App Terms

Version 1.0 · Effective 27 October 2026

2. Scope

These terms govern the StayAutomate services: the app, its PMS connection and the services the property subscribes to, such as OTA payout reconciliation, official statistics reporting and Vaklox keyless access. They are separate from the website Terms of Use.

In these terms, "you" means the property, a hostel or hotel, that uses the app. "We" means Hostel Analytics SAS.

By connecting a property, you accept these terms. If a signed agreement exists between the property and Hostel Analytics SAS, that agreement takes priority.

If you connect StayAutomate through the Mews Marketplace, the Mews Marketplace Terms of Service govern your relationship with Mews. Between you and us, the terms of your signed service agreement prevail.

3. The services

StayAutomate provides services for hostels and hotels, built on top of the property's PMS (Mews today, Cloudbeds coming). We may add new services over time.

Each service is granted by a contract signed with the property, or by an amendment to that contract. The property uses the services listed in its contract, and only those.

For example, OTA payout reconciliation reads the property's payout statements (Booking.com, Airbnb and Expedia), reconciles each line against the PMS and records the matching payments. Lines that don't match are flagged with the reason. They are never posted without a person's action.

4. What the services write to your PMS

A service writes to your PMS only what the services in your contract need.

• Payments are shown in a preview before anything is written.
• Each payment carries its own identifier, so it can't be posted twice.
• A bill is closed only when the PMS itself confirms a zero balance.

You review and decide every flagged item.

5. Connecting your PMS

You grant the API access the service needs, and you confirm that you are entitled to connect that property.

You keep your own PMS subscription.

You can disconnect at any time. This stops further reading and posting.

Getting started through the Mews Marketplace

• When you connect StayAutomate, you receive a confirmation email within 3 hours.
• Within 2 business days, we contact you to arrange onboarding: setup of your property, signature of the service agreement and a short video call.
• Each service starts on the date set in your contract.

6. Fees

Each service has its own price. Your prices are set in your contract. Our current prices are on the pricing page.

For OTA payout reconciliation, the standard price is fixed per property and per month. It is based on the number of payout lines reconciled per calendar year.

Above 18,000 lines, the price is set in your contract.

• For OTA payout reconciliation, if a property crosses its tier limit, the higher tier applies from the month the limit is crossed, never retroactively. The counter resets each calendar year.
• There is no setup fee.
• Fees are invoiced directly by Hostel Analytics SAS. We invoice monthly in advance. Invoices are payable on receipt, before the month they cover. Prices exclude VAT.
• If an invoice is still unpaid 10 days after a written reminder, we may suspend access, leaving it read-only, until payment. Suspension doesn't cancel what is owed.

7. Term and termination

• Each service runs for the term set in your contract. Unless the contract says otherwise, there is no fixed term and either party can end a service, or the whole contract, with three calendar months' written notice.
• Non-payment is a reason for termination. If an invoice is still unpaid 30 days after a written reminder, we may end the contract, or the service concerned, with immediate effect. Amounts due remain payable, and so do the fees for the three months' notice period, as if the property had given notice that day.
• Either party can end it immediately if the other materially breaches these terms and doesn't fix the breach within 14 days of written notice.
• On termination, an export of the property's data is available for 30 days. After that, the data is deleted.

8. Your responsibilities

You agree to:

• keep each staff login personal and secure;
• review and decide flagged items;
• remain responsible for your own bookkeeping and accounting records;
• connect only properties you are entitled to connect.

You must not:

• try to attack, disrupt, reverse-engineer or gain unauthorised access to the app or to another property's data;
• resell access or share it outside your team.

9. Data protection

For property data, we act as your data processor under the GDPR, and our data processing agreement applies. Data is hosted in the EU.

We never access, process or store card numbers, CVV/CVC codes or card authentication data.

More in our Privacy Policy and on our GDPR page.

10. Confidentiality

Each party keeps the other's non-public business information confidential and uses it only for the service. This continues after the contract ends.

11. Beta features

Features marked Beta, such as automation rules, are free, provided as they are, and may change or be withdrawn. They never post to the PMS without an action by the property's staff.

12. Vaklox keyless access

This section applies only if the property subscribes to Vaklox.

What Vaklox does

Vaklox issues one code per stay. The code follows the reservation in the PMS, opens the doors assigned to the stay and stops working at the end of the authorised stay. The property sets the conditions under which a code is issued.

Hardware

• The property can buy its locks from us, rent them from us, or use compatible locks it already owns.
• Bought hardware and hardware the property already owns belong to the property. We connect it to Vaklox.
• Rented hardware remains the property of Hostel Analytics SAS. The property takes reasonable care of it, keeps it powered and connected, does not move or modify it, and tells us promptly about any damage. Damage beyond normal wear, or loss, is charged at replacement cost. At the end of the contract, the property returns it to Hostel Analytics SAS, at the address we give, within 30 days and at its own cost. Hardware not returned within that time is charged at replacement cost.
• Installation is agreed with the property for each project and carried out by a qualified installer.

Safety and access

• The property remains responsible for fire safety, emergency exits and building regulations. Vaklox does not replace fire or alarm systems.
• The property keeps a backup way into every room for its staff and the emergency services, such as a mechanical key or an override.
• Locks depend on power, batteries and network. We flag low batteries and offline locks; the property replaces batteries and keeps a procedure for guests if a lock is unavailable.
• The property decides who receives a code. Staff codes are personal. The property is responsible for codes it issues by hand or shares.

Data

Only the minimum data required is sent to the lock application: a stay reference, the access dates and the code. Before Vaklox is used at a property, the lock platform provider is added to the sub-processors on our GDPR page, with the 30 days' notice of our data processing agreement.

Fees and liability

Vaklox is priced per property on quote, depending on the number of doors and whether the hardware is bought, rented or already owned. The subscription is invoiced monthly. When the hardware is rented, the minimum term is 12 months from the start of the service. After that, and for bought or owned hardware, the notice period of section 7 applies, unless your contract says otherwise. We are not liable for entry made with a code shared by a guest or a staff member, or for failures of the building's power, network or doors. Section 15 applies to everything else.

13. Availability and support

We work to keep the app available and to fix issues quickly.

• Planned maintenance that interrupts the service is announced by email at least 48 hours in advance.
• Unplanned interruptions are reported to you without undue delay, with an update once the service is back.

Support is by email at support@stayautomate.com.

14. Intellectual property

The app, its software and design, and the StayAutomate name belong to Hostel Analytics SAS.

The property keeps all rights to its own data. It gives us only the right to process that data to provide the service.

15. Liability

StayAutomate is a reconciliation and automation tool. It gives no accounting or tax advice.

We are not responsible for errors caused by inaccurate, incomplete or misconfigured data in the PMS, OTA statements or other third-party systems, or by manual actions of the property's staff.

Neither party is liable for indirect or consequential loss. Our total liability is capped at the fees paid by the property in the 6 months before the claim.

Nothing limits liability for gross negligence or wilful misconduct.

Events beyond our control. Neither party is liable for a delay or failure caused by events beyond its reasonable control, for example:

• if the PMS, an OTA or the lock provider is unavailable or changes its API;
• if power, Internet or the property's network fails;
• if a cyberattack, natural disaster, strike or decision of a public authority prevents the service.

The affected party informs the other without undue delay and resumes as soon as possible.

16. Changes to these terms

We may update these terms. When they change, we inform customers by email. Each version has a number and a date at the top.

17. Governing law

These terms are governed by French law. Disputes go to the Commercial Court of Nice, France.

18. Contact

connect@stayautomate.com