Terms of Service

These terms are between Bookeva (legal entity name, legal form, registered address and registration number [owner to confirm]) ("Bookeva", "we") and the business that creates a Bookeva organisation ("the hotel", "you"). The person who accepts them confirms they are allowed to act for that business.

Bookeva is sold to businesses only: hotels, aparthotels, guest houses and similar accommodation providers. It is not offered to consumers.

These terms include our privacy policy, which explains how we handle personal data, including the guest data we process for you.

Bookeva is software for running a hotel: reservations, a calendar, rooms and housekeeping, guest messages, payments, invoices, and connections to booking channels and door locks.

Some features depend on other companies. Channel connections run through Channex to Booking.com, Airbnb, Expedia and other channels. Guest payments run through Stripe in the hotel's own Stripe account. Door access runs through Seam and the lock maker's cloud. When you use these features you also agree to those providers' terms where they apply to you.

We improve Bookeva continuously. We may add, change or remove features. We will not remove a core feature you pay for without telling you in advance.

The owner of an organisation controls who can use it and what each person can do. You are responsible for the people you invite and for what they do in Bookeva.

Keep sign-in details private. We recommend two-step sign-in (an authenticator app) for every owner. Tell us at once at info@bookeva.com if you think someone has used your account without permission.

Bookeva staff can see your organisation only for support you ask for or to keep the service safe, and that access is recorded.

A new organisation starts with a 14-day free trial. We do not ask for a card to start it.

When the trial ends without a plan, your organisation becomes read-only. Your data stays safe and you can still download it. Choosing a plan makes it fully usable again.

Plans and add-ons are paid monthly or yearly, in advance, through Stripe. The price, taxes and total are shown in Stripe Checkout before you pay. Invoices are available in the billing portal.

Prices exclude VAT and other taxes unless shown otherwise. You are responsible for giving us correct billing and VAT details.

If a payment fails, you keep full access for 7 days from the failed invoice. After that the organisation becomes read-only until the payment succeeds.

We may change our prices. We will tell the owner at least 30 days before a new price applies to an existing subscription [owner to confirm], and you can cancel before it does.

You can cancel at any time in the billing portal. Cancellation takes effect at the end of the period you have paid for. Except where the law requires otherwise, payments already made are not refunded.

You are responsible for your hotel: your rooms, rates and availability, your contracts with guests and with booking channels, your house rules, and the taxes and registrations your country requires.

Bookeva keeps one reservation and availability record and works to keep your channels in step with it, and it shows you when something is out of step. Channels and providers can still fail or delay. Check the exceptions Bookeva shows you and act on them.

Door access is a convenience, not a safety system. Always keep a working way into every room, and never let a lock prevent anyone from leaving in an emergency.

You must have a lawful basis to collect and use your guests' personal data, and you must give your guests the information the law requires about it.

Do not use Bookeva to break the law, to send spam, to store card numbers or identity document images, to upload malware, to probe or overload the service, to reach data that is not yours, or to resell Bookeva without our written agreement.

We may suspend access that puts the service, other customers or guests at risk. We will tell you why unless the law or an active attack prevents it, and restore access once the risk is dealt with.

Your hotel data belongs to you. You give us the right to host, copy, process and transmit it only to run Bookeva for you, to support you, and to keep the service secure.

For the guest data in Bookeva, you are the controller and Bookeva is your processor under Article 28 of the GDPR. Until a separate data processing agreement is signed, these commitments apply:

• We process guest data only to provide Bookeva and on your documented instructions, which are these terms and your use of the product.
• Everyone at Bookeva who can access it is bound by confidentiality.
• We keep the security measures described in the privacy policy.
• We use the sub-processors listed in the privacy policy. We will give notice in the privacy policy before adding or replacing one, and you may object.
• We help you answer guests who exercise their rights, and pass on to you any request we receive for your hotel.
• We tell you without undue delay after we become aware of a personal data breach affecting your data.
• When your organisation closes we delete your data as described in the privacy policy, except what we must keep by law.
• We give you the information you reasonably need to show compliance, and allow reasonable audits with notice.

You can export your hotel data from Settings at any time.

Some features offer AI drafts, such as a first draft of your setup from an uploaded file or an answer to a help question. A draft changes nothing until a person reviews and confirms it. AI never cancels bookings, moves rooms, takes or refunds money, reveals secrets or controls doors on its own.

We work to keep Bookeva available at all times, but we do not promise uninterrupted service unless we agree a service level in writing. We may carry out maintenance, and we try to do it at quiet hours.

Support is available by email at info@bookeva.com.

Bookeva, its software, design and documentation belong to us or our licensors. You get a non-exclusive, non-transferable right to use Bookeva for your hotels during your subscription.

If you send us ideas or feedback, we may use them without obligation to you.

Each of us keeps the other's non-public business information confidential and uses it only for this agreement. This does not cover information that is public, already known, independently developed, or that the law requires us to disclose.

Bookeva is provided as it is and as available. To the extent the law allows, we give no other guarantee, including that it fits a particular purpose or that third-party channels, payment or lock providers will always work.

Neither of us is liable for indirect or consequential loss, lost profit, lost revenue or lost data that could have been avoided by an export. Our total liability in any 12 months is limited to the fees you paid us in those 12 months [owner to confirm].

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow us to limit.

You can stop using Bookeva at any time. Cancel the subscription in the billing portal and ask us at info@bookeva.com to close the organisation.

We may end this agreement with 30 days' notice, or at once if you seriously or repeatedly break these terms.

When an organisation is closed, it is locked at once. We delete its data 30 days later, except issued invoices and credit notes, which we keep for the period the law requires. Backup copies expire as described in the privacy policy. Download your data before you close the organisation.

Sections on data, confidentiality, liability and governing law continue after the agreement ends.

We may update these terms. Each version has a number and an effective date at the top of this page. For a change that matters, we tell owners in Bookeva before it applies, and owners are asked to accept the new version. If you do not accept it, you may cancel before it applies.

These terms are governed by the law of [owner to confirm]. The courts of [owner to confirm] have jurisdiction, unless the law requires otherwise.

Before going to court, we both try to settle a dispute in good faith by writing to each other.

Email: info@bookeva.com. Postal address: Bookeva (legal entity name, legal form, registered address and registration number [owner to confirm]).