Last updated: 16 August 2026 · RoomFlow (roomflow.cc), operated from Sweden · [email protected]
RoomFlow is booking and property-management software for hostels and small hotels: a reservation calendar, front-desk tools, a point-of-sale, a direct-booking page, and a channel-manager connection that synchronizes availability, rates and bookings with online travel agencies (OTAs) via third-party services. RoomFlow is a tool that supports your business; it does not run your business. You (the “Customer”) remain the operator of your property and the merchant of record for your guests.
You must provide accurate information, keep your credentials confidential, and ensure your staff use their own accounts. You are responsible for activity under your accounts. We may suspend accounts that endanger the service or other customers.
You are solely responsible for: (a) the accuracy of your property data — rooms, rates, availability, restrictions, taxes and pricing; (b) your relationships and contracts with your guests, including bookings, payments, refunds, cancellations and disputes; (c) compliance with laws that apply to your business (consumer, tax, tourism, immigration and data-protection law); (d) reviewing synchronized data — you acknowledge that channel synchronization involves third-party services (including Channex and the OTAs) that are outside our control, and that you should verify critical data in the OTA extranets; (e) maintaining your own guest records as required by local law. Where RoomFlow provides tooling for statutory duties (such as TM30 immigration reporting in Thailand), that duty remains yours — the tooling assists you in fulfilling it.
Subscription fees, tiers and any promotional codes are described at roomflow.cc. Fees are payable in advance and non-refundable except where required by law. We may change pricing with at least 30 days’ notice; changes apply from your next billing period.
The service is provided on an “as is” and “as available” basis. We aim for high availability and take commercially reasonable measures (including daily reconciliation safeguards), but we do not guarantee uninterrupted or error-free operation, and no specific service level is promised unless separately agreed in writing. Planned maintenance and third-party outages (hosting, database, channel manager, OTAs) may affect the service.
Your property and guest data remains yours. We process guest personal data on your behalf and on your instructions as set out in the Data Processing Agreement, which forms part of these terms. On termination you may export your data, and we will delete it in line with the DPA. Deletion requests can be initiated as described in our Privacy Policy.
We may create and use aggregated, anonymized statistics derived from use of the service — for example, average occupancy or revenue uplift across properties using a feature — to improve the product and in our marketing. Such statistics never identify your property, your guests, or your individual figures, and cannot be traced back to them.
You may not use RoomFlow to break the law, infringe others’ rights, send spam, probe or disrupt the service, or resell it without our written agreement.
We own the software and all related IP. You receive a non-exclusive, non-transferable right to use the service while subscribed. Feedback you give us may be used to improve the product without obligation.
To the maximum extent permitted by law: (a) neither party is liable for indirect or consequential damages, including lost profits, lost revenue, lost bookings, overbooking costs, loss of goodwill or loss of data; (b) our total aggregate liability for all claims in any 12-month period is limited to the fees you paid us for the service in that period; (c) nothing in these terms limits liability for intent (uppsåt) or gross negligence (grov vårdslöshet), or any other liability that cannot be limited under applicable law. You acknowledge that the fees reflect this allocation of risk.
You will defend and indemnify us against third-party claims (including from your guests) arising from your operation of your property, your breach of these terms, or data and content you provide, except to the extent the claim is caused by our breach of these terms.
Either party may terminate at the end of the current billing period by giving notice at least 15 days before the next billing date; later notice takes effect at the end of the following period. We may terminate immediately for material breach that is not cured within 14 days of notice, or for non-payment. Sections that by their nature survive (liability, indemnity, IP, governing law) survive termination.
We may update these terms with at least 30 days’ notice by email or in-app notice. If you do not accept a change, you may terminate before it takes effect; continued use after that date constitutes acceptance.
These terms are governed by Swedish law. Disputes shall be settled by the Swedish courts, with Stockholm District Court as first instance, unless mandatory law provides otherwise.
Questions about these documents: [email protected]. Material changes are announced by email or in-app notice before they take effect.