Terms of Service

1. Definitions

• “Platform” means the HostHQ property-management software, its web application, APIs, integrations and related services.
• “Customer” means the organisation that subscribes to the Platform and the individuals it authorises to use it.
• “Authorised Users” means the people the Customer permits to access its workspace (its staff, and where applicable its property owners and collaborators).
• “Customer Data” means all data the Customer or its Authorised Users upload to, or generate within, the Platform, including property, booking, financial, owner and guest records.
• “Subscription” means the paid plan the Customer selects, priced per property in volume bands as shown on our pricing page.
• “Property” means a single let unit configured in the Customer’s workspace and counted for billing.
• “Channel Manager” or “PMS” means the third-party property-management system the Customer connects to sync bookings and listings.

2. The service

HostHQ provides a multi-tenant, cloud-hosted platform that helps short-let operators and property managers run their back office: syncing bookings from a connected channel manager, capturing costs, producing owner statements and guest invoices, and reporting on performance.

We grant the Customer a non-exclusive, non-transferable right to access and use the Platform during the subscription term, solely for the Customer’s own business and subject to these terms. We provide the Platform on a software-as-a-service basis and may improve, change or add features over time; we will not materially reduce the core functionality the Customer pays for without notice.

The Platform integrates with third-party services the Customer chooses to connect (for example its channel manager, payment processor or accounting tool). Those services are governed by their own terms, and we are not responsible for their availability or acts.

3. Accounts and security

The Customer is responsible for the accuracy of its account details, for keeping login credentials secure, and for all activity under its workspace. The Customer must ensure its Authorised Users comply with these terms, and must tell us promptly of any unauthorised access. Each workspace is isolated from every other tenant’s data.

4. Subscription, billing and renewal

Pricing and how you are billed

Subscriptions are priced per Property, in volume bands that step down as the portfolio grows, as shown on the pricing page and calculator at checkout. Fees are charged monthly in advance through our payment processor. Adding a Property mid-cycle is pro-rated into the current charge; removing one leaves it live and billed until the end of the period already paid for.

We are not registered for VAT, so no VAT is charged on our fees and the prices shown are the full amount payable; invoices issued while we are unregistered are not VAT invoices. If we become registered for VAT, headline prices will stay the same and will simply become inclusive of VAT from the effective date of registration, from which date we will issue VAT invoices.

Monthly and annual plans

The monthly plan is a rolling plan the Customer can change or cancel for any future month. The annual plan is offered at a lower per-Property rate in exchange for a twelve-month commitment per Property: the Customer commits to twelve months but is never asked for a year up front, and the annual plan still bills monthly. Where the Customer cancels an annual Property before its twelve-month commitment ends, the committed months already agreed remain payable, as described at cancellation.

Automatic renewal

Subscriptions renew automatically at the end of each term — monthly for the rolling plan, and for a further twelve months on the annual plan — at the then-current rate, unless cancelled before the renewal date. The Customer may cancel future renewal at any time from within the Platform; cancellation stops the next renewal and does not, by itself, refund the current paid period.

Price changes

We may change our fees. We will give the Customer at least 30 days’ written notice (by email to the billing contact and/or in-product) before a price change takes effect, and any change will apply from the start of the next renewal after the notice period. If the Customer does not accept a price increase, it may cancel before the increase takes effect and will not be charged the higher rate.

Money-back guarantee

New subscriptions include a 7-day money-back guarantee: if the Customer tells us within seven days of first subscribing that the Platform is not for them, we will refund the initial subscription charge. This is in addition to any statutory rights the Customer may have.

Late or failed payment

If a payment fails, we may retry it and may suspend access to the Platform until the outstanding amount is paid. We will give reasonable notice before suspending for non-payment.

5. Customer Data and data protection

As between the parties, Customer Data belongs to the Customer. For the personal data within Customer Data — such as its owners’ and guests’ details — the Customer is the data controller and HostHQ acts as its processor. Our processing of that personal data is governed by our Data Processing Addendum, which forms part of these terms. The Customer is responsible for having a lawful basis to provide that personal data to us and to use the Platform in respect of it.

We process personal data about the Customer’s own account and billing contacts as a controller, as described in our Privacy Notice.

6. Acceptable use

The Customer and its Authorised Users must not:

• use the Platform unlawfully, or to store or transmit unlawful, infringing or harmful material;
• attempt to gain unauthorised access to the Platform, other tenants’ workspaces, or the underlying infrastructure;
• probe, scan, or test the vulnerability of the Platform, or circumvent its security or tenant-isolation controls;
• reverse engineer, copy, resell or sublicense the Platform except as permitted by law;
• upload malware, or use the Platform to send unlawful or unsolicited communications; or
• use the Platform in a way that impairs its performance for other customers, including excessive automated requests outside our documented APIs.

We may suspend access where use materially breaches this section and poses a risk to the Platform or other customers, giving notice where practicable.

7. Intellectual property

The Platform, its software, design, and all intellectual property in it belong to HostHQ and its licensors. These terms grant the Customer a right to use the Platform, not any ownership of it. Where the Customer applies its own branding within the Platform, the Customer keeps all rights in that branding and grants us only the limited licence needed to display it back to the Customer and its Authorised Users.

The Customer grants us a limited licence to host and process Customer Data solely to provide and support the Platform, and to produce aggregated, anonymised statistics that do not identify the Customer or any individual.

8. Availability and support

We aim to keep the Platform available and to fix faults promptly, but we do not guarantee uninterrupted access. We may carry out maintenance, and will try to schedule planned downtime to minimise disruption. Any service-level commitments, if offered, will be set out in a separate schedule.

9. Warranties and disclaimers

We provide the Platform with reasonable skill and care. Except as expressly stated in these terms, and to the extent permitted by law, the Platform is provided “as is” and we exclude all other warranties, whether express or implied. The Platform helps the Customer keep its records and produce documents; it does not provide legal, tax or accounting advice, and the Customer remains responsible for its own compliance and for checking the figures and documents it produces.

10. Limitation of liability

Nothing in these terms limits either party’s liability for death or personal injury caused by negligence, for fraud, or for anything that cannot lawfully be limited.

Subject to that, and to the extent permitted by law: neither party is liable for loss of profit, revenue, business, goodwill, or anticipated savings, or for any indirect or consequential loss; and each party’s total liability arising out of or in connection with these terms in any twelve-month period is limited to the total subscription fees paid by the Customer in that period. These limits are placeholders for the founder’s solicitor to confirm and are not final.

11. Term and termination

These terms apply for as long as the Customer has a subscription. Either party may terminate for the other’s material breach that is not remedied within 30 days of written notice, or immediately if the other becomes insolvent. The Customer may also stop future renewal at any time as described in section 4; any committed annual months already agreed remain payable.

On termination, the Customer’s right to use the Platform ends. The Customer may export its Customer Data, and we then retain it in a read-only state for six years from termination in line with our Data Processing Addendum; during that period the Customer keeps free read-only access to its financial records through the Platform. After six years we delete or anonymise the Customer Data, except where the law requires us to keep it longer. The Data Processing Addendum sets out how the Customer can ask for earlier deletion.

12. Changes to these terms

We may update these terms from time to time. Where a change is material, we will give reasonable notice by email and/or in-product before it takes effect. Continued use of the Platform after a change takes effect means the Customer accepts the updated terms.

13. General

These terms are the entire agreement between the parties about the Platform and replace any prior discussions. If any provision is unenforceable, the rest continues to apply. Neither party may assign these terms without the other’s consent, except to a successor of its business. A failure to enforce a term is not a waiver of it. Nothing in these terms creates a partnership or agency between the parties, and they do not give rights to any third party.

14. Governing law and jurisdiction

These terms and any dispute arising out of them (including non-contractual disputes) are governed by the laws of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

Questions about these terms can be sent to [CONTACT EMAIL]. Our registered company details will be confirmed here before these terms take effect.