Terms of Service

Welcome to HostAssistant. These Terms of Service ("Terms") govern your use of the HostAssistant platform ("the Service"), an AI-powered vacation rental management tool. By signing up for an account, you ("the Host") agree to these Terms in full.

HostAssistant is operated by Vexcore, a company registered in the Netherlands. Throughout these Terms, "we", "us", and "our" refer to Vexcore.

If you do not agree to these Terms, please do not create an account or use the Service.

• You must be at least 18 years old to create an account.
• You must provide accurate and complete registration information.
• Each person may maintain one account. Shared or duplicate accounts require prior approval.
• You are responsible for maintaining the confidentiality of your login credentials.
• You must notify us immediately of any unauthorized access to your account at support@hostassistant.nl.
• You are responsible for all activity that occurs under your account.

HostAssistant provides the following services:

• WhatsApp automation for guest replies — AI drafts and sends responses to guest inquiries.
• Booking calendar management — view and manage reservations across platforms.
• Cleaning task coordination — track issues and notify cleaners via WhatsApp.
• AI-powered message generation — using OpenAI GPT-4o-mini for context-aware replies.
• Multi-language support — Dutch, English, and Portuguese.
• OTA calendar sync — connect with Airbnb and Booking.com.
• A 14-day free trial, followed by a paid subscription.

• Maintain a valid WhatsApp Business account linked to the Service.
• Comply with Airbnb and Booking.com terms of service at all times.
• Respect guest privacy and comply with GDPR obligations as a data controller.
• Do not use the Service for illegal activities, fraud, or harassment.
• Maintain accurate and current property information.
• You are responsible for all content sent through your account — including AI-generated replies.

The AI Assistant is a powerful tool — but it's not infallible. By using it, you agree to the following:

• The AI generates reply suggestions based on guest messages and your property settings.
• You are responsible for reviewing and approving all AI-generated replies.
• You may disable auto-reply at any time from your dashboard.
• The AI may occasionally produce incorrect or inappropriate responses — you should review messages that involve money, legal matters, or guest safety.
• We are not liable for any errors, misunderstandings, or disputes arising from AI-generated content.
• AI processing only occurs when you have explicitly enabled the auto-reply feature.

• WhatsApp messaging is subject to Twilio's Terms of Service and the WhatsApp Business API terms.
• Message delivery depends on Twilio's infrastructure — we do not guarantee 100% delivery.
• WhatsApp number verification is required to use the messaging features.
• Abuse of WhatsApp messaging (spam, prohibited content) may result in Twilio account suspension.
• We are not liable for service interruptions caused by Twilio or WhatsApp.

• Stripe processes all payments. We do not store full payment card details.
• Subscriptions are billed monthly in advance.
• You may cancel at any time. Cancellation takes effect at the end of the current billing period.
• No refunds are provided for partial months.
• Prices may change with 30 days' notice. We'll email you before any price change takes effect.
• The 14-day free trial automatically converts to a paid subscription unless cancelled before the trial ends.
• Failed payments will result in account downgrade to the free Host Basic plan. You may reactivate your paid plan by updating your payment method.

• All data is stored in the EU (Supabase, Frankfurt region).
• We are fully GDPR compliant. See our Privacy Policy for full details.
• You own your data. We do not claim ownership over your property details, guest messages, or any other content.
• We do not sell data to third parties. This includes host data, guest data, and aggregated analytics.
• Guest data is kept for 90 days and then anonymized. See the Privacy Policy for full data retention details.

• The Service is provided "as is" and "as available" without warranties of any kind.
• We do our best to maintain uptime, but we do not offer uptime guarantees.
• We are not liable for lost bookings, lost revenue, or any indirect damages arising from use of the Service.
• We are not liable for service outages caused by Twilio, WhatsApp, OpenAI, Stripe, Supabase, or any other third-party provider.
• Our maximum liability to you for any claim is limited to the amount you paid us in the 12 months preceding the claim.
• Force majeure: we are not liable for failures beyond our reasonable control, including natural disasters, internet outages, war, or government action.

• You may terminate your account at any time through your account settings.
• We may terminate or suspend your account for violation of these Terms, abuse of the Service, or illegal activity.
• Upon termination, your data will be deleted within 30 days.
• Pro-rata refunds are only provided if we terminate your account due to our own error.
• Sections on liability, intellectual property, and disputes survive termination.

• HostAssistant and all platform IP (code, design, branding, algorithms) are owned by Vexcore.
• You retain full ownership of your Content — property details, messages, calendar data, and all other data you input.
• You grant us a limited license to use your Content solely for the purpose of providing the Service to you.
• AI training data is not shared with OpenAI or any third party. OpenAI does not use your messages to train its models.

• These Terms are governed by Dutch law.
• Jurisdiction: Amsterdam, the Netherlands.
• We believe most disputes can be resolved by talking. Before taking legal action, please contact us at support@hostassistant.nl — we'll do our best to find a fair solution.
• If mediation fails, disputes will be resolved in the competent courts of Amsterdam.

• We may update these Terms from time to time.
• Material changes will be notified via email at least 30 days in advance.
• Minor clarifications may be published without notice.
• Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

If you have questions about these Terms, please reach out. We answer legal questions personally — no templates.