Terms and Conditions

These Terms and Conditions ("Terms") govern your access to and use of the Easy RFP platform, website (easyhotelrfp.com), and all related services (collectively, the "Service") operated by Easy RFP ("we", "us", "our", or the "Company"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, you must not use the Service.

1. Definitions

"User" or "you" refers to any individual or legal entity accessing or using the Service. "Account" means the registered account you create to access the Service. "Content" means all data, text, RFP documents, proposals, communications, and other materials generated through, uploaded to, or transmitted via the Service. "Hotel Partner" means any hotel, venue, or accommodation provider that receives RFPs or communications through the Service. "Subscription" refers to any paid plan providing access to premium features of the Service.

2. Eligibility and Account Registration

You must be at least 18 years old and have the legal capacity to enter into a binding agreement to use the Service. If you are using the Service on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms.

When creating an Account, you agree to provide accurate, current, and complete information. You are solely responsible for maintaining the confidentiality of your Account credentials and for all activities that occur under your Account. You must notify us immediately at contact@easyhotelrfp.com if you suspect any unauthorised access to your Account.

3. Description of Service

Easy RFP provides an AI-powered platform that enables Users to generate hotel Requests for Proposals (RFPs), send them to hotels, receive and compare hotel proposals, and manage the venue sourcing process for corporate events. The Service includes free and paid tiers with varying feature sets.

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with or without notice. We will make reasonable efforts to notify Users of material changes in advance.

4. Subscriptions and Payments

4.1 Billing

Paid Subscriptions are billed in advance on a recurring basis (monthly or annually, as selected by you). All prices are stated in Euros (EUR) and are exclusive of applicable taxes unless otherwise stated. We reserve the right to change pricing with 30 days' written notice to active subscribers.

4.2 Payment Processing

Payments are processed securely through Stripe. We do not store your full credit card details on our servers. By providing payment information, you authorise us to charge the applicable fees to your designated payment method.

4.3 Cancellation and Refunds

You may cancel your Subscription at any time through your Account settings. Cancellation takes effect at the end of the current billing period. No partial refunds are provided for unused portions of a billing period. For annual Subscriptions, you may request a full refund within 14 days of the initial purchase if you have not substantially used the Service (defined as sending fewer than 3 RFPs). After 14 days, annual Subscriptions are non-refundable.

4.4 Free Tier

The free tier of the Service is provided "as is" without any service level commitments. We reserve the right to modify or discontinue the free tier at any time.

5. User Content and Data

5.1 Ownership

You retain all ownership rights to Content you create or upload to the Service, including RFP documents, event details, and company information. By using the Service, you grant us a limited, non-exclusive, worldwide licence to use, process, store, and transmit your Content solely for the purpose of providing and improving the Service.

5.2 Prohibited Content

You must not use the Service to transmit Content that is unlawful, defamatory, harassing, threatening, fraudulent, or that infringes on the intellectual property rights of any third party. You must not use the Service for any purpose other than legitimate hotel sourcing and event planning.

5.3 Data Processing

Our processing of your personal data is governed by our Privacy Policy, which forms an integral part of these Terms. By using the Service, you acknowledge that you have read and understood our Privacy Policy.

6. AI-Generated Content

The Service uses artificial intelligence to generate RFP documents, score hotel proposals, and provide recommendations. You acknowledge and agree that:

• AI-generated content is provided as a starting point and may require review, editing, and verification by you before use.
• We do not guarantee the accuracy, completeness, or suitability of any AI-generated content for your specific purposes.
• You are solely responsible for reviewing and approving all content before it is sent to hotels or used in any business context.
• AI scoring and ranking of hotel proposals are based on algorithms and data analysis and should be treated as one factor in your decision-making process, not as definitive recommendations.
• We are not liable for any decisions you make based on AI-generated content or recommendations.

7. Hotel Communications

When you use the Service to send RFPs to hotels, you authorise us to transmit communications to those hotels on your behalf. You acknowledge that:

• We do not guarantee that hotels will respond to your RFPs or that responses will meet your expectations.
• We are not a party to any agreement between you and a hotel. Any booking, contract, or financial arrangement you enter into with a hotel is solely between you and that hotel.
• We are not responsible for the accuracy of hotel responses, the quality of hotel services, or any disputes arising from your interactions with hotels.
• Hotel availability, pricing, and terms are subject to change and may differ from information displayed on the Service.

8. Intellectual Property

The Service, including its design, software, algorithms, trademarks, logos, and documentation, is the exclusive property of Easy RFP and is protected by intellectual property laws. You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Service in accordance with these Terms. You must not copy, modify, distribute, sell, or lease any part of the Service, nor may you reverse-engineer or attempt to extract the source code of the Service.

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

• THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
• WE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE.
• OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNTS PAID BY YOU TO US IN THE 12 MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED EUROS (EUR 100).
• WE ARE NOT LIABLE FOR ANY LOSS OR DAMAGE ARISING FROM: (I) YOUR USE OF OR RELIANCE ON AI-GENERATED CONTENT; (II) ANY TRANSACTION OR INTERACTION BETWEEN YOU AND A HOTEL; (III) UNAUTHORISED ACCESS TO YOUR ACCOUNT DUE TO YOUR FAILURE TO MAINTAIN ACCOUNT SECURITY; (IV) SERVICE INTERRUPTIONS, ERRORS, OR DATA LOSS; (V) THIRD-PARTY ACTIONS OR OMISSIONS.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law.

10. Indemnification

You agree to indemnify, defend, and hold harmless Easy RFP, its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with: (a) your use of the Service; (b) your breach of these Terms; (c) your Content; (d) your interactions with hotels or other third parties through the Service; or (e) your violation of any applicable law or regulation.

11. Termination

We may suspend or terminate your access to the Service immediately, without prior notice, if we reasonably believe that you have breached these Terms, engaged in fraudulent or illegal activity, or if continued provision of the Service to you is commercially unreasonable. Upon termination, your right to use the Service ceases immediately. We will make reasonable efforts to allow you to export your data within 30 days of termination, subject to applicable law. Sections that by their nature should survive termination shall survive, including but not limited to Sections 5, 6, 8, 9, 10, and 14.

12. Modifications to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or prominent notice on the Service at least 14 days before taking effect. Your continued use of the Service after the effective date of modified Terms constitutes your acceptance of such modifications. If you do not agree to the modified Terms, you must stop using the Service and may cancel your Subscription.

13. Third-Party Services

The Service may integrate with or contain links to third-party services, including but not limited to payment processors (Stripe), analytics providers, and hotel distribution systems. We are not responsible for the content, privacy practices, or availability of third-party services. Your use of third-party services is subject to their respective terms and conditions.

14. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles. Any dispute arising out of or in connection with these Terms shall first be subject to good-faith negotiation between the parties for a period of 30 days. If the dispute cannot be resolved through negotiation, it shall be submitted to the exclusive jurisdiction of the courts of England and Wales.

If you are a consumer resident in the European Union, you retain any mandatory consumer protection rights granted to you under the laws of your country of residence, and you may bring legal proceedings in the courts of that country. You may also use the European Commission's Online Dispute Resolution platform at https://ec.europa.eu/consumers/odr.

15. General Provisions

• Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and Easy RFP regarding the Service.
• Severability: If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
• Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.
• Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations without restriction.
• Force Majeure: We shall not be liable for any failure or delay in performing our obligations under these Terms to the extent that such failure or delay is caused by circumstances beyond our reasonable control, including but not limited to natural disasters, acts of government, pandemics, or telecommunications failures.
• No Agency: Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and Easy RFP.

16. Contact Information

For any questions, concerns, or notices relating to these Terms, please contact us at:

Easy RFP
Email: contact@easyhotelrfp.com
Website: https://easyhotelrfp.com