Who we are

HostOS provides AI search visibility, direct booking, a WhatsApp AI assistant and hotel management software to independent hotels in India. This policy is written to meet the Digital Personal Data Protection Act, 2023 (the "DPDP Act") and the rules made under it.

We play two different roles. For information about the people who contact us and the hotels we work with, we decide how that information is used, so we are the Data Fiduciary. For information about a hotel's guests, the hotel decides how it is used and we handle it on the hotel's behalf, so the hotel is the Data Fiduciary and we are its Data Processor.

This website

We keep this website as light as we can:

• We don't use cookies, analytics, advertising pixels or tracking of any kind.
• There are no forms. The savings calculator runs entirely in your browser, and the numbers you enter are never sent to us or stored anywhere.
• The website loads its typefaces from Google Fonts, so Google receives your device's IP address when a page loads, as it would for any website that uses Google Fonts.

When you tap a WhatsApp button, WhatsApp opens with a message you can edit before sending. Nothing is sent unless you send it. If you do, we receive your name and phone number as shown on WhatsApp, and whatever you choose to write, such as your hotel's name, city and number of rooms. We use this only to reply to you, run your savings check and discuss working together.

Hotels we work with

When a hotel works with us, we collect the contact details of the owner and staff who use our service, billing details and GST registration, and business information such as room types, rates, policies, booking mix and the results we report each month. We use this to provide the service, bill for it, support the hotel and improve the service. Payments to us are processed by payment providers; we don't store card or bank account numbers.

Hotel guests

To run a hotel's website, booking engine, WhatsApp assistant and, on the Complete OS plan, its hotel management system, we handle guest information on the hotel's instructions. This can include:

• Name, phone number, email address and booking details
• WhatsApp conversations with the hotel's assistant
• Preferences, special requests and past stays
• Identity documents and passport details needed for check-in and, for foreign guests, Form C reporting
• Billing and invoice details, including a company's GST number where given
• Records of the guest's consent to receive offers

Card and UPI payments are handled by RBI-regulated payment gateways. We don't store full card numbers.

We use guest information only to provide the hotel's service: taking and managing bookings, answering messages, billing, meeting legal requirements, and sending review requests and offers. Marketing messages, such as return offers, go only to guests who agreed to receive them, and that consent is kept separate from messages about their booking. Guests can stop marketing messages at any time.

If you are a hotel guest and want to access, correct or delete your information, please contact the hotel you stayed with first, as it decides how your information is used. We'll help the hotel respond, and you can also contact us directly using the details below.

Who we share data with

We never sell personal data. We share it only as needed to provide the service:

• Service providers who host our systems or help us run the service, under contracts that require them to protect the data.
• Meta, which operates the WhatsApp Business Platform that carries WhatsApp messages.
• Payment gateways, to process payments.
• Online travel agencies and channel partners, when a hotel connects them, so that rates, availability and bookings stay in step.
• Government authorities, when the law requires it, such as Form C submissions to the Bureau of Immigration made on the hotel's behalf, or a lawful request from a court or regulator.

Some of our service providers may store or process data outside India. When they do, we only use countries permitted under the DPDP Act.

Storage and security

We protect data with encryption in transit, access limited to people who need it, and regular reviews of who has access. We keep personal data only as long as needed for the purpose it was collected for, or as long as the law requires, for example for tax and invoice records. When a hotel stops using our service, we hand its data back in standard formats and then delete it, unless the law requires us to keep it.

If there is a personal data breach, we will inform the affected hotel, the Data Protection Board of India and affected people, as the DPDP Act requires.

Your rights

Under the DPDP Act, you can:

• Ask for a summary of the personal data we hold about you and how it is used
• Ask us to correct, complete, update or delete it
• Withdraw consent you have given, as easily as you gave it
• Nominate someone to exercise these rights for you if you are unable to
• Raise a grievance with us, and if you're not satisfied with our response, complain to the Data Protection Board of India

Our service is meant for hotels and adult travellers. We don't knowingly collect personal data from children except where a parent or guardian provides it as part of a booking.

Grievances and contact

For any question, request or complaint about your personal data, contact our Grievance Officer:

Kaushal SadGrievance Officer, HostOS
WhatsApp: +91 96254 15997

We will acknowledge your request promptly and respond within the time the DPDP Act and its rules allow.

We may update this policy as our service or the law changes. When we do, we'll change the date at the top of this page, and tell the hotels we work with about any significant change.

Using this website

This website explains what HostOS does. By using it, you agree to these terms. Please don't misuse the website, copy it for commercial use, or try to disrupt it.

Savings figures, including those from the savings calculator, are estimates based on the numbers you enter. They are not a promise of any result. Actual savings depend on your booking mix, season and market.

Our service

We provide a one-time setup (website, videos, AI search setup and WhatsApp assistant) and an ongoing monthly plan, Growth or Complete OS, as described on our Pricing page and in your proposal.

Features marked Early access are still being built with our first hotels. They may change, and some parts may not be ready on your start date. We'll always tell you which features are live for your hotel.

We aim to keep the service running at all times, but we can't guarantee it will never be interrupted, for example during maintenance or problems with services we depend on, such as WhatsApp, payment gateways or OTAs.

No one controls what AI assistants or search engines recommend. We work to make your hotel easy to find and recommend, and we report on it every month, but we don't guarantee a particular ranking, recommendation or number of bookings.

Fees and payment

• The setup fee is paid before work begins. Monthly plans are billed in advance each month. Annual plans are paid upfront for the year.
• Prices exclude GST, which is added where applicable.
• We never take a commission on your bookings.
• Some costs are paid by you directly to other companies, not to us: payment gateway fees (around 2% per online payment), WhatsApp marketing message charges from Meta, any advertising you choose to run, and hardware for the Complete OS plan.
• If a payment to us is overdue by more than 15 days, we may pause the service after telling you. Your data stays safe while the service is paused.

Cancelling

• You can cancel a monthly plan with 30 days' notice on WhatsApp or in writing.
• The setup fee covers work that starts straight away, so it isn't refundable once work has begun.
• Refunds for unused months of an annual plan are set out in your service agreement.
• When you leave, you keep your domain, content and videos, and we hand over your data in standard formats. If you want to keep the website itself running elsewhere, we can hand it over for a one-time fee, quoted on request.

Your responsibilities

• Give us accurate information about your hotel, rooms, rates and policies, and tell us when they change.
• Set and review the rules the AI assistant works within, such as minimum prices and what it can offer.
• Stay responsible for your hotel's legal obligations, including GST filings, Form C reporting for foreign guests, and your agreements with OTAs. Our tools help you with these, but the obligations remain yours.
• Collect guests' consent where the law requires it, and use guest data only as the law and our Privacy Policy allow.
• Keep your staff logins private, and tell us straight away if you think an account has been misused.

The AI assistant

The WhatsApp assistant and other AI features act within the rules you set. They can't offer a price below your minimum or confirm a room that isn't free, and they pass anything unusual to your staff, who can see every conversation and take over at any time. AI can still make mistakes, so please check your settings when you go live and whenever your rates or policies change.

Who owns what

You own your domain, your guest data, your hotel's content and the videos we make for you. You give us permission to use them only to provide our service to you. We may mention your hotel as a customer, or share results as a case study, only with your agreement.

We own the HostOS software, platform and the way it's built. Your plan gives you the right to use it while you're subscribed.

Limits of liability

To the extent the law allows, we are not responsible for indirect losses such as lost profits or lost bookings. Our total liability for any claim is limited to the fees you paid us in the 12 months before the claim. Nothing in these terms limits liability that can't be limited under Indian law.

Law and disputes

These terms are governed by the laws of India. If a dispute comes up, we'll first try to resolve it with you directly. If we can't, the courts in Gurugram, Haryana will have jurisdiction.

We may update these terms from time to time. We'll change the date at the top of this page and tell our hotels about any significant change before it applies to them.

Questions about these terms? Message us on WhatsApp at +91 96254 15997.