Terms of service

1. Your data is yours

You own everything you upload and every report produced from it. We own the service: the software, the report designs and the matching method.

We use your data to provide the service to you and for nothing else. We do not sell it, we do not share it with other customers, and we do not use it to train AI models.

You are responsible for having the right to upload the files you upload, including the guest and player details inside them, and for any notice to or consent from those people that your law requires.

2. Accounts

An organization admin decides who in your team can see which property and what they may do there. Keep each sign-in to one named person: a shared mailbox makes it impossible to tell who did what.

You are responsible for what is done under your organization's accounts. Tell us at once if you believe an account has been used by someone else.

Viewers are free on every plan.

3. Trial

The trial runs for 14 days on your own data: one property, the most recent three months, exports marked “Trial”. No card is needed. When it ends the property becomes read-only until a plan is chosen; nothing is deleted at that moment.

We limit how many trials one company or one person may start. Write to us if you need more.

4. Plans, prices and payment

Plans are priced per property per month, in US dollars, billed monthly or yearly in advance. Taxes are not included and are added where the law requires us to collect them. The current prices are on the pricing page.

The price you agreed when a property was added stays yours. If we change it, we tell an organization admin by email at least 30 days before the change, and it takes effect at your next renewal, not before.

We bill by invoice, payable by bank transfer, ACH or check, within 30 days of the invoice date unless the invoice says otherwise. If we later offer card payment, a payment provider will handle the card; we will never see or store card numbers.

Plans renew for the same period until cancelled. An organization admin can cancel at any time from the Plan page; the plan then runs to the end of the period already paid, and that period is not refunded, with one exception: a yearly plan cancelled within 30 days of its purchase or renewal is refunded in full.

If an invoice is unpaid when the paid period ends, the service keeps working in full for 14 more days. After that the organization becomes read-only, with every report still available, until payment is received.

5. When you leave

After cancellation your data stays available, read-only, for 90 days so that you can export it. Then we delete it, after a warning by email to the organization admins. On request we delete it sooner and confirm the date in writing.

Backups that still contain deleted data age out within 7 days of the deletion.

6. Acceptable use

• Do not upload data you have no right to upload, or files meant to damage the service.
• Do not try to reach another customer's data, to get around a plan's limits, or to test the service's security without our written agreement.
• Do not resell the service or use it to build a competing one.
• We may suspend an account that does any of these, and we will tell you why.

7. What we promise, and what we do not

Every figure is computed from the rows you uploaded, by the definitions shown on the screen (occupancy, ADR, RevPAR and the rest). If a file is incomplete, or a column is matched to the wrong field, the report is wrong in the same way; the Data quality page exists to show you that, and the import screen asks you to confirm how your columns were read.

The reports, and the AI analyst's answers, support your decisions. They are not financial, tax, legal or gaming-regulatory advice, and they do not replace your property management system or your accounting records as the record of your business.

We work to keep the service available around the clock and aim to tell you ahead of planned maintenance, but we do not yet offer an uptime guarantee. Apart from what these terms promise, the service is provided as it is.

To the extent the law allows: neither of us is liable to the other for lost profits, lost revenue or indirect or consequential loss; and the total liability of each of us under these terms is limited to the fees you paid for the service in the 12 months before the event that gave rise to the claim. These limits do not apply to your obligation to pay, to either side's breach of confidentiality, or to liability that cannot be limited by law.

8. Confidentiality

Each of us keeps the other's non-public information confidential and uses it only for this agreement. Your uploaded data and your reports are your confidential information. We may name you as a customer only with your permission.

9. Changes to the service and to these terms

We improve the service continuously and may change or remove features; we will not take away a feature your plan is sold on during a period you have paid for.

When these terms change in a way that matters, we post the new version here with its date and tell organization admins by email at least 30 days before it takes effect. If you do not accept the change you may cancel before that date, and we refund the unused part of a prepaid period.

10. Ending the agreement

You may cancel at any time (section 4). We may end the agreement with 30 days' notice, refunding the unused part of a prepaid period, or at once if you seriously breach these terms and do not put it right within 14 days of our asking. Section 5 applies however the agreement ends.

11. Law and contact

These terms are governed by the laws of the State of Washington, without regard to its rules on conflicts of law. The state and federal courts located in the State of Washington have exclusive jurisdiction over any dispute about these terms or the service, except that either of us may ask any court for urgent protection of its confidential information or intellectual property.

If a part of these terms cannot be enforced, the rest still applies. These terms, the Privacy policy and the Data processing terms are the whole agreement between us about the service, unless you and we have signed a separate agreement, which then comes first.

Questions and notices: legal@hotelreports.ai.