Terms & Conditions

You must be at least 18 years old and have authority to bind the hospitality or related business that registers for Hotflow. If you do not agree to these Terms, do not use the Service.

Hotflow is designed for hotels, lodges, restaurants, bars, and similar operators in Tanzania and the wider region. You are responsible for ensuring that your use of the Service complies with local licensing, tax, employment, and guest-data rules that apply to your operations.

Registration requires accurate business and contact information, a valid email address, and a secure password. You must keep credentials confidential and notify us promptly at support@gethotflow.com if you suspect unauthorized access.

You are responsible for all activity under your account and for actions taken by users you invite or authorize within your workspace. We may suspend access if we reasonably believe credentials have been compromised.

Each subscription is tied to a business workspace identified by your business name and internal business code. The account owner (typically the registrant) controls plan features, sector modules, roles, and user invitations subject to plan limits.

You must ensure that staff and contractors using Hotflow on your behalf are authorized, trained on your internal policies, and granted only the permissions they need. You remain responsible for their use of the Service.

Hotflow offers multiple subscription tiers (such as Starter, Standard, Business, and Professional) with feature and user limits described on our pricing page. Prices are shown in Tanzanian Shillings (TZS) unless otherwise stated and may be billed monthly or, where offered, on an annual basis with a published discount.

New workspaces may receive a time-limited free trial (currently seven (7) days from registration unless we communicate a different offer). During a trial, status is shown as trial access in the product. When a trial ends without an active paid subscription, access to paid features may be restricted until subscription status is updated.

Paid subscriptions have a defined billing period and expiry date recorded in your workspace. Renewals, plan changes, and extensions are coordinated through Hotflow sales or support channels unless we enable self-service billing in the product. We may change published list prices for future billing periods; we will give reasonable notice where required and where practicable before changes apply to your renewal.

Subscription fees may be collected through payment methods and providers we support from time to time (for example bank transfer, mobile money, or other channels arranged with our team). Payment confirmation and activation of paid access are recorded in our platform administration systems.

You agree to provide accurate billing references and to pay amounts due for the plan and period you select. Taxes, levies, or withholding duties applicable to your business remain your responsibility unless we explicitly state otherwise in writing.

You may request cancellation or plan changes by contacting support@gethotflow.com. Cancellation requests are handled according to our Refund & Cancellation Policy.

We may suspend or terminate access if you breach these Terms, fail to pay applicable fees, pose a security risk, or use the Service unlawfully. Where reasonable, we will notify the account contact before suspension except where immediate action is required to protect the Service or other customers.

Upon termination, your right to use the Service ends. Export or retrieval of your business data should be completed before cancellation where possible; retention after closure is described in our Privacy Policy.

You agree not to:

• Use the Service for unlawful, fraudulent, or harmful purposes;
• Attempt to bypass access controls, probe vulnerabilities, or overload systems;
• Upload malware or content that infringes third-party rights;
• Resell or sublicense the Service except as expressly permitted by Hotflow;
• Use the Service to store or process data you are not authorized to hold (including guest data without a lawful basis).

We may investigate misuse and cooperate with authorities where required by law.

You control the business, operational, and financial information entered into Hotflow, including guest profiles, reservations, folios, POS sales, inventory, payroll-related notes, tax settings, and reports. You are responsible for the accuracy, legality, and backup of records required for your business, regulators, and tax authorities.

Hotflow provides tools to manage hospitality operations; it does not replace professional accounting, legal, or tax advice. Configurations such as tax rates, invoice numbering, and revenue categories must be verified by you.

We work to keep the Service available and to protect data using commercially reasonable measures. However, the Service is provided on an "as available" basis. We do not guarantee uninterrupted uptime, error-free operation, or that data will never be lost. Maintenance, network issues, third-party outages, and force majeure events may affect access.

You should maintain your own exports or copies of critical records where your business requires them. Any backup or recovery features we provide are supplementary and not a substitute for your own retention practices.

Optional integrations (such as accounting or notification services available on certain plans) connect to third-party platforms under their own terms. Hotflow is not responsible for third-party availability, data handling, or fees. Enabling an integration may share selected business data with that provider as configured by you.

Hotflow retains all rights in the Service, software, branding, documentation, and underlying technology. You receive a limited, non-exclusive, non-transferable license to use the Service during an active subscription or trial for your internal business operations.

You retain ownership of content and data you submit. You grant Hotflow a license to host, process, and display that content solely to provide and improve the Service and as described in the Privacy Policy.

To the fullest extent permitted by applicable law, Hotflow and its operators will not be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or goodwill arising from your use of the Service.

Our aggregate liability for claims relating to the Service in any twelve-month period is limited to the fees you paid to Hotflow for that workspace in the same period, except where liability cannot be limited by law.

The Service is provided "as is" without warranties of merchantability, fitness for a particular purpose, or non-infringement, except where such disclaimers are not permitted.

We may update these Terms from time to time. We will post the revised version on this page and update the "Last updated" date. Material changes may also be communicated by email or in-product notice where appropriate. Continued use after changes take effect constitutes acceptance of the updated Terms.

Questions about these Terms: support@gethotflow.com or hello@hotflow.co.tz. General inquiries may also be submitted via our contact page.