15 working days.8.3 Escalation and external recourse
Where internal resolution does not satisfy a party, the dispute resolution clause of the Leave & License Agreement governs further recourse. The agreement provides for arbitration under the Arbitration and Conciliation Act, 1996, with a sole arbitrator and the seat of arbitration in the city of the property. Notwithstanding the arbitration clause, consumers retain all rights under the Consumer Protection Act, 2019, including approach to consumer commissions where applicable.
8.4 Law enforcement and authorities
Where a dispute involves potential criminal conduct, immediate safety risk, or breach of statutory duties (such as Form C non-filing), the platform reserves the right to inform appropriate authorities and to provide records as required by law. The platform's licensee framing of the relationship means that an overstaying licensee may be removed under existing trespass provisions of the Indian Penal Code, with platform-provided documentation supporting any necessary law enforcement engagement.
9. Data, Privacy, and Records
9.1 What we collect and why
Long stay bookings necessarily involve sensitive personal data: government identification, financial information, residence patterns, and for foreign guests, immigration data. The platform processes this data in compliance with the Digital Personal Data Protection Act, 2023, and operates as a Data Fiduciary (and Significant Data Fiduciary where threshold criteria apply).
We collect identity data only to verify identity and meet statutory obligations; we collect financial data only to process payments and statutory deductions; and we collect property and stay data only to operate the booking and execute the Leave & License Agreement.
9.2 What we don't store
We do not store full Aadhaar numbers — verification is performed through UIDAI Virtual ID with only the last four digits retained for reference. We do not store full payment instrument details — these are tokenised by our Payment Aggregator partner. We do not store biometric data — eSign biometric authentication is performed by licensed eSign providers under their own UIDAI license.
9.3 Retention and deletion
Booking records and Leave & License Agreements are retained for seven years from the booking end date, in accordance with statutory record-keeping requirements. Foreign guest passport data is retained for the period required under the Foreigners Act and deleted thereafter. Identity verification data is retained for the duration required under KYC norms and deleted on request from the user where statutory obligations permit.
9.4 Consent and rights
The platform operates a granular consent architecture. Each data processing purpose has its own consent receipt, and users may withdraw consent at any time through the platform's privacy dashboard. Withdrawal of consent triggers downstream data minimisation across our systems. Users have the rights to access, correction, erasure (subject to statutory retention), and grievance under the DPDP Act, exercised through the platform's Data Protection Officer.
10. Changes to this Policy
The platform may update this Long Stay Policy from time to time to reflect changes in law, operational practice, or product capability. Material changes are notified to active users through email and in-app notification at least thirty days before they take effect.
For any individual long stay booking, the version of this policy in effect at the time of booking confirmation governs that booking. Changes to this policy do not retroactively alter the terms of executed Leave & License Agreements.
11. Contact
| Role | Name | Contact |
|---|---|---|
| Grievance Officer | Ram | grievance@romancha.in |
| Data Protection Officer | To be appointed | dpo@romancha.in |
| General Support | — | support@romancha.in |
| Platform Operator | Rudraleela Private Limited | — |
Version 1.0 — Pre-Counsel-Review Draft | Last Updated: April 27, 2026 This policy requires counsel review before going live. Key sections flagged for review: Section 2.4 (330-night cap), Section 4.3 (194-O TDS, TCS, Section 194-IB), Section 5 (cancellation tiers and 30-day notice mechanism), Section 6 (host-fault remedy structure), Section 7 (visa-type eligibility matrix), Section 8 (arbitration clause), Section 9 (DPDP Act compliance).