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Terms of Service

Last updated: April 11, 2026

These Terms of Service ("Terms") govern your access to and use of the Simple PMS platform ("Service"), operated by Simple PMS ("we", "us", "our"), accessible at app.simple-pms.com. By creating an account or using the Service, you agree to be bound by these Terms.

1. Service Description

Simple PMS is a software-as-a-service (SaaS) platform designed for short-term rental hosts managing properties on platforms such as Airbnb and Booking.com. The Service is delivered as a Progressive Web Application (PWA) and includes:

  • Booking management and calendar synchronisation
  • AI-powered check-in/check-out instruction generation
  • WhatsApp AI chatbot for guest communication
  • Smart lock integration and door code management
  • Digital guest book with ID scanning
  • Expense and revenue tracking
  • Multi-property and multi-unit management
  • Push and email notification system

2. Eligibility

You must be at least 18 years old and have the legal capacity to enter into a binding contract to use the Service. By registering, you represent and warrant that you meet these requirements.

3. Account

Authentication is provided by Clerk. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must not share your credentials with third parties. Notify us immediately if you suspect unauthorized access.

4. Plans and Pricing

  • Free plan: Limited features, up to 2 properties.
  • Pro plan: €19/month, unlimited properties and full feature access.

Payments are processed through Stripe in EUR. Subscriptions are billed monthly and are non-refundable except where required by applicable law. We will provide at least 30 days' written notice before any price changes take effect.

5. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Share account credentials with others
  • Store unnecessary sensitive personal data beyond what is required for guest registration
  • Interfere with or disrupt the integrity or performance of the Service

6. Data Ownership

You retain full ownership of all data you upload to or create within the Service, including property information, booking records, guest data, photos, and documents. We obtain only a limited, non-exclusive licence to process this data solely for the purpose of delivering the Service to you.

7. Guest Data and GDPR

For guest personal data collected through the Service (names, ID documents, contact information, nationality, date of birth):

  • You are the Data Controller — responsible for establishing a lawful basis for collecting and processing guest data.
  • We are the Data Processor — processing guest data only on your instructions and in accordance with our Privacy Policy.

ID document images are stored with encryption in the cloud. You can configure automatic deletion periods per organisation to comply with local data protection regulations.

8. AI Features

The Service uses Google Gemini AI for booking data extraction from screenshots and PDFs, ID document scanning, check-in/check-out message generation, and the WhatsApp guest chatbot. All AI-generated outputs are suggestions only. You are responsible for reviewing and verifying all AI outputs before using them. We do not guarantee the accuracy or completeness of AI-generated content.

9. Third-Party Integrations

The Service integrates with the following third-party providers:

  • Clerk — Authentication and user management
  • Stripe — Payment processing
  • Google Gemini — AI-powered data extraction and chatbot
  • Meta WhatsApp Business API — Guest messaging and chatbot
  • Seam / Yale — Smart lock integration and door code management
  • Cloudflare R2 — Encrypted file and image storage
  • Resend — Transactional email delivery
  • Upstash QStash — Scheduled task execution (cron jobs)

Each integration is subject to its own terms of service. We are not responsible for outages or changes in third-party services.

10. Service Availability

The Service is provided on an "as is" and "as available" basis. We make no guarantees regarding uptime, availability, or uninterrupted access. While we strive for high availability, planned and unplanned maintenance may occasionally cause service interruptions.

11. Limitation of Liability

To the maximum extent permitted by applicable law, our total aggregate liability arising out of or related to these Terms or the Service shall not exceed the total fees paid by you during the twelve (12) months immediately preceding the event giving rise to the claim. In no event shall we be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities.

12. Termination

You may cancel your account at any time through your account settings or by contacting us at info@simple-pms.com. Upon termination:

  • Your access to the Service will be immediately revoked
  • Your data will be retained for 30 days to allow for data export, after which it will be permanently deleted
  • We may terminate or suspend your account if you violate these Terms

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of Albania. Any disputes arising from or related to these Terms shall be subject to the exclusive jurisdiction of the courts of Tirana, Albania.

14. Changes to Terms

We reserve the right to modify these Terms at any time. We will provide at least 14 days' notice of material changes via email or in-app notification. Your continued use of the Service after such changes constitutes acceptance of the updated Terms.

15. Contact

For questions about these Terms, contact us at: info@simple-pms.com