Terms of Service

These Terms of Service ("Terms") govern your access to and use of the StayPilot platform, websites, and related services (collectively, the "Service") provided by StayPilot ("Company", "we", "us", or "our").

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Service.

To use StayPilot, you must create an account. You agree to:

• Provide accurate, current, and complete registration information
• Maintain the security of your password and accept responsibility for all activity under your account
• Promptly notify us at support@staypilot.com of any unauthorized access or security breach
• Not share account credentials with parties outside your organization

You must be at least 18 years old and have the legal capacity to enter into binding contracts to register for StayPilot.

StayPilot offers subscription plans (Starter, Pro, Business) as described on our Pricing page. Each plan includes specific features, usage limits, and support levels.

Subscriptions are billed monthly or annually in advance. All fees are in USD unless otherwise stated. Payments are processed securely via Stripe. By providing payment information, you authorize us to charge the applicable fees.

New accounts receive a 14-day free trial. No credit card is required during the trial. At the end of the trial, you must select a paid plan to continue using the Service. We will send a reminder email 3 days before your trial expires.

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your current billing period — you retain access until then. We do not provide prorated refunds for partial months, except where required by law.

Annual plans cancelled within 14 days of renewal are eligible for a prorated refund for the unused months.

We may change subscription prices with at least 30 days' notice via email. Continued use after the price change constitutes acceptance of the new pricing.

You agree not to use the Service to:

• Violate any applicable law, regulation, or third-party rights
• Transmit spam, malware, or harmful code
• Attempt to gain unauthorized access to StayPilot systems or other users' accounts
• Reverse engineer, decompile, or attempt to extract the source code of the Service
• Resell or sublicense access to the Service without written permission
• Use the Service to process bookings for illegal accommodation or fraudulent activity
• Misrepresent your identity or hotel property to guests

We reserve the right to suspend or terminate accounts that violate these terms without prior notice.

You retain ownership of all data you upload to StayPilot, including room information, photos, and booking records ("Your Content"). By using the Service, you grant us a limited, non-exclusive license to store, process, and display Your Content solely as necessary to provide the Service.

You are solely responsible for the accuracy and legality of Your Content and ensuring you have the right to upload any content (including guest data) in compliance with applicable privacy laws.

When you collect guest personal data (names, emails, etc.) through the StayPilot booking system, you act as the data controller and StayPilot acts as a data processor on your behalf. You are responsible for:

• Having a lawful basis to collect and process guest data
• Maintaining an appropriate privacy policy visible to your guests
• Responding to guest data requests (access, erasure, etc.)

Our data processing practices are governed by our Privacy Policy and, where applicable, a Data Processing Agreement (DPA) available upon request.

The StayPilot platform, including its software, design, trademarks, and documentation, is owned by StayPilot and protected by intellectual property laws. Nothing in these Terms grants you ownership of StayPilot's intellectual property.

The "StayPilot" name, logo, and branding may not be used in connection with any product or service without prior written consent.

We target 99.9% monthly uptime for the StayPilot platform. Scheduled maintenance windows will be communicated at least 48 hours in advance via email and a status banner in the dashboard. We are not liable for downtime caused by factors outside our control, including third-party infrastructure failures, DDoS attacks, or force majeure events.

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, STAY OS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL LIABILITY TO YOU FOR ANY CLAIMS ARISING FROM YOUR USE OF THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE 12 MONTHS PRECEDING THE CLAIM.

You agree to indemnify and hold harmless StayPilot and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising out of your use of the Service, violation of these Terms, or infringement of any third-party rights.

Either party may terminate this agreement at any time. We may suspend or terminate your access immediately if you violate these Terms. Upon termination, your access to the Service will cease and your data will be retained per our Privacy Policy data retention schedule. You may export your data for 30 days after termination.

These Terms are governed by and construed in accordance with the laws of the jurisdiction where StayPilot is incorporated, without regard to conflict of law principles. Any disputes shall be resolved through binding arbitration, except where prohibited by law.

We may revise these Terms at any time. We will notify you of material changes by email at least 14 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.