Terms of Service

Last updated: [date]

Draft for legal review. These terms haven't been finalised yet. Highlighted items need filling in, and the whole page should be checked by a solicitor before it's relied on.

These terms are between you (the host signing up) and [company name] (“we”), which runs Bellhop Co-Host. By creating an account you agree to them.

1. The service

Bellhop Co-Host gives each space you run a guest page with Otis, an AI assistant that answers your guests', members' or customers' questions from the information you provide, and alerts you when something needs you.

2. Your account

You must be 18 or over and running the spaces you add, or authorised to.
Keep your password safe. You're responsible for what happens in your account.

3. What you're responsible for

Your information is accurate and lawful. Otis answers from what you enter, so keep it up to date: times, codes, rules, prices, menus and anything about safety.
Food and allergens. If you run a food business, you remain responsible for the allergen and food information you give customers, as the law requires. Otis only uses allergen information you've checked, and tells customers to confirm with your team.
Your booking platforms' rules. Share your guest page in ways those platforms allow (for example, after a booking is confirmed), and never take payments off-platform where they forbid it.
Treating everyone fairly. You won't use the service to discriminate, and you'll accept assistance dogs as the law requires.
Telling your guests. You'll make sure guests can see our privacy notice (it's linked on every guest page).

4. Otis is an AI, not an emergency service

Otis can make mistakes. It's a helpful assistant, not a replacement for you, and guests are told to check anything important with you.
Otis and our alerts are not an emergency service. In an emergency, Otis tells people to call the emergency services. Text alerts depend on phone networks and aren't guaranteed to arrive.
Otis doesn't give medical, legal or financial advice.

5. Fees, trial and cancelling

Prices are per space, by kind of place, and shown on our pricing page. They exclude VAT.
New accounts get a 14-day free trial. You add a card at the start; you won't be charged if you cancel before the trial ends.
Each plan includes a fair-use allowance of guest messages. If you go well over it regularly, we'll talk to you about the right plan; we won't cut your guests off mid-stay.
You can cancel any time from your account. Your plan runs to the end of the period you've paid for. [Refund policy.]

6. Acceptable use

Don't use the service for anything unlawful, to mislead or harm people, to collect data you're not entitled to, or to interfere with the service or other people's use of it.

7. Data protection

For your guests' messages, you're the controller and we're your processor. We'll:

only process guests' data to run the service for you, following your instructions in these terms;
keep it confidential and secure, and use only the sub-processors listed in our Privacy Policy (we'll tell you before adding new ones);
help you answer guests' data requests, and tell you without undue delay if we become aware of a personal data breach;
delete guest conversations after 12 months, or sooner when you or the guest delete them, and delete your data when you close your account.

[A full Data Processing Agreement may be attached here, as your solicitor advises.]

8. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow us to limit.
Otherwise, we're not liable for indirect or consequential losses, lost profits or lost bookings, or for losses caused by inaccurate information you provided.
Our total liability in any 12 months is limited to the fees you paid us in that period. [Confirm cap with solicitor.]

9. Ending the service

You can close your account at any time. We may suspend or close an account that breaks these terms, or if we stop running the service, with notice where reasonable.

10. Changes and law

We may update these terms and will tell you about significant changes by email in advance. These terms are governed by the law of England and Wales, and its courts have jurisdiction.

Contact

[company name, registered address, contact email]