Table of Contents

1. Acceptance of Terms
2. Description of Service
3. Account Registration and Security
4. Subscription, Billing, and Payment
5. Acceptable Use Policy
6. Data Ownership, Guest Data, and Privacy
7. Embedded Booking Widget
8. Third-Party Services and Compliance
9. Intellectual Property
10. Service Availability and SLA
11. Limitation of Liability
12. Termination
13. Changes to Terms
14. Governing Law
15. Contact Information

1. Acceptance of Terms

By accessing, using, or embedding any part of the Hotelia platform ("the Service"), including the management dashboard, booking widget, guest self-check-in portal, and any associated APIs, you accept and agree to be bound by these Terms of Service. If you are accepting on behalf of a company or other legal entity, you represent that you have the authority to bind that entity. If you do not agree, you may not use the Service.

2. Description of Service

Hotelia is a cloud-based hotel management platform designed for boutique hotels and independent properties. The Service provides tools for managing reservations, rooms, housekeeping, maintenance, guest check-in and checkout, team collaboration, analytics, payment processing via Stripe, and an embeddable booking widget, along with optional add-ons to enhance the guest experience.

3. Account Registration and Security

To use the Service, you must register for an account. The individual who creates the account is the "Account Holder." You agree to:

• Provide accurate, current, and complete registration information
• Maintain the confidentiality and security of your login credentials
• Accept responsibility for all activities that occur under your account
• Notify us immediately of any unauthorized access or use

The Account Holder may invite additional team members to access the platform. Each team member receives their own login credentials. The Account Holder is responsible for managing team member access and permissions through Hotelia's role-based access controls. The Account Holder remains responsible for all activities performed by invited team members.

4. Subscription, Billing, and Payment

After the free trial period, continued access to the Service requires a paid subscription.

• Free trial: New accounts are eligible for a 14-day free trial with full access to Pro-tier features (up to 100 rooms and 25 team members). No credit card is required to start the trial. You will not be charged during the trial period. When the trial expires, access to the Service will be restricted to account settings and billing pages only. All your data will be preserved. To regain full access, you must subscribe to a paid plan.
• Pricing structure: Subscriptions consist of a base monthly fee plus a per-room/unit fee ($10/room/month). Optional add-on packages (e.g., Booking Add-ons at $50/month) are available.
• Billing cycle: Subscriptions are billed monthly. All fees are quoted in US Dollars (USD) unless otherwise stated.
• Auto-renewal: Subscriptions automatically renew at the end of each billing period unless cancelled before the renewal date.
• Payment processing: All payments are processed securely through Stripe. By subscribing, you also agree to Stripe's Terms of Service.
• Failed payments: If a payment fails, we will attempt to collect payment for up to 7 days. If payment cannot be collected, your subscription may be suspended.
• Refunds: No refunds after the first 30 days. Users can contact info@hotelia.io for questions and review requests.
• Price changes: We may change our pricing with 30 days' advance notice via email. Continued use after the effective date constitutes acceptance of the new pricing.

5. Acceptable Use Policy

You agree not to use the Service to:

• Violate any applicable local, national, or international laws or regulations
• Store, transmit, or process personal data in violation of data protection laws (e.g., GDPR, CCPA)
• Upload or transmit malicious code, viruses, or conduct security attacks against the Service
• Attempt to access other users' accounts, hotels, or data
• Use the platform for properties or activities that are fraudulent, illegal, or misrepresented
• Scrape, crawl, or use automated means to extract data from the Service
• Interfere with or disrupt the integrity or performance of the Service
• Resell, sublicense, or redistribute access to the Service without authorization

6. Data Ownership, Guest Data, and Privacy

• Your data: All hotel data you enter into the Service, including reservations, guest information, room configurations, financial records, and staff data, remains your property. Hotelia does not claim ownership of your content.
• Data accuracy: You are solely responsible for the accuracy, quality, and lawfulness of the data you input into the Service, including guest personal information.
• Data export: You may request an export of your data at any time through the platform's settings or by contacting support. We will provide your data in a standard, machine-readable format within a reasonable timeframe.
• Data processing: By using the Service, you grant Hotelia a limited license to process your data solely for the purpose of providing and improving the Service.

When using Hotelia, you may collect and process personal information from your hotel guests (names, email addresses, phone numbers, identification documents, addresses, and payment information).

• Data controller: As the hotel operator, you are the data controller for guest personal data. Hotelia acts as a data processor on your behalf.
• Self-check-in and pre-check-in: If you use our guest self-check-in or pre-check-in features, you are responsible for informing your guests about the data being collected and obtaining any necessary consents.
• ID verification: If you collect guest identification documents through the platform, you must ensure compliance with applicable privacy and data retention laws.
• Privacy Policy: Your use of guest data is also governed by our Privacy Policy, which describes how we process and protect data.

7. Embedded Booking Widget

Hotelia provides an embeddable booking widget that you may place on your hotel's website or other web properties.

• You are responsible for ensuring that the widget is placed on websites you own or have authorization to modify.
• The widget must not be modified, reverse-engineered, or decompiled.
• You are responsible for ensuring that any website hosting the widget complies with applicable privacy laws, including displaying appropriate cookie and data collection notices.
• Hotelia reserves the right to disable the widget if it is used in violation of these Terms.

8. Third-Party Services and Compliance

The Service integrates with the following third-party providers to deliver its functionality:

• Stripe for payment processing and subscription billing
• Resend for transactional email delivery (booking confirmations, receipts, notifications)
• Google for optional OAuth-based authentication (Sign in with Google)

Your use of these third-party services is subject to their respective terms and privacy policies. Hotelia is not responsible for the availability, accuracy, or practices of third-party services.

8.1 PCI Compliance

All payment processing is handled by Stripe, a PCI DSS Level 1 certified service provider. Hotelia does not directly store, process, or transmit cardholder data. All payment information is collected and managed entirely by Stripe's secure infrastructure.

8.2 SOC 2 Compliance

Hotelia's infrastructure is hosted on Supabase, which maintains SOC 2 Type II certification. This ensures that organizational controls and processes for security, availability, processing integrity, and confidentiality are independently audited and verified.

8.3 GDPR Compliance

Hotelia is committed to compliance with the General Data Protection Regulation (GDPR). Hotel operators using the Service act as data controllers for guest personal data, and Hotelia acts as a data processor on their behalf. Users and guests may exercise their data rights, including access, rectification, erasure, and portability, by contacting us at info@hotelia.io.

9. Intellectual Property

The Service, including its design, code, features, documentation, branding, and all related intellectual property, is owned by Hotelia and is protected by international copyright, trademark, and other intellectual property laws.

You retain full ownership of all content and data you upload or create within the Service, including hotel information, guest records, and booking data. You grant Hotelia a limited, non-exclusive license to use this content solely to provide the Service to you.

10. Service Availability and SLA

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service is provided on an "as is" and "as available" basis.

• Planned maintenance windows will be communicated in advance via email or in-app notifications when possible.
• We target 99.9% uptime but this is a goal, not a guarantee.
• We are not liable for downtime caused by factors outside our control, including internet outages, third-party service failures, or force majeure events.

11. Limitation of Liability

To the maximum extent permitted by applicable law:

• Hotelia shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, profits, data, or business opportunities.
• Our total aggregate liability arising from or related to these Terms or the Service shall not exceed the amounts you paid to Hotelia in the twelve (12) months preceding the claim.
• We disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

12. Termination

• By you: You may cancel your subscription at any time through the billing settings in your account. Cancellation takes effect at the end of the current billing period. You will retain access until the end of the paid period.
• By Hotelia: We may suspend or terminate your account immediately, without prior notice, if you violate these Terms, engage in fraudulent activity, or if continued use poses a risk to other users or the Service.
• Data retention after termination: Upon termination, your data will be retained for 30 days, during which you may request an export. After 30 days, your data may be permanently deleted.

13. Changes to Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will notify you via email to the address associated with your account at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree with the changes, you must stop using the Service and cancel your subscription.

14. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Colorado, United States. Any disputes arising from or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of the State of Colorado, United States.

15. Contact Information

If you have any questions about these Terms of Service, please contact us at info@hotelia.io.