Terms of Service

1. About these terms

These Terms of Service (the “Terms”) are an agreement between [Company legal name], [Address] (“we”, “us”) and the business that signs up for the service (the “Customer”, “you”). They govern your access to and use of BestDealsHost, a hosted property-management system for hotels and vacation rentals, including its web application, APIs and integrations (the “Service”).

By creating a company account or using the Service you accept these Terms on behalf of your business and confirm that you are authorised to do so. The Service is offered to businesses only, not to consumers.

The Data Processing Agreement and the Privacy Policy published at /legal form part of these Terms.

2. Accounts and users

You create a company workspace and invite the people who work with it (“Users”). Each User has their own login. You decide what each User may do through roles and permissions.

• You are responsible for everything done in your workspace by your Users.
• Keep login details confidential and do not share accounts. We recommend turning on two-factor authentication for every User.
• Tell us without delay at [Support email] if you suspect unauthorised access to your workspace.
• Keep the company details and billing contact in your workspace accurate.

3. Subscription and free trial

New companies start with a free trial of [14] days. No payment details are needed for the trial. Unless you cancel before the trial ends, the subscription continues on the plan you chose and becomes chargeable from the day after the trial ends.

Each plan includes the features and limits described on our pricing page (for example the number of properties and units). Paid add-ons, such as the channel manager, can be switched on per company. If you reach a limit of your plan, you can upgrade or remove items to stay within it.

4. Fees

Fees are charged per active unit per month. An “active unit” is a bookable room or rental unit that is active in your workspace at any time during the month. Each plan has a monthly minimum fee, which applies when the per-unit fees for a month would be lower.

Add-ons are charged as described on the pricing page or in your order (for example per connected property or unit). Prices are shown in the currency of your subscription and exclude taxes such as VAT or sales tax, which are added where applicable.

We may change our prices by giving you at least [30] days’ notice by email or in the Service. The new prices apply from the first full month after the notice period. If you do not agree, you can cancel before they take effect.

5. Invoicing and payment

• We invoice monthly in arrears: early each month you receive an invoice for the previous calendar month, based on your active units and add-ons in that month.
• Invoices are sent to the billing contact in your workspace and can be viewed under Settings → Billing.
• Payment is due within 14 days of the invoice date, by the payment methods we accept: [Accepted payment methods].
• If you believe an invoice is wrong, tell us in writing within [14] days of its date; we will resolve it in good faith. Undisputed amounts remain payable.

6. Late payment and suspension

If an invoice is unpaid 7 days after its due date, your company is marked past due and we remind your billing contact; the Service keeps working normally.

If an invoice is still unpaid 21 days after its due date, we may suspend your company. While suspended, the workspace is read-only: your Users can still sign in and see all data, but cannot make changes other than settling the account (billing details, payment, cancellation). To avoid overbooking, connections to booking channels keep synchronising availability during a suspension.

The company returns to normal as soon as nothing is overdue any more. [Late-payment interest or fees, if any, and where permitted by law.]

7. Cancellation and termination

You can cancel the subscription at any time under Settings → Billing. Cancellation takes effect at the end of the current calendar month (or at the end of the trial, if that comes first). Until then you can withdraw the cancellation and everything continues as before. The last month is invoiced as usual; we do not refund partial months.

We may terminate these Terms or suspend the Service: (a) if you materially breach these Terms and do not remedy the breach within [30] days of our notice; (b) immediately, if the Service is used unlawfully or in a way that threatens its security or other customers; or (c) with at least [90] days’ notice, if we discontinue the Service.

After the subscription ends, your workspace stays available in a limited mode for 90 days: your Users with access to company settings can see billing and invoices and export all of your data. After these 90 days your data is permanently deleted from the Service, and from backups within [Backup retention period]. We cannot restore deleted data.

8. Your data

Everything you and your Users put into the Service — properties, reservations, guest records, documents, financial records and files (“Customer Data”) — belongs to you. You give us the right to host, copy, process and display Customer Data only as needed to provide, secure and support the Service and as instructed by you (for example when you connect an integration).

You can export all Customer Data at any time from Settings → Export data, as CSV files together with your stored files.

We do not sell Customer Data and do not use it to advertise. We may use aggregated, anonymised statistics about the use of the Service (that identify neither you, your Users nor your guests) to operate and improve it.

You are responsible for the accuracy and legality of Customer Data and for having a lawful basis to collect it — in particular guests’ personal data and identity documents.

9. Personal data

For personal data in Customer Data — such as your guests’ data — you are the controller and we act as your processor, as set out in the Data Processing Agreement. For the personal data we collect to run our business (for example Users’ login details and billing contacts), we are the controller, as described in the Privacy Policy.

10. Acceptable use

You must not, and must not let anyone else:

• use the Service in breach of any law, including data protection, consumer protection, tax and short-term rental rules;
• upload content that is unlawful, infringes someone else’s rights, or contains malware;
• try to access other customers’ data, or bypass security, authentication, permissions or plan limits;
• probe, scan, load-test or overload the Service, or scrape it by automated means other than our documented APIs;
• copy, modify, reverse engineer or create derivative works of the Service, except where the law allows this despite this restriction;
• resell, sublicense or provide the Service to third parties without our written agreement;
• use connected booking channels or accounting systems in breach of their own terms.

We may suspend access that breaches this section to protect the Service and other customers; we will tell you why and restore access once the issue is resolved.

11. Third-party services

Some features connect to services run by others, such as the Channex channel manager (to exchange availability, rates and bookings with online travel agencies) and Xero (accounting). When you connect such a service, you instruct us to exchange the relevant data with it. Your use of the third-party service is governed by its own terms; we are not responsible for its availability, accuracy or acts.

12. Availability and support

We aim to keep the Service available at all times but do not guarantee uninterrupted operation. We may carry out maintenance, preferably outside [Maintenance window] and with notice for planned work that causes downtime.

Support is available by [Support email] during [Support hours]. Service levels apply only if agreed in a separate written order.

To help you, our support staff may view your workspace read-only for a limited time. Each such session is recorded, with its reason, in your company’s audit log.

13. Changes to the Service and these Terms

We continuously develop the Service and may add, change or remove features, but we will not materially reduce its core functionality during a paid month.

We may update these Terms. For material changes we will give you at least [30] days’ notice by email or in the Service. If you do not agree, you may cancel before the changes take effect; otherwise the new Terms apply from that date.

14. Intellectual property and confidentiality

We and our licensors own the Service, its software and documentation. These Terms give you a non-exclusive, non-transferable right to use the Service during the subscription for your internal business purposes. If you send us feedback, we may use it without obligation to you.

Each party keeps the other party’s non-public information confidential and uses it only for the purposes of these Terms, except where disclosure is required by law.

15. Warranties and disclaimers

We will provide the Service with reasonable skill and care. Except as expressly stated in these Terms and to the extent permitted by law, the Service is provided “as is”, and we exclude all other warranties, including fitness for a particular purpose. You remain responsible for your business decisions, prices, taxes and the bookings you accept.

16. Limitation of liability

Neither party is liable for indirect or consequential loss, or for loss of profit, revenue, bookings, goodwill or data that could have been avoided by a backup or export, however caused.

Each party’s total liability arising out of or in connection with these Terms in any 12-month period is limited to [Liability cap — e.g. the fees paid by the Customer in the 12 months before the event giving rise to the claim].

Nothing in these Terms limits liability that cannot be limited by law, such as liability for fraud or for death or personal injury caused by negligence, [or your obligation to pay fees].

17. Indemnity

You will defend and indemnify us against third-party claims arising from Customer Data or from your use of the Service in breach of these Terms or of the law. [Our indemnity for claims that the Service infringes third-party intellectual property rights, if offered.]

18. Governing law and disputes

These Terms are governed by [Governing law]. The courts of [Jurisdiction] have exclusive jurisdiction over any dispute arising out of or in connection with them, [unless mandatory law provides otherwise].

19. General

• These Terms, the Data Processing Agreement and any written order are the entire agreement between the parties about the Service.
• Neither party may assign these Terms without the other’s consent, except to a successor of its business.
• Neither party is liable for delays caused by events beyond its reasonable control.
• If a provision is found invalid, the rest remains in force.
• Notices to you are sent to your workspace’s admins or billing contact; notices to us go to [Contact email].

20. Contact

[Company legal name], [Address], [Company registration number]. Email: [Contact email].