Terms of Service

1. Who we are and what this agreement covers

Alejo OS is hotel operations software made by Consulaw Tech Services (“Consulaw Tech”, “we”, “us”). These Terms of Service are the agreement between us and the hotel, guesthouse or other hospitality business (“you”, “the Hotel”) that creates an Alejo OS account or is set up on it by us.

They cover the Alejo OS web application, the desktop apps, the guest experience pages your guests open on their phones, and anything else we provide as part of Alejo OS (together, the “Service”). If you accept these Terms for a business, you confirm you have authority to bind it.

These Terms sit alongside our Privacy Policy, Data Processing Agreement, Payment Terms and Service Charge policy and Acceptable Use Policy, which form part of this agreement. If they conflict, the Data Processing Agreement wins on personal data, and the Payment Terms win on payments.

2. The Service

Alejo OS lets you manage reservations, check-in and check-out, folios and payments, housekeeping, maintenance, guest requests, restaurant orders, events, staff access and NFC access assets, and gives guests a digital experience during their stay. Every hotel gets every module. Which features are available to each of your staff depends on the role you give them.

We improve the Service continually. We may add, change or retire features. If we remove a feature you rely on in a way that materially reduces the Service, we will tell you in advance and, where reasonable, give you time to adapt.

3. Your account and your staff

• You must give accurate information when you sign up and keep it up to date.
• The person who creates the hotel becomes its Hotel Owner. Owners and General Managers can invite staff and choose their roles. You are responsible for who you invite and for removing access when someone leaves.
• Keep credentials secret. Turn on two-factor authentication for owners and managers. You are responsible for activity under your accounts, except where it results from our failure to keep the Service secure.
• Tell us promptly at consulawtech@gmail.com if you suspect unauthorised access.
• Each person should use their own login. Do not share accounts.

4. Your hotel data and guest data

You keep ownership of everything you and your guests put into the Service: reservations, guest details, folios, menus, photos, notes and so on (“Hotel Data”). You give us the right to host, process, back up and display Hotel Data only to provide, secure and support the Service, and as described in the Data Processing Agreement.

For the personal data of your guests and staff, you are the “controller” and we are your “processor” under the Nigeria Data Protection Act 2023 and, where it applies, the GDPR. You decide why and how guest data is used. We only process it on your instructions. The Data Processing Agreement sets this out in detail, including sub-processors, security, breach notification and deletion.

You are responsible for having a lawful basis to put guest data into Alejo OS, and for giving your guests the privacy notice the law requires. Our Guest Privacy Notice can be linked from your own notice, but it does not replace it.

We may use aggregated, anonymised usage data (which cannot identify you, your guests or your staff) to run and improve the Service. We never sell personal data.

5. Fees

Alejo OS has no setup cost and is not sold in tiers. We earn a platform fee on guest payments, collected in one of the ways described on our Pricing page and in your account settings: deducted automatically from each card or transfer payment made through Alejo OS’s payment account, or, if you connect your own payment gateway, charged to you as described in your account at the time you connect it.

• The current rate and method are shown in your account under Settings, Payments, before you agree to them.
• We will give you at least 30 days’ notice, by email or in the app, before increasing a fee. If you don’t agree, you can stop using the Service before the new fee applies.
• Fees are stated and charged in the hotel’s currency. Taxes that apply to our fee are added where the law requires.
• Payment processors (such as Paystack and Stripe) charge their own fees. Who bears them depends on how you connect your gateway, and is shown in your account.
• Cash and room-tab settlements do not go through Alejo OS’s payment account and do not attract the platform fee.

If you turn on the optional guest service charge, the rules in the Payment Terms apply. The fee we charge you does not change because of it.

6. Guest payments

When a guest pays through Alejo OS, the sale is between the guest and you. You are the seller and the merchant of record. Alejo OS is software that helps you take and record the payment, and is not a bank, a payment institution or a party to the sale. Card and transfer payments are processed by third-party gateways under their own terms.

You are responsible for the prices you set, the goods and services you deliver, refunds and disputes with guests, chargebacks, and any taxes on your sales. The Payment Terms explain how payments, refunds, the platform fee and the optional guest service charge work.

7. Integrations and third-party services

Alejo OS works with third-party services: payment gateways (Paystack, Stripe), email delivery, NFC card and tag services from Tappa, and door access systems. Your use of them is also governed by their terms. If you connect your own accounts or keys, you are responsible for them and for keeping them valid. We are not responsible for outages or changes in services we do not operate, but we will work with you to reduce the impact.

Guest-facing pages carry a “Powered by Tappa” mark. You may not remove or hide it.

8. Availability, offline use and support

We aim to keep the Service available and fast, and the front-desk essentials are designed to keep working offline and sync when the connection returns. We do not promise the Service will be uninterrupted or error-free. We schedule planned maintenance where we can and announce it in the app.

Support is by support ticket inside the app and by email. We respond as quickly as we reasonably can. Offline changes are synced when connectivity returns, and in the rare case of conflicting edits made while offline, the change that reaches our servers last may take effect, so review conflicts when your devices reconnect.

9. Intellectual property

We own Alejo OS, its software, design, name and logo. We give you a limited, non-exclusive, non-transferable right to use the Service for your hotel’s own operations while this agreement is in force. You may not copy, resell, reverse engineer or attempt to extract the source code of the Service, except as the law expressly permits.

You give us permission to use your hotel’s name and logo to identify your hotel within the Service and on guest pages. We will not use them in marketing without your agreement.

If you send us feedback or ideas, we may use them without obligation to you, but we will not use your Hotel Data as feedback.

10. Confidentiality and security

Each of us will keep the other’s non-public information confidential and use it only for this agreement, except where disclosure is required by law or to our professional advisers under a duty of confidence.

We protect the Service with measures appropriate to the risk, including encrypted connections, hashed passwords, role-based access, two-factor authentication, rate limiting, encryption of stored payment gateway credentials and audit logging. Security is a shared job: how you manage passwords, staff access and devices is up to you. See the Data Processing Agreement for the full list.

11. Suspension and termination

• You can stop using Alejo OS at any time. Ask us to close your account by writing to consulawtech@gmail.com.
• We can suspend or end your access if you materially breach these Terms or the Acceptable Use Policy, if you do not pay an amount you owe after notice, if we are legally required to, or if your use puts the Service, other customers or guests at risk. Where we reasonably can, we will warn you first and give you a chance to fix the problem.
• A suspended hotel’s staff cannot sign in until it is reactivated. Guest links stop working while a hotel is suspended.
• After termination, on your written request we will export your Hotel Data to you in a common format, and then delete or anonymise it within 90 days, except what we must keep by law, for accounting, or to resolve disputes. Backups are overwritten on their normal cycle.
• Sections that by their nature should survive (fees owed, confidentiality, liability, governing law) survive termination.

12. Warranties and disclaimers

We provide the Service with reasonable skill and care. Beyond that, and to the fullest extent the law allows, the Service is provided “as is” and we do not give any other warranty, express or implied, including fitness for a particular purpose. Alejo OS supports your hotel’s operations. It does not replace your own judgement, your own accounting, tax or legal advice, or your own checks on room status and guest identity.

Nothing in these Terms limits rights you have under law that cannot be excluded.

13. Liability

Neither of us is liable to the other for indirect or consequential loss, loss of profit, loss of bookings or goodwill, or loss of data that could have been avoided by ordinary backups or care, however it arises.

Our total liability to you for all claims arising from these Terms or the Service in any 12-month period is limited to the fees you paid us in the 12 months before the event giving rise to the claim, or ₦50,000, whichever is greater.

These limits do not apply to liability that cannot lawfully be limited, including for fraud, or for death or personal injury caused by negligence.

14. Your responsibility for your use

You will cover our reasonable losses arising from a third-party claim caused by your breach of these Terms, by Hotel Data you had no right to use, or by how you describe or charge for your goods and services to guests (including any service charge). We will tell you promptly of any such claim and let you handle it, and you will not settle it in a way that admits fault on our behalf without our consent.

15. Changes to these Terms

We may update these Terms. For material changes we will give at least 30 days’ notice by email or in the app before they apply to you. If you keep using the Service after the change takes effect, you accept the updated Terms. If you do not, you can end the agreement before then.

16. Governing law and disputes

These Terms are governed by the laws of the Federal Republic of Nigeria. We will try to resolve any dispute in good faith first. If we can’t, the competent courts of Nigeria have jurisdiction.

If you are a consumer in another country, mandatory consumer protections of your home country continue to apply.

17. General

• These Terms and the documents they refer to are the whole agreement between us about the Service.
• If a part is unenforceable, the rest still applies.
• Failing to enforce a right is not giving it up.
• You may not transfer this agreement without our consent. We may transfer it as part of a merger or sale of the business, with notice to you.
• Neither of us is liable for delays caused by events beyond reasonable control, such as power or network outages, or acts of authorities.
• We may send notices to the email address on your account.

18. Contact

Consulaw Tech Services, maker of Alejo OS. Email consulawtech@gmail.com or use the contact form.