Privacy Policy - T&C's - Guarantee

Welcome to Pro Host Solutions. This page serves as the official legal notice for our website, encompassing our Privacy Policy, Terms & Conditions, and Copyright Notice. These sections are intended to ensure transparency, outline your rights and responsibilities as a user, and explain our obligations to protect your data and intellectual property.

By accessing or using www.prohost-solutions.com, you agree to be bound by the terms outlined herein. We recommend reading each section carefully to understand how your information is collected and used, the conditions for using our services, and the legal protections in place for both you and Pro Host Solutions.

If you have any questions regarding these policies, please contact us at info@prohost-solutions.com.

Privacy Policy

Pro Host Solutions ("Company," "we," "us," or "our") respects your privacy and is committed to protecting the personal data of our users and visitors. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website www.prohost-solutions.com ("Website") in accordance with applicable laws, including the General Data Protection Regulation (GDPR).

1. Data Controller

ProHost Solutions
Email: info@prohost-solutions.com

2. Information We Collect

We may collect and process the following personal data:

A. Information you provide directly:

Name, email address, phone number
Rental property details
Business or company information
Inquiries, messages, and other communications

B. Information collected automatically:

IP address, browser type, device information
Pages visited, time spent, navigation patterns
Cookies and similar tracking technologies

C. Information from third parties:

Social platforms (if connected)
Payment processors (transaction metadata)

3. Legal Basis for Processing

We process your personal data under one or more of the following legal bases:

Consent (e.g., newsletter opt-ins)
Performance of a contract
Legal obligation
Legitimate interest (e.g., website analytics, fraud prevention)

4. How We Use Your Data

We use your data to:

Provide and improve our services
Communicate with you
Personalize your experience
Fulfill contracts and transactions
Comply with legal obligations

5. Sharing of Personal Data

We do not sell your data. We may share your information with:

Trusted third-party service providers (under strict confidentiality)
Payment and booking platforms
Legal authorities, if required by law

6. Data Retention

Your data is retained only as long as necessary for the purpose it was collected or to comply with legal requirements. We securely delete or anonymize data once it is no longer required.

7. International Transfers

If data is transferred outside the EEA, appropriate safeguards such as Standard Contractual Clauses (SCCs) will be implemented.

8. Your Rights Under GDPR

You have the right to:

Access your personal data
Correct or update inaccuracies
Request deletion of data
Object to or restrict processing
Withdraw consent at any time
Lodge a complaint with a supervisory authority

9. Cookies

We use cookies to analyze traffic and enhance functionality. You can manage cookie preferences via your browser.

10. Security Measures

We take reasonable steps to protect your data using encryption, access controls, and secure servers. However, no system is fully immune to breaches.

Terms & Conditions

1. Definitions

Service Provider: HYGHPROFILE — ProHost Solutions SRL.
Client: Any natural or legal person entering into an agreement with the Service Provider.
Services: All services provided by the Service Provider, including but not limited to: listing optimization, OTA management, automation, dynamic pricing, websites, consulting, software integrations, and subscription-based services.
Platforms: External platforms such as Airbnb, Booking.com, Vrbo, Smoobu, PriceLabs, Google, Meta, etc.
Revenue: Total booking value including all fees paid by guests, excluding government taxes.

2. Scope of Applicability

These Terms & Conditions apply to all quotes, agreements, invoices, digital services, and deliveries by the Service Provider.
Any deviation must be confirmed in writing.

3. Nature of Cooperation

The Service Provider delivers marketing, optimization, and technology services.
The Service Provider is not a rental operator, property manager, broker, or agent, and is not responsible for operational property management unless explicitly agreed in writing.

The Client remains fully responsible for:

Guest relationships & communication
Legal rental registration & permits
Property safety, insurance & maintenance
Compliance with local laws and taxation

4. Service Models

The Client may purchase one or more of the following service types:

4.1 Subscription-Based Services (Monthly Fee)

Covers software usage, automation, integrations, support, optimization, and maintenance.

Non-refundable
Billed monthly in advance
Cancellation requires 30 days notice before next billing cycle

4.2 Commission-Based Services (Revenue Share)

If agreed, commission is calculated as a percentage of total booking revenue across all channels, including:

Direct bookings
OTA bookings
Returning customers
Long-term stays

Minimum contract term: 12 months, unless otherwise agreed.
Early termination: remaining contracted commission totals become due.

4.3 One-Time Setup & Project Fees

For onboarding, website builds, strategy development, integrations, and system implementation.

Non-refundable
Work commences only upon payment

5. Payments

Payment due within 7 days of invoice date.
Late payments incur 2% interest per month + €50 admin fee.
Service Provider may suspend systems access when payments are overdue.

6. Liability

The Service Provider is not liable for:

Platform outages, API failures, system bugs, duplicate bookings
Guest conduct, damages, legal disputes, refunds, claims or reviews
Revenue loss due to market changes, pricing strategy, seasonality, competition
Limitations imposed by law, construction works, government restrictions or force majeure

Maximum liability is limited to fees paid during the previous 3 months of the relevant service.

No guarantee is given regarding revenue, occupancy, booking volume, or financial results.

7. Access & Account Management

Client must provide necessary access to systems and accounts.
Service Provider may store secure access credentials to perform services.

Accounts remain property of the Client unless otherwise agreed.

8. Intellectual Property

All content, tools, templates, systems, automations, websites, and materials produced by the Service Provider remain their intellectual property unless explicitly transferred through written agreement.

Resale or reproduction is prohibited without written approval.

9. Data Protection (GDPR)

Service Provider processes personal data solely for purposes required to perform services.
Client remains responsible for legal compliance regarding guest data and consent.

10. Termination of Agreement

Agreement may be terminated:

With 30 days written notice (for subscription services)
Immediately in cases of fraud, abuse, negligence, or non-payment

Outstanding payments remain due after termination.
Access to systems will be revoked at termination date.

11. Force Majeure

Service Provider is not responsible for delays or failure to perform caused by events outside reasonable control, including but not limited to natural disasters, wars, government regulations, pandemics, cyberattacks, or platform failures.

No compensation is owed under force majeure.

12. Acceptance

By using the Service Provider’s services, the Client agrees to these Terms & Conditions without requiring a physical signature.

Performance & Revenue Increase Guarantee

1. Definitions

In this guarantee, the following terms shall have the meanings set forth below:

Reference Period: The period of twelve (12) consecutive months preceding the completion of the agreed optimization services by ProHost Solutions.

Guarantee Period: The period of twelve (12) consecutive months immediately following the completion of the agreed optimization services.

Total Revenue: The total amount of booked and confirmed reservations during a given period, calculated before deduction of platform fees, commissions, or any other third-party charges.

2 Guarantee Statement

ProHost Solutions guarantees the Client a minimum increase in total revenue of at least ten percent (10%) during the Guarantee Period compared to the Reference Period, provided that all conditions described in this guarantee are met.

3 Conditions for Validity

This guarantee is valid only if all of the following conditions are cumulatively met:
a. The Client continuously uses the system, pricing strategies, distribution channels, and optimizations implemented by ProHost Solutions throughout the entire Guarantee Period.
b. The Client does not make any changes to settings, rates, descriptions, photos, promotions, or policy configurations without prior written approval from ProHost Solutions.
c. The Client does not block dates or periods in the calendar that limit the property’s availability unless such blocks are approved in writing by ProHost Solutions in advance. Blocked or unavailable days will not be included in the revenue calculation.
d. ProHost Solutions has access throughout the Guarantee Period to all relevant data and reports within the reservation system required to verify revenue and performance.
e. The Client meets all payment and contractual obligations toward ProHost Solutions.

4 Exclusions

The guarantee does not apply if the failure to achieve the guaranteed revenue growth is wholly or partially caused by:
a. Market fluctuations, economic conditions, or changes in tourism demand beyond the control of ProHost Solutions.
b. Changes in regulations, local requirements, or platform policies.
c. Technical issues or limitations from third-party providers (such as online travel agencies or channel managers).
d. Incorrect or incomplete information provided by the Client.
e. Acts or omissions by the Client that limit or interfere with the performance of the system.
f. Circumstances of force majeure, including but not limited to natural disasters, pandemics, war, strikes, or other events reasonably beyond the control of ProHost Solutions.

5 Determination of Results

ProHost Solutions reserves the right to verify the Client’s realized revenue using objective data from booking platforms, channel managers, or other reliable sources. The assessment made by ProHost Solutions regarding the realized revenue growth shall be deemed final and binding, except in cases of proven calculation errors.

6 Compensation in Case of Non-Realization

If, after verification, it is determined that the guaranteed revenue growth has not been fully achieved, the Client is entitled to reimbursement of the difference corresponding to the unrealized portion of the guaranteed growth.

The reimbursement amount shall be calculated proportionally based on the percentage of the unrealized guaranteed growth, applied to the total service fee paid by the Client.

Example (for illustration only, without conferring any independent rights):
If the Reference Period generated total revenue of €25,000 and the Guarantee Period generated €27,000, while the guaranteed revenue should have been €27,500, 80% of the guaranteed growth has been achieved. The Client would therefore be entitled to a refund of 20% of the agreed service fee.

7 Nature of the Obligation

The Client acknowledges that this guarantee represents a best-efforts commitment by ProHost Solutions, supported by a proportional refund mechanism under the conditions stated herein. It does not constitute an obligation to achieve a specific result.

8 Payment of Refunds

Any applicable refund shall be processed within sixty (60) days following written confirmation and verification by ProHost Solutions. The payment shall be made to the Client’s bank account as provided to ProHost Solutions.

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