Terms & Conditions

Effective Date: 5/17/2026

These Terms & Conditions (“Terms”) govern access to and use of HostScout AI, Sandy, our guest app, public website chat widget, admin dashboard, property guide tools, analytics, optional upgrade features, and related services (collectively, the “Service”).

By using the Service, you agree to these Terms. If you are using the Service on behalf of a property management company, host, or business, you represent that you have authority to bind that organization.

1. The Service

HostScout provides AI-powered guest communication and property support tools for short-term rental hosts and property management companies.

The Service may include:

  • Guest-facing AI concierge chat.

  • Public website chat for pre-booking visitors.

  • Property manuals and active guides.

  • Reservation-aware guest verification.

  • PMS/property management system integrations.

  • Admin dashboard and chat inbox.

  • Guest sentiment, urgency, analytics, and summaries.

  • Optional paid upgrades or add-ons.

  • Local recommendations, weather, events, and place lookups.

  • Team, property, billing, and configuration tools.

2. Accounts and Authorized Users

Hosts and property managers are responsible for:

  • Providing accurate account information.

  • Keeping login credentials secure.

  • Managing team member access.

  • Ensuring team members are authorized to access property, guest, reservation, and payment information.

  • Promptly disabling access for anyone who should no longer use the account.

You are responsible for activity that occurs under your account.

3. Host and Property Manager Responsibilities

Hosts and property managers are responsible for the accuracy, legality, and completeness of:

  • Property information

  • House manuals

  • Public webchat knowledge

  • Active guides

  • Upgrade descriptions

  • Pricing

  • Availability

  • House rules

  • Access instructions

  • Safety instructions

  • Local recommendations added by the host

  • Assistant customization and configuration

HostScout may help format, summarize, route, or display this information, but the host or property manager remains responsible for reviewing it.

4. Guest-Facing AI Assistant

Sandy and other AI assistants are designed to help answer guest questions using approved property information, guides, verified stay context, and supported lookup tools.

AI responses may be incomplete, delayed, outdated, or incorrect. The assistant should not be treated as a replacement for a human host, emergency services, legal advice, medical advice, or professional judgment.

Hosts and property managers should review important guest communications and keep manuals, guides, access instructions, and policies up to date.

5. Public Website Chat

Public website chat is intended for general pre-booking information. It should not be used to provide or request sensitive guest-only details, including:

  • Door codes

  • Lockbox codes

  • Keypad codes

  • WiFi passwords

  • Exact access instructions

  • Emergency contacts

  • Reservation-specific details

  • Private host or owner information

  • Internal notes

HostScout may redact obvious sensitive details from public website chat, but hosts and property managers remain responsible for ensuring public notes and guides do not include private information.

6. Guest Verification

Certain stay-specific features may require a guest to verify their stay, such as by entering the last four digits of the phone number associated with a reservation or another supported verification method.

Verification is intended to reduce accidental disclosure of private stay details. It is not a guarantee against unauthorized access. Hosts and property managers should avoid placing unnecessary sensitive data into the system.

7. Optional Upgrades and Payments

The Service may allow guests to purchase optional upgrades or add-ons, such as early check-in, late checkout, or other property-specific offers.

Payment processing may be handled by Stripe or another payment provider. Payment providers may have their own terms, privacy policies, and payment rules.

Hosts and property managers are responsible for:

  • Accurately describing upgrades.

  • Setting pricing.

  • Honoring paid upgrades where available.

  • Managing refunds, disputes, availability, and guest expectations.

  • Ensuring upgrades comply with applicable laws, platform rules, and property policies.

  • HostScout may charge platform fees, subscription fees, setup fees, or other fees as disclosed at checkout, in an order form, or in account settings.

8. PMS and Third-Party Integrations

The Service may connect with PMS providers, payment processors, maps, weather, events, email, hosting providers, AI providers, and other third-party services.

You authorize HostScout to access, process, and transmit data through connected integrations as needed to provide the Service.

HostScout is not responsible for outages, errors, policy changes, data inaccuracies, or service limitations caused by third-party providers.

9. Subscriptions, Billing, and Cancellation

If your account includes paid subscription features, billing terms will be shown during signup, checkout, order form, or account setup.

Unless otherwise stated:

  • Fees are due according to the billing plan selected.

  • You are responsible for all charges incurred under your account.

  • Subscription features may be limited, suspended, or disabled for nonpayment.

  • Cancellation may stop future renewals but does not automatically refund past charges.

  • Property-level billing may depend on enabled properties or active Sandy usage.

  • Any refund rights will be governed by the specific offer, order form, written agreement, or applicable law.

10. Acceptable Use

You agree not to:

  • Use the Service for unlawful, harmful, fraudulent, or abusive purposes.

  • Attempt to bypass guest verification or account access controls.

  • Upload malicious code, spyware, or harmful files.

  • Misrepresent properties, availability, pricing, amenities, or policies.

  • Use the Service to send spam or unauthorized marketing.

  • Upload content you do not have rights to use.

  • Interfere with the operation, security, or availability of the Service.

  • Reverse engineer or attempt to extract source code except where permitted by law.

  • Use the Service to collect sensitive personal information unnecessarily.

  • Enter highly sensitive information into public webchat, guides, manuals, or assistant configuration unless necessary and appropriate.

11. Content and Data

You retain ownership of property content, guide content, manuals, logos, uploaded images, configuration, and other content you provide.

You grant HostScout a limited right to host, process, display, modify, transmit, and use that content as needed to provide, secure, support, and improve the Service.

You represent that you have all rights needed to provide content and data to HostScout, including any rights required for PMS data, guest communications, property images, and team member information.

12. AI Output and Recommendations

AI-generated output is provided for convenience and operational support. You are responsible for reviewing AI output before relying on it for important decisions.

HostScout does not guarantee that AI output will be accurate, complete, current, or suitable for every guest, property, or situation.

For emergencies, safety issues, access failures, medical concerns, legal matters, or urgent guest problems, contact the host team, emergency services, or the appropriate professional directly.

13. Availability and Changes

We may update, modify, suspend, or discontinue parts of the Service at any time. We may also release beta features, experimental tools, or integrations that may change over time.

We aim to keep the Service reliable, but we do not guarantee uninterrupted or error-free operation.

14. Confidentiality

Hosts and property managers may access guest, reservation, property, and account information through the Service. You agree to protect confidential information and use it only for legitimate property management, guest support, billing, and operational purposes.

15. Privacy

Our collection and use of personal information is described in our Privacy Policy.

16. Disclaimers

The Service is provided “as is” and “as available.” To the fullest extent permitted by law, HostScout disclaims warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, availability, and uninterrupted operation.

17. Limitation of Liability

To the fullest extent permitted by law, HostScout will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost bookings, lost data, business interruption, or reputational harm.

To the fullest extent permitted by law, HostScout’s total liability for any claim relating to the Service will not exceed the amount paid to HostScout for the Service during the three months before the event giving rise to the claim, or $100 if no amount was paid.

Some jurisdictions do not allow certain limitations, so some of these limitations may not apply.

18. Indemnification

You agree to defend, indemnify, and hold harmless HostScout from claims, damages, liabilities, costs, and expenses arising from:

  • Your use of the Service.

  • Your property content, manuals, guides, policies, or upgrade offers.

  • Your violation of these Terms.

  • Your violation of law or third-party rights.

  • Guest disputes, property issues, access issues, refunds, cancellations, or claims related to a stay.

  • PMS, payment, or third-party integration data you provide or authorize.

19. Termination

We may suspend or terminate access to the Service if:

  • You violate these Terms.

  • Payment is overdue.

  • Required integrations are disconnected or misused.

  • Your use creates security, legal, fraud, or operational risk.

  • We are required to do so by law or a third-party provider.

You may stop using the Service or cancel according to your plan or agreement.

20. Governing Law

These Terms are governed by the laws of Florida without regard to conflict of law rules.

Venue for disputes will be in the courts located in Sarasota County, Florida, unless otherwise required by law.

21. Changes to These Terms

We may update these Terms from time to time. The updated Terms will be posted with a new effective date. Continued use of the Service after changes means you accept the updated Terms.

22. Contact

  • HostScout AI

  • Email: hello@hostscout.ai

  • Mailing Address: 15 Paradise Plaza, Unit 296, Sarasota, FL 34239