Note: For users operating in Türkiye, the Turkish version of this document is the legally binding text.
1. Parties and Scope
This agreement is concluded between Benetti Tasarım İç Mimarlık-Mimarlık ve İnşaat Limited Şirketi ("Service Provider" / "HotelPilot") and the legal entity or individual who completes the sign-up form and digitally accepts these terms ("User").
The agreement governs the terms of use of the HotelPilot hotel and short-term-rental management software, the rights and obligations of the parties, and the data-processing rules. Information provided by the User during sign-up constitutes the parties' details.
2. Data Controller & Data Processor Roles
Data Controller (User): The property that collects guest data, fulfils legal disclosure obligations and decides for what purpose data is processed.
Data Processor (HotelPilot):The software firm that stores, backs up and reports the data on its technical infrastructure following the User's instructions.
3. Data Processing Conditions & Security
- Data Minimization:Only data necessary for the software's functionality is processed.
- Security: Data is protected with 256-bit SSL/TLS encryption. Server infrastructure is cloud-based with regular backups.
- Access Restriction: Access to data is limited via the role-based permission levels and screens defined by the User.
4. Premium Features & Anonymized Statistical Data
Personal data is processed on the legal grounds set out in Article 5 of the Turkish Personal Data Protection Law (KVKK).
- Statistical Reports: Country/city-level reports offered as part of the Premium tier are produced by anonymizing data (stripping personal information and converting it to aggregate statistics).
- Data-Use Consent: The User may consent to having their data used in de-identified (anonymous) aggregate analyses to improve Premium service quality and enable regional insights. This consent is captured separately at sign-up and may be withdrawn at any time.
5. Integrations & Third Parties
- External Services: When the User activates external integrations such as a Channel Manager, e-Invoice or 5651 Logging, they are deemed to consent to the relevant data being transferred to those platforms.
- License Responsibility:External subscription fees and licenses required to use those platforms are the User's responsibility.
6. License, Pricing & Liability Cap
- Pricing: Service fees are calculated on a monthly unit price based on the chosen plan (Starter, Standard, Premium) and the number of rooms in the property.
- Annual Payment Benefit: Annual prepaid plans are charged for 10 months; 2 months are granted free of charge.
- Liability Cap:The Service Provider cannot be held responsible for outages caused by hardware failures or third-party services. The Service Provider's total financial liability is limited to service fees paid by the User in the last 3 months.
7. Return & Deletion of Data
Upon termination, all data is delivered to the User in digital format (CSV/JSON) within 30 days at the User's request. After delivery, data is permanently deleted from HotelPilot servers.
8. Legal Compliance & Effective Date
This agreement enters into force the moment the User digitally accepts (clicks) it. HotelPilot provides integration support for mandatory Turkish requirements such as KBS (Identity Reporting System) and Law No. 5651.
Disputes arising under this agreement are governed by the laws of the Republic of Türkiye; Ankara Courts and Enforcement Offices have exclusive jurisdiction.