Terms of Service

1. Acceptance of Terms

Welcome to HotelTools.AI, a division of IVOCOR ("Company," "we," "us," or "our"). By accessing or using our hotel operations management platform ("Service"), you agree to be bound by these Terms of Service ("Terms").

If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

If you do not agree to these Terms, do not use the Service.

2. Description of Services

HotelTools.AI provides a cloud-based hotel operations platform that includes:

• Workforce scheduling and labor management tools
• Labor analytics and executive reporting
• AI-powered document parsing and intelligence features
• Multi-property portfolio management
• CBA/union compliance automation

We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice.

3. AI-Powered Features

Certain features of the Service utilize artificial intelligence provided by Anthropic. By using these features, you acknowledge and agree to the following:

3.1 Third-Party AI Processing

When you use AI-powered features (document parsing, AI Intelligence, AI Help), certain data may be transmitted to Anthropic for processing. We implement data anonymization measures to protect identifying information before transmission.

3.2 Data Handling by Anthropic

Under Anthropic's API Terms of Service:

• Data submitted via the API is not used to train Anthropic's AI models
• Anthropic may retain data for up to 30 days for safety and abuse monitoring
• Anthropic maintains SOC 2 Type II certification

3.3 AI Output Disclaimer

AI-generated content is provided for informational and convenience purposes only. You are responsible for reviewing and verifying any AI-generated insights, recommendations, or parsed data before relying on them for business decisions.

3.4 Alternative Workflows

All core functionality of the Service is available without using AI-powered features. You may use Excel/CSV import and standard reporting features as alternatives. Contact support to configure an AI-free workflow if required by your organization's data policies.

4. Account Registration

To use the Service, you must:

• Provide accurate, current, and complete registration information
• Maintain the security of your password and account
• Notify us immediately of any unauthorized access
• Accept responsibility for all activities under your account

We reserve the right to suspend or terminate accounts that violate these Terms or for any other reason at our sole discretion.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Attempt to gain unauthorized access to any part of the Service
• Interfere with or disrupt the Service or servers
• Transmit viruses, malware, or harmful code
• Violate the rights of others, including intellectual property rights
• Use the Service to harass, abuse, or harm others
• Reverse engineer or attempt to extract source code
• Resell or redistribute the Service without authorization
• Use AI features to process data that violates third-party rights or applicable laws

6. Your Data

You retain ownership of all data you submit to the Service ("Customer Data"). By using the Service, you grant us a limited license to use Customer Data solely to provide the Service, including transmission to third-party AI services as described in Section 3.

You are responsible for:

• The accuracy and legality of Customer Data
• Obtaining necessary consents for employee data
• Compliance with applicable data protection laws
• Maintaining backups of your data

We will handle Customer Data in accordance with our Privacy Policy.

7. Payment Terms

Subscription fees are based on your selected plan and room count. By subscribing, you agree to:

• Pay all applicable fees as described in your subscription agreement
• Provide accurate billing information
• Authorize recurring charges for subscription renewals

Fees are non-refundable except as required by law or as expressly stated in your agreement. We may change pricing with 30 days' notice before your next billing cycle.

8. Intellectual Property

The Service, including all content, features, and functionality, is owned by HotelTools.AI and protected by intellectual property laws.

We grant you a limited, non-exclusive, non-transferable license to use the Service during your subscription term. This license does not include the right to:

• Modify, copy, or create derivative works
• Sublicense, sell, or transfer the Service
• Remove or alter proprietary notices

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND
• WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED
• WE SHALL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES
• OUR TOTAL LIABILITY SHALL NOT EXCEED THE FEES PAID IN THE PRECEDING 12 MONTHS
• WE ARE NOT LIABLE FOR ACTIONS OR OMISSIONS OF THIRD-PARTY SERVICE PROVIDERS, INCLUDING AI PROVIDERS

Some jurisdictions do not allow limitation of liability, so these limitations may not apply to you.

10. Termination

Either party may terminate this agreement:

• For convenience with 30 days' written notice (monthly plans)
• At the end of the subscription term (annual plans)
• Immediately for material breach not cured within 30 days

Upon termination, your access to the Service will cease, and we will delete your data within 90 days unless retention is required by law.

11. Contact Information

For questions about these Terms, please contact us:

HotelTools.AI
A division of IVOCOR
Email: legal@hoteltools.ai