1. Agreement to Terms

Welcome to HostBrain. These Terms of Service (“Terms”) govern your access to and use of the HostBrain website, dashboard, and AI booking agent (collectively, the “Service”). By creating an account, embedding the HostBrain widget on a website, or otherwise using the Service, you agree to be bound by these Terms.

If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms. If you do not agree, do not use the Service.

2. The Service

HostBrain provides an AI-powered assistant that property hosts can embed on their websites to chat with guests, answer questions about a property, and generate secure Stripe payment links for bookings. The Service includes a host dashboard for configuring properties, accommodations, pricing, and fees, plus iCal sync with third-party OTAs (e.g. Airbnb, Booking.com).

Features may evolve over time. We may add, remove, or modify functionality without prior notice when necessary for security, legal compliance, or platform improvement. Where reasonable, we will communicate significant changes in advance via email or the dashboard.

3. Accounts & Eligibility

Eligibility. You must be at least 18 years old and legally capable of entering binding contracts under the laws of your jurisdiction.
Account information. You agree to provide accurate, current, and complete information when registering and to keep it up to date.
Security. You are responsible for safeguarding your password and any actions taken under your account. Notify us immediately if you suspect unauthorised access.
One owner per property. Each property in HostBrain is owned and controlled by a single host account. Additional users can be invited by an administrator.

4. Acceptable Use

You agree not to:

Use the Service for any illegal, fraudulent, or harmful purpose.
Misrepresent your identity, property, or the services you offer to guests.
Upload content, knowledge bases, or rules that are unlawful, defamatory, or that infringe third-party rights.
Attempt to interfere with, reverse-engineer, or disrupt the Service or its infrastructure.
Use the Service to spam guests, collect personal data without consent, or evade applicable consumer-protection laws.
Use the AI assistant to provide regulated advice (legal, medical, financial) on our behalf.

We may suspend or terminate accounts that violate these rules.

5. Fees, Payments & Stripe Connect

Platform fee. HostBrain charges a 5% platform fee on each successful direct booking processed through the Service. The exact percentage may change with prior notice; the current percentage is displayed in your dashboard.
Payment processing. Bookings are processed by Stripe via Stripe Connect. To accept payments, you must complete Stripe’s onboarding and accept Stripe’s Connected Account Agreement. Stripe is solely responsible for payment processing, payouts, KYC, refunds, chargebacks, and tax reporting related to payments.
Pricing of stays. You set your own nightly rates, season prices, and extra fees. HostBrain calculates totals server-side using your configured values; the amount charged to the guest is authoritative and may differ from any preliminary figure quoted by the AI in conversation.
Taxes. You are responsible for any taxes, tourist taxes, or VAT applicable to your bookings, and for declaring them to the relevant authorities.

6. AI-Generated Content

The Service uses third-party large language models to generate responses to guests. AI output is probabilistic and may occasionally be inaccurate, incomplete, or inconsistent with your knowledge base. You acknowledge that:

You remain responsible for the accuracy of your knowledge base and unit-specific rules.
Quoted prices in chat are informational; the server-calculated price at checkout is binding.
HostBrain is not liable for losses arising from AI hallucinations or out-of-scope responses.
You will not use the AI assistant for sensitive or regulated advice without appropriate human oversight.

7. Intellectual Property

Our IP. The HostBrain platform, dashboard, AI prompts, widget code, branding, and documentation are owned by HostBrain and protected by applicable IP laws. You receive a limited, non-exclusive, non-transferable licence to use the Service during your subscription.
Your content. You retain all rights to the content you upload (knowledge base, property info, photos, rules). You grant HostBrain a worldwide, royalty-free licence to host, display, and process that content as necessary to operate the Service.
Feedback. If you send us suggestions or feedback, you grant us a perpetual licence to use them without obligation.

8. Disclaimers & Limitation of Liability

The Service is provided “as is” and “as available”. To the maximum extent permitted by law, HostBrain disclaims all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement.

To the maximum extent permitted by law, HostBrain’s total aggregate liability arising out of or relating to the Service shall not exceed the greater of (a) the platform fees paid by you to HostBrain in the twelve (12) months preceding the event giving rise to the claim, or (b) one hundred euros (€100).

HostBrain is not liable for indirect, incidental, consequential, special, or punitive damages, including loss of profits, data, or goodwill, even if advised of the possibility.

9. Suspension & Termination

You may terminate your account at any time by contacting us. We may suspend or terminate your account if you materially breach these Terms, fail to pay applicable fees, or use the Service in a way that exposes HostBrain or other users to legal or security risk.

Upon termination, your access to the dashboard will end, scheduled future bookings will continue to be honoured through Stripe per existing agreements, and your data may be deleted after a reasonable retention period consistent with our Privacy Policy.

10. Changes to These Terms

We may update these Terms from time to time. The “Last updated” date above reflects the most recent revision. Material changes will be communicated via email or the dashboard at least 14 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

11. Governing Law & Dispute Resolution

These Terms are governed by the laws of Greece, without regard to its conflict-of-law principles. The courts of Athens, Greece have exclusive jurisdiction over any dispute arising out of or in connection with these Terms, except where mandatory consumer-protection law grants you the right to a different forum.

12. Contact

Questions about these Terms? Reach us via the contact page or by email at the address listed in our Privacy Policy.