Terms of Service

Website: https://villagesvillahost.com/
Company: Villages Villahost LTD
Company number: 17256199
Effective date: 14 February 2025
Last updated: 12 October 2026

1. Introduction and Acceptance

These Terms of Service (“Terms”) govern your access to and use of the Villahost website, hospitality management software, subscriptions, integrations, support and associated services (collectively, the “Services”).

The Services are provided by Villages Villahost LTD (“Villahost”, “we”, “us” or “our”).

By creating an account, purchasing a subscription or using the Services, you agree to these Terms. If you use the Services on behalf of a business or organisation, you confirm that you have authority to bind that organisation.

If you do not agree to these Terms, you must not use the Services.

2. Our Services

Villahost provides software tools designed to support hospitality businesses and property managers. Depending on the plan purchased, the Services may include:

  • Property and reservation management.

  • Booking calendars, availability and pricing tools.

  • Booking channel and third-party platform integrations.

  • Online booking engines and booking widgets.

  • Guest communications and automated messaging.

  • Reporting, automation, invoicing and related functions.

  • Account management, onboarding and customer support.

Features may vary according to the subscription plan, third-party availability and technical compatibility.

Unless we expressly agree otherwise in writing, Villahost supplies software and does not itself provide accommodation, operate your property or act as the accommodation provider for reservations you manage.

3. Eligibility and Accounts

You must provide accurate and current information when registering and keep your account information updated.

You are responsible for maintaining the confidentiality of your login credentials, restricting access to authorised users and notifying us promptly if you suspect unauthorised access.

You must ensure that your employees, contractors and other authorised users comply with these Terms.

We may request reasonable information to verify accounts, prevent fraud, protect the Services or comply with legal obligations.

4. Subscription Plans and Pricing

The available plans, subscription periods, prices, features and payment conditions will be displayed on the website, at checkout or in the relevant order confirmation.

You should review the offer carefully before purchasing, including:

  • The selected subscription plan.

  • The price and billing currency.

  • The subscription duration and renewal arrangements.

  • Any trial or promotional conditions.

  • Any usage limits, included features or additional charges.

If a price is quoted in one currency but a payment is processed in another, the applicable checkout information will identify the amount and currency payable.

Applicable taxes will be handled in accordance with the relevant law and the information provided at checkout.

5. Payments, Billing and Renewals

Payments may be processed through third-party payment providers, including Tide or other providers made available through the Services.

You must be authorised to use the payment method supplied and ensure that your billing information is accurate.

Where subscriptions renew automatically, we will disclose the applicable renewal frequency, price and cancellation method before you commit.

You may cancel according to the relevant subscription terms and our Refund and Cancellation Policy.

If a payment fails or becomes overdue, we may contact you to resolve the issue. Subject to applicable law and contractual notice requirements, we may suspend paid features if payment remains outstanding.

6. Trials and Demonstrations

Villahost may offer demonstrations, trial access or promotional subscriptions.

The duration, limitations and applicable payment conditions will be explained in the relevant offer.

A demonstration or trial does not automatically create a paid subscription unless you have been informed of and agreed to the applicable paid terms.

7. Customer Responsibilities

You are responsible for your own business operations and use of the Services.

You agree to:

  • Provide accurate property descriptions, availability, pricing and booking information.

  • Ensure that you have the rights and permissions needed to upload and process information.

  • Honour the accommodation, booking, cancellation and payment commitments you make to your guests.

  • Comply with applicable data protection, consumer protection, marketing, accommodation, tax and payment laws.

  • Obtain any required consent or other lawful basis before processing personal data.

  • Ensure that authorised users understand and comply with these Terms.

  • Maintain suitable independent business records and backups where appropriate.

  • Keep connected accounts, credentials and integration permissions secure.

You remain responsible for the accuracy of information entered into the Services and for decisions made by your business using that information.

8. Guest Bookings and Accommodation Services

Where you use Villahost to manage reservations or communicate with guests, you remain responsible for the accommodation or other services offered to those guests.

This includes room availability, rates, booking confirmations, property descriptions, guest complaints, cancellation conditions, refunds and the fulfilment of reservations.

Villahost does not guarantee that a property will receive bookings, achieve a particular occupancy rate or generate a particular amount of revenue.

Unless a separate written agreement expressly states otherwise, Villahost does not act as the accommodation provider, travel agent, merchant of record or holder of guest funds.

9. Data Protection and Guest Information

You may use the Services to process personal data relating to guests, staff, property owners and other individuals.

Where you determine the purposes and means of processing that information, you are responsible for complying with your obligations as a data controller under applicable law.

Where Villahost processes personal data on your behalf, the parties will comply with the applicable data processing agreement and relevant data protection legislation.

You must ensure that information uploaded to the Services is lawfully collected and that individuals receive any required privacy information.

You must not use the Services to process personal data unlawfully or to disclose personal data to third parties without appropriate authority.

Our handling of personal data in our own capacity is described in our Privacy Policy.

10. Third-Party Integrations

The Services may connect to external platforms, including booking channels, online travel agencies, payment processors, communications services and other software providers.

Your use of those services may be subject to separate terms, privacy policies, technical requirements and fees.

Third-party providers may change their services, APIs, access conditions or pricing, or discontinue integrations.

Villahost does not control independent third-party systems and cannot guarantee their continued availability or compatibility. We will address issues within our control in accordance with any applicable contractual commitments.

You are responsible for maintaining the external accounts and permissions necessary for the integrations you choose to use.

11. Acceptable Use

You must not:

  • Use the Services for unlawful, fraudulent or deceptive purposes.

  • Attempt to access another person’s account or data without permission.

  • Interfere with the security, integrity or performance of the platform.

  • Introduce malicious software or conduct attacks against the Services.

  • Circumvent technical restrictions or account access controls.

  • Reverse engineer, copy or redistribute the software except where permitted by law or expressly authorised by us.

  • Upload content that infringes third-party rights or violates applicable law.

  • Send unlawful spam or unauthorised communications using the Services.

  • Resell or redistribute access unless your subscription expressly permits it.

We may investigate suspected misuse and take proportionate action to protect our users, systems and legal rights.

12. Intellectual Property

Villahost and its licensors retain ownership of the software, source code, designs, branding, documentation and other materials supplied by us, except for rights expressly granted to you.

Subject to these Terms and your subscription, we grant you a limited, non-exclusive, non-transferable right to access and use the Services for the authorised purpose during the applicable subscription period.

You retain ownership of content and information that you lawfully upload. You grant Villahost the limited rights necessary to host, process, display and transmit that content to provide, secure and support the Services.

You must not use Villahost’s branding or intellectual property in a way that implies an unauthorised endorsement or partnership.

13. Service Availability and Support

We aim to provide reliable Services and appropriate customer support. Unless a separate written service-level agreement applies, we do not guarantee uninterrupted or error-free availability.

The Services may be affected by maintenance, upgrades, technical failures, internet disruptions, infrastructure problems or third-party outages.

We will take reasonable steps to address material problems within our control. Any uptime commitments, support hours, response times or service credits will apply only if expressly stated in an applicable agreement or service description.

14. Suspension and Termination

You may cancel your subscription using the available account controls or by contacting us, subject to the applicable subscription terms and law.

We may suspend or terminate access where reasonably necessary if:

  • You materially breach these Terms and, where appropriate, fail to remedy the breach after notice.

  • Your use creates a material security, legal or operational risk.

  • We are required to act by law or a competent authority.

  • Payment remains overdue after appropriate notice, where suspension is legally permitted.

Where practicable and lawful, we will provide notice and an opportunity to remedy the issue before taking action.

When a subscription ends, access to paid features will end according to the applicable contract. Data export, retention and deletion will be handled in accordance with the relevant contract, Privacy Policy, data processing agreement and applicable law.

Termination does not extinguish payment obligations already accrued or rights that cannot lawfully be excluded.

15. Refunds and Cancellation

Subscription cancellations and refund requests are governed by our Refund and Cancellation Policy and the applicable order terms.

Nothing in these Terms excludes or limits mandatory consumer rights or remedies.

16. Warranties

We will provide the Services with reasonable care and skill and comply with applicable legal obligations that cannot be excluded.

Except for express contractual commitments and rights that cannot legally be excluded, we do not guarantee that the Services will be uninterrupted, error-free or suitable for every particular business purpose.

We do not guarantee any particular revenue, booking volume, occupancy rate or business outcome.

Nothing in these Terms excludes any statutory guarantee, condition or right that cannot lawfully be excluded.

17. Limitation of Liability

Nothing in these Terms excludes or limits liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any other liability that cannot legally be excluded or limited.

Subject to those restrictions and applicable law, neither party will be liable for losses that are not reasonably foreseeable consequences of a breach or for indirect or consequential losses to the extent that such exclusions are legally enforceable.

For business customers, any financial cap on liability should be stated in the applicable order or separate written agreement and reviewed for enforceability and reasonableness.

For consumers, statutory rights and remedies remain unaffected.

Important: A UK solicitor should review and complete the business-to-business liability provisions before publication, including any appropriate financial cap and treatment of data loss, service interruption and third-party integrations.

18. Indemnity

To the extent permitted by law, business customers may be responsible for reasonable losses and costs arising directly from their unlawful use of the Services, infringement of third-party rights or material breach of these Terms.

Any such responsibility will be interpreted fairly and proportionately and will not apply to the extent that a loss was caused by Villahost’s own breach or conduct for which it is legally responsible.

Nothing in this section imposes an unlawful restriction on consumer rights.

19. Changes to the Services or Terms

We may update the Services or these Terms to reflect changes in functionality, security requirements, business operations or applicable law.

Where a change materially affects an existing subscription, we will provide reasonable advance notice where required by law or contract.

Where applicable law gives you a right to reject a change or terminate the agreement, that right will remain available.

The current version of these Terms will be published on our website with its effective date.

20. Complaints and Disputes

If you have a complaint, contact sales@villagesvillahost.com and provide enough information for us to investigate.

We will seek to address complaints fairly and promptly.

For business customers, the parties should attempt to resolve disputes through good-faith discussions before commencing proceedings, unless urgent legal action is appropriate.

Nothing in this section prevents a consumer from exercising a statutory right or bringing a claim before a court with appropriate jurisdiction.

21. Governing Law and Jurisdiction

These Terms are intended to be governed by the laws of England and Wales, subject to any mandatory laws and consumer protections that apply to a particular customer or transaction.

The courts of England and Wales will have jurisdiction to the extent permitted by law.

If you are a consumer residing in another jurisdiction, this clause does not deprive you of mandatory protections or rights that applicable law does not permit you to waive.

22. General Provisions

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

A failure to enforce a provision immediately does not necessarily waive the right to enforce it later.

You may not transfer your rights or obligations under these Terms without our consent, except where permitted by law. We may transfer our rights and obligations as part of a legitimate business restructuring or transfer, subject to applicable law.

These Terms should be read together with the applicable order, Privacy Policy, Refund and Cancellation Policy and any signed data processing agreement. If documents conflict, the relevant contractual priority must be determined by the applicable order or agreement and mandatory law.

23. Contact Details

Villages Villahost LTD
Company number: 17256199
Website: https://villagesvillahost.com/
Email: sales@villagesvillahost.com

Publication condition: Confirm the registered office, subscription terms, integration arrangements, liability provisions and service commitments before publication.