Terms of Service

1. Acceptance of these Terms

HeyFrontDesk is a hotel and property operations platform operated from India ("HeyFrontDesk", "we", "our", or "us"). These Terms of Service ("Terms") govern your access to and use of the HeyFrontDesk platform, including the owner dashboard, staff tools, guest experiences, booking pages, and related APIs (together, the "Service").

By creating an account, accepting an invitation to a property workspace, or otherwise using the Service, you agree to these Terms. If you use the Service on behalf of a hotel, resort, or other organization, you confirm that you are authorized to bind that organization, and "you" includes that organization.

2. The Service

HeyFrontDesk helps properties manage bookings, rooms, rates, guest communication, tasks, channel distribution, and related operations. The specific features available to you depend on the plan and modules enabled for your property. The Service is a tool that supports your operations: you remain responsible for the decisions you make with it and for your relationships with your guests.

3. Accounts and roles

• You must provide accurate, current information when creating an account and keep it up to date.
• Keep your sign-in credentials confidential, including passwords, one-time codes, and staff PINs. Activity under your account is your responsibility, so tell us promptly if you suspect unauthorized access.
• The Service uses role-based access. Owners and administrators control which staff members and partners are invited to a property workspace and what each role can see and do. You are responsible for the access you grant.
• You must be at least 18 years old to create an account.

4. Acceptable use

You agree not to:

• use the Service in violation of any applicable law or regulation, including laws that apply to guest records and communications;
• attempt to gain unauthorized access to the Service, other accounts, or related systems;
• interfere with or disrupt the Service, or place an unreasonable load on our infrastructure;
• upload malicious code or content that is unlawful, deceptive, or infringes the rights of others;
• use the Service to send spam or unlawful messages to guests or anyone else;
• scrape or bulk-extract data from the Service except through interfaces we provide for that purpose; or
• resell or sublicense the Service without our written agreement.

We may suspend access that we reasonably believe puts the Service or its users at risk.

5. Bookings and payments

The Service lets properties take bookings, issue invoices, and collect payments. Online payments are processed by Cashfree, a third-party payment processor. Payment instrument details such as card numbers and UPI credentials are submitted to and handled by the payment processor under its own terms and privacy policy. HeyFrontDesk receives transaction status, amounts, and reference identifiers.

The property, not HeyFrontDesk, is the merchant for guest stays. Properties are responsible for honoring confirmed bookings, setting and applying their own cancellation and refund policies, charging correct taxes, and resolving disputes with guests. Fees for the Service itself are as agreed in your plan or order form.

6. Channel and OTA data sync

The Service can connect to channel managers and online travel agencies ("channels") to synchronize availability, rates, and reservations. When you connect a channel, you authorize us to exchange this data with it on your behalf. Each channel is governed by its own terms, and we are not responsible for channel outages, decisions a channel takes about your listings, or mapping configurations you set up incorrectly. We work to keep synchronization timely and accurate, but you should independently verify critical rate and availability changes.

7. Guest data

Properties use the Service to store guest information such as names, contact details, stay history, preferences, messages, and, where applicable, identity verification records ("Guest Data"). As between you and HeyFrontDesk, you control Guest Data, and you instruct us to process it in order to provide the Service. Personally identifiable information is encrypted at rest.

You agree to collect and use Guest Data only as permitted by applicable law and your own commitments to your guests. Our handling of personal data is described further in our Privacy Policy.

8. Data retention and deletion

We retain your data for as long as your account is active. Operational records such as bookings, invoices, and audit logs may be retained for longer where required for legal, accounting, or dispute-resolution purposes. When your account is closed, you may request an export of your data within a reasonable winding-down period, after which we delete or anonymize it, except for records we are legally required to keep.

9. Service availability

We work to keep the Service available and reliable, but it is provided "as is" and "as available". We do not promise that the Service will be uninterrupted, error-free, or free of all defects, and we may carry out maintenance that temporarily limits availability. We may add, change, or remove features as the platform evolves. If a change materially reduces the core functionality of your paid plan during a subscription term, we will tell you in advance.

10. Intellectual property and your data

We own the Service, including its software, design, and branding. You own your data. You grant us the rights needed to host, process, transmit, and display your data solely to provide and improve the Service. If you send us feedback or suggestions, we may use them without obligation to you.

11. Suspension and termination

You may stop using the Service at any time in accordance with your plan. We may suspend or terminate your access if you materially breach these Terms, use the Service unlawfully, create a security risk, or fail to pay applicable fees, giving you notice where reasonably practicable. Sections that by their nature should survive termination, including those covering liability, governing law, and data retention, will survive.

12. Limitation of liability

To the maximum extent permitted by law, HeyFrontDesk will not be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, bookings, data, or goodwill, even if we have been advised that such losses are possible. To the same extent, our total aggregate liability for all claims arising out of or relating to the Service or these Terms is limited to the fees you paid for the Service in the twelve months before the event giving rise to the claim. Nothing in these Terms limits liability that cannot be limited under applicable law.

If a third party brings a claim against us arising from your Guest Data, your bookings, or your breach of these Terms, you agree to cover the losses and reasonable costs we incur as a result.

13. Governing law and disputes

These Terms are governed by the laws of India. Subject to any mandatory rights you may have, disputes arising out of or relating to these Terms or the Service are subject to the exclusive jurisdiction of the competent courts in India. We both agree to first attempt, in good faith, to resolve any dispute informally before starting formal proceedings.

14. Changes to these Terms

We may update these Terms from time to time. If a change is material, we will give you reasonable advance notice through the Service or by other means before it takes effect. The effective date at the top of this page shows when the current version came into force. If you continue to use the Service after a change takes effect, you accept the updated Terms. If you do not agree, you should stop using the Service and close your account.

15. Contact

Questions about these Terms can be sent to the HeyFrontDesk team through the contact options published on our website, or from within your HeyFrontDesk workspace if you have an account.