Legal

Software as a Service Policy

The service, security and usage rules that govern every Digibeds cloud subscription — aligned with comprehensive industry standards, including restricted-use rules.

Effective date: July 19, 2026

Company: Digibeds Technologies Private Limited (“Digibeds”, “we”, “us”), India

1. Purpose and Scope

This Software as a Service (SaaS) Policy governs the provision and use of all Digibeds cloud software, including the Digibeds Hotel Suite (PMS, front office, housekeeping, guest portal, booking engine, channel manager), Restaurant Management Software (POS, KOT, kitchen display, billing), the DigiBeds Open API, mobile applications and related services (together, the “Service”). It applies to every customer, property, authorised user and integration partner, and forms part of the agreement between the customer and Digibeds together with the Terms & Conditions of Use, the Privacy Policy, the Refund Policy and the Cancellation Policy. By using any Digibeds product or service, you accept and agree to this Policy and those terms.

2. Service Model and Subscription

  • The Service is provided on a subscription basis, per property and/or per module, for the term selected at purchase (monthly, annual or as agreed in an order form).
  • Digibeds grants the customer a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Service for its own lawful hospitality business operations during the paid subscription term.
  • Subscriptions renew automatically for successive terms of the same length unless non-renewal is requested before the renewal date in accordance with the Cancellation Policy.
  • Once a subscription is active, cancellation and refunds are not permitted for that term; see the Refund Policy and Cancellation Policy.
  • One-time charges — including setup fees, onboarding, data migration, customization, training and integration fees — are non-refundable once work has commenced or the charge has been invoiced.

3. Industry Standards, Security and Data Protection

Digibeds aligns its operations with widely accepted industry standards and practices for cloud software:

  • Encryption in transit: all Service traffic is served over HTTPS/TLS; plain-HTTP access to the platform and the Open API is rejected.
  • Payment security: card and payment processing is performed by PCI-DSS-compliant payment gateways (such as Stripe, Razorpay and HDFC-supported gateways); Digibeds does not store full card numbers.
  • Security engineering aligned with OWASP guidance: input validation, prepared statements, salted hashing of credentials and API tokens, role-based access control and audit logging.
  • Operational practices aligned with ISO/IEC 27001 principles: least-privilege access, environment separation, patch management, monitoring and incident response.
  • Backups and recovery: customer data is backed up on a scheduled basis with documented restoration procedures.
  • Data protection: personal data is processed in accordance with our Privacy Policy, the EU/UK GDPR, India’s Digital Personal Data Protection Act 2023 and other applicable laws; data processing agreements are available to customers on request.

4. Availability, Maintenance and Support

  • Digibeds targets a monthly Service availability of 99.5%, excluding scheduled maintenance, emergency maintenance, force majeure and outages of third-party providers (hosting, connectivity, payment gateways, OTAs).
  • Scheduled maintenance is performed, wherever practicable, during low-traffic windows and notified in advance.
  • Support is available via email, phone and in-product channels during published support hours; priority handling applies to incidents affecting core operations (check-in, billing, bookings).

5. Customer Data — Ownership and Portability

  • The customer owns its data (bookings, guests, rates, billing and operational records). Digibeds processes it only to provide, secure and improve the Service.
  • During the subscription and for a limited window after expiry, customers may request export of their key business data in a commonly used machine-readable format.
  • Aggregated and de-identified usage statistics that do not identify a customer, property or guest may be used to improve the Service.

6. Restricted Use

The Service and the Open API may not be used to:

  • Violate any applicable law or regulation, or infringe the rights (including intellectual-property and privacy rights) of any person;
  • Upload, store or transmit unlawful, defamatory, obscene or infringing content, or malicious code of any kind;
  • Attempt unauthorised access to the Service, other customers’ data, or underlying infrastructure; probe, scan or test vulnerabilities without written authorisation; or circumvent authentication, rate limits or security controls;
  • Copy, modify, translate, reverse-engineer, decompile, disassemble or create derivative works of the Service, except to the limited extent a statute expressly permits;
  • Resell, rent, lease, sublicense, time-share or otherwise commercialise the Service, or provide it to third parties as a service bureau, without a written partner agreement;
  • Use robots, scrapers or automated bulk extraction outside the documented Open API; exceed documented API rate limits; or share, publish or expose API refresh tokens or admin keys;
  • Send spam or unsolicited communications through the platform, or misuse guest contact data;
  • Interfere with or disrupt the integrity or performance of the Service, including load testing without written consent;
  • Use the Service to develop a competing product, or disclose benchmark results without Digibeds’ written consent;
  • Use the Service in high-risk environments requiring fail-safe performance where failure could lead to death, personal injury or severe damage.

Digibeds may suspend or restrict access immediately where restricted use is detected, security is threatened, invoices are overdue, or suspension is required by law. Where reasonable, notice will be given and access restored once the issue is resolved. Suspension does not extend the subscription term or create a refund right.

7. Fair Usage

Resource consumption (storage, API calls, messaging) must remain within documented plan limits or fair, ordinary business use for the subscribed property size. Digibeds may contact customers whose usage materially exceeds fair use to agree an appropriate plan.

8. Third-Party Services and Subprocessors

The Service interoperates with third-party services chosen by the customer (payment gateways, OTAs, messaging providers). Those services are governed by their own terms; Digibeds is not responsible for their acts, omissions or outages. A current list of material subprocessors used to operate the Service is available on request.

9. Changes to the Service

Digibeds continuously improves the Service and may add, modify or retire features. Material reductions of core functionality during a paid term will be notified in advance, and a functionally comparable capability will be offered wherever practicable.

10. Warranties, Liability and Indemnity

  • The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, Digibeds disclaims implied warranties of merchantability, fitness for a particular purpose and non-infringement.
  • To the maximum extent permitted by law, Digibeds’ aggregate liability arising out of or related to the Service in any 12-month period is limited to the subscription fees paid for the affected Service in that period, and Digibeds is not liable for indirect, incidental, special, consequential or punitive damages, or loss of profits, revenue, data or goodwill.
  • The customer will indemnify Digibeds against third-party claims arising from the customer’s data, its use of the Service in breach of this Policy, or its violation of law.

11. Governing Law

This Policy is governed by the laws of India, and courts of competent jurisdiction in India have exclusive jurisdiction, without prejudice to mandatory consumer or data-protection rights that apply to the customer in its own jurisdiction.

12. Updates to this Policy

Digibeds may update this Policy from time to time. The current version is always published on this page with its effective date; material changes will be notified to active customers.

Contact

Questions about this document: email [email protected] or call 08040265786.