Terms of Service

1. Business use and accounts

Hotel IT Passport is intended for business and professional use by hotel owners, operators, management companies, technology teams, service providers, and authorized personnel. You must provide accurate account information, keep credentials secure, and promptly remove access for people who are no longer authorized. You are responsible for activity performed through accounts under your organization except to the extent caused by our breach of these Terms.

2. Subscriptions, property limits, and billing

Paid plans are billed on a recurring monthly basis unless the applicable checkout or written order states otherwise. Single Property subscriptions include one active hotel property. Portfolio subscriptions are priced per property and require the minimum quantity shown at checkout. Your permitted active-property count is determined by the subscription quantity recorded for your organization.

By starting a paid subscription, you authorize recurring charges through our payment processor until the subscription is canceled. Prices, billing intervals, and the amount due are shown before purchase. Applicable taxes, if any, may be added when required. We may change pricing for future billing periods with reasonable advance notice.

3. Cancellation and refunds

You may manage or cancel an eligible self-service subscription through the Billing area and Stripe customer portal. Unless otherwise stated at purchase, cancellation takes effect at the end of the current paid billing period and prevents future renewal charges. Except where required by law or expressly agreed in writing, subscription fees already paid are non-refundable.

4. Customer data and hotel records

You retain ownership of the hotel, organization, document, vendor, network, system, procedure, and other content you submit to the Service (“Customer Data”). You grant Hotel IT Passport the limited rights necessary to host, process, secure, back up, transmit, and display Customer Data solely to provide, maintain, protect, and improve the Service.

You represent that you have the right to submit Customer Data and to make it available to the users, vendors, or technology providers you authorize. You are responsible for deciding which personnel should have access to each hotel.

5. Credentials and sensitive information

Hotel IT Passport is not a password manager or payment-card vault. Do not store passwords, private keys, payment-card numbers, door PINs, authentication secrets, or other credentials in ordinary Hotel IT Passport records. The Service is designed to document credential location and access context while keeping actual secrets in an appropriate credential-management system.

6. Integrations and third-party services

The Service may connect with third-party platforms such as network-management, authentication, billing, email, storage, or infrastructure providers. Third-party services are governed by their own terms and availability. Hotel IT Passport is not responsible for third-party outages, data errors, product changes, or actions outside our control. Where an integration is described as read-only, Hotel IT Passport will not intentionally use that integration to make configuration changes to the connected system.

7. Acceptable use

You may not use the Service to violate law, infringe another person’s rights, gain unauthorized access to systems or data, distribute malware, interfere with Service operation, probe or circumvent security controls, resell access except under an authorized provider arrangement, or use another organization’s data without permission. We may suspend access reasonably necessary to protect customers, the Service, or third parties from security or abuse risks.

8. Availability, backups, and operational decisions

Hotel IT Passport is a documentation and continuity platform; it is not a substitute for network monitoring, emergency services, life-safety systems, professional engineering, legal advice, or a complete backup strategy. Readiness scores, reminders, imported inventory, alerts, and suggested procedures are informational tools and may be incomplete if source data is missing, stale, unavailable, or incorrect. You remain responsible for verifying critical property information and making operational decisions.

9. Intellectual property

Hotel IT Passport and its software, product design, reports, documentation, trademarks, and underlying technology are owned by or licensed to Hotel IT Passport and are protected by applicable intellectual-property laws. These Terms give you a limited, non-exclusive, non-transferable right to use the Service during an active authorized relationship. They do not transfer ownership of the Service or our intellectual property.

10. Disclaimers

To the maximum extent permitted by law, the Service is provided on an “as available” basis. We do not guarantee uninterrupted operation, that every technology issue will be identified, or that imported third-party data will always be complete or current. Any service-level commitment must be stated in a separate written agreement signed by an authorized representative.

11. Limitation of liability

To the maximum extent permitted by law, Hotel IT Passport will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, goodwill, business opportunities, or data, arising from use of the Service. Except for liability that cannot legally be limited, our aggregate liability arising from the Service will not exceed the fees paid by the affected organization for the Service during the twelve months preceding the event giving rise to the claim.

12. Suspension and termination

You may stop using the Service at any time, subject to your subscription obligations. We may suspend or terminate access for material breach, nonpayment, unlawful use, or a significant security risk. Following termination, access to Customer Data may end. You are responsible for exporting records you need before account closure, subject to any available export functionality and applicable retention requirements.

13. Changes to these Terms

We may update these Terms as the Service changes. Material changes will be communicated through the Service, by email, or by posting an updated effective date. Continued use after an updated version becomes effective constitutes acceptance where permitted by law.

14. Contact

Questions about these Terms, billing, or your account can be submitted through our Contact page.