Terms of Service

1. Introduction and Scope

These Terms of Service ("Terms") form a legally binding agreement between you ("User", "you", or "your") and Rezlynx by Guestline ("Company", "we", "us", or "our"), registered as Company No. 12847365 in the United Kingdom, governing your access to and use of the Rezlynx Cloud Property Management System ("Platform", "Service", "PMS"), including all associated websites, applications, APIs, and documentation. By accessing or using the Rezlynx Platform, you confirm that you have read, understood, and agree to be bound by these Terms in full.

The Rezlynx Platform is a cloud-based Software-as-a-Service (SaaS) property management system engineered for the heritage country hotel sector, providing centralised reservation management, guest profile coordination, housekeeping oversight, revenue insights, channel integration, and front desk operations tools for heritage hotels, manor house properties, country estate lodges, and rural hospitality businesses operating primarily within the Cotswolds, Lake District, Scottish Highlands, Yorkshire Dales, Devon, and the wider United Kingdom.

These Terms apply to all users of the Platform, including but not limited to hotel general managers, operations directors, front desk reception staff, housekeeping supervisors, revenue managers, reservations coordinators, food and beverage managers, spa managers, estate managers, and any other individuals who access the Platform through an authorised account. If you are accessing the Platform on behalf of a heritage hotel organisation or country estate, you represent and warrant that you have the authority to bind that organisation to these Terms.

2. Definitions

For the purposes of these Terms, the following definitions shall apply:

"Account" means the user account created to access the Rezlynx Platform, including associated credentials, permissions, and configuration settings specific to the heritage hotel operation.

"Authorised User" means any individual who has been granted access to the Platform by an Account administrator, hotel general manager, or by Rezlynx directly.

"Content" means all data, text, images, documents, booking records, guest profiles, and other materials uploaded to, generated by, or displayed within the Platform.

"Guest Data" means personal information relating to hotel guests that is processed through the Platform, including but not limited to names, contact details, booking information, stay histories, dietary preferences, room preferences, and payment records.

"Property" means any heritage country hotel, manor house, country estate lodge, converted barn accommodation, coaching inn, or other heritage hospitality establishment that is registered and managed within the Platform.

"Property Portfolio" means a collection of one or more Properties managed under a single administrative umbrella within the Platform, typically representing a heritage hotel group or multi-property country estate.

3. Account Registration and Access

Access to the Rezlynx Platform requires a valid account. Account creation is subject to approval by Rezlynx and may require verification of the applicant's identity, property affiliation, and legitimate business purpose within the heritage hospitality sector. Rezlynx reserves the right to refuse account creation or to revoke existing accounts at its discretion, including where the applicant's property does not meet Rezlynx's eligibility requirements for heritage hotel operations.

Each Authorised User is responsible for maintaining the confidentiality of their account credentials, including usernames and any multi-factor authentication tokens. Users must immediately notify Rezlynx of any suspected unauthorised access to their account or any other security breach. Given the multi-departmental nature of heritage hotel operations, where front desk staff, housekeeping teams, restaurant personnel, and estate management all access the Platform from different locations across the property, particular care must be taken to ensure credentials are not shared between individuals. Rezlynx shall not be liable for any loss or damage arising from the User's failure to safeguard their account credentials.

Account administrators, typically hotel general managers or operations directors, are responsible for managing user access within their organisation, including creating and revoking user accounts, assigning role-based permissions appropriate to each team member's operational responsibilities (such as reservations management, guest profile editing, housekeeping coordination, or revenue reporting), and ensuring that all Authorised Users comply with these Terms. Administrators must review access permissions regularly, particularly during staffing changes and seasonal employment transitions, and remove access for individuals who no longer require it.

4. Permitted Use and Restrictions

The Rezlynx Platform is provided exclusively for legitimate heritage hotel and country house property management purposes. Users may use the Platform to manage property operations, coordinate reservations, administer guest profiles, schedule housekeeping, analyse revenue performance, manage channel distribution, and perform other functions as described in the Platform documentation.

Users shall not: (a) attempt to reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Platform; (b) copy, modify, adapt, or create derivative works based on the Platform or its documentation; (c) sublicense, lease, rent, loan, or otherwise transfer access to the Platform to any third party without prior written consent from Rezlynx; (d) use the Platform to store, transmit, or process any content that is unlawful, harmful, threatening, abusive, defamatory, or otherwise objectionable; (e) attempt to gain unauthorised access to any systems, networks, or data connected to the Platform; (f) use automated scripts, bots, or other tools to access the Platform without prior authorisation; (g) interfere with or disrupt the integrity or performance of the Platform or its associated infrastructure; (h) use the Platform for purposes unrelated to heritage hotel or country house property management.

5. Data Ownership and Intellectual Property

Users retain ownership of all Content that they upload to or generate within the Platform, subject to the licence granted herein. By using the Platform, Users grant Rezlynx a non-exclusive, worldwide, royalty-exempt licence to use, store, process, and display User Content solely for the purpose of providing and improving the Platform services.

The Rezlynx Platform, including its design, architecture, source code, algorithms, documentation, trademarks, and all associated intellectual property rights, is and remains the exclusive property of Rezlynx by Guestline. Nothing in these Terms grants Users any ownership rights in the Platform or its intellectual property. All rights not expressly granted herein are reserved by Rezlynx.

Users acknowledge that aggregated, anonymised data derived from Platform usage — such as seasonal occupancy trends across heritage properties or average booking conversion rates — may be used by Rezlynx for product improvement, research, and analytical purposes, provided that such data cannot be used to identify individual Users, Property Portfolios, Properties, or guests.

6. Service Availability and Modifications

Rezlynx endeavours to maintain high availability of the Platform but does not guarantee uninterrupted access. The Platform may be temporarily unavailable due to scheduled maintenance, system updates, or circumstances beyond Rezlynx's reasonable control, including but not limited to force majeure events, telecommunications failures, power outages, or third-party service disruptions. Users acknowledge that high-traffic periods such as bank holiday weekends, heritage open days, and seasonal tourism peaks may place additional demand on Platform resources, and Rezlynx takes reasonable steps to provision capacity accordingly.

Rezlynx reserves the right to modify, update, or discontinue any feature or functionality of the Platform at any time. Where material changes are planned that may significantly affect Users' ability to manage their heritage hotel operations through the Platform, Rezlynx will provide reasonable advance notice through the Platform interface, email notification, or other appropriate communication channels.

7. Payment and Subscription Terms

Access to the Rezlynx Platform may be subject to subscription fees as detailed in the applicable pricing schedule or commercial agreement. Payment terms, billing cycles, and applicable taxes are specified in the commercial agreement between Rezlynx and the subscribing heritage hotel organisation. Late payments may result in suspension of Platform access until outstanding balances are settled. Subscription pricing may vary based on the number of Properties managed, the number of Authorised Users, and the specific modules activated within the Platform.

Rezlynx reserves the right to modify pricing with thirty (30) days' advance written notice. Continued use of the Platform after the effective date of a pricing change constitutes acceptance of the new pricing terms. All fees are denominated in British Pounds Sterling (GBP) unless otherwise specified in the applicable commercial agreement.

8. Limitation of Liability

To the maximum extent permitted by applicable law, Rezlynx shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, revenue, data, business opportunities, or goodwill, arising out of or in connection with the use of or inability to use the Platform, even if Rezlynx has been advised of the possibility of such damages. This includes, without limitation, any losses arising from reservation scheduling discrepancies, guest booking conflicts, or revenue management inaccuracies resulting from data processing delays.

Rezlynx's total aggregate liability for all claims arising out of or relating to these Terms or the use of the Platform shall not exceed the total fees paid by the User to Rezlynx during the twelve (12) month period immediately preceding the event giving rise to the claim.

Nothing in these Terms shall exclude or limit liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable UK law, including the Consumer Rights Act 2015 where applicable.

9. Indemnification

Users agree to indemnify, defend, and hold harmless Rezlynx, its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with: (a) the User's violation of these Terms; (b) the User's use of the Platform; (c) the User's violation of any third-party rights, including intellectual property rights; (d) any Content uploaded or submitted by the User through the Platform; or (e) the User's failure to comply with applicable heritage hospitality, health and safety, or food hygiene regulations in connection with their use of the Platform.

10. Heritage Hotel Operational Clauses

Given the specialised nature of heritage country hotel operations, Users acknowledge and agree to the following operational provisions:

Guest data processed through the Platform must comply with all applicable data protection regulations, including UK GDPR (as retained in UK law by the Data Protection Act 2018) and the guidance issued by the Information Commissioner's Office (ICO). Users are responsible for ensuring that they have obtained all necessary consents and authorisations for the processing of Guest Data through the Platform, including data collected during reservation bookings, restaurant dining, spa appointments, and estate activity scheduling.

The Platform is designed to support heritage hotel property management operations and should not be used as the sole system of record for life-safety, emergency, or security-critical operations. Users must maintain appropriate independent systems for fire safety in heritage buildings, first aid coordination, and estate perimeter security management in accordance with UK building regulations, fire safety legislation, and hospitality licensing requirements.

Users operating heritage country hotels and country house properties in the United Kingdom must ensure compliance with all applicable hospitality regulations, including but not limited to hotel registration requirements, licensing obligations under the Licensing Act 2003 (or Scottish equivalents), food hygiene regulations, accessibility standards under the Equality Act 2010, listed building preservation requirements, environmental regulations, and health and safety regulations specific to leisure and hospitality facilities. Rezlynx does not provide legal, tax, environmental, or regulatory advice, and Users are responsible for their own compliance.

11. Termination

Either party may terminate these Terms by providing thirty (30) days' written notice to the other party. Rezlynx may immediately suspend or terminate a User's access to the Platform if the User breaches any material provision of these Terms, engages in illegal activity through the Platform, or poses a security risk to the Platform or other Users.

Upon termination, Users shall cease all use of the Platform and any associated materials. Rezlynx will make User Content available for export for a period of thirty (30) days following termination, after which Rezlynx may delete all User Content from its systems in accordance with its data retention policies. Users are advised to export all booking records, guest data, reservation histories, and operational logs prior to the expiry of this export period.

12. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of law principles. Any disputes arising out of or in connection with these Terms shall be submitted to the exclusive jurisdiction of the courts of England and Wales.

Before initiating any legal proceedings, the parties agree to attempt to resolve any dispute through good-faith negotiation for a period of at least thirty (30) days. If the dispute cannot be resolved through negotiation, either party may pursue legal remedies through the courts of England and Wales.

13. General Provisions

These Terms constitute the entire agreement between the User and Rezlynx with respect to the subject matter hereof and supersede all prior or contemporaneous agreements, understandings, and communications, whether written or oral. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect. Rezlynx's failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision. These Terms may not be assigned or transferred by the User without the prior written consent of Rezlynx. Rezlynx may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of its assets.

Any notices required or permitted under these Terms shall be provided in writing and sent to the contact details specified in the account registration or, in the case of notices to Rezlynx, to support@pmsrezlynx.org. For heritage hotel operators managing multiple properties across an estate, Rezlynx will make reasonable efforts to deliver notices to the primary administrative contact designated for each Property Portfolio.