ResortLog Terms & Conditions

3.1 — Creating an Account

You register by email/password or by an eligible Google account. During registration you must accept these Terms and the Privacy Policy, which generates a verifiable consent record, which includes your device details, the IP address of the acceptance and, if you allow it, your approximate location, as described in the Privacy Policy. When you sign up in the App, you are also asked to complete a short property-setup form (property name, country and contact details).

3.2 — Your Responsibilities

• You are responsible for maintaining the confidentiality of your account credentials.
• You are responsible for all activity that occurs under your account.
• Do not share your account credentials with unauthorised persons.
• If you suspect unauthorised access, notify us immediately at support@sahoosoft.com.

3.3 — Single-Device Session

ResortLog permits one active session per account at a time. If you sign in on a second device, the first device is automatically signed out and shown a notification. This protects your property data from unauthorised access.

4.1 — Roles

4.2 — Member Responsibilities

• The owner is responsible for the actions of all users they approve.
• Members may leave a property at any time; leaving revokes their access to that property's data.
• When a member is removed, their access is revoked immediately. Historical records remain but personal data relating to that member may be retained only to the extent required or permitted by law.
• You must not allow persons who are not authorised by the owner to access the App or its data.

5.1 — Subscription Model

Access to ResortLog requires an active paid subscription. The App is offered on a recurring subscription basis (monthly or quarterly, as offered) and priced per property, according to the number of user seats in your plan (1 to 10, including the owner), in your local currency by the Google Play Store. The price shown in the Play Store at the point of purchase is the price you pay, including any applicable taxes.

5.2 — Price Changes

We reserve the right to change the subscription price. If the price changes, Google Play will notify you before the new price applies, and we will provide at least 30 days' notice where required by law or store policy.

5.3 — What the Subscription Includes

• Full access to all App features: bookings, check-in/out, billing, reports, guest management, room management, and member management.
• Access to App updates and new features released during your subscription period.
• Email support for technical issues (response within 7 business days).

6.1 — Billing via Google Play

Subscriptions are processed through the Google Play Store. All billing, payment processing, and subscription management is handled by Google Play. By subscribing, you also agree to Google Play's Terms of Service, which may vary by country.

6.2 — Refund Policy

Subscription fees are generally non-refundable unless required otherwise by applicable law. Refunds for recent purchases may be available through Google Play's standard refund window (typically within 48 hours of purchase, and differently under EU consumer-protection rules — see Section 18). To request a refund, use the Google Play refund process directly. We do not process refunds outside Google Play's mechanisms.

We do not offer pro-rated refunds for cancellation mid-period. You retain access to the App until the end of the paid billing period.

6.3 — Failed Payments

If a payment fails, Google Play will attempt to retry the charge. If payment remains unsuccessful after retries, your access to the App may be suspended until the subscription is renewed or the payment issue is resolved. Your locally stored data remains on your device.

7.1 — Free Trial

We may offer a 7-day no-card free trial at our discretion. If offered, it is clearly communicated in the App or Play Store listing. The trial does not automatically create a paid subscription. Trial eligibility is limited to one trial per account or Android device. We use a limited one-way hashed trial-eligibility marker for this purpose, as described in the Privacy Policy.

7.2 — Cancellation

You may cancel your subscription at any time through the Google Play Store. Cancellation stops future billing. You continue to have access to the App until the end of your current paid billing period.

8.1 — You Own Your Data

All data you enter into ResortLog — including guest profiles, booking records, payment records, room information, and property settings — belongs to you. We make no claim of ownership over your operational data.

8.2 — Our Role

Sahoo Soft Technologies acts as a data processor (and, in limited respects described in the Privacy Policy, a data controller). You are the data controller for the guest and operational data you enter, and you are responsible for:

• Ensuring guest data is collected lawfully, with appropriate consent or other lawful basis, and for legitimate hospitality purposes.
• Complying with applicable local laws regarding guest registration, retention, and disclosure to authorities.
• Responding to any data access, correction, or deletion requests made by your guests directly to you.

8.3 — We Do Not

• Access, read, or use your guest or booking data for any commercial purpose.
• Sell or share your operational data with third parties, except as described in the Privacy Policy (e.g., the subprocessors required to run the App).
• Mine your data for analytics, advertising, or profiling.
• Store or process your data beyond what is technically required to run the App.

9.1 — Where We Act as Processor

For guest records, bookings, payments, and property data that you (the controller) enter, we act as a processor under Article 28 GDPR. We process this data only on your documented instructions and for the purpose of providing the App. We do not process it for our own purposes.

9.2 — Where We Act as Controller

For account data necessary to operate the service (your login, email address, subscription status, and the legal consent records you create), we act as a controller. We process this data for account management, security, and legal compliance. See the Privacy Policy for the full breakdown.

9.3 — Your Obligations as Controller

By using the App, you agree that you will:

• Provide lawful, transparent information to your guests about how their data is used at your property.
• Not process personal data in the App in violation of any applicable data-protection law.
• Fulfil data-subject requests addressed to you using the App's tools (edit/delete guest profiles, delete bookings).
• Retain guest data only for as long as required by your local legal obligations and your legitimate business purposes.

10.1 — Subprocessors

11.1 — Export

You can export your booking and guest data at any time in CSV format using the Reports screen. We recommend exporting periodically as a backup, since local device data cannot be recovered if the device is lost or reset.

11.2 — Inactivity Policy

An account is considered inactive after no login or App usage for a continuous period of 180 days. Before any account-level cloud data is deleted due to inactivity, we will send a warning to the email registered with the account, and you will have 30 days to sign back in and reactivate the account.

11.3 — Account Deletion

You may permanently delete your account and data directly in the App through Settings → Delete My Account. If you cannot access the App or your account, email privacy@sahoosoft.com with the subject ResortLog Data Deletion Request. External email requests are processed within 7 business days after identity verification and deletion is irreversible. Your policy-acceptance record and its PDF are deleted with your account. To prevent repeated trial abuse, we retain only a limited one-way hashed trial-eligibility marker for up to 24 months, as described in the Privacy Policy. We may also retain information where required by law.

14.1 — "As Is" Basis

The App is provided "as is" and "as available" without warranties of any kind, whether express or implied. We do not warrant that the App will be error-free, uninterrupted, or free from bugs at all times.

14.2 — No Liability for Data Loss

Since operational data is stored locally on your device, we are not responsible for data loss resulting from device failure, theft, accidental deletion, factory reset, or App uninstallation, except where caused by our negligence. We strongly recommend regularly exporting your data using the Reports screen and maintaining device backups.

14.3 — No Liability for Business Losses

To the fullest extent permitted by law, we shall not be liable for any:

• Loss of revenue, profits, or business opportunity.
• Errors in invoices or billing calculations arising from incorrect data entry by you.
• Regulatory penalties arising from your use or misuse of the App in your business operations.
• Consequential, indirect, or incidental damages of any kind.

14.4 — Maximum Liability Cap

To the maximum extent permitted by law, our total aggregate liability to you for any claim arising from your use of the App shall not exceed the total subscription fees you paid in the 3 months immediately preceding the event giving rise to the claim.

16.1 — Termination by You

You may stop using the App and cancel your subscription at any time via Google Play. Cancellation takes effect at the end of your current billing period. You may also delete your account as described in Section 11.3.

16.2 — Termination by Us

We may suspend or terminate your access to the App, with or without notice, where:

1. Violation of Terms — You breach a material provision of these Terms. For minor or first-time violations we will attempt to provide notice and a 7-day cure period. No cure period applies to fraud, illegal activity, or security threats.
2. Payment Default — Your subscription payment fails and is not resolved within 7 days.
3. Fraud or Misrepresentation — You provide false, inaccurate, or fraudulent information during registration.
4. Illegal or Criminal Conduct — You use the App in furtherance of illegal activity. Termination is immediate.
5. Legal or Regulatory Requirement — We are directed to do so by a court, authority, or applicable law.
6. Discontinuation of Service — We discontinue the App (see 16.4).

16.3 — Right to Investigate

We may temporarily suspend your account while investigating a suspected violation. Investigation does not obligate us to restore access or issue a refund if a violation is confirmed.

16.4 — App Discontinuation

If we permanently shut down ResortLog, we will provide at least 60 days' notice to the registered email address, allowing you to export all data. Unused subscription periods are handled through Google Play's refund process.

18.1 — European Union / EEA

• Withdrawal right: As a consumer buying downloadable software, you may have a statutory right to withdraw from the purchase within 14 days. If you begin using the digital service during that period, you expressly consent to immediate performance and lose the withdrawal right for the portion consumed.
• Consumer protections: Mandatory consumer-protection rules of your country of residence cannot be waived by these Terms.
• Data protection: See the Privacy Policy for your GDPR rights, including erasure and data portability.
• Complaints: You may also contact your local data-protection authority (supervisory authority) about any processing concern.

18.2 — United Kingdom

The UK GDPR and the Data Protection Act 2018 apply to the processing of your personal data. Your rights under the UK GDPR mirror those described in the Privacy Policy, and the EU/EEA provisions in 18.1 apply equally to consumers in the United Kingdom.

18.3 — India

• These Terms and the App operate under Indian law as set out in Section 19.
• Processing of personal data in India is governed by the Digital Personal Data Protection (DPDP) Act, 2023 and the Information Technology Act, 2000.
• Indian hotels must comply with guest-registration requirements (such as Form C where applicable) and the Foreigners Act, 1946 for international guests. ResortLog provides tools to help you capture and retain the necessary guest information; you remain responsible for filing it.
• A Grievance Officer is available as described in Section 20.

18.4 — Brazil

The Lei Geral de Proteção de Dados (LGPD) applies to personal data of individuals in Brazil. Your rights under the LGPD (confirmation, access, correction, anonymisation, portability, deletion, objection) are described in the Privacy Policy. The App can be configured to store operational data locally, consistent with minimisation principles under the LGPD.

18.5 — United States

Depending on where you operate, state consumer-privacy laws (such as the CCPA/CPRA in California, Virginia's VCDPA, Colorado's CPA, and similar laws) may apply. Where a state law applies to personal data you process for your property, you remain the business/controller and are responsible for honouring requests from California/state residents as required. We process the limited account and consent data described in the Privacy Policy and do not "sell" personal data, as that term is defined in the CCPA.

18.6 — United Arab Emirates

The UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data applies to personal data of individuals in the UAE, as described in the Privacy Policy. Mandatory consumer-protection rules of the UAE cannot be waived by these Terms.

18.7 — Saudi Arabia

The Saudi Personal Data Protection Law (Royal Decree M/19 of 2021) applies to personal data of individuals in Saudi Arabia, as described in the Privacy Policy. Mandatory consumer-protection rules of Saudi Arabia cannot be waived by these Terms.

18.8 — Singapore, Malaysia and Thailand

The Personal Data Protection Acts of Singapore (2012), Malaysia (2010) and Thailand (B.E. 2562, 2019) apply to personal data handled in those countries, as described in the Privacy Policy. Mandatory consumer-protection rules of your country cannot be waived by these Terms.

18.9 — Australia

The Privacy Act 1988 applies to personal information handled in Australia, as described in the Privacy Policy. Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy that you have under the Australian Consumer Law and that cannot lawfully be excluded.

18.10 — Canada

The Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws apply to personal information handled in Canada, as described in the Privacy Policy. Mandatory consumer-protection rules of your province or territory cannot be waived by these Terms.

19.1 — Informal Resolution

Both parties agree to attempt to resolve any dispute amicably through direct communication before formal proceedings. Contact us at support@sahoosoft.com.

19.2 — Consumer Protection Exception

If you are a consumer within the EU/EEA, the United Kingdom, Australia, or any other country whose mandatory consumer-protection law gives you the right to bring proceedings in your own courts, nothing in this section removes that right, and the mandatory consumer-protection laws of that country apply.