Terms & Conditions | Hotel Systems Agreement

1. Acceptance of Terms

By accessing or using the Hotel Systems platform, website (hotelsystems.ai), mobile applications, APIs, or any related services (collectively, the "Service"), you agree to be bound by these Terms & Conditions ("Terms"). If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

If you do not agree to these Terms, you must not access or use the Service. Your continued use of the Service after any changes to these Terms constitutes your acceptance of the revised Terms.

These Terms constitute a legally binding agreement between you ("Customer," "you," or "your") and Hotel Systems, a product of Multisystems.ai ("Hotel Systems," "we," "us," or "our"), located at 1505 Greenland Dr, Murfreesboro, TN 37130.

2. Description of Services

Hotel Systems provides an AI-powered hotel management software-as-a-service (SaaS) platform designed to help hotels and hospitality businesses streamline their operations. The Service includes, but is not limited to:

AI-powered guest communication and messaging tools
Property management system (PMS) integrations
Online travel agency (OTA) channel management and integration
Revenue management and analytics dashboards
Automated review management and response generation
Smart upselling and guest experience optimization
SMS/text messaging capabilities via 10DLC-compliant channels
API access for custom integrations (where applicable per plan)

Hotel Systems reserves the right to modify, update, or discontinue any feature or functionality of the Service at any time. We will provide reasonable notice of material changes that affect your use of the Service.

3. Account Registration & Security

To access the Service, you must create an account by providing accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You agree to:

Provide truthful and accurate registration information
Maintain and promptly update your account information
Keep your password and login credentials secure and confidential
Notify Hotel Systems immediately of any unauthorized access or security breach
Not share your account credentials with unauthorized parties
Not create multiple accounts for the same property without authorization

Hotel Systems reserves the right to suspend or terminate accounts that contain inaccurate information, that are inactive for extended periods, or that violate these Terms. You are solely responsible for any activity on your account, whether or not you authorized it.

4. Subscription Plans & Billing

The Service is offered on a subscription basis. Specific plan features, pricing, and billing cycles are described on our website and within the platform. By subscribing to a paid plan, you agree to the following:

Billing Cycle: Subscriptions are billed on a monthly or annual basis, depending on the plan selected. Annual plans are billed upfront for the full year.
Auto-Renewal: Subscriptions automatically renew at the end of each billing period unless you cancel before the renewal date.
Pricing Changes: We may adjust pricing with at least 30 days' written notice before your next billing period. Continued use after pricing changes constitutes acceptance.
Payment Processing: Payments are processed by third-party payment processors. You agree to comply with the terms and policies of those processors.
Free Trials: If a free trial is offered, you will not be charged until the trial period expires. You may cancel at any time during the trial without charge.
Refunds: Monthly subscriptions are non-refundable. Annual subscriptions may be eligible for a pro-rata refund within the first 30 days. After 30 days, no refunds will be issued for the remainder of the annual term.
Non-Payment: Failure to pay may result in suspension or termination of your access to the Service. We may charge late fees on overdue amounts as permitted by law.

All fees are exclusive of applicable taxes. You are responsible for any sales, use, VAT, or similar taxes imposed on the Service, excluding taxes on Hotel Systems' net income.

5. Acceptable Use Policy

You agree to use the Service only for lawful purposes and in accordance with these Terms. You shall not:

Use the Service for any illegal, fraudulent, or unauthorized purpose
Attempt to gain unauthorized access to any part of the Service, other accounts, computer systems, or networks connected to the Service
Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service
Interfere with, disrupt, or create an undue burden on the Service or the networks connected to it
Use any automated means (bots, scrapers, crawlers) to access the Service without our prior written consent
Transmit viruses, malware, or any other harmful code through the Service
Use the Service to send unsolicited messages, spam, or communications that violate applicable laws (including the Telephone Consumer Protection Act (TCPA) and CAN-SPAM Act)
Resell, sublicense, or redistribute the Service without our prior written authorization
Use the Service in a manner that infringes upon the intellectual property or other rights of third parties

Violation of this Acceptable Use Policy may result in immediate suspension or termination of your account without prior notice or refund.

6. Intellectual Property

The Service, including all software, algorithms, AI models, user interfaces, designs, documentation, trademarks, logos, and content created by Hotel Systems, is the exclusive property of Hotel Systems and its licensors, protected by United States and international intellectual property laws.

Subject to these Terms, Hotel Systems grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Service solely for your internal business operations during the term of your subscription. This license does not grant you any right to:

Modify, adapt, or create derivative works based on the Service
Copy or reproduce any portion of the Service beyond what is necessary for normal use
Use Hotel Systems' trademarks or branding without prior written consent
Remove or alter any proprietary notices or labels on the Service

Any feedback, suggestions, or ideas you provide regarding the Service may be used by Hotel Systems without obligation or compensation to you.

7. Customer Data & Data Ownership

You retain all ownership rights to the data you input, upload, or generate through the Service ("Customer Data"). Hotel Systems does not claim ownership of your Customer Data.

By using the Service, you grant Hotel Systems a limited license to process, store, and transmit your Customer Data solely for the purpose of providing and improving the Service. This includes:

Processing guest information and hotel operational data to deliver the Service's functionality
Using anonymized and aggregated data to improve the Service and develop new features
Generating AI-driven insights, recommendations, and responses based on your data within the context of the Service

Upon termination of your account, you may request export of your Customer Data within 30 days. After that period, Hotel Systems may delete your Customer Data in accordance with our data retention policies. We will comply with all applicable data protection laws in our handling of your data.

For customers requiring a formal Data Processing Agreement (DPA), please contact us at contact@hotelsystems.ai.

8. Confidentiality

Each party agrees to maintain the confidentiality of the other party's proprietary information ("Confidential Information") disclosed during the course of the relationship. Confidential Information includes, but is not limited to, business plans, financial data, technical specifications, customer lists, and trade secrets.

The receiving party shall not disclose or use the disclosing party's Confidential Information except as necessary to perform its obligations under these Terms. This obligation does not apply to information that is: (a) publicly available through no fault of the receiving party; (b) independently developed without reference to the Confidential Information; (c) rightfully received from a third party without restriction; or (d) required to be disclosed by law, provided the receiving party gives reasonable notice to the disclosing party.

9. Service Level & Uptime Commitment

Hotel Systems strives to maintain high availability of the Service. We target a monthly uptime of 99.9% for the core platform, measured on a calendar month basis. Uptime excludes scheduled maintenance windows, which will be communicated in advance.

In the event of a service disruption, Hotel Systems will use commercially reasonable efforts to restore access promptly. If monthly uptime falls below 99.9%, eligible customers on qualifying plans may request service credits as described in the applicable Service Level Agreement (SLA). Service credits are the sole and exclusive remedy for downtime.

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." EXCEPT AS EXPRESSLY PROVIDED IN AN SLA, HOTEL SYSTEMS MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

10. Third-Party Integrations

The Service may integrate with or provide connectivity to third-party platforms, including but not limited to:

Online Travel Agencies (OTAs) such as Booking.com, Expedia, and Airbnb
Property Management Systems (PMS)
Payment processors and gateway providers
AI and natural language processing providers
SMS/messaging delivery services
Analytics and marketing platforms

Hotel Systems is not responsible for the availability, accuracy, or performance of third-party services. Your use of third-party integrations is subject to those providers' respective terms of service and privacy policies. Hotel Systems does not guarantee uninterrupted connectivity with any third-party platform and shall not be liable for disruptions caused by third-party services.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, HOTEL SYSTEMS' TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNTS PAID BY YOU TO HOTEL SYSTEMS IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

IN NO EVENT SHALL HOTEL SYSTEMS, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITY, REGARDLESS OF THE CAUSE OF ACTION OR THE THEORY OF LIABILITY, EVEN IF HOTEL SYSTEMS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

Some jurisdictions do not allow the exclusion or limitation of certain damages. In such cases, the above limitations shall apply to the fullest extent permitted by applicable law.

12. Indemnification

You agree to indemnify, defend, and hold harmless Hotel Systems, its affiliates, officers, directors, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to:

Your use of the Service in violation of these Terms
Your violation of any applicable law or regulation
Your infringement or misappropriation of any third-party rights
Any content or data you transmit through the Service, including guest data processed on your behalf
Your failure to obtain proper consent for messaging or communications sent through the Service

Hotel Systems agrees to indemnify you against third-party claims that the Service, as provided by Hotel Systems, infringes any valid United States patent, copyright, or trademark, provided you promptly notify Hotel Systems of the claim, cooperate in the defense, and allow Hotel Systems to control the defense and settlement.

13. Termination & Cancellation

Either party may terminate these Terms as follows:

By Customer: You may cancel your subscription at any time through your account settings or by contacting us at contact@hotelsystems.ai. Cancellation takes effect at the end of the current billing period.
By Hotel Systems: We may suspend or terminate your access immediately upon written notice if you materially breach these Terms and fail to cure such breach within fifteen (15) days of receiving notice, or immediately for violations of the Acceptable Use Policy.
For Convenience: Either party may terminate for convenience with thirty (30) days' written notice.

Upon termination: (a) your right to access the Service ceases immediately; (b) you remain liable for all fees accrued before termination; (c) you may request export of your Customer Data within thirty (30) days of termination; (d) each party shall return or destroy the other party's Confidential Information. Sections relating to intellectual property, limitation of liability, indemnification, and governing law survive termination.

14. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of Tennessee, United States, without regard to its conflict of law provisions.

Any dispute arising out of or relating to these Terms or the Service shall be resolved as follows:

Informal Resolution: The parties shall first attempt to resolve the dispute informally by contacting each other in writing. You agree to contact us at contact@hotelsystems.ai before initiating formal proceedings.
Mediation: If informal resolution is unsuccessful within thirty (30) days, either party may initiate mediation administered by a mutually agreed-upon mediator in Murfreesboro, Tennessee.
Binding Arbitration: If mediation is unsuccessful, disputes shall be resolved through binding arbitration conducted in Murfreesboro, Tennessee, in accordance with the rules of the American Arbitration Association (AAA). The arbitrator's decision shall be final and binding.
Class Action Waiver: You agree that any dispute resolution proceedings will be conducted on an individual basis and not as a class, consolidated, or representative action.

Notwithstanding the above, either party may seek injunctive or equitable relief in any court of competent jurisdiction in Rutherford County, Tennessee, to protect its intellectual property or Confidential Information.

15. Mobile Communications (SMS)

By providing your telephone number in a form on this website and checking the SMS consent box, you consent to receive calls and text messages from Multisystems. Consent is optional and is never a condition of purchasing any goods or services. Message frequency may vary. Message and data rates may apply. Reply STOP to opt out and HELP for help; opt-in and opt-out are handled on the same phone number. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. See our Privacy Policy for details on how phone numbers and consent records are handled.

Hotel Systems may provide SMS and text messaging functionality through the Service using 10DLC (10-Digit Long Code) and other compliant messaging channels. If you use these messaging features, you agree to the following:

Consent: You are solely responsible for obtaining and maintaining proper consent from message recipients before sending any SMS or text messages through the Service, in compliance with the Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, and all applicable federal, state, and local regulations.
Opt-Out: You must honor all opt-out requests promptly. The Service provides automated opt-out handling (e.g., STOP keyword processing), which you must keep enabled.
Message Content: You are responsible for ensuring all message content complies with carrier guidelines, applicable laws, and the Cellular Telecommunications Industry Association (CTIA) messaging principles.
Prohibited Content: You shall not use messaging features to send messages containing illegal content, deceptive marketing, phishing attempts, or any content prohibited by carrier policies or applicable law.
Messaging Rates: Standard message and data rates may apply to recipients. You are responsible for disclosing this to recipients in your opt-in disclosures.
Registration: Hotel Systems registers messaging campaigns with carriers through the 10DLC registration process. You agree to provide accurate business information and use case descriptions for this registration.

Failure to comply with messaging regulations may result in suspension of messaging features, carrier penalties, or termination of your account. You agree to indemnify Hotel Systems for any fines, penalties, or damages arising from your non-compliance with messaging laws.

16. Changes to These Terms

Hotel Systems reserves the right to update or modify these Terms at any time. We will notify you of material changes by posting the updated Terms on our website, updating the "Last updated" date at the top of this page, and/or sending notice via email to the address associated with your account at least thirty (30) days before the changes take effect.

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree with any changes, you must stop using the Service and cancel your subscription before the changes take effect.

17. Contact Information

If you have questions, concerns, or legal inquiries regarding these Terms, please contact us:

Company: Hotel Systems (a Multisystems.ai product)
Email: contact@hotelsystems.ai
Address: 1505 Greenland Dr, Murfreesboro, TN 37130
Website: hotelsystems.ai