Terms of Service

By creating an account, accessing, or using RegolithX in any way, you agree to be bound by these Terms of Service and our Privacy Policy. These terms constitute a legally binding agreement between you (“Hotel”, “you”, or “your”) and RegolithX.

• ›You must be at least 18 years of age to use RegolithX.
• ›You must be duly authorised to act on behalf of the hotel or business entity you are registering.
• ›If you are accepting these terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity.

RegolithX is a cloud-based hotel management SaaS platform designed for villas, boutique hotels, and multi-property operators. The platform includes:

• ›Property Management System (PMS) — reservations, guest profiles, housekeeping, and check-in/out
• ›OTA channel synchronisation — real-time availability and rate sync with Booking.com, Agoda, Airbnb, and others
• ›Dynamic Pricing AI — AI-generated rate recommendations based on occupancy, seasonality, and market signals
• ›AI Upselling — automated, personalised upsell message generation for in-stay offers
• ›Hotel AI Assistant — AI-powered guest communication and internal staff Q&A
• ›Loyalty Programme — points-based guest rewards and redemption management
• ›Direct Booking Engine — commission-free bookings via your own branded booking page
• ›Payment Processing — integrated Indonesian payment methods (Midtrans, GoPay, OVO, Dana, ShopeePay, QRIS)
• ›Progressive Web App (PWA) — mobile access for hotel staff without requiring an app store download

AI features are powered by the Anthropic Claude API. Feature availability may change as we develop the platform. We will provide advance notice of material feature removals.

As the data controller, your hotel bears the following responsibilities:

• ›Obtaining valid guest consent for AI chat and AI-powered features before processing their personal data through those features.
• ›Ensuring you have a lawful basis under UU PDP (Indonesia) or GDPR (EU) before submitting guest data to AI features.
• ›Providing guests with a clear privacy notice that discloses AI processing of their communications and reservation data.
• ›We provide the tools; you are responsible for how you use them with your guests.

Compliance with GDPR and Indonesia's UU PDP is a joint responsibility between RegolithX (as processor) and your hotel (as controller).

RegolithX Commitments

• ›Maintain appropriate technical and organisational security measures
• ›Process personal data only as instructed by your hotel and as described in our Privacy Policy
• ›Notify you of any confirmed personal data breach within 72 hours of becoming aware of it
• ›Support you in responding to data subject access and deletion requests
• ›Maintain records of processing activities as required by GDPR Article 30
• ›Delete or return all personal data upon termination of our agreement

Hotel Commitments

• ›Obtain guest consent before using AI features that process their personal data
• ›Provide guests with a privacy notice disclosing AI processing
• ›Honour guest requests to access, correct, or delete their personal data
• ›Ensure hotel staff are adequately trained on data protection obligations
• ›Maintain your own records of processing activities as data controller

A formal Data Processing Agreement (DPA) is available upon request for EU/GDPR-regulated hotels. Contact privacy@regolithx.com to obtain a signed DPA for your account.

Plans

• ›Annual plan: pay for 10 months, use 12 — 2 months free (billed annually in advance).
• ›White Glove Setup: one-time onboarding service at Rp 1,500,000. Non-refundable once the setup session is booked.
• ›Payment is due monthly or annually in advance, depending on your selected billing cycle.
• ›7-day free trial available on all plans — no credit card required to start.
• ›Prices are denominated in USD. IDR equivalent amounts may vary based on prevailing exchange rates.
• ›We reserve the right to adjust pricing with 30 days' written notice. You may cancel before the new price takes effect.

• ›You may cancel your subscription at any time from your account settings — no cancellation fee applies.
• ›Monthly plans: no refunds for partial months already paid. Access continues until the end of the current billing period.
• ›Annual plans: pro-rata refund available within 30 days of payment if you are not satisfied. After 30 days, annual plan fees are non-refundable.
• ›On cancellation: your account access remains active until the end of the paid billing period. All hotel and guest data will be permanently deleted within 30 days after that.
• ›White Glove Setup fees are non-refundable once the onboarding session is booked.

You agree to use RegolithX only for lawful purposes and in accordance with these terms. You must not:

• ›Use RegolithX to process guest personal data without their knowledge or without a valid lawful basis under applicable data protection law.
• ›Submit passport scans, raw payment card numbers, or biometric data to AI features (Dynamic Pricing AI, AI Upselling, Hotel AI Assistant).
• ›Attempt to extract, reconstruct, or infer training data from AI model responses.
• ›Reverse-engineer, decompile, scrape, or resell any part of the RegolithX platform.
• ›Use the platform to generate or distribute unlawful, defamatory, fraudulent, or harmful content.
• ›Attempt to gain unauthorised access to any other hotel's data, our infrastructure, or Anthropic's systems.
• ›Use the platform for any purpose that violates Indonesian law or applicable international law.
• ›Circumvent, disable, or interfere with security features of the platform.

Violation of these terms may result in immediate account suspension or termination without refund.

AI-powered features within RegolithX (Dynamic Pricing, AI Upselling, Hotel AI Assistant) are provided as decision-support tools, not autonomous decision-makers.

• ›All AI suggestions — including pricing recommendations, upsell messages, and guest responses — are recommendations only. Your staff retains full authority and responsibility for final decisions.
• ›AI models may produce inaccurate, incomplete, or contextually inappropriate output. Always review AI-generated content before acting on it or sending it to guests.
• ›RegolithX is not liable for revenue loss, reputational damage, or operational issues resulting from following AI-generated pricing suggestions or upsell recommendations.
• ›Guest data submitted to AI features is processed by Anthropic in accordance with their usage policies. By using AI features, you confirm you have a lawful basis to share this data.
• ›AI model capabilities and behaviour may change as Anthropic updates their models. We will communicate material changes that affect your use of the platform.

We do not claim ownership of any data you input into RegolithX. You grant us a limited, non-exclusive licence to process your data solely to provide the service as described in these terms.

To the maximum extent permitted by applicable law:

• ›RegolithX is not liable for indirect, consequential, incidental, special, or punitive damages arising from your use of or inability to use the platform.
• ›Our maximum aggregate liability for any claim arising under these terms is capped at 3 months of subscription fees paid by you in the 3 months preceding the claim.
• ›We are not liable for OTA synchronisation failures, missed bookings due to channel connectivity issues, or third-party OTA platform outages.
• ›We are not liable for payment gateway outages, failed transactions, or settlement delays caused by Midtrans or any other payment provider.
• ›We are not liable for revenue loss or reputational damage resulting from inaccurate AI-generated pricing suggestions or upsell messages.
• ›These limitations apply regardless of the form of action, whether in contract, tort, strict liability, or otherwise, and even if we have been advised of the possibility of such damages.

• ›Either party may terminate this agreement with 30 days' written notice.
• ›You may cancel at any time through your account settings (no written notice required for self-serve cancellation).
• ›We may suspend your account immediately — without notice — in the event of: non-payment after a 7-day grace period following the due date; material breach of these Terms of Service; or suspected fraudulent activity.
• ›On termination: your access to the platform ceases at the end of the billing period. All hotel and guest data will be permanently deleted within 30 days. See Privacy Policy §8 for full retention details.
• ›You may export your data in CSV or JSON format at any time during your active subscription.

These terms are governed by and construed in accordance with the laws of the Republic of Indonesia, without regard to its conflict of law provisions.

• ›Disputes: the parties will first attempt to resolve any dispute through good-faith mediation within 30 days of written notice.
• ›If mediation fails: the dispute will be submitted to binding arbitration in Jakarta under the rules of BANI (Badan Arbitrase Nasional Indonesia).
• ›For EU-based hotels: GDPR-related disputes may also be referred to the relevant EU data protection supervisory authority in your member state.

We may update these Terms of Service from time to time to reflect changes in law, our services, or business practices.

• ›Material changes will be communicated by email to the address on your account at least 14 days before the changes take effect.
• ›Non-material changes (such as clarifications or typographical corrections) may be made without prior notice.
• ›Your continued use of RegolithX after the notice period constitutes your acceptance of the updated terms.
• ›If you do not agree with updated terms, you may cancel your account before the new terms take effect.

For any questions, legal notices, or concerns about these Terms of Service, contact us through the following channels: