Terms of Service

Who agrees to these terms

The Service is run by [Company legal name], [Mailing address] (we, us). The customer is the hotel or venue named in the account (the Customer, you), not the person who signs up.

The person who accepts these terms confirms that they are allowed to bind the Customer to them. If you are not, do not accept.

The Data Processing Agreement and the AI processing disclosure are part of these terms. The Privacy Policy explains how we handle personal information.

What the Service does

The Service reads your event orders and turns them into paperwork: the Daily Event Sheet, print packets, buffet labels and schedules. Depending on your plan, it also helps you plan and staff events, and your captains and staff can sign in to see their shifts.

The Service sits alongside your own scheduling, timekeeping and payroll systems. It does not replace them, and it does not pay anyone.

Plans, trial and prices

There are three plans: Paperwork, Staffing and Team. What each plan includes is shown in Settings › Billing before you buy.

A new account gets a 14-day free trial. No card is needed to start it.

Prices are in US dollars and are shown before you buy. Taxes are added where the law requires them.

Card plans renew automatically every month until you cancel. Invoice plans are billed quarterly or yearly and do not renew automatically: they end at the end of the term unless you agree a new one with us.

We give at least 30 days' notice by email before a price change takes effect.

If you change plans in the middle of a month, Stripe adjusts the charge for the rest of that month (proration).

AI reading has fair-use limits: up to 600 pages a day for each person, and up to 1,000 pages in all during a trial without a card. Spreadsheet import and manual entry keep working when a limit is reached.

If a payment fails

If a card payment fails, you have 7 days to fix it while everything keeps working. After that, managers can no longer make changes, but captains and staff can still see and confirm their shifts, and a manager can still read and export everything.

If an invoice term ends and is not renewed, the account becomes read-only. It is never deleted for that reason.

We never delete your data because a payment failed.

Cancelling

A manager can cancel at any time, in one click, in Settings › Billing. Your plan keeps running until the end of the period you have paid for.

No refunds for part of a month or term. A charge made in error is refunded in full.

After a cancellation, your account is read-only for 90 days. During that time a manager can use Export everything to download all of your data and files. We email a reminder 7 days before the end. After the 90 days, we delete your data as the Privacy Policy describes.

Your responsibilities

You are responsible for: the accuracy of what you enter or upload; telling your staff what they need to know about their schedules and about how their information is used; all employment, assignment and pay decisions; food-safety and allergen notices to your guests; and keeping to your own contracts and collective agreements.

You confirm that you have the right to put your staff's, clients' and guests' information into the Service and to have us process it as these terms describe.

Do not upload card numbers, bank details, government ID numbers or medical records to the Service. Two things are fine: the special-meal and allergy notes printed on your event orders, and the short reason a person gives when calling out (for example "Sick").

You are responsible for everyone who signs in under your account, and for keeping sign-in details private.

Assignments and the suggested order

You make all assignment and employment decisions. The Service lists people in a suggested order by applying your own rules in a fixed order. It does not use AI to decide who works, and it does not score or rate anyone.

The Service does not interpret collective agreements or union contracts. If your agreements set rules, you enter them as settings and remain responsible for following them.

Schedule checks

The Service provides scheduling alerts based on Customer's settings; it is not legal advice and does not warrant compliance with any law or collective agreement.

Schedule checks flag possible issues; they never block a choice. A state preset is a starting point that you review and change to fit your hotel.

Buffet labels and allergens

Dietary codes and “Contains” lines print exactly as entered. You confirm them with your kitchen and are responsible for allergen-notice rules where you operate. A “Contains” line prints only after someone at your hotel has confirmed the event's allergens.

AI reading

AI reading of uploaded event orders is on by default for a new hotel, and a manager can switch it off. What is sent, to whom and for how long is set out in the AI processing disclosure. Nothing read by AI counts until a person confirms it.

Your data

Your data stays yours. We process the personal information in it only to provide the Service, as set out in the Data Processing Agreement, which is part of these terms. You decide what your people's information is used for.

A manager can export everything at any time, whatever the state of the account.

Text messages

The Service can record whether a staff member agrees to receive texts about their shifts. We do not send texts today. When we start, the text message terms apply.

Availability and changes to the Service

We work to keep the Service available and your data safe, but we do not promise that it will be uninterrupted or free of errors. We may improve and change features. We will not remove a main feature of your plan during a period you have paid for without telling you first.

No warranties; not legal advice

Apart from what these terms say, the Service is provided as is. Nothing in the Service is legal, tax or employment advice.

Limit of liability

As far as the law allows, our total liability for all claims about the Service is limited to the fees you paid us in the 12 months before the event that caused the claim. Neither of us is liable to the other for lost profits or for indirect or consequential losses.

Your indemnity

You will defend us and cover our losses against claims by others that arise from your employment, assignment or pay decisions, or from your allergen and food-safety notices, including labels printed from the Service.

Suspension and termination

We may suspend or end an account for non-payment as described above, or for misuse that puts the Service, other customers or other people at risk. Except in an emergency, we tell you first and give you a chance to put it right. Your data is then handled as after a cancellation.

Governing law

These terms are governed by the laws of the State of [State]. Any dispute will be heard in the state or federal courts located in [State].

Changes to these terms

If we make a material change, we tell managers by email and in the app at least 30 days before it takes effect. The version date at the top shows when these terms last changed.

Contact

Questions about these terms: support@hotelwright.com. By post: [Company legal name], [Mailing address].