Terms of service

1. Provider

The services are provided by:

• Company name: Hostflow Software LLC, operating the Hostflow brand
• Legal form: Limited liability company (LLC) organized under the laws of New Mexico, USA
• Registered office: 1209 Mountain Road Pl NE, Ste R, Albuquerque, NM 87110, USA
• Registration: New Mexico Secretary of State, file no. 3312621
• Contact: contact@wearehostflow.com

2. Services

Hostflow designs and operates, for accommodation businesses (hotels, guesthouses, serviced apartments, short-term rentals), management software and a direct booking website in their own brand. The service includes the creation of the website, the booking engine and online payment through Stripe, the calendar, the connection to platforms (Airbnb, Booking.com), automated WhatsApp messages to guests and staff, the add-on shop, hosting, the domain name, maintenance and updates.

Every feature is included, whatever the number of rooms. Up-to-date details are on the Pricing page.

3. Prices

Prices are shown and charged in the customer’s currency, at the rate displayed on the Pricing page at the time of subscription: including VAT in Europe, excluding tax in the United States. The subscription is calculated on the number of rooms on sale on Hostflow:

• a flat monthly fee for the first three rooms;
• a monthly price for each room from the 4th to the 9th;
• a lower monthly price for each room from the 10th.

Yearly billing comes with a 20% discount. Website creation and setup are free. When the number of rooms on sale changes, the subscription amount is adjusted at the next billing date, without proration.

Service fees on payments: on payments received through Hostflow, Hostflow charges 0.6% of the amount of nights booked direct and 3% of the amount of add-ons and shop sales. These fees are withheld automatically by Stripe at the time of payment. No fee is charged on bookings received through third-party platforms or on payments made on site.

Hostflow may change its prices: any change is notified to the customer at least 30 days before it applies to their subscription, and the customer may cancel before that date.

4. Order and payment

Orders are placed online, by card, through our payment provider Stripe. Hostflow never has access to card data. The subscription is charged automatically at the end of the trial, then at the start of each period (month or year). An invoice is issued for every payment.

5. Free trial

The subscription includes a 30-day free trial: the card is saved at sign-up and nothing is charged before day 31. A customer who cancels before the end of the trial pays nothing.

6. Term, renewal and cancellation

Monthly plan: no minimum term. The subscription renews every month and can be cancelled at any time; cancellation takes effect at the end of the current month, with no refund for the period started.

Yearly plan: 12-month commitment, renewed automatically for 12 months. The customer may opt out of renewal at any time before the renewal date. Consumer customers are reminded of this option in writing between three months and one month before the renewal date.

Cancellation is done online, from the customer area or by writing to contact@wearehostflow.com. At the end of the subscription, the website is taken offline; the customer’s content is returned on request within 30 days.

7. Website delivery

After subscribing, the customer provides the necessary elements (photos, texts, property information, calendar access). Hostflow delivers a first version of the website within 7 days of receiving these elements. The customer warrants that they hold the rights to the content they provide.

8. Right of withdrawal (consumer customers)

Consumer customers have 14 days from subscription to withdraw, without giving any reason, by writing to contact@wearehostflow.com. Hostflow then refunds the amounts paid within 14 days.

If the customer asks for the creation of their website to start before the end of this period, they pay for the part of the service already performed on the day of withdrawal. If the service has been fully performed before the end of the period, with their express consent and acknowledgement that they lose their right of withdrawal, this right can no longer be exercised.

9. Customer obligations

The customer remains solely responsible for their accommodation business: registration of the property, collection of tourist tax, compliance with building rules, platform terms (Airbnb, Booking.com…) and their tax obligations. They provide accurate information and protect access to their accounts.

10. Availability and liability

Hostflow uses reasonable means to ensure the service runs properly, under a best-efforts obligation. The service relies on third parties (hosting provider, Stripe, Airbnb, Booking.com, WhatsApp): Hostflow cannot be held liable for their outages, nor for the synchronisation delays specific to their calendars.

Towards business customers, Hostflow’s liability is limited to the amounts paid over the last 12 months. This limit does not apply to consumer customers, who keep all their statutory rights.

11. Statutory conformity guarantee (consumer customers)

Consumer customers benefit from the statutory conformity guarantee for digital content and services: in the event of a defect, they may obtain that the service be brought into conformity or, failing that, a price reduction or termination of the contract.

12. Intellectual property

The customer keeps ownership of their content (photos, texts, brand). Hostflow keeps ownership of its platform, tools and templates; the customer has a right to use their website for the duration of the subscription.

13. Personal data

Customer data is processed in accordance with our privacy policy.

For guest data collected through the customer’s website, the customer is the controller and Hostflow acts as a processor (Article 28 GDPR): Hostflow processes it only to provide the service, ensures its security and confidentiality, uses only sub-processors offering sufficient guarantees (hosting, Stripe) and deletes or returns it at the end of the contract.

14. Late payment (business customers)

Any late payment gives rise to penalties equal to three times the legal interest rate, plus a fixed recovery fee of €40 where applicable.

15. Complaints and mediation

Any complaint can be sent to contact@wearehostflow.com. In the event of a dispute, the parties first seek an amicable solution.

16. Governing law

These terms are governed by French law. Between businesses, any dispute falls under the jurisdiction of the courts of Hostflow’s registered office. Consumer customers may bring proceedings before the courts of their place of residence or those provided for by law.

17. Changes to these terms

Hostflow may change these terms. The applicable version is the one in force on the date of the order; subscribed customers are informed of any material change at least 30 days in advance.