Dashboard Terms of Service

1. Introduction

Welcome to the myhotail Dashboard.

These Dashboard Terms of Service (“Terms”) govern your access to and use of the myhotail Dashboard (the “Dashboard”), a subscription software platform provided by myhotail GbR (“myhotail”, “we”, “our”, or “us”).

The Dashboard enables hotels and other accommodation providers to monitor and analyse their visibility across selected artificial intelligence search and conversational platforms, including AI-generated recommendations, and to receive technical recommendations intended to improve such visibility.

By creating an account, accessing, or using the Dashboard, you confirm that you have read, understood, and agree to be bound by these Terms.

If you do not agree to these Terms, you must not create an account or use the Dashboard.

These Terms apply solely to the myhotail Dashboard and do not govern separate consulting engagements, website optimisation projects, AI implementation services, or any other professional services provided by myhotail unless expressly agreed in writing.

2. Definitions

For the purposes of these Terms:

Account means the registered user account used to access the Dashboard.

AI Engine means any supported third-party artificial intelligence system queried by the Dashboard, including but not limited to OpenAI ChatGPT, Anthropic Claude, Google Gemini, Perplexity, and Google AI Overviews.

Customer means the legal entity or individual that registers for and uses the Dashboard.

Dashboard means the subscription software platform operated by myhotail together with its associated services, interfaces, APIs, reports, and functionality.

GEO Actions means the prioritised recommendations generated by the Dashboard to improve AI discoverability based on scan results and website analysis.

Hotel means the accommodation business submitted by the Customer for monitoring.

Hotel Data means business information relating to the Hotel, including but not limited to its name, location, website, amenities, property characteristics, competitors, prompts, and scan results.

Scan means an automated process performed by the Dashboard that evaluates AI visibility by querying supported AI Engines, analysing responses, and auditing publicly accessible website content.

Subscriptionmeans the Customer’s licensed access to the Dashboard under the selected pricing plan.

3. Eligibility and Accounts

3.1 Eligibility

The Dashboard is intended exclusively for business users.

By creating an Account, you represent and warrant that:

• you are at least eighteen (18) years of age or otherwise have legal capacity to enter into binding contracts;
• you are acting on behalf of yourself or a legal entity with authority to accept these Terms;
• the information you provide during registration is accurate and complete; and
• your use of the Dashboard complies with all applicable laws and regulations.

3.2 Account Registration

You may register using:

• an email address and password;
• Google Sign-In; or
• a supported passwordless authentication method such as a magic link.

To protect the integrity of the Dashboard, registration and authentication may be protected by anti-abuse technologies, including hCaptcha.

3.3 Account Security

You are responsible for maintaining the confidentiality of your login credentials and for all activities occurring under your Account.

You must promptly notify myhotail if you suspect any unauthorised access or security incident affecting your Account.

myhotail is not responsible for losses arising from your failure to adequately protect your Account credentials.

3.4 Legal Acceptance Records

When creating an Account, you must accept the applicable Dashboard Terms of Service and Dashboard Privacy Policy.

myhotail maintains a record of each legal acceptance, including the applicable document version, acceptance timestamp, IP address (where available), and browser information for compliance and evidentiary purposes.

4. Dashboard Services

4.1 Purpose of the Dashboard

The Dashboard provides software designed to assist accommodation providers in understanding and improving their visibility across supported AI Engines.

The Dashboard is intended as a business intelligence and optimisation tool. It is not a booking platform, search engine, advertising service, or marketing agency.

4.2 Services Provided

Subject to your Subscription, the Dashboard may provide:

• AI visibility monitoring across supported AI Engines;
• automated and manual visibility scans;
• website technical audits relating to AI discoverability;
• competitor benchmarking;
• AI response analysis;
• visibility scoring;
• historical trend analysis;
• prioritised optimisation recommendations (“GEO Actions”);
• dashboard reporting; and
• additional features introduced from time to time.

Available functionality may differ depending on your Subscription plan.

4.3 Service Improvements

We continuously improve the Dashboard.

Accordingly, we may modify, enhance, replace, suspend, or discontinue features where reasonably necessary to:

• improve functionality;
• address security concerns;
• comply with legal or regulatory requirements;
• accommodate changes introduced by third-party AI providers; or
• improve the reliability of the Dashboard.

Where material changes significantly affect the functionality of the Dashboard, we will use reasonable efforts to provide advance notice where practicable.

4.4 Third-Party AI Providers

The Dashboard relies on independent third-party AI Engines to generate visibility assessments.

These providers operate independently from myhotail and may change their models, ranking methodologies, output formats, availability, or technical interfaces at any time without notice.

myhotail has no control over such changes and cannot guarantee the continued availability, consistency, or behaviour of any third-party AI Engine.

Changes made by third-party AI providers may affect Scan results, visibility scores, historical comparisons, recommendations, or other Dashboard outputs without any modification to the Dashboard itself.

5. AI Visibility Scans

5.1 Overview

The Dashboard performs automated AI Visibility Scans to assess the visibility of a Hotel across supported AI Engines.

Each Scan is intended to provide a point-in-time assessment of how frequently a Hotel is referenced within responses generated by supported AI Engines together with related analytical observations.

Scans are performed using myhotail’s proprietary methodology and are intended solely as informational business intelligence.

5.2 Scan Methodology

Each Scan may include one or more of the following activities:

• submitting search prompts to supported AI Engines;
• analysing whether the Hotel is mentioned within AI-generated responses;
• evaluating the sentiment associated with such mentions;
• identifying competitor mentions;
• calculating comparative visibility metrics;
• auditing publicly accessible sections of the Hotel’s website;
• evaluating technical AI discoverability signals; and
• generating prioritised GEO Actions.

myhotail may modify its methodology from time to time where necessary to improve accuracy, reflect changes in supported AI Engines, or improve the quality of the Dashboard.

5.3 Website Audits

As part of each Scan, the Dashboard may automatically access publicly available portions of the Hotel’s website.

This may include, where available:

• the homepage;
• robots.txt;
• sitemap.xml;
• structured data;
• publicly accessible HTML;
• metadata;
• headings;
• image attributes;
• publicly accessible technical configuration; and
• other publicly available information relevant to AI discoverability.

The Dashboard does not intentionally access password-protected areas, customer databases, reservation systems, Property Management Systems (PMS), or other restricted systems.

5.4 Scan Frequency

Unless otherwise specified in the applicable Subscription plan:

• one automated Scan is performed each calendar month;
• Customers may initiate manual Scans only within the limits applicable to their Subscription; and
• unused manual Scans do not roll over into future periods.

myhotail reserves the right to implement reasonable usage limits in order to protect the stability and availability of the Dashboard.

5.5 Changes in AI Providers

Because supported AI Engines continually evolve, identical search prompts may produce different outputs over time.

Accordingly, historical comparisons may reflect changes introduced by third-party AI providers rather than changes relating to the Hotel itself.

Such variations are an inherent characteristic of AI-generated systems and do not indicate any malfunction of the Dashboard.

6. Customer Authorisations

6.1 Authority

By submitting a Hotel to the Dashboard, the Customer represents and warrants that it has the necessary authority to submit that Hotel for monitoring and analysis.

If the Customer acts on behalf of another organisation, the Customer represents that it has obtained all required internal approvals and permissions.

6.2 Authorisation to Analyse Public Information

The Customer authorises myhotail to:

• access publicly available portions of the submitted website;
• perform automated technical audits;
• generate AI search prompts based upon the Hotel profile;
• analyse AI-generated responses;
• store Scan results;
• compare the Hotel against competitors identified by the Customer; and
• generate analytical reports and optimisation recommendations.

This authorisation applies solely to publicly available information and does not authorise myhotail to access restricted systems or confidential business information.

6.3 Competitor Information

The Customer may identify competitor Hotels for benchmarking purposes.

The Customer is responsible for ensuring that any competitor information submitted is accurate and appropriate.

Competitor information is used solely for comparative visibility analysis within the Dashboard and is not disclosed to AI providers.

6.4 Search Prompts

The Dashboard may automatically generate realistic traveller search prompts using the Hotel profile provided by the Customer.

Customers may edit, disable, or create additional prompts where supported.

Customers are solely responsible for any manually created prompts.

7. Customer Responsibilities

The Customer agrees to:

• provide accurate and complete information;
• keep Hotel information reasonably up to date;
• maintain the confidentiality of Account credentials;
• ensure that only authorised individuals access the Dashboard;
• comply with all applicable laws;
• promptly notify myhotail of any suspected unauthorised Account access; and
• cooperate with reasonable requests relating to security or fraud investigations.

The Customer remains solely responsible for decisions made based upon Dashboard outputs.

8. Acceptable Use

The Customer shall not, directly or indirectly:

• use the Dashboard for any unlawful purpose;
• interfere with or disrupt the operation of the Dashboard;
• attempt to gain unauthorised access to any systems or accounts;
• reverse engineer, copy, scrape, or reproduce the Dashboard except where expressly permitted by law;
• circumvent subscription limits, scan limits, or security controls;
• upload malicious software or code;
• use automated tools to abuse the Dashboard;
• impersonate another person or organisation;
• use the Dashboard to infringe the rights of third parties; or
• attempt to discover confidential information relating to other Customers.

myhotail reserves the right to suspend or terminate Accounts engaged in prohibited activities without prior notice where reasonably necessary to protect the Platform or other users.

9. Intellectual Property

The Dashboard, including its software, algorithms, interfaces, databases, scoring methodologies, reports, visualisations, documentation, trademarks, logos, and underlying technology, is owned by or licensed to myhotail and is protected by applicable intellectual property laws.

Except as expressly permitted under these Terms, no rights, title, or interest in the Dashboard are transferred to the Customer.

Customers retain ownership of their Hotel Data.

By submitting Hotel Data to the Dashboard, the Customer grants myhotail a limited, non-exclusive licence to process such information solely for the purpose of providing the Services described in these Terms.

The Customer may use Reports and Dashboard outputs internally for its own business purposes.

Reports may not be resold, commercially redistributed, or represented as independent third-party research without myhotail’s prior written consent.

10. Subscription, Access and Changes

10.1 Subscription Access

Access to the Dashboard is provided on a subscription basis under the Subscription plan selected by the Customer.

The features, scan limits, AI Engines, supported languages, historical data retention, and other functionality available to the Customer depend upon the applicable Subscription.

Certain features may only be available under higher-tier Subscription plans or as separately purchased add-ons.

10.2 Subscription Changes

The Customer may request changes to its Subscription plan where such options are offered by myhotail.

Any changes to a Subscription shall become effective in accordance with the terms communicated at the time of the change.

10.3 Future Billing

myhotail reserves the right to introduce, modify or discontinue Subscription plans, pricing structures, or optional features.

Where changes materially affect existing paid Subscriptions, myhotail will provide reasonable prior notice before such changes become effective.

10.4 Feature Availability

Certain Dashboard features may be introduced, modified, withdrawn, or replaced over time.

myhotail does not guarantee that every feature currently available will remain permanently available.

Where reasonably possible, discontinued functionality may be replaced with equivalent or improved functionality.

10.5 Trial Services

Where the Dashboard is provided on a free trial or evaluation basis, such access is provided “as is” and may be modified, suspended, or terminated at any time without liability.

myhotail may apply reasonable restrictions to trial accounts, including limitations on scan frequency, supported AI Engines, historical data, or available functionality.

11. Availability, Maintenance and Support

11.1 Availability

myhotail uses commercially reasonable efforts to maintain the availability of the Dashboard.

However, uninterrupted or error-free operation cannot be guaranteed.

Temporary interruptions may occur due to:

• scheduled maintenance;
• emergency maintenance;
• infrastructure failures;
• internet outages;
• failures of third-party providers;
• changes made by AI providers;
• security incidents; or
• circumstances beyond myhotail’s reasonable control.

11.2 Maintenance

myhotail may temporarily suspend access to the Dashboard where reasonably necessary to:

• perform maintenance;
• improve performance;
• deploy new features;
• apply security updates;
• investigate suspected abuse; or
• comply with legal obligations.

Where practicable, planned maintenance will be announced in advance.

11.3 Third-Party Dependencies

The Dashboard depends upon services provided by independent third parties, including cloud infrastructure providers, authentication providers, artificial intelligence providers, and website hosting providers.

Interruptions affecting such services may affect the availability or functionality of the Dashboard.

myhotail shall not be responsible for outages, delays, or reduced functionality resulting from failures or changes introduced by third-party providers.

11.4 Customer Support

myhotail will use commercially reasonable efforts to respond to customer support requests within an appropriate timeframe.

Support response times do not constitute guaranteed service levels unless expressly agreed in writing.

12. AI Limitations and Important Disclaimers

12.1 Informational Nature of the Dashboard

The Dashboard is an analytical software tool designed to assist Customers in understanding AI visibility trends.

The Dashboard does not provide legal advice, marketing advice, SEO consulting, investment advice, or any other regulated professional service.

Customers remain solely responsible for all business decisions made using Dashboard outputs.

12.2 No Guarantee of Results

myhotail does not guarantee that use of the Dashboard will:

• increase AI visibility;
• improve rankings within AI-generated responses;
• increase website traffic;
• generate bookings;
• improve occupancy rates;
• increase revenue;
• improve search engine rankings;
• improve conversion rates; or
• achieve any particular commercial outcome.

The Dashboard provides recommendations and analytical observations only.

Implementation of recommendations remains entirely the responsibility of the Customer.

12.3 AI Output Variability

Supported AI Engines generate probabilistic outputs that may vary over time.

The same prompt submitted at different times may produce different responses.

Accordingly:

• visibility scores may change;
• competitor rankings may fluctuate;
• sentiment analysis may differ;
• recommendations may evolve; and
• historical comparisons may be influenced by changes in third-party AI systems rather than changes relating to the Customer’s Hotel.

Such variability is an inherent characteristic of artificial intelligence systems and does not constitute a defect in the Dashboard.

12.4 Accuracy of Information

Although myhotail continually works to improve the quality and reliability of the Dashboard, we do not warrant that:

• every Scan is complete;
• every AI response is factually accurate;
• every mention will be detected;
• every recommendation is exhaustive;
• every website issue will be identified; or
• every visibility score perfectly reflects real-world user experiences.

Dashboard outputs should always be interpreted as estimates generated using the methodology applicable at the time of the Scan.

12.5 Changes by AI Providers

The Dashboard relies upon independent AI providers whose systems continuously evolve.

Those providers may change:

• their models;
• ranking methodologies;
• search behaviour;
• APIs;
• output formats;
• availability;
• content policies; or
• technical capabilities.

Such changes are entirely outside myhotail’s control and may materially affect Dashboard outputs without prior notice.

13. Limitation of Liability

13.1 General Limitation

To the fullest extent permitted by applicable law, myhotail shall not be liable for any indirect, incidental, consequential, exemplary, punitive, or special damages arising out of or relating to the Dashboard.

This includes, without limitation:

• loss of revenue;
• loss of bookings;
• loss of business opportunities;
• loss of profits;
• reputational harm;
• loss of goodwill;
• business interruption;
• loss of anticipated savings;
• loss of data not caused by myhotail; or
• claims arising from changes implemented by third-party AI providers.

13.2 Customer Decisions

The Customer acknowledges that all decisions taken on the basis of Dashboard outputs are made entirely at the Customer’s own discretion.

myhotail accepts no responsibility for business decisions, operational changes, marketing strategies, or commercial actions implemented by the Customer based upon Dashboard recommendations.

13.3 Third-Party Services

myhotail shall not be liable for acts or omissions of independent third-party providers, including AI providers, cloud infrastructure providers, authentication providers, or website hosting providers.

13.4 Statutory Exceptions

Nothing in these Terms excludes or limits liability where such exclusion or limitation is prohibited by applicable law.

In particular, nothing in these Terms excludes liability for:

• intentional misconduct;
• gross negligence;
• fraudulent misrepresentation;
• death or personal injury caused by negligence; or
• any liability that cannot lawfully be excluded or limited under applicable law.

14. Suspension and Termination

14.1 Suspension by myhotail

myhotail reserves the right to temporarily suspend access to the Dashboard where reasonably necessary to:

• protect the security, integrity, or availability of the Dashboard;
• investigate suspected fraudulent, unlawful, or abusive activity;
• prevent harm to other Customers or third parties;
• comply with applicable laws, regulations, or legally binding requests from public authorities;
• perform emergency maintenance; or
• enforce these Terms.

Where reasonably practicable, myhotail will notify the Customer before or promptly after a suspension.

14.2 Termination by the Customer

The Customer may terminate its use of the Dashboard at any time by:

• deleting its Account through the Dashboard settings; or
• contacting myhotail where additional assistance is required.

Deletion of an Account permanently removes the associated Hotel profile and related Dashboard data, except where retention is required by applicable law or necessary to establish, exercise, or defend legal claims.

14.3 Termination by myhotail

myhotail may terminate or suspend a Customer’s Account if:

• the Customer materially breaches these Terms;
• the Dashboard is used unlawfully;
• fraudulent or abusive behaviour is detected;
• continued access would expose myhotail or other users to unreasonable security or legal risks; or
• myhotail permanently discontinues the Dashboard.

Where appropriate, myhotail may provide the Customer with an opportunity to remedy the breach before termination.

14.4 Effect of Termination

Upon termination:

• the Customer’s licence to access the Dashboard immediately ends;
• access credentials become invalid;
• active Dashboard functionality ceases; and
• myhotail may delete Dashboard data in accordance with the Dashboard Privacy Policy and applicable legal obligations.

Sections of these Terms that by their nature should survive termination shall remain in effect, including provisions relating to intellectual property, confidentiality, limitation of liability, governing law, dispute resolution, and any accrued rights or obligations.

15. Confidentiality

15.1 Confidential Information

During the use of the Dashboard, either party may obtain confidential or proprietary information belonging to the other party.

Confidential Information includes any non-public business, commercial, financial, technical, or operational information disclosed in connection with the Dashboard.

15.2 Obligations

Each party agrees to:

• use Confidential Information solely for purposes relating to the Dashboard;
• protect Confidential Information using reasonable security measures;
• not disclose Confidential Information to third parties except where authorised or legally required; and
• restrict access to individuals who reasonably require such access.

15.3 Exclusions

Confidential Information does not include information that:

• is or becomes publicly available without breach of these Terms;
• was lawfully known before disclosure;
• is independently developed without reference to the disclosed information; or
• must be disclosed pursuant to applicable law or a legally binding order.

16. Data Protection

myhotail processes personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

The processing of personal data in connection with the Dashboard is governed by the Dashboard Privacy Policy, which forms an integral part of these Terms.

Where myhotail processes personal data on behalf of business Customers in its capacity as a processor under Article 28 GDPR, the parties may enter into a separate Data Processing Agreement (“DPA”).

The Customer remains responsible for ensuring that it has an appropriate legal basis for submitting any information to the Dashboard.

17. Changes to the Dashboard and these Terms

17.1 Dashboard Improvements

myhotail continuously develops and improves the Dashboard.

Accordingly, we may:

• introduce new features;
• improve existing functionality;
• discontinue obsolete functionality;
• update supported AI Engines;
• modify scan methodologies;
• improve security measures; or
• make technical improvements.

Such modifications do not constitute a breach of these Terms.

17.2 Changes to these Terms

myhotail may amend these Terms from time to time.

Where material changes are made, Customers will be notified through the Dashboard, by email, or through another appropriate communication channel.

Where required by applicable law or where the changes materially affect Customer rights or obligations, continued use of the Dashboard may require acceptance of the updated Terms before further access is granted.

myhotail maintains a record of accepted Terms versions for compliance purposes.

18. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of the Federal Republic of Germany, excluding its conflict of law rules and the United Nations Convention on Contracts for the International Sale of Goods (CISG).

If the Customer is a merchant (Kaufmann), legal entity under public law, or public-law special fund, the exclusive place of jurisdiction for all disputes arising from or relating to these Terms shall be Berlin, Germany.

Where mandatory consumer protection laws apply, nothing in these Terms limits any rights that cannot lawfully be excluded.

19. Miscellaneous

19.1 Entire Agreement

These Terms, together with the Dashboard Privacy Policy, the Data Processing Agreement (where applicable), and any documents expressly incorporated by reference, constitute the entire agreement between the Customer and myhotail regarding the Dashboard.

They supersede all prior agreements, negotiations, representations, or understandings relating to their subject matter.

19.2 Severability

If any provision of these Terms is held to be invalid, unlawful, or unenforceable, the remaining provisions shall remain in full force and effect.

The invalid provision shall, where possible, be replaced by a valid provision that most closely reflects its original legal and commercial purpose.

19.3 No Waiver

Failure by myhotail to enforce any provision of these Terms shall not constitute a waiver of that provision or of any other rights.

19.4 Assignment

The Customer may not assign or transfer its rights or obligations under these Terms without myhotail’s prior written consent.

myhotail may assign these Terms in connection with a merger, acquisition, corporate restructuring, financing, or sale of all or substantially all of its assets, provided that such assignment does not materially reduce the Customer’s rights.

19.5 Force Majeure

myhotail shall not be liable for delays or failures resulting from circumstances beyond its reasonable control, including natural disasters, acts of government, internet outages, cyberattacks, labour disputes, pandemics, failures of third-party service providers, or interruptions affecting supported AI providers.

20. Contact

Questions regarding these Terms or the Dashboard may be directed to:

myhotail GbR
Strelitzer Str. 66
10115 Berlin
Germany

Authorised Representative Partners
Clemens Miller
Mateo Iacovelli

Email: info@myhotail.com

myhotail is committed to operating the Dashboard transparently, responsibly, and in accordance with applicable law. We welcome questions regarding these Terms and will make reasonable efforts to respond promptly.