Ospio Terms and Conditions

1 Parties and scope

These Terms govern the use of Ospio at https://ospio.online and its related software services by accommodation businesses and their authorised staff. The service is operated by Fleexa Group LLC, referred to as “we”, “us” or “Ospio”. You can contact us at vostok9030@gmail.com. “Customer” or “you” means the business that registers for or contracts to use Ospio. An individual accepting these Terms for a business represents that they have authority to bind that business.

Ospio is a business software service for managing guest enquiries, accommodation offers, availability information and offer acceptance. It is not an accommodation provider and does not become a party to a contract between a hotel and its guests merely by providing the software. Guest-facing offer pages do not make a guest a customer of Ospio’s business software under these Terms.

These Terms apply alongside any order or other service agreement expressly agreed between the Customer and Fleexa Group LLC. An agreed order prevails only for the specific commercial matters it expressly addresses. A data processing agreement, where applicable, prevails on the processing of personal data. Mandatory law continues to apply.

2 Accounts and authorised users

You must provide accurate account and business information, keep it current and ensure that each user has authority to act for the relevant accommodation business. You are responsible for assigning appropriate roles and access, reviewing them when responsibilities change, and removing access when a user no longer needs it.

Keep login credentials secure and do not share an individual user’s credentials. Notify us promptly of suspected unauthorised access. You are responsible for your users’ use within the authority you give them, but this does not relieve us of responsibility for our own obligations or security failures. A user must not access another business’s data or use permissions they are not entitled to hold.

3 Permission to use Ospio

During the applicable service relationship, we grant you a limited, non-exclusive right to use the available service for your accommodation business, subject to these Terms and any agreed order. This is a right to use the service, not a sale or transfer of the software or its intellectual property.

Do not use Ospio unlawfully, send unsolicited or deceptive communications, infringe others’ rights, upload malicious code, attempt unauthorised access, circumvent access controls or disrupt the service. Do not copy, resell or reverse engineer the service except with our permission or to the extent applicable law gives you a right that cannot be excluded. You must use connected services within their applicable rules and limits.

4 Hotel information and guest contracts

You decide and remain responsible for the accommodation information, inventory, room descriptions, rates, taxes and mandatory charges, dates, occupancy limits and other terms included in an offer. Check their accuracy and keep them current. You are also responsible for clearly communicating your cancellation, refund, payment, check-in and other accommodation conditions to the guest before acceptance, as applicable.

You determine whether an offer is binding, when a booking is confirmed and what further steps are required, subject to applicable law and the terms actually communicated to the guest. Ensure that your Ospio configuration and guest-facing wording reflect those rules. A record of acceptance in Ospio does not itself certify real-time room availability, payment or fulfilment of the stay, and does not replace checks required by your booking process.

Accommodation contracts, performance of the stay and guest complaints about the hotel remain matters between the hotel and the guest. Ospio does not set the hotel’s prices or cancellation policy. This allocation does not exclude our responsibility for the software services we provide.

5 Offers and automated communications

Ospio may prepare or send offers and related messages when a user initiates an action or an enabled workflow is triggered. Some workflows may send without a separate approval for each message. Before enabling them, review the recipients, templates, rates, conditions and triggering rules. Only authorise communications that you are entitled to send and provide any notices, consent mechanisms or opt-out arrangements required by applicable law.

You remain responsible for monitoring enquiries, exceptions, acceptance records and delivery results, and for correcting inaccurate or outdated offer information. A system log or successful submission to a messaging provider is not a guarantee that a guest received, read or acted on a message. Provider limits, rejected messages and technical failures may affect delivery.

Offer validity, review steps and the effect of editing or accepting an offer depend on the workflow and settings shown in the service. Check these before use. Do not assume that a change to an offer has also changed a separate reservation record or a guest’s already concluded contract.

6 Google and other connected services

Connections to third-party services are optional where offered. Only the integrations actually enabled for your account are available. Describing an integration does not guarantee that a particular provider, channel or feature is supported or will remain available. Third-party services are supplied under their own terms, and may impose limits or change their availability.

Google sign-in and a Gmail sending connection are separate functions. Connecting Gmail gives Ospio permission to send offers and other Gmail messages that you initiate or authorise through configured workflows. That permission does not authorise Ospio to read your Gmail inbox. With your authorisation, Ospio stores authorisation information so that enabled sending workflows can operate when you are not actively signed in.

Disconnecting Gmail in Ospio removes the stored authorisation information used for that connection and stops subsequent sending through it. It does not recall messages already sent, remove existing offer or delivery records, or itself revoke Ospio’s access in your Google Account settings. You can separately review or revoke access through Google. Reconnection requires fresh authorisation where required by the provider. Other integrations may have different connection and disconnection behaviour, which must be explained when offered.

7 Customer data and data protection

You retain your rights in information you and your users provide to Ospio, including hotel data, guest enquiry information and offer content. You grant us permission to host, reproduce, transmit and otherwise process that information only as needed to provide, maintain and secure the service, carry out your lawful instructions and comply with law. This permission does not transfer ownership of your data.

You must have a lawful basis and appropriate authority to submit and use personal data, and provide the notices required for your activities. This includes guest names and contact details, travel dates, occupancy information, children’s ages where relevant, and free-text notes. Collect only information needed for the relevant purpose. Do not use notes or other fields to store passwords, payment-card security codes, identity-document copies or sensitive information that is not necessary and supported by the service.

Each party is responsible for the data protection duties that apply to its actual role and processing activities. Where we process personal data on your behalf and a data processing agreement is required, the parties must put that agreement in place before the relevant processing begins. These Terms do not replace it. Our Privacy Policy must be read alongside these Terms for information about our own processing, relevant recipients, retention and privacy rights.

8 Confidentiality and security

Each party must protect the other party’s non-public business, technical and personal information received in connection with the service, using reasonable care and using it only for the service relationship or as otherwise lawfully authorised. Disclosure is limited to people and service providers who need it for that purpose and are subject to appropriate confidentiality obligations. If disclosure is required by law, the receiving party will, where legally permitted, notify the other party and limit the disclosure to what is required.

This obligation does not cover information that the receiving party can show was already lawfully known, becomes public without a breach, is independently developed, or is lawfully received from another source without a duty of confidence. Personal data remains subject to applicable data protection requirements even where a confidentiality exception applies.

We will use reasonable technical and organisational measures appropriate to the service and the risks to protect information we process. No online service can promise absolute security. Both parties must cooperate reasonably in addressing suspected incidents and comply with any applicable notification duties.

9 Fees and commercial terms

Any fees, currency, taxes, payment dates, subscription period, renewal arrangements and cancellation or refund rules must be specified in an order, plan or other commercial terms presented to you and agreed before a paid commitment is made. These Terms do not establish a price, free trial, automatic renewal, minimum term or blanket non-refund rule.

You are responsible only for charges you have agreed and that are lawfully due. We will not introduce a paid upgrade or recurring commitment without the agreement required by applicable law. A change to fees or commercial arrangements is subject to the agreed order and the notice and acceptance requirements that apply to it.

10 Service operation and changes

We will provide the service with reasonable skill and care. We may maintain, update or improve it and change features where reasonably necessary for security, legal compliance or operation. Where a change materially reduces agreed functionality, we will give reasonable advance notice where practicable and address any applicable contractual or statutory remedies. Urgent security or legal measures may take effect immediately.

Unless expressly agreed otherwise, these Terms do not promise uninterrupted availability, a particular response time or a service level. We will take reasonable steps to address faults within our control. You should retain your own essential business records and use appropriate checks and contingency procedures for time-sensitive enquiries and reservations. This does not remove our duties to provide the service as agreed.

Neither party is responsible, to the extent permitted by law, for a failure caused by circumstances genuinely beyond its reasonable control that it could not reasonably prevent or overcome. The affected party must take reasonable steps to reduce the impact and resume performance. This clause does not excuse obligations that can still reasonably be performed.

11 Suspension and ending access

We may restrict or suspend access where reasonably necessary to address a material breach, a security risk, unlawful use or a legal requirement. Any restriction should be proportionate to the issue. Where practicable and lawful, we will explain the reason and give you a reasonable opportunity to remedy it before suspension. We may act immediately where delay would create a material risk or violate law.

You may stop using Ospio and request account deletion. Any agreed paid-service term or cancellation obligation remains governed by the relevant commercial agreement; merely ceasing use does not cancel an otherwise valid payment obligation. We may end the service relationship for a material breach that is not remedied after reasonable notice, or on reasonable notice if we discontinue the service, subject to agreed commitments and applicable law.

Where it is safe and lawful, we will provide a reasonable opportunity to retrieve your data before access is permanently ended. Confidentiality, accrued payment obligations, intellectual property protections and provisions necessary to resolve existing claims continue to apply to the extent relevant after the relationship ends.

12 Account deletion and the 30 day restoration period

An authorised account administrator may request deletion using the available account controls or by contacting vostok9030@gmail.com. We may verify the requester’s identity and authority before acting. We will confirm the deletion date and the end of the restoration period. Deleting an account is different from deleting an individual hotel record or disconnecting an integration.

For 30 calendar days after account deletion, you have the right to request restoration of the account. We will preserve the account information and operational records needed to restore it during that period. On a verified request received within those 30 days, we will restore the account and those records. Verification or processing time does not extinguish a request submitted within the restoration period.

During the restoration period the deleted account is not available for ordinary use and its automated sending workflows are disabled. Restoration does not automatically reactivate message sending or reconnect an external account. You must review the restored information and settings and reauthorise integrations as needed before resuming those workflows. Restoration does not reverse a separately completed lawful erasure of specific data or recall communications already sent.

After the 30 day period, restoration is no longer guaranteed. This is a restoration window, not a promise that every record or backup is automatically erased on day 31. Any further retention and deletion must follow our Privacy Policy, an applicable data processing agreement and legal requirements, including limited retention needed for security, disputes or compliance. Retained data must not be used to continue ordinary service activity for a deleted account.

13 Data retrieval and separate erasure requests

Before deleting an account, retrieve the records your business needs. Use any available export functionality or contact us to arrange reasonable access to your data in an available format. Do not assume that an export includes another provider’s records or that a service backup is a substitute for your own business archive.

Account deletion, an individual’s privacy request and deletion of a particular record are distinct actions. Requests to access, correct or erase personal data will be handled under applicable law, the Privacy Policy and any relevant data processing agreement. A legal erasure requirement may require deletion before the restoration period ends; we will explain any resulting limits where lawful and relevant.

14 Responsibility and liability

Each party is responsible for its own breach of these Terms, negligence and other conduct for which applicable law makes it responsible. A claim must relate to loss caused by that conduct, and each party must take reasonable steps to avoid or reduce its loss. We do not assume responsibility for a hotel’s accommodation obligations or a third party’s independent conduct, but remain responsible for our own acts and omissions where the law requires it.

Nothing in these Terms excludes or limits liability for fraud, wilful misconduct, gross negligence, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded or limited. Nothing removes mandatory remedies or rights, including consumer protections if they apply despite the intended business use of the service.

15 Changes to these Terms

We may update these Terms to reflect changes in the service, law or the way the service is operated. We will identify the updated version and effective date and give reasonable advance notice of material changes through the service or the contact details associated with your account, unless a legal or urgent security reason requires earlier effect.

Where acceptance is required, we will seek it rather than treating notice alone as agreement. If you do not agree with a material change, you may stop using the service and exercise any termination or other rights available under your agreed commercial terms and applicable law. Changes do not retroactively remove rights or alter already concluded accommodation contracts between you and your guests.

16 Notices and resolving concerns

Send contractual questions, complaints and account requests to vostok9030@gmail.com, with enough information to identify the relevant business and issue. We will use the account contact details or the service for operational and contractual notices, as appropriate. Keep those details current.

The parties should first try to resolve a dispute in good faith through these contact channels. This does not restrict either party’s right to seek urgent relief, use an available regulator or bring a claim before a competent court. Unless separately agreed in a valid agreement, applicable law and jurisdiction are determined under the rules that otherwise apply.

17 General provisions and language

If a provision is unenforceable, the remaining provisions continue to apply to the extent permitted by law. A delay in enforcing a right does not by itself waive it. These Terms, together with any expressly agreed order and applicable data processing agreement, govern the service relationship without removing rights that cannot be excluded by contract.

The English and Italian versions are intended to express the same agreement. No version is given automatic precedence by these Terms. An inconsistency should be resolved by reference to the parties’ common intention and applicable law, not by assuming that one version removes protections in the other.