Terms of Service

Terms of Service

These Terms govern access to and use of Hotel Contract Intelligence and related services. By creating an account, signing in, uploading files, or using the platform, you agree to these Terms on behalf of yourself and, where applicable, the organisation you represent.

Written agreement precedence

If we and the customer have signed a separate written agreement, physical contract, order form, offer, statement of work, or similar commercial document for the same services, that signed document prevails over these Terms to the extent of any conflict. These Terms continue to apply as supplementary terms for matters not covered by that signed document.

1. Account authority and responsibility

You confirm that you are authorised to use the platform for your organisation. You are responsible for account activity, user management, access permissions, and keeping credentials confidential. You must notify us promptly of any suspected unauthorised access.

2. Acceptable use

You may use the platform only for lawful hotel contract processing, review, validation, reporting, and permitted integration workflows. You must not misuse the service, attempt to bypass security controls, reverse engineer the platform, overload the infrastructure, upload malicious content, infringe third-party rights, or use outputs to make unlawful, discriminatory, or deceptive decisions.

3. Uploaded content and permissions

You remain responsible for files, contracts, data, prompts, corrections, and other content you provide. You confirm that you have the required rights and lawful basis to upload and process that content, including any personal data, commercial information, or third-party material contained in it.

4. AI-assisted extraction

The platform uses automated and AI-assisted tools to extract, structure, validate, and summarise contract information. Outputs may be incomplete or inaccurate. You are responsible for reviewing, validating, and approving outputs before relying on them, sending them to third parties, or syncing them to external systems.

5. Integrations and customer systems

If you connect the platform to email, storage, agent software, SQL Server, reservation systems, or other third-party or customer systems, you are responsible for ensuring that the connection is authorised, properly configured, and lawful. We may suspend integrations that create security, reliability, legal, or operational risk.

6. Service changes, suspension, and availability

We may improve, modify, limit, suspend, or discontinue features where needed for security, reliability, compliance, billing, maintenance, or product development. We may restrict or suspend access for non-payment, suspected misuse, security risk, breach of these Terms, or legal requirement.

7. Fees and usage limits

Paid usage, credits, subscriptions, packages, billing rules, invoices, and limits may be described in the platform or in a separate order, offer, or invoice. You are responsible for charges incurred by your organisation. Taxes, exchange rates, credit expiry, settlement rules, and payment timing may apply where shown in the platform or agreed separately.

8. Confidentiality and ownership

Each party keeps ownership of its pre-existing materials, software, systems, data, trademarks, and confidential information. You grant us the limited rights needed to host, process, transmit, secure, troubleshoot, back up, and provide the service. We may use aggregated or de-identified operational information to improve reliability, security, and product quality.

9. Security

We use reasonable technical and organisational measures designed to protect the platform. No system is perfectly secure. You are responsible for strong passwords, tenant administration, device security, reviewing user access, and promptly removing users who no longer need access.

10. Disclaimers

The platform is provided on an as-is and as-available basis to the maximum extent permitted by law. We do not promise uninterrupted service, error-free outputs, specific business results, legal compliance outcomes, tax results, accounting results, or compatibility with every document format or external system.

11. Limitation of liability

To the maximum extent permitted by law, we are not liable for indirect, incidental, special, consequential, punitive, loss-of-profit, loss-of-revenue, loss-of-data, business interruption, or reputational damages. Our total liability for claims relating to the service is limited to the amounts paid for the service during the three months before the event giving rise to the claim, unless a mandatory law requires otherwise.

12. Indemnity

You agree to defend and indemnify us against claims, losses, fines, costs, and expenses arising from your content, unlawful use, breach of these Terms, unauthorised integrations, or failure to obtain required rights, notices, consents, or permissions.

13. Changes to these Terms

We may update these Terms. If a new version requires acceptance, continued use of the platform may be blocked until the required acceptance is completed.