Terms of Service

These Terms of Service ("Terms") form a legally binding agreement between Softwarepluz, the operator of HotelFox ("HotelFox", "we", "us"), and the entity or individual ("Customer", "you") accessing or using the HotelFox platform and related services ("Service").

By creating an account or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms. If you do not agree, do not use the Service.

HotelFox provides a cloud-based guest engagement and upsell automation platform designed for hospitality businesses. The Service includes:

• Automated guest messaging via WhatsApp and email
• Business rules engine for upsell and cross-sell campaigns
• Guest profile and booking management tools
• Analytics and reporting dashboards
• Hotel onboarding and configuration tools

We reserve the right to modify, suspend, or discontinue any feature of the Service with reasonable notice, except where required by urgent security or legal circumstances.

To use the Service, you must create an account and provide accurate, complete information. You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Notifying us immediately of any unauthorised access at hello@hotelfox.ai

You must be at least 18 years old and have authority to bind your organisation to these Terms.

The Service is provided on a subscription basis. Pricing, billing cycles, and included features are described at hotelfox.ai/pricing and in your subscription agreement.

• Free period: New customers receive 60 days free. No credit card is required to start.
• Per-room basis: Subscription fees are charged per room, per billing period, based on the room count declared for the property. If activity indicates a materially higher room count, we will discuss an adjustment at renewal rather than retrospectively.
• Billing: After the free period, subscription fees are billed monthly or annually in advance.
• Payment processing: Payments are processed securely through Razorpay (operated by Razorpay Software Private Limited). By making a payment, you also agree to Razorpay's Terms of Service and Privacy Policy. HotelFox does not store your full card details. All payment information is handled directly by Razorpay's PCI-DSS compliant infrastructure.
• Payment methods: We accept credit cards, debit cards, UPI, net banking, and other methods supported by Razorpay in your region.
• Recurring payments: For monthly and annual subscriptions, you authorise recurring charges to your chosen payment method. You can cancel auto-renewal at any time from your billing settings.
• Currency: Prices are displayed in your local currency where available. All charges are processed in the currency shown at checkout.
• Taxes: Prices are exclusive of GST, VAT, and other applicable taxes, which will be added at checkout as required by law.
• Failed payments: We will notify you of failed payments. If payment cannot be collected after 3 attempts over 7 days, your subscription may be suspended until payment is resolved.
• Refunds: Subscription fees are non-refundable except as required by applicable law or at our sole discretion. Refunds, when approved, are processed back to the original payment method via Razorpay within 5-7 business days.

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

• Use the Service to send unsolicited commercial messages (spam) to guests who have not consented
• Violate any applicable law, including data protection laws (India's DPDP Act, and the GDPR where applicable)
• Reverse-engineer, decompile, or attempt to extract the source code of the Service
• Use automated scripts or bots to access the Service in a way that disrupts normal operation
• Resell or sublicense the Service without our written permission
• Upload or transmit malicious code, viruses, or harmful content
• Impersonate any person or entity or misrepresent your affiliation with any entity

We reserve the right to suspend or terminate accounts that violate these rules.

You retain ownership of all data and content you upload to the Service ("Customer Data"). By using the Service, you grant HotelFox a limited licence to process Customer Data solely to provide and improve the Service.

You are responsible for ensuring that your use of Customer Data, including data about your hotel guests, complies with applicable data protection laws. This includes obtaining any required guest consent for messaging and marketing communications.

We act as a data processor for Customer Data. Our data processing practices are described in our Privacy Policy and, where applicable, a Data Processing Agreement.

HotelFox and all related software, trademarks, logos, and content are the exclusive property of Softwarepluz and are protected by intellectual property laws. These Terms do not transfer any intellectual property rights to you.

We may use your hotel name and logo for reference purposes (e.g. case studies) only with your prior written consent.

The Service integrates with third-party platforms. Your use of these integrations is also subject to the respective third-party terms of service. Key integrations include:

• Razorpay (payment processing): Razorpay Software Private Limited processes all subscription payments and handles sensitive payment data. Subject to Razorpay Terms.
• WhatsApp Business API (Meta Platforms): Used for guest messaging. Subject to WhatsApp Business Terms.
• Email delivery providers: Used for transactional and notification emails.
• AI services (Anthropic, Google): Used for guest conversation assistance and content generation.

HotelFox is not responsible for the availability, accuracy, or conduct of third-party services. In the event of a third-party service disruption, we will make reasonable efforts to notify you and minimise impact.

We provide the Service "as is" and "as available". To the fullest extent permitted by law, HotelFox excludes all warranties, express or implied, including implied 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 harmful components. We provide a target uptime of 99.9%, but this is not a guarantee.

To the fullest extent permitted by applicable law, HotelFox's total liability to you for any claim arising under or in connection with these Terms shall not exceed the fees paid by you in the three months immediately preceding the claim.

HotelFox shall not be liable for any indirect, incidental, consequential, special, or punitive damages, including loss of profits, revenue, data, or goodwill, even if advised of the possibility of such damages.

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

By you: You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. Data export is available for 30 days after cancellation.

By us: We may terminate or suspend your access immediately if you materially breach these Terms, engage in fraudulent activity, or if required by law.

Upon termination, your right to use the Service ceases. We will delete Customer Data within 90 days of account closure unless retention is required by law.

These Terms are governed by the laws of India. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of Bengaluru, Karnataka, India.

We encourage you to contact us at hello@hotelfox.ai before initiating formal proceedings; most issues can be resolved quickly.

We may update these Terms from time to time. We will give you at least 30 days' notice of material changes by email or via an in-platform notification. Continued use of the Service after the effective date of any changes constitutes acceptance.

Softwarepluz (operator of HotelFox)
GSTIN 29ADQFS4753D1ZM · Karnataka, India
Email: hello@hotelfox.ai