Terms of Service

1. Agreement to Terms

By accessing or using the HoreBot website (horebot.eu) and related services, you agree to be bound by these Terms of Service ("Terms"). If you do not agree with any part of these terms, please do not access or use our services.

These Terms constitute a legally binding agreement between you ("User", "you", "your") and HoreBot ("we", "us", "our"), a company registered in the Netherlands.

Effective Date: April 22, 2026

2. Description of Service

HoreBot provides AI-powered robotics solutions for the hospitality industry, including:

• AI-powered robot receptionist systems for hotels
• Automated guest check-in and check-out solutions
• Multi-lingual guest communication platforms
• Property Management System (PMS) integration
• Voice recognition and natural language processing services
• Guest inquiry handling and concierge services
• Related software, hardware, and support services

Our services are provided on a Software-as-a-Service (SaaS) basis to hotel partners (B2B). End users (hotel guests) interact with our services through hotel deployments.

3. Eligibility

To use our services, you must:

• Be at least 18 years of age
• Have legal authority to enter into binding contracts
• Be acting on behalf of a hotel or hospitality business (for B2B services)
• Not be prohibited from receiving services under applicable laws

By using our services, you represent and warrant that you meet all eligibility requirements.

4. Account Registration and Security

To access certain services, you may need to create an account. You agree to:

• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information
• Keep your login credentials confidential and secure
• Notify us immediately of any unauthorized access or security breach
• Accept responsibility for all activities under your account

We reserve the right to suspend or terminate accounts that provide false information or violate these Terms.

5. License Grant and Restrictions

5.1 License Grant

Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use our services for your internal business purposes.

5.2 Use Restrictions

You may NOT:

• Copy, modify, or create derivative works of our services
• Reverse engineer, decompile, or disassemble our software
• Remove any proprietary notices or labels from our services
• Use our services for illegal purposes or to violate others' rights
• Transmit malware, viruses, or harmful code
• Interfere with or disrupt our services or servers
• Attempt to gain unauthorized access to our systems
• Use our services to send spam or unsolicited communications
• Sublicense, sell, rent, or lease access to our services
• Use our services to build a competing product

6. Intellectual Property Rights

Our Property: All content, features, and functionality of HoreBot services, including but not limited to text, graphics, logos, icons, images, audio clips, software, source code, APIs, and documentation, are owned by HoreBot or its licensors and are protected by:

• Netherlands and European Union copyright laws
• International trademark and patent laws
• Other intellectual property and proprietary rights laws

Your Content: You retain ownership of data you provide to our services. By submitting content, you grant us a license to use, store, and process that content solely to provide our services to you.

Feedback: Any feedback, suggestions, or ideas you provide about our services may be used by us without compensation or obligation to you.

7. User Responsibilities and Conduct

When using our services, you agree to:

• Comply with all applicable laws, regulations, and industry standards
• Obtain necessary consents from hotel guests for data processing
• Use our services in accordance with our documentation and training
• Maintain appropriate technical security measures
• Not misrepresent your identity or affiliation
• Not use our services to harass, abuse, or harm others
• Not impersonate any person or entity
• Not interfere with other users' access to our services

8. Privacy and Data Protection

Your use of our services is also governed by our Privacy Policy, which explains how we collect, use, and protect personal data.

GDPR Compliance: As a Netherlands-based company, we comply with the General Data Protection Regulation (GDPR). Hotel partners are responsible for:

• Obtaining proper consent from hotel guests for data processing
• Ensuring lawful basis for processing guest data
• Responding to guest data subject requests
• Maintaining their own GDPR compliance as data controllers

We act as a data processor for hotel guest data and process data only according to hotel partner instructions under Data Processing Agreements (DPA).

9. Fees and Payment Terms

Service Fees: Our services are provided under separate service agreements with agreed-upon fees. Fees may include:

• Initial setup and installation fees
• Monthly or annual subscription fees
• Per-transaction or usage-based fees
• Hardware rental or purchase fees
• Support and maintenance fees
• Custom integration or development fees

Payment Terms: Unless otherwise agreed in writing:

• Invoices are due within 30 days of invoice date
• Payments are in Euros (EUR) unless otherwise specified
• Late payments incur interest at 1% per month or maximum legal rate
• We may suspend services for non-payment after 14 days notice

Price Changes: We may adjust fees with 30 days written notice. Continued use after notice constitutes acceptance of new fees.

10. Service Availability and Support

Availability: We strive to maintain high service availability but do not guarantee uninterrupted access. Target uptime is 99.5% during business hours.

Maintenance: We may schedule maintenance with reasonable notice. Emergency maintenance may occur without notice.

Support: Support is provided according to your service tier:

• Email support: response within 24 hours (business days)
• Phone support: available during business hours (CET)
• Emergency support: available 24/7 for critical issues
• On-site support: available under separate agreement

11. Disclaimer of Warranties

We do not warrant that our services will meet your specific requirements or be suitable for your particular needs.

12. Limitation of Liability

Liability Cap: Our total aggregate liability shall not exceed the fees paid by you to HoreBot in the 12 months preceding the claim, or EUR 10,000, whichever is greater.

Exceptions: Nothing in these Terms limits liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Any liability that cannot be excluded under Dutch law

13. Indemnification

You agree to indemnify, defend, and hold harmless HoreBot and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising from:

• Your use of our services
• Your violation of these Terms
• Your violation of any rights of another party
• Your violation of applicable laws or regulations
• Your processing of guest data without proper authorization

14. Term and Termination

14.1 Term

These Terms remain effective while you use our services. Service agreements with hotel partners have specific terms as agreed in writing.

14.2 Termination by You

You may terminate your account at any time by contacting us. Service agreements may have specific termination provisions and notice periods.

14.3 Termination by Us

We may suspend or terminate your access to our services immediately, without prior notice, for:

• Material breach of these Terms
• Non-payment of fees
• Illegal or fraudulent use of services
• Security threats or abuse
• Request by legal authorities

14.4 Effect of Termination

Upon termination:

• Your license to use our services ends immediately
• You must cease all use of our services
• We may delete your account data after 30 days
• Outstanding fees remain due and payable
• Provisions that should survive termination remain in effect

15. Modifications to Terms

We reserve the right to modify these Terms at any time. Changes will be effective:

• For website users: immediately upon posting to our website
• For service partners: 30 days after written notice
• For material changes: we will provide prominent notice

Continued use of our services after changes constitutes acceptance of modified Terms. If you do not agree, you must stop using our services.

16. Force Majeure

Neither party shall be liable for failure to perform obligations due to circumstances beyond reasonable control, including:

• Natural disasters, earthquakes, floods
• War, terrorism, civil unrest
• Pandemics, epidemics, health emergencies
• Government actions or regulations
• Internet or telecommunications failures
• Power outages or utility failures
• Third-party service provider failures

The affected party must notify the other party promptly and use reasonable efforts to resume performance.

17. Governing Law and Dispute Resolution

17.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Netherlands, without regard to conflict of law principles.

17.2 Dispute Resolution

Any disputes shall be resolved as follows:

1. Good Faith Negotiation: Parties shall attempt to resolve disputes through good faith negotiation within 30 days
2. Mediation: If negotiation fails, parties may pursue non-binding mediation
3. Court Proceedings: If mediation fails, disputes shall be submitted to the exclusive jurisdiction of the courts of Amsterdam, Netherlands

17.3 Class Action Waiver

Any proceedings must be brought on an individual basis, not as part of any class or representative action.

17.4 EU Consumer Rights

If you are an EU consumer, you retain rights under mandatory consumer protection laws of your country of residence. Nothing in these Terms affects your statutory rights.

18. Miscellaneous Provisions

18.1 Entire Agreement

These Terms, together with our Privacy Policy and any service agreements, constitute the entire agreement between you and HoreBot.

18.2 Severability

If any provision is found unenforceable, it shall be modified to reflect the original intent while remaining enforceable, and the remaining provisions shall continue in full effect.

18.3 Waiver

Failure to enforce any right or provision shall not constitute a waiver. Waivers must be in writing and signed by an authorized representative.

18.4 Assignment

You may not assign your rights or obligations without our prior written consent. We may assign our rights in connection with a merger, acquisition, or sale of assets.

18.5 Relationship of Parties

Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and HoreBot.

18.6 Notices

Notices shall be sent to the email addresses provided during registration or to addresses designated by either party in writing.

18.7 Language

These Terms are written in English. Translations are provided for convenience only. In case of discrepancy, the English version prevails.

19. Contact Information

For questions about these Terms of Service, please contact us:

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