Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the StayOpsPro hotel operations platform (the “Service”) provided by StayOps Pro (“we”, “us”, “our”). By creating an account, subscribing, or using the Service, you (“you”, “Customer”) agree to be bound by these Terms. If you do not agree, do not use the Service.

StayOpsPro is a cloud-based platform that helps hotel operators run day-to-day operations across one or more properties. Depending on your subscription plan, the Service may include:

• Hotel operations management and team accountability
• Room management and room status
• Maintenance issue reporting, assignment and resolution tracking
• Preventive maintenance schedules and history
• Inspections and franchise / audit-readiness checklists
• Staff tasks, shift checklists, reminders and notes
• Guest issue reporting and service requests through the Guest Portal
• Lost & Found and guest claims
• Vendor tracking
• Time and attendance tracking (clock-in / clock-out)
• Payroll preparation, review and reporting
• PTO / vacation tracking, where applicable and enabled
• Secure employee document storage
• Multi-property management for owners and groups

StayOpsPro is not a payroll processor. StayOpsPro may track employee hours, attendance, PTO, tips (if such a feature is added in the future), payroll-related records, reports and exports. The hotel remains solely responsible for actual payroll processing, wage payments, taxes, withholding, and compliance with employment law.

StayOpsPro may provide tools such as:

• Clock-in / clock-out tracking
• Timecard review
• Missing-punch and exception tracking
• Overtime indicators
• PTO records
• Payroll-period reports
• Payroll exports (CSV / PDF)

StayOpsPro does not provide:

• Payroll processing
• Wage payments
• Tax preparation or tax filing
• Accounting services
• Legal or employment-law advice

The hotel remains responsible for reviewing and approving all payroll-related information before relying on it, and for ensuring its use of the Service complies with applicable wage, hour, recordkeeping and employment laws.

You must be at least 18 years old and legally able to enter into a contract to use the Service. You are responsible for keeping your login credentials confidential and for all activity under your account. Notify us immediately if you suspect unauthorized access.

Payments are processed securely through Stripe. By subscribing to the Service, you agree to the following:

• All payments are billed in advance on a monthly basis unless otherwise stated.
• You authorize us to charge your selected payment method automatically through Stripe.
• Subscriptions will automatically renew unless canceled prior to the next billing cycle.
• You may cancel your subscription at any time; however, no partial refunds will be issued for unused time.
• Failed payments may result in suspension or termination of your account.
• You are responsible for maintaining valid payment information.

Subscription tiers, included features, and pricing are listed on our pricing page and may be updated from time to time with at least 30 days' notice for existing subscribers.

You agree not to use the Service to (a) violate any law or third- party right, (b) upload malware or interfere with the Service's operation, (c) attempt to gain unauthorized access to other accounts, (d) reverse engineer or resell the Service without our written consent, or (e) use the Service to send unsolicited communications.

The hotel or property that subscribes to the Service retains ownership and control of all data it and its users upload or create in the Service (“Customer Data”). Customer Data includes, without limitation, employee records and profiles, employee documents, timecards and attendance records, inspection records, maintenance and preventive-maintenance records, photos and attachments, operational records, notes, and guest service requests.

StayOpsPro does not claim ownership of Customer Data, including customer-uploaded employee documents. You grant us only the limited, non-exclusive rights necessary to host, store, secure, process, display, transmit and back up Customer Data in order to provide, maintain and support the Service for you. Our handling of personal data is described in our Privacy Policy.

You are responsible for having the necessary rights, notices and consents to upload Customer Data (including employee and guest information) to the Service, and for configuring user roles and permissions appropriately for your property.

Hotels may securely store employee-related documents (for example identification, tax forms, contracts and certifications) within StayOpsPro. Documents are encrypted at rest and access is recorded in an audit log.

• Access is controlled by property and by role or individually granted permissions.
• The hotel decides which of its users may access employee records.
• StayOpsPro platform administrators do not have routine access to document contents, and the Service is designed to block such access in normal operation.
• Administrative access to stored content occurs only when technically necessary for support you request, security, legal compliance, or operation of the Service.

Some features of the Service (such as the guest concierge, the manager assistant, and document or photo import tools) use third-party AI models. Employee documents, payroll-related records and other designated sensitive employee information are not automatically sent to StayOpsPro AI features merely because they are stored in the platform. AI features only process the operational information relevant to the feature you are actively using.

We do not use the contents of private employee documents to train AI systems unless you provide separate, explicit authorization.

The Service, including all software, source code, platform architecture, user interface and design, branding, logos, original templates, and proprietary platform features created by us, is owned by StayOps Pro and protected by copyright, trademark, and other laws. Your subscription provides a limited, non-exclusive, non-transferable, revocable right to use the Service for your hotel's internal business operations only. It does not transfer ownership of any part of the Service to you. Customer Data remains yours as described in Section 7.

You may cancel your account at any time from the Billing page. We may suspend or terminate accounts that violate these Terms, fail to pay, or pose a security risk.

Data export

Where the Service technically provides it, you may export your records before permanent deletion — for example payroll-period reports and exports (CSV / PDF), preventive-maintenance report packs, inspection reports, and individual employee documents (download or email from the Document Vault). You may also request an export by contacting support.

What happens on termination

• Access ends for all users of the property when the account is terminated.
• Active data — employee documents, payroll-related records, inspection records, maintenance history and other operational records — is retained for a 30-day grace period so you can reactivate or request an export, after which it may be permanently deleted.
• Employee documents remain encrypted during the grace period and are deleted together with the rest of the property's data.
• Audit logs and billing records may be kept longer where required for security, dispute or legal purposes.
• Backups are not deleted immediately; deleted data is removed from backups as those backups expire according to our normal backup rotation.

The Service is provided “AS IS” and “AS AVAILABLE” without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non- infringement. We do not warrant that the Service will be uninterrupted or error-free.

To the maximum extent permitted by law, StayOps Pro shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses, resulting from your use of the Service. Our aggregate liability for any claim shall not exceed the fees paid by you in the 12 months preceding the claim.

These Terms shall be governed and interpreted in accordance with the laws of the State of Wisconsin, United States, without regard to conflict of law principles.

Any disputes arising from the use of this Service shall be resolved in the courts located in Wisconsin. You and StayOps Pro consent to the personal jurisdiction of those courts.

We may update these Terms from time to time. Material changes will be communicated by email and/or in-app notice at least 30 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance.

Questions about these Terms? Email support@stayopspro.com or use the Contact form.