Terms for using MyHotels

Agreement and authority

You represent that you are legally capable of entering into this agreement. If you register or use MyHotels on behalf of a hotel, company, partnership, organization, or other legal entity, you represent that you have authority to bind that entity. In that case, ¡°you¡± includes both you personally and the entity you represent.

MyHotels is intended for legitimate hospitality-management activities. The platform helps organize properties, rooms, guests, bookings, employees, payments, housekeeping tasks, and management reports. It does not itself operate your hotel, accept legal responsibility for your guests, or make operational decisions on your behalf.

Important definitions

Account Owner

The person who registers a primary account and creates or manages one or more hotels.

Employee

A person invited or created by an Account Owner and assigned access to a specific hotel.

Hotel Data

Information about properties, rooms, rates, staff, bookings, operations, payments, reports, and related records.

Personal Data

Information that identifies or can reasonably be linked to a guest, employee, owner, or another individual.

Content

Text, photographs, notes, documents, and any other material entered or uploaded to the platform.

Registration, verification, and account security

You must provide complete, accurate, and current registration information. Accounts require email verification before activation. You must keep your email address, telephone number, hotel details, and other information current.

You are responsible for choosing a strong password, keeping credentials confidential, restricting access to devices, and signing out from shared devices. You must not share an individual account among multiple people. Notify the service administrator promptly if you suspect unauthorized access, credential theft, or misuse.

The Account Owner is responsible for employee accounts created under their hotels, including assigning appropriate permissions, reviewing access regularly, and deactivating access immediately when employment or authorization ends. Actions performed through an authorized account may be treated as actions of the hotel organization.

Hotel, guest, and employee information

You retain responsibility for information entered into MyHotels. You confirm that you have a lawful basis and appropriate authority to collect and process guest, employee, and hotel information. You must collect only information reasonably required for hotel operations and must not enter sensitive information that is unnecessary or prohibited by law.

You are responsible for accuracy of names, identification details, booking dates, room assignments, rates, payments, tax calculations, contact information, and operational notes. You must correct inaccurate information promptly and respond appropriately to lawful requests concerning personal information.

Hotel records are separated by property and account permissions. You must not attempt to access, infer, copy, or interfere with information belonging to another owner, hotel, or account.

Privacy, confidentiality, and security obligations

You must handle Personal Data confidentially and in compliance with applicable privacy, employment, consumer-protection, and data-protection laws. Access should be limited to employees who genuinely require the information to perform their duties.

You must not sell guest information, use it for unrelated marketing without appropriate permission, disclose it to unauthorized persons, or retain it longer than law or legitimate hotel operations require. When exporting reports, printing receipts, or downloading records, you are responsible for securing those copies.

Reasonable technical safeguards may be applied to the platform; however, no online system is completely immune from security incidents. You must maintain appropriate organizational safeguards, device security, employee training, and independent records or backups suitable for your risk and legal obligations.

Acceptable use

You agree not to:

• Use MyHotels for fraud, unlawful surveillance, discrimination, harassment, exploitation, or any unlawful purpose.
• Attempt to bypass authentication, property separation, permissions, rate limits, file restrictions, or other security controls.
• Upload malware, executable code disguised as content, unlawful material, or content that infringes intellectual-property or privacy rights.
• Probe, scan, overload, disrupt, reverse engineer, scrape, copy, resell, or create unauthorized derivative services from the platform.
• Use another person¡¯s credentials, impersonate another person or hotel, or provide false ownership or booking information.
• Interfere with service availability, email delivery, databases, logs, or another customer¡¯s use of MyHotels.

Automated access is prohibited unless expressly authorized in writing. Reasonable usage and technical limits may be applied to protect security, availability, and other customers.

Rooms, bookings, guests, and hotel operations

MyHotels provides tools to assist with room inventory, availability, guest records, reservations, check-in, checkout, housekeeping, employee assignments, and reporting. You remain solely responsible for confirming actual room availability, honoring reservations, communicating with guests, applying hotel policies, and meeting health, safety, licensing, accessibility, and hospitality obligations.

Availability and occupancy indicators depend on accurate and timely use of the platform. You must verify critical information before promising a room, refusing a guest, issuing a charge, or making a financial or operational decision. MyHotels does not guarantee that data entered by you or your employees is complete or error-free.

Photographs and public room information must accurately represent the accommodation and must not be misleading. You are responsible for obtaining any model releases, copyright permissions, or other approvals needed for uploaded images.

Rates, payments, receipts, taxes, and reports

You are responsible for establishing lawful room rates, discounts, deposits, cancellation policies, taxes, fees, refunds, and payment procedures. Payment entries in MyHotels are operational records and do not independently prove settlement by a bank, card network, mobile-money operator, or guest.

You must reconcile system records with actual cash, bank, card, and mobile-money accounts. Generated receipts and reports depend on information entered into the system. Review documents before issuing them to guests, auditors, tax authorities, or management.

MyHotels does not provide legal, accounting, tax, investment, or financial advice. You should obtain professional advice where appropriate and preserve financial records for the periods required by applicable law.

Your content and intellectual property

You retain ownership of Content you lawfully provide. You grant the service a limited permission to host, process, copy, transmit, display, and back up Content only as reasonably necessary to operate, secure, support, and improve the service.

You confirm that you own or have sufficient rights to all Content you upload. You must not upload another person¡¯s copyrighted photographs, trademarks, confidential documents, or Personal Data without proper authority.

The MyHotels name, interface, software, visual design, database structure, documentation, and related intellectual property remain protected by applicable laws. Except for the limited right to use the service under these Terms, no ownership rights are transferred to you.

Availability, maintenance, changes, and backups

The service may occasionally be unavailable because of maintenance, upgrades, hosting failures, internet outages, security incidents, force majeure, or circumstances beyond reasonable control. Features may be added, changed, restricted, or retired where reasonably necessary.

No guarantee is made that MyHotels will be uninterrupted, error-free, or suitable for every hotel workflow. You should maintain contingency procedures for check-in, room allocation, payments, emergency contacts, and essential business records when the platform or internet is unavailable.

Although backups may be maintained, you remain responsible for exporting or preserving independent copies of information necessary for legal compliance and business continuity.

Suspension, termination, and data handling

Access may be restricted, suspended, or terminated when reasonably necessary to address security threats, unlawful conduct, abuse, non-payment where applicable, infringement, repeated violations, or material breach of these Terms. Where appropriate, reasonable notice and an opportunity to correct the issue may be provided.

You may stop using the platform, deactivate employees, or request account closure, subject to identity verification, outstanding obligations, legitimate retention requirements, and technical backup cycles. Before closure, you should export records you are legally required to retain.

Provisions concerning confidentiality, intellectual property, payment obligations, disclaimers, liability, dispute resolution, and other provisions that by nature should continue will survive termination.

Disclaimers and limitation of liability

To the maximum extent permitted by applicable law, MyHotels is provided on an ¡°as available¡± basis. No implied warranty is made regarding merchantability, fitness for a particular purpose, uninterrupted operation, or absolute security.

You are responsible for decisions made using the platform. To the extent permitted by law, the service provider will not be liable for indirect, incidental, special, punitive, or consequential losses, including lost profits, lost bookings, loss of goodwill, business interruption, or loss arising from inaccurate data, unauthorized access, unavailable communications, or third-party services.

Nothing in these Terms excludes liability that cannot lawfully be excluded or limits statutory rights that cannot lawfully be waived.

General provisions

Changes to these Terms

These Terms may be updated to reflect new functionality, security requirements, business practices, or legal obligations. The effective date and version will identify the applicable terms. Material changes may require renewed acceptance.

Governing law

Unless mandatory law requires otherwise, these Terms are governed by the laws applicable in the United Republic of Tanzania. The parties should first attempt in good faith to resolve disputes through written discussion before pursuing formal remedies.

Severability and waiver

If any provision is found invalid or unenforceable, the remaining provisions continue in effect. Failure to enforce a provision immediately does not waive the right to enforce it later.

Entire agreement

These Terms, together with any referenced privacy notice or written service agreement, constitute the agreement concerning use of MyHotels and replace prior discussions about the same subject.

Contact

Questions, legal notices, or concerns regarding these Terms may be sent to queries@myhotels.co.tz. Include your name, hotel, contact details, and a clear description of your request.