Terms of Service

1. Agreement to Terms

These Terms of Service (“Terms”) govern your access to and use of the hoteo platform, including our website, admin dashboard, guest portals, and related services (collectively, the “Service”). By creating an account or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

If you are accepting these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity, in which case “you” refers to that entity.

2. The Service

hoteo provides a cloud-based hotel operations platform that enables hotels to manage guest requests, staff ticketing, QR-based guest portals, digital menus, spa and attraction listings, event timetables, and related operational tools. The Service is provided on a subscription basis.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable prior notice for material changes. We will not be liable to you for any modification, suspension, or discontinuation of the Service, provided we give reasonable notice where feasible.

3. Account Registration and Security

You must create an account to use the Service. You agree to provide accurate and complete information and to keep it up to date. You are solely responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.

You must immediately notify us at hello@hoteo.com of any unauthorised use of your account. hoteo is not liable for any loss or damage arising from your failure to keep your credentials secure.

One account may manage multiple hotel properties. Each property maintains fully isolated data. You must not share login credentials between employees — each staff member must have their own account.

4. Free Trial

We offer a 14-day free trial for new accounts. No credit card is required to start a trial. At the end of the trial period, your account will transition to a paid subscription or will be deactivated — we will notify you before this occurs. Trial accounts have the same features as paid plans unless otherwise stated.

5. Subscriptions, Billing, and Cancellation

Paid subscriptions are available on monthly or annual billing cycles. Subscription fees are charged in advance at the start of each billing period. All fees are stated exclusive of applicable taxes, which may be added where required by law.

Annual plans: Billed once per year. Annual subscriptions are not refundable for unused months if you cancel before the end of the term, except where required by applicable consumer law.

Monthly plans: Billed monthly. You may cancel at any time; cancellation takes effect at the end of the current billing period and you retain access until then.

Upgrades and downgrades: You may change your plan at any time. Upgrades take effect immediately with prorated billing. Downgrades take effect at the next billing cycle.

Failed payments: If a payment fails, we will notify you and retry. If payment is not received within 14 days, your account may be suspended until payment is made.

We reserve the right to change subscription pricing with at least 30 days' advance notice. Price changes will not take effect until your next renewal cycle.

6. Acceptable Use

You agree not to use the Service to:

Violate any applicable law, regulation, or third-party right
Transmit harmful, offensive, fraudulent, or deceptive content
Attempt to gain unauthorised access to any part of the Service or its infrastructure
Perform automated scraping, crawling, or data extraction beyond normal use
Interfere with the performance, integrity, or availability of the Service
Reverse engineer, decompile, or attempt to extract source code
Use the Service to build a competing product
Resell or sublicense the Service without our prior written consent

Violation of this section may result in immediate termination of your account without refund.

7. Your Content

You retain ownership of all data you upload or create through the Service (“Your Content”), including hotel information, menu items, staff data, and guest ticket data. You grant hoteo a limited, non-exclusive licence to process and store Your Content solely to provide the Service.

You are responsible for ensuring that Your Content does not violate any law or third-party right. You must obtain appropriate consent before collecting guest data through the platform.

8. Intellectual Property

The hoteo platform, including its source code, design, trademarks, and all content created by hoteo, is owned by hoteo and its licensors. These Terms do not transfer any intellectual property rights to you. You may not copy, modify, distribute, create derivative works from, or otherwise exploit any part of the Service without our prior written consent.

9. Confidentiality

Each party agrees to keep confidential any non-public information of the other party that is reasonably understood to be confidential, and to use such information only in connection with the Service. This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law.

10. Data Protection

Our collection and use of personal data is governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you agree to our Privacy Policy. Where we process personal data on behalf of hotel operators, we do so as a data processor under applicable data protection law.

11. Service Availability

We aim for high availability but do not guarantee uninterrupted, error-free service. Planned maintenance will be communicated in advance where possible. We are not liable for downtime caused by factors outside our reasonable control, including third-party infrastructure failures, force majeure events, or your own network issues.

12. Disclaimer of Warranties

The Service is provided “as is” and “as available”. To the maximum extent permitted by law, hoteo disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be error-free or that any defects will be corrected.

13. Limitation of Liability

To the maximum extent permitted by applicable law, hoteo's total cumulative liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the greater of: (a) the total fees paid by you to hoteo in the 12 months immediately preceding the event giving rise to the claim, or (b) €100.

In no event shall hoteo be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, goodwill, or business interruption, even if advised of the possibility of such damages.

Some jurisdictions do not allow exclusion of certain warranties or limitation of liability, so the above limitations may not fully apply to you.

14. Indemnification

You agree to indemnify, defend, and hold harmless hoteo and its officers, directors, employees, and agents from and against any claims, damages, losses, costs, and expenses (including reasonable legal fees) arising from: (a) your use of the Service; (b) Your Content; (c) your violation of these Terms; or (d) your violation of any applicable law or third-party right.

15. Termination

By you: You may cancel your account at any time through your account settings or by contacting us. Cancellation takes effect at the end of the current billing period for paid plans.

By hoteo: We may suspend or terminate your account immediately if you: (a) breach these Terms; (b) fail to pay fees after reasonable notice; or (c) use the Service in a way that we reasonably believe poses a legal, security, or reputational risk. We will provide notice where reasonably possible.

Effect of termination: Upon termination, your right to access the Service ceases immediately. You may request an export of Your Content within 30 days of termination, after which it will be deleted.

16. Governing Law and Disputes

These Terms are governed by and construed in accordance with applicable law. Any dispute arising out of or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation. If not resolved within 30 days, either party may pursue available legal remedies.

17. General Provisions

Entire agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and hoteo regarding the Service and supersede all prior agreements.
Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force.
Waiver: Our failure to enforce any provision shall not constitute a waiver of our right to enforce it in the future.
Assignment: You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction.
Force majeure: Neither party is liable for failure or delay caused by events beyond their reasonable control, including natural disasters, war, government actions, or internet infrastructure failures.
Notices: Legal notices to hoteo should be sent to hello@hoteo.com. We will send notices to the email address on your account.

18. Changes to These Terms

We may modify these Terms from time to time. For material changes, we will provide at least 14 days' advance notice by email to registered users. Your continued use of the Service after the effective date of updated Terms constitutes acceptance. If you do not agree to updated Terms, you may cancel your account before they take effect.

19. Contact

For questions about these Terms: hello@hoteo.com