Terms of Service

These Terms of Service (“Terms”) govern your access to and use of Vortex PMS — a hotel property management software platform (“Service”) operated by DT Software Ltd (“Vortex PMS”, “we”, “us”). By creating an account or using the Service you agree to these Terms.

1. Account & eligibility

You must be at least 18 years old and authorised to act on behalf of the business you’re registering. You are responsible for keeping your login credentials safe and for every action taken under your account. Notify us immediately at [email protected] if you suspect unauthorised access.

2. Subscriptions & payment

• First month free, counted from go-live. We migrate you from your existing system at no charge. No payment method is needed to start or to connect your channels; we ask for payment details five days before the free month ends. Nothing is charged for 30 days from the day you go live — the day your first channel goes live — not from when you sign up or subscribe, and the first charge is 30 days after that. If your channels are not live within 90 days of subscribing, billing starts on that date instead. The full product — channel manager and booking engine included — is available to you throughout. We email you five days before the first charge and again the day before; you may cancel before it and you will not be charged. The subscription then renews automatically at the rate and interval you picked.
• When the free month ends without payment details. We ask for payment details five days before the free month ends and send a final notice 24 hours before it ends. If no payment details have been added by the end of the free month, we switch off your channels and the account becomes read-only until you start a plan. Your data is kept and nothing is deleted. Starting a plan lifts the restriction at once, and you reactivate your channels from the Channels page. An extension of the free period that we agree with you in writing is honoured.
• Or explore on sample data. You may instead open an account with no payment method and explore a pre-loaded sample property for 14 days. That trial runs on sample data: it does not connect live distribution channels and does not process real payments. A paid subscription is required to continue after it ends.
• Fees are $12 per property per month plus $3 per room per month for rooms 1 to 15, $2 per room per month for rooms 16 to 50 and $1.50 per room per month above 50, counted across all properties on the account together, with no percentage of your bookings and no per-booking or setup fees. The current figures are shown on vortexpms.com/#pricing. Monthly plans are billed in advance each month; the annual plan is discounted because it is a 12-month commitment, billed upfront.
• You may cancel a monthly subscription at any time from your account settings. Cancellation stops the next renewal; we don’t pro-rate partial months. An annual subscription covers its full twelve-month term, and cancelling stops the renewal at the end of that term.
• We may change prices with at least 30 days’ notice. You can cancel before the change takes effect if you don’t agree to it.

3. Your data, your guests’ data

You own the data you put into Vortex PMS — property setup, rates, reservations, guest records, messages, photos. We process it on your behalf to operate the Service. We do not sell your data, do not train AI models on it, and do not share it with third parties except as strictly necessary to deliver the Service (payment processing via Stripe, channel distribution to OTAs via our channel-management partner, email delivery via your configured SMTP provider, error tracking).

When you end your subscription, we retain your data for up to 90 days in case of reactivation, then delete it on request or automatically. Audit logs required for legal compliance (e.g. financial records) may be retained longer where law requires.

For a detailed breakdown, see our Privacy Policy.

4. Acceptable use

You agree not to:

• Use Vortex PMS for anything illegal, including any transaction or booking that violates local, national, or international law.
• Upload content that infringes intellectual property, is defamatory, or is sexually explicit involving minors.
• Attempt to probe, scan, or circumvent the security of the Service, reverse-engineer the software, or rate-limit other customers’ use of shared resources.
• Resell or sublicense the Service as your own white-labelled platform without a separate written agreement.

We may suspend or terminate accounts that violate this section, with or without notice in egregious cases.

5. Third-party services

Vortex PMS integrates with third-party services you choose to connect (Stripe for payments, SMTP providers for email, optional OTA connections). Channel distribution to OTAs is brokered by our channel-management partner, included with your subscription. Your use of the downstream services (Booking.com, Airbnb, Expedia, Agoda, etc.) is governed by their own terms — we are not responsible for their acts or omissions, and connecting them may result in charges billed directly by those providers.

6. Availability & changes

We aim for high availability but do not guarantee uninterrupted service. We may update, add, or remove features at any time. Material changes that adversely affect existing paying customers will be announced with at least 30 days’ notice where practical.

7. Limitation of liability

To the fullest extent permitted by law, Vortex PMS’s total liability to you for any claim arising from these Terms or the Service is limited to the fees you paid us in the twelve months preceding the claim. We are not liable for indirect, incidental, or consequential damages, including lost profits, lost bookings, or reputational harm.

8. Indemnity

You agree to indemnify Vortex PMS against third-party claims arising from your use of the Service, your content, or your violation of these Terms or applicable law.

9. Governing law

These Terms are governed by the laws of the jurisdiction in which DT Software Ltd is registered. Any dispute will be resolved in the courts of that jurisdiction, unless a mandatory consumer-protection law in your country requires otherwise.

10. Changes to these Terms

We may update these Terms from time to time. If the change is material we’ll notify you by email or in-product at least 30 days before it takes effect. Continued use after the effective date means you accept the updated Terms.

11. Contact

Questions? [email protected].