Terms of Service

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

The Hotelia platform ("the Service") is offered by Super Easy Technologies, LLC, a Colorado limited liability company, doing business as Hotelia ("Hotelia," "we," "us," or "our").

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 30-day free trial with full access to Pro-tier features (up to 100 rooms and 25 team members). A valid payment method is required to start the trial, but you will not be charged during the 30-day trial period. If you do not cancel before the trial ends, your payment method will be automatically charged for the applicable subscription plan and your subscription will begin. You may cancel at any time before the trial ends through your account billing settings to avoid being charged. All your data will be preserved regardless of trial outcome.
• Standard subscriptions: Subscriptions are billed monthly. All fees are quoted in US Dollars (USD) unless otherwise stated. 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.
• Annual subscriptions: Hotelia may offer annual subscription agreements to select hotels at a discounted rate on a case by case basis. Annual subscription terms, pricing, and duration are established in a separate written agreement signed by both parties.
• Auto renewal: Monthly subscriptions automatically renew at the end of each billing period unless cancelled before the renewal date. Annual subscriptions do not auto renew; renewal terms are agreed upon separately at the end of each annual term.
• 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.
• 30 day satisfaction guarantee: Hotelia offers a 30 day satisfaction guarantee for both monthly and annual subscriptions. If you determine within the first 30 days of paid service that Hotelia is not a good fit for your property, we will cancel your contract and refund the amounts paid to date.
• Refunds: After the first 30 days of paid service, no refunds are issued. For monthly subscriptions, if you cancel mid billing period, your subscription remains active through the end of the current billing period rather than being prorated. For annual subscriptions, once you are past the 30 day satisfaction window, the contract runs its full term. If you choose not to renew, the contract simply expires at the end of the annual term. For questions about refunds, contact info@hotelia.io.
• 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.
• Taxes: You are solely responsible for determining, collecting, and remitting any applicable taxes, occupancy fees, or similar charges owed on bookings made through the Service. Hotelia does not calculate, withhold, or remit taxes on your behalf, and will not delay or block a reservation or payment on the basis of tax obligations.

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.
• Reservation responsibility: You are solely responsible for the accuracy and outcome of individual bookings and reservations made through the Service, including room availability, rates, and guest communications. Hotelia provides the platform but is not a party to the reservation contract between you and your guests.
• 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. Hotelia automatically deletes ID document images when a booking ends (checkout, cancellation, or no show).
• Marketing consent: If you enable optional integrations with marketing platforms (such as Klaviyo), you are responsible for obtaining any necessary marketing consent from your guests before their data is synchronized to those platforms.
• 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 third party providers to deliver its functionality. These providers fall into the following categories:

• Payment processing: Stripe processes all subscription billing and guest payment transactions.
• Infrastructure and hosting: Supabase provides database, authentication, and file storage services in the US East region.
• Transactional email delivery: Resend handles delivery of booking confirmations, receipts, and other transactional notifications.
• Optional integrations: When you enable them, additional third parties may process guest data on your behalf, including marketing platforms (such as Klaviyo), smart lock providers (such as Seam), and automation services (such as Zapier).
• Authentication and anti fraud: Google services support optional single sign on and anti fraud checks on our forms.

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. Hotelia provides built-in tools that hotel operators can use to fulfill guest data access, export, and erasure requests within GDPR's 30 day response window. Users and guests may exercise their data rights, including access, rectification, erasure, and portability, by contacting us at info@hotelia.io or, for guests, by contacting the hotel where they stayed.

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 (monthly subscriptions): 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, meaning you retain full access to the Service through the end of the paid period. No prorated refund is issued for the unused portion.
• By you (annual subscriptions): Annual subscriptions cannot be cancelled after the 30 day satisfaction period. If you choose not to renew at the end of the annual term, no cancellation action is required; the contract will complete and expire at the end of its term. You may notify us at info@hotelia.io if you would like to confirm non renewal or discuss options for the following year.
• 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.