Terms of Use

1. Agreement and service provider

These Terms govern Hostex websites, applications, property-management and channel-management tools, direct-booking tools, APIs and related services (Services), supplied by Ecoya Consulting Inc., 3207 Quesnel Drive, Vancouver, V6S 1Z7, British Columbia, Canada (Hostex, we, us).

You means the person or business accepting the Agreement. Acceptance through registration, purchase, an order form or another agreed electronic process binds you and, if you act for an organization, you confirm authority to bind it. Hostex is intended for adult business users. The applicable plan or order states the purchased scope and fees.

The Privacy Policy explains personal-information practices. Section 17 contains the terms for personal data processed on your behalf. If you require a separately accepted Data Processing Addendum (DPA), contact support@hostex.io. A separate DPA applies only when validly accepted; it is not required for Section 17 to bind the parties. AI use is governed by Section 9.

2. Accounts and authority

Keep account, billing and contact information accurate. Protect credentials and API keys, assign permissions appropriately and promptly report suspected misuse. You are responsible for authorized users' use of your account. Hostex may require reasonable proof of identity or authority before transferring account control or acting on an account, export or deletion request.

3. Your rental operations

Hostex supplies software and related support. Unless separately agreed, it is not the accommodation provider, property manager, insurer or a party to your rental contracts. You control listings, prices, availability, house rules, cancellations, taxes and guest decisions, and are responsible for permits, legal notices and lawful operation.

You must have authority to manage the connected properties and channels and provide required guest information and consents, including for documents, messages, screening and access integrations. On direct-booking sites, identify the accommodation provider and make your legal notice, booking terms and guest privacy information accessible before a reservation is completed. Use supported display features; Hostex's corporate policies do not replace your guest notices.

4. Channels and third-party services

You authorize the exchanges needed for your configured channels and integrations. Keep third-party credentials and permissions current. APIs, network connections and third-party changes can cause delays, interruptions or synchronization errors. Review important reservations, prices, availability and communications and maintain operational alternatives.

Separately contracted third-party services are governed by their own terms and privacy roles. Hostex-appointed subprocessors are governed by Section 17 or a separately accepted DPA. Availability of an integration does not guarantee continuing third-party access or performance.

5. Subscriptions, payment and renewal

The purchase screen or order identifies price, currency, billing interval, usage limits, applicable taxes, trial conversion and renewal terms. You authorize the disclosed recurring and usage-based charges. Subscriptions renew as disclosed unless canceled before renewal using the available account method or support. Cancellation normally stops the next renewal; fees remain payable for services already supplied.

Prices for existing subscriptions may change at renewal with advance notice. You may cancel renewal before an increase applies. You are responsible for applicable taxes other than taxes on Hostex's income and for keeping payment details current. Hostex may suspend paid access for overdue charges after notice where appropriate.

6. Trials and refunds

Trial conditions and paid conversion are those presented when offered. Cancel before conversion or renewal if you do not wish to continue. Fees for a started billing period and consumed services are non-refundable except as expressly stated in an order, these Terms or applicable law. Failure to use the service does not itself cancel a subscription. Goodwill adjustments are discretionary.

7. Customer content and permissions

You retain your rights in listings, images, messages, records and other content you provide. You grant Hostex the rights needed to host, transmit, format and process it to supply and secure the Services, follow your instructions and comply with law. You must have the necessary rights and lawful basis for the content and instructions you provide. Personal data processed on your behalf is subject to Section 17 or a separately accepted DPA.

Hostex may use product feedback and genuinely anonymous service statistics for its business purposes. This does not grant a general-purpose model-training right over Customer Personal Data. Hostex may restrict or remove unlawful or infringing content and provide reasons or review opportunities where required.

8. Acceptable use and APIs

Do not use the Services for unlawful activity, discrimination, fraud, impersonation, harassment, spam, infringement, malware or unauthorized access. Do not extract another customer's data, evade access or usage restrictions or disrupt systems. Security testing requires authorization. Keep integration credentials secure and observe documented API scopes and rate limits.

Do not abuse support channels, knowingly submit false or misleading information or claims, or threaten, intimidate, harass or otherwise abuse Hostex personnel, contractors or partners. Do not use the Services or support channels in a manner that unreasonably disrupts operations or creates unreasonable security, legal or operational risk. Hostex may investigate suspected violations and take action under Section 12.

9. AI features

Enabled AI and translation features may use third-party API services, including OpenAI. You authorize the limited input and context needed for the selected task, subject to applicable processing and transfer safeguards. Hostex does not use or authorize use of personal data processed on your behalf to train general-purpose AI models. Generating outputs and permitted service-operation or safety processing are separate from training.

AI outputs may be inaccurate, incomplete or unsuitable. Review important facts and communications, configure automatic actions carefully and maintain appropriate human oversight, particularly for payments, access, safety and decisions affecting guests. Do not use AI for unlawful discrimination, fraud, deceptive impersonation or other prohibited activity. Do not falsely present an automated assistant as a human or remove or circumvent AI notices or content markings required by law. Provide required notices where people directly interact with an AI system.

Submit only information you are authorized to process and that is necessary for the task. Rights in inputs and outputs remain subject to applicable law and third-party rights; uniqueness, accuracy and freedom from infringement are not guaranteed. AI availability depends on the plan, feature and applicable requirements. These Terms govern its use and liability.

10. Intellectual property

Hostex and its licensors retain rights in the Services, software and documentation, excluding your content. Subject to the Agreement, you receive a limited, non-exclusive right to use the Services for your business during the applicable term. Do not copy, resell or reverse engineer protected software except where law permits. Applicable open-source and third-party licenses govern their respective components.

11. Confidentiality

Each party will protect the other's nonpublic information that is identified as confidential or reasonably understood to be confidential, use it for the contractual purpose and disclose it only to persons with appropriate duties and need to know. Exceptions apply to lawfully obtained, independently developed or public information. Legally required disclosures are permitted, with notice where required and allowed. Personal-data obligations are governed by Section 17, any separately accepted DPA and applicable law.

12. Changes, suspension and termination

Hostex may maintain, change or discontinue functions and identified beta features. Material changes to the Agreement follow Section 15.

12.1 Breach, misuse and protective action

Either party may terminate for a material breach not remedied within 30 days after notice. Hostex may suspend, restrict or terminate an account or affected Services immediately where it reasonably determines that serious or repeated misuse, fraud, threatening or harassing conduct, a security risk, unlawful activity or a binding legal requirement justifies immediate action. Hostex may also suspend paid access for nonpayment under Section 5. Where a breach cannot reasonably be remedied, or allowing a cure period would expose Hostex, its personnel or others to unreasonable risk, Hostex need not provide a cure period, to the extent permitted by law.

12.2 Ending the business relationship

Hostex may decline renewal or discontinue providing Services to a customer where it reasonably and in good faith determines that continuing the relationship is no longer appropriate, practicable or commercially reasonable. Relevant circumstances include inability to reasonably meet the customer's requirements; repeated demonstrably unfounded or abusive demands; excessive or inappropriate use of support resources; threatening, harassing or abusive communications; or conduct that materially disrupts operations or exposes Hostex, its personnel, partners or other users to unreasonable risk. This right does not require a finding that the customer has broken a law.

Hostex will give reasonable prior notice of a decision under this subsection where practicable, subject to circumstances justifying immediate action under Section 12.1. Payment of subscription fees does not prevent suspension, non-renewal or termination in accordance with this Agreement. Nothing in this section restricts legitimate complaints, lawful feedback or the exercise of statutory rights.

12.3 Effect, notices and fees

On suspension or termination, access to some or all Services and connected functions may be restricted; on termination, the affected service licenses end. Accrued charges and rights, obligations or liabilities arising before termination remain unaffected. Hostex will provide any explanation or review process required by applicable law.

Refunds or credits are governed by Section 6, any applicable order, any express refund right elsewhere in these Terms and applicable law. Termination does not by itself create a right to additional compensation. Return/deletion of personal data follows Section 17 or any separately accepted DPA, including where ordinary account access is restricted. Account closure, subscription cancellation and data erasure are distinct processes.

13. Warranties and liability

The Services are provided on an as-available basis, subject to the applicable plan, order and express contractual commitments. Hostex does not guarantee uninterrupted or error-free operation, synchronization, a particular business result or an AI output. Other warranties are excluded to the extent permitted by law.

To the extent permitted by law, neither party is liable for indirect or consequential loss. Each party's aggregate liability under the Agreement is limited to fees actually paid for the affected Services in the three months before the event giving rise to the claim. This does not limit payment obligations or liability that applicable law or mandatory transfer clauses prohibit limiting.

14. Governing law and disputes

The Agreement is governed by British Columbia law and applicable Canadian federal law, and contractual disputes may be brought before the courts of British Columbia, subject to mandatory law and applicable transfer-clause requirements. The parties should first seek resolution through their business contacts without delaying urgent relief or statutory deadlines.

15. Notices and amendments

Hostex may send notices to your account contact, through direct in-product notification or another agreed electronic method. Keep notice details current. Contact Hostex at support@hostex.io or its address above.

Hostex may amend these Terms with 30 days' notice of a material change, or a shorter period where necessary to meet a legal requirement or address an urgent security issue. If you object to a material change that adversely affects you, you may notify Hostex and terminate the affected Services before it takes effect; Hostex will refund the unused prepaid subscription portion for that termination. Otherwise, continued use after the effective date constitutes acceptance to the extent legally valid. Specific accepted variations and mandatory transfer terms retain their agreed amendment requirements.

16. General

The Agreement includes these Terms, applicable orders and any separately accepted DPA or variation. An accepted variation prevails on the matter it expressly changes; mandatory transfer clauses prevail over inconsistent terms and a separately accepted DPA prevails over Section 17. Applicable mandatory law governs any conflicting term. If one provision is unenforceable, the remaining provisions continue where lawful. Delay in enforcement is not a waiver.

Hostex may assign the Agreement in a reorganization or transfer of the relevant business with its obligations. Neither party is responsible for an unavoidable failure caused by circumstances beyond its reasonable control to the extent permitted by law and subject to reasonable mitigation.

17. Personal data processed for customers

17.1 Roles and processing details

This section applies where Hostex processes personal data on your behalf (Customer Personal Data). You are controller or an authorized processor appointing Hostex as a further processor; Hostex acts as processor or further processor. You are responsible for lawful collection, notices, required consents and instructions. Data Protection Law means the privacy law applicable to the processing, including where applicable the GDPR, UK GDPR, Swiss FADP and relevant Canadian and US laws. This section is a binding processing agreement where such an agreement is required.

17.2 Instructions, confidentiality and security

Hostex processes Customer Personal Data only on documented instructions, including your lawful service configuration, integrations, support requests and this Agreement. It will inform you if, in its opinion, an instruction infringes Data Protection Law. Where Union or Member State law requires other processing under Article 28(3)(a) GDPR, Hostex will inform you before processing unless that law prohibits it. Other binding requests are handled under applicable law and mandatory transfer terms.

Authorized personnel are bound by confidentiality. Hostex maintains measures appropriate to the risks and applicable law, including encryption in transit to/from the platform, encryption at rest, access authorization and access records. Cloudflare supplies database, file and backup services with core storage in the United States and Canada. Security details can be provided through an appropriate confidential inquiry. Hostex will not sell this data, use it for unrelated advertising or authorize its use to train general-purpose AI models.

17.3 Subprocessors and transfers

You give general written authorization to the appointed subprocessors identified in the register supplied before the relevant acceptance. Request your copy from support@hostex.io if it has not been supplied; an undisclosed provider is not authorized merely by accepting these Terms. Hostex imposes the same applicable data protection obligations on appointed subprocessors and remains responsible for their performance as required by Article 28(4) GDPR.

Hostex gives 14 days' prior direct electronic notice of intended additions or replacements and an opportunity to object on reasonable, specific data protection grounds. The parties seek a practicable resolution; if none is available, either may terminate the affected service before the proposed processing begins. An objection does not freeze changes for other customers or require parallel infrastructure. Refunds follow these Terms and law. A shorter notice period requires your prior written authorization where lawful; urgency does not itself waive authorization.

Restricted transfers and onward access require an applicable transfer basis and necessary assessments and safeguards. Adequacy applies only within its scope, including Canada's covered commercial organizations. Other flows, including relevant US provider processing and China-based support/development access, require their own applicable arrangements. Any required customer-to-Hostex transfer instrument must be agreed before that restricted transfer begins; contact support for the relevant DPA and transfer terms. Separately contracted customer-selected providers retain their actual legal roles.

17.4 Assistance and incidents

Taking account of the nature of processing, Hostex assists through appropriate measures, insofar as possible, with data-subject requests and forwards relevant requests to you unless otherwise authorized or legally required. Taking account of available information, it assists with security, breaches, impact assessments and prior consultation under Articles 32-36 GDPR where applicable. Hostex notifies you without undue delay after becoming aware of a personal data breach affecting Customer Personal Data and provides available relevant information, supplemented as the investigation progresses. Reasonable charges for exceptional additional assistance may be agreed in advance where lawful.

17.5 Compliance information and audits

Hostex will make available information necessary to demonstrate compliance with the processing obligations and allow and contribute to audits, including inspections, by Customer or an auditor mandated by Customer. The parties will first use relevant documentation, reasonable questionnaires and available third-party reports within their actual scope. Where those do not adequately address the inquiry, inspections will ordinarily take place remotely.

An on-site inspection will ordinarily require 30 days' written notice, occur no more than once in a 12-month period, take place during business hours and be limited to one working day. An external auditor must be independent, suitably qualified, subject to confidentiality and not a Hostex competitor. Scope is limited to the relevant Customer Personal Data processing. Other customers' data, source code and security-sensitive material will be protected through appropriate access and disclosure arrangements, without withholding evidence necessary to demonstrate compliance. Supplier facilities are ordinarily addressed through available reports and contractual compliance information rather than direct inspection.

Customer bears reasonable audit costs, including Hostex staff time at reasonable rates disclosed in advance, to the extent legally permitted. Charges must not be excessive or deter exercise of a required audit right. Audit results are confidential, subject to lawful disclosures, and Customer will provide Hostex with the relevant report. The ordinary notice, frequency, duration, method and scope limits do not restrict an audit required by applicable law, a competent authority or mandatory transfer terms, or one necessary following a breach affecting Customer Personal Data. These arrangements do not prevent Customer from exercising a legally required audit right.

17.6 End of service and deletion

At the end of the relevant Services, Hostex will, at your choice, return or delete Customer Personal Data and delete remaining copies unless law requires retention. Request return before termination or within 30 days after termination; Hostex retains the data needed for return during that window unless you request earlier deletion or retention is prohibited, and completes a timely requested return before deleting it. Return may use product exports and reasonable manual assistance in commonly used electronic formats. This request window does not limit applicable statutory or mandatory transfer rights.

Unless earlier action is required by law or applicable lawful instructions, Hostex completes deletion from active service systems within 90 days after termination. If you have not requested return, you authorize deletion after the return-request window. Backups are deleted/overwritten through established rotation; pending removal, affected data is protected and beyond ordinary use and must not be restored for inconsistent uses. Hostex instructs appointed subprocessors accordingly. Legally required retention is limited to its purpose and data. This section does not postpone valid during-service erasure requests or statutory deadlines. Information about completion and applicable exceptions is available on request.

17.7 Applicable US requirements and precedence

Where US processor/service-provider law applies, Hostex processes Customer Personal Data for the specified contractual purposes, maintains the required protection, and will not sell/share it for cross-context advertising, process it outside the direct business relationship or combine it with unrelated data except where that law permits. Hostex understands these restrictions, notifies you if it cannot comply and permits reasonable verification, stopping unauthorized use and remediation. Required duties flow down to appointed subprocessors.

This section prevails over inconsistent general terms for Customer Personal Data; a separately accepted DPA and mandatory transfer clauses retain their precedence. Contractual limits do not exclude duties or rights that applicable law or mandatory transfer terms prohibit limiting.