Terms of Service

Hotel PMS is a property management system for hotels, guest houses, resorts and similar properties, provided by SP Freelancer and 7 Galaxy Infotech (together “we”, “us”). These terms are an agreement between us and the business that registers a property (the “Property”, “you”), and they also bind every person the Property lets use the service (its “Users”, such as owners, managers and staff).

By registering a property, signing in or using the service you agree to these terms and to our Privacy Policy. If you accept them for a business, you confirm you are authorised to do so.

The service lets a Property manage bookings, guest registration, billing and tax invoices, restaurant orders, housekeeping, staff, inventory, reports, its public website content and related work, as the features enabled for it allow. Features can change as the service develops; we will not remove a core feature you rely on without reasonable notice.

Some features use third-party services that you connect yourself (for example your email account, the WhatsApp Business API, payment gateways or channel managers). Those services have their own terms, which apply to your use of them.

• A new property is reviewed before it goes live. We may approve, ask for more information about, or decline a registration.
• You must give accurate details and keep them current, including the property’s legal name, GSTIN and contact details.
• The Property controls who has an account and what each role can do. Keep passwords, sign-in codes and API keys secret; you are responsible for what is done under your accounts and keys.
• Tell us at [legal contact email] straight away if you think an account or key has been misused.

You own the data you and your Users put into the service, including guest records, invoices and reports (“Property Data”). You give us permission to store and process it only to run, secure, back up, support and improve the service for you, as described in the Privacy Policy.

For your guests’ personal data you are the Data Fiduciary under India’s Digital Personal Data Protection Act, 2023 (“DPDP Act”) and we act as your Data Processor. You are responsible for having a lawful basis and giving the notices required to collect it — for example guest identity documents required by law, or consent for marketing messages — and for answering your guests’ requests about their data. We will help you with those requests where the service allows.

You can export your data while your account is active. After the account ends we keep it as described in the Privacy Policy and then delete it, unless the law requires us to keep it longer.

The service helps you prepare tax invoices, GST summaries, bills and reports, but you remain responsible for the figures, rates and wording on them, for issuing them correctly, and for your filings with tax and other authorities. Please check documents before you issue them; formulas and layouts you set up are applied as you configure them.

You and your Users must not:

• break any law, or use the service to collect data unlawfully;
• send spam or messages to guests without the consent the law requires;
• try to get into another property’s data, probe or disrupt the service, or get around its security or limits;
• copy, resell or reverse-engineer the service, except as the law allows;
• upload malicious code or content that infringes others’ rights.

Fees, billing periods and any trial are as agreed with you in writing or shown when you subscribe. Fees are exclusive of taxes unless stated. If an invoice from us stays unpaid after a reminder, we may limit the account until it is paid. We will give at least 30 days’ notice of a price change for an existing plan.

We work to keep the service available and to back up Property Data, but the service is provided over the internet and may sometimes be unavailable, for example for maintenance or because of events outside our control. Parts of the app keep working offline and catch up when the connection returns. Support is available at [legal contact email].

You can stop using the service at any time by telling us. We may suspend or end a property’s access if these terms are seriously or repeatedly broken, fees are unpaid, or it is needed to protect the service, other properties or guests. Where we reasonably can, we will warn you first and give you a chance to fix the problem and to export your data.

Sections on your data, liability, indemnity and governing law continue after the service ends.

The service, its software, design and documentation belong to us or our licensors. You get a non-exclusive, non-transferable right to use it for your property’s business while your account is active. Your logo, content and Property Data stay yours.

Apart from what these terms say, the service is provided “as is”, and we do not promise it will be error-free or uninterrupted.

To the extent the law allows, we are not liable for indirect or consequential loss, such as lost profit, revenue or bookings, and our total liability for any claim is limited to the fees you paid us in the 12 months before the claim arose. Nothing here limits liability that cannot be limited by law.

You will cover us against claims by third parties, including your guests or authorities, that arise from Property Data you collected without a lawful basis, from documents you issued, or from your breach of these terms.

We may update these terms. We will post the new version here with its date and, for changes that matter, tell the Property by email or in the app at least 15 days before they take effect. Using the service after that means you accept the new terms.

These terms are governed by the laws of India. We will first try to settle any dispute by talking to you. Failing that, the courts at [city] have exclusive jurisdiction.

SP Freelancer and 7 Galaxy Infotech, [registered address]. Email: [legal contact email].