Terms of Service

Hotelligence®
Effective Date: March 2, 2026

These Terms of Service (“Terms”) govern access to and use of the Hotelligence® website and incident documentation infrastructure operated by [Insert Legal Entity Name] (“Hotelligence,” “Company,” “we,” or “us”).

By accessing or using the service, you agree to be bound by these Terms.

If you do not agree, you may not access or use the service.

1. Nature of the Service

Hotelligence provides incident documentation infrastructure designed for hotels and lodging operators.

The service:

• Allows documentation of observed incidents.
• Preserves documentation in encrypted, access-restricted storage.
• Permits management-controlled creation of Encrypted Evidence Bundles.

The service does not:

• Monitor guests or staff.
• Provide real-time surveillance.
• Generate alerts or notifications.
• Automatically escalate incidents.
• Identify individuals.
• Conduct investigations.
• Direct operational decisions.
• Guarantee outcomes.

Hotelligence is infrastructure. It is not a law enforcement agency, investigative authority, or safety service.

2. Roles and Responsibility

The subscribing hotel or lodging operator (“Subscriber”) is the operator of record and retains full responsibility for:

• Operational decisions
• Escalation choices
• Compliance with applicable laws
• Content entered into the system

Hotelligence acts solely as an infrastructure provider and does not determine what actions a Subscriber should take.

3. Account Registration

Subscribers must:

• Provide accurate account information.
• Maintain confidentiality of login credentials.
• Restrict access to authorized personnel only.
• Notify the Company of unauthorized use.

Hotelligence may suspend access for security, misuse, or nonpayment.

4. Subscription and Payment

Access to the service requires an active subscription.

Fees:

• Are defined by executed agreement or published pricing.
• Are not contingent on incidents, outcomes, or usage volume.
• Are non-refundable unless otherwise stated in writing.

Failure to pay may result in suspension or termination of service.

5. Subscriber Content

Subscribers retain ownership of Incident Records and related documentation entered into the system.

Subscriber represents and warrants that:

• It has authority to submit the information.
• Content does not violate applicable law.
• Content does not infringe third-party rights.

Hotelligence does not review, edit, or verify Subscriber content for accuracy.

6. System Data Objects

The system includes:

• Incident Records (staff-visible documentation entries)
• Encrypted Incident Archive (access-restricted preservation storage)
• Encrypted Evidence Bundles (sealed packages created only by Subscriber action)

Evidence Bundles are created only through deliberate management action. Hotelligence does not independently create or transmit Evidence Bundles.

7. Prohibited Uses

Subscribers may not:

• Use the system for unlawful purposes.
• Attempt to reverse engineer or disrupt infrastructure.
• Use the system to conduct surveillance or identity profiling.
• Misrepresent the service as providing monitoring or investigative authority.

8. Confidentiality

Each party agrees to maintain confidentiality of proprietary and non-public information disclosed in connection with the service.

This obligation survives termination.

9. Intellectual Property

All software, infrastructure, architecture, trademarks, and system design are owned by or licensed to the Company.

No ownership rights are transferred to Subscribers.

Subscribers are granted a limited, non-transferable, non-exclusive license to use the service during an active subscription.

10. Third-Party Services

The service may rely on third-party hosting, infrastructure, or payment processors.

Hotelligence is not responsible for outages or failures caused by third-party providers beyond reasonable control.

11. Disclaimer of Warranties

The service is provided “as is” and “as available.”

Hotelligence disclaims all warranties, express or implied, including:

• Merchantability
• Fitness for a particular purpose
• Non-infringement
• Availability without interruption
• Accuracy of Subscriber-entered content

Hotelligence does not warrant that use of the system will prevent incidents, reduce liability, or produce specific outcomes.

12. Limitation of Liability

To the maximum extent permitted by law:

Hotelligence shall not be liable for:

• Indirect, incidental, special, or consequential damages.
• Loss of profits, revenue, or business interruption.
• Decisions made by Subscribers.
• Failure to escalate or report incidents.

Total liability shall not exceed the total subscription fees paid by the Subscriber during the twelve (12) months preceding the claim.

Some jurisdictions may limit the applicability of liability limitations.

13. Indemnification

Subscriber agrees to indemnify and hold harmless Hotelligence and its officers, directors, employees, and affiliates from any claims arising out of:

• Subscriber’s operational decisions.
• Content entered into the system.
• Violation of applicable law.
• Breach of these Terms.

14. Data Retention and Termination

Retention is governed by Subscriber configuration and contractual agreement.

Upon termination:

• Access to Incident Records will cease.
• Data will be deleted in accordance with contractual terms and documented deletion schedules.
• Backup systems will be purged according to standard secure deletion cycles.

Hotelligence does not retain Subscriber data for independent use after termination except as legally required.

15. Modifications to Service or Terms

Hotelligence may modify the service or these Terms.

Material changes will be communicated to Subscribers.

Continued use after modification constitutes acceptance.

16. Governing Law

These Terms shall be governed by the laws of the State of [Insert State], without regard to conflict-of-law principles.

17. Dispute Resolution

Any dispute arising from these Terms shall be resolved in the state or federal courts located in [Insert County, State], unless otherwise required by law.

Each party consents to jurisdiction in those courts.

(If you later prefer arbitration, this section can be replaced with an arbitration clause.)

18. Severability

If any provision is found unenforceable, the remaining provisions remain in effect.

19. No Waiver

Failure to enforce any provision does not constitute waiver of that provision.

20. Entire Agreement

These Terms, together with any executed subscription agreement, constitute the entire agreement between the parties regarding use of the service.

21. Contact

contact@myhotelligence.com