Terms for the Use of AI

These Terms and Conditions govern exclusively the Artificial Intelligence Connector of Axis Pro. They apply only to Users and Authorized Persons who connect an AI Assistant to an Axis Pro account or use Kai.

1. Definitions

“Aloha Systems Corp.”, “we”, “us” or “our” means Aloha Systems Corp., a corporation incorporated in Delaware, United States, which operates Axis Pro.

“Axis Pro” means the hospitality management platform operated by Aloha Systems Corp.

“Connector” means the Axis Pro add-on that allows an AI Assistant to be connected to an Axis Pro account, through the Model Context Protocol (MCP) or another equivalent mechanism, to query data and prepare Actions.

“AI Assistant” means an External Assistant or Kai.

“External Assistant” means an artificial intelligence assistant offered by a third party, such as Claude by Anthropic or ChatGPT by OpenAI, that connects to Axis Pro through the Connector.

“Kai” means the artificial intelligence assistant built into Axis Pro.

“AI Provider” means the company that offers an External Assistant.

“User” means the individual or legal entity that holds an Axis Pro account.

“Authorized Person” means a person who accesses the User's account with their own username and password and who has permission to connect AI Assistants.

“Action” means a change to the Axis Pro account that an AI Assistant prepares at the request of an Authorized Person.

“Preview” means the description of an Action shown to the Authorized Person before it is confirmed.

“Guest” means the person who books or stays at a property managed by the User through Axis Pro.

“Site” means axispro.travel and the web or mobile applications through which Axis Pro is offered.

2. Acceptance and relationship with other terms

2.1 The Authorized Person accepts these Terms, on their own behalf and on behalf of the User, by approving the connection on the Axis Pro consent screen or by using Kai. If they do not agree, they must not connect or use an AI Assistant.

2.2 These Terms are the specific terms of an Add-on, under Section 11.2 of the Axis Pro Terms and Conditions, and supplement them. In matters relating to the Connector and Kai, these Terms prevail. For Users with an Order Form, these Terms constitute an addendum that forms part of their Order Form, pursuant to Section 2.2 of the Axis Pro Master Service Agreement (MSA).

3. Description of the service

3.1 The Connector allows an AI Assistant to query data from the Axis Pro account and prepare Actions, on behalf of the Authorized Person and with the same permissions. The AI Assistant cannot see or do anything that the Authorized Person cannot see or do in the Axis Pro dashboard.

3.2 Each connection is linked to a single Axis Pro account. Permissions are checked on every query: if the Authorized Person loses a permission or stops belonging to the account, the AI Assistant loses it too.

3.3 The AI Assistant only receives the data needed to answer the query made by the Authorized Person.

4. Who may use it

4.1 Only Authorized Persons with the corresponding permission, which the account owner may grant or remove at any time, may connect an AI Assistant.

4.2 The User is responsible for managing the permissions of its Authorized Persons and is liable for the Actions they confirm through an AI Assistant, as if they had been carried out from the Axis Pro dashboard.

5. Actions and confirmation

5.1 An AI Assistant may prepare Actions on units, rates, daily prices, booking status, including cancellation and reactivation, housekeeping and unit blocks.

5.2 No Action is applied without the express confirmation of the Authorized Person. In External Assistants, the Authorized Person confirms the Action in the conversation after reviewing the Preview. In Kai, they confirm or discard it with a button in Axis Pro, and Kai cannot confirm it on its own.

5.3 An Action that is prepared and not confirmed expires automatically after five (5) minutes in External Assistants and after fifteen (15) minutes in Kai.

5.4 The Connector does not delete bookings, units, rates or Guests, and does not process payments or refunds.

5.5 The Authorized Person must review the Preview before confirming an Action.

6. Results generated by artificial intelligence

6.1 The responses of an AI Assistant are generated by an artificial intelligence model, which may misinterpret a query, omit information or summarize it incorrectly. The source data is the data in Axis Pro, and if in doubt the Authorized Person must verify it in the dashboard.

6.2 The responses of an AI Assistant do not constitute professional advice of any kind, and any decisions the User makes based on them are its sole responsibility.

7. External Assistants and AI Providers

7.1 The use of an External Assistant is governed by the AI Provider's terms and privacy policy, which the Authorized Person or the User accepts directly with that provider. Aloha Systems Corp. is not an agent or representative of any AI Provider.

7.2 Aloha Systems Corp. is not responsible for the availability, operation or data processing of External Assistants, or for how the AI Provider stores or uses conversations.

7.3 The User should review the privacy settings of its External Assistant, including whether or not its conversations may be used to train models.

8. Kai

8.1 Kai is operated by Aloha Systems Corp. with the support of artificial intelligence model providers and cloud infrastructure providers, which act as sub-processors of Aloha Systems Corp. under data processing agreements and are disclosed in the Axis Pro Privacy Policy.

8.2 The use of Kai is charged according to the credit plan published on the Site.

9. Acceptable use

The Connector and Kai may not be used to:

• (a) circumvent or expand the permissions of an Authorized Person;

• (b) automate query volumes that affect the service or exceed the established usage limits;

• (c) extract data in bulk for purposes unrelated to the operation of the User's business;

• (d) process Guest data without a valid legal basis; or

• (e) any unlawful purpose or any purpose contrary to the Axis Pro Terms and Conditions.

10. Personal data

10.1 With respect to Guest data, the User is the controller and Aloha Systems Corp. acts as processor.

10.2 When connecting an External Assistant, the User decides to send the AI Provider the data needed to answer its queries, including Guest data, and is responsible for having a legal basis for doing so, in accordance with applicable law.

10.3 The data that Aloha Systems Corp. keeps about the use of the Connector and Kai, its purposes and retention periods are disclosed in the Axis Pro Privacy Policy, which applies to these Terms.

11. Security

11.1 Aloha Systems Corp. applies security measures to protect the Connector, including OAuth authentication, short-lived access credentials, encrypted communications and usage limits.

11.2 The User and its Authorized Persons are responsible for protecting their access credentials to Axis Pro and to External Assistants, and must notify Aloha Systems Corp. as soon as they become aware of any unauthorized use.

12. Availability

12.1 The Connector and Kai are provided “as is” and “as available”. They are not covered by the availability commitments or response times of the Axis Pro Service Level Agreement.

12.2 Aloha Systems Corp. may change the available functions, limit their use or suspend a connection for security reasons, abuse or breach of these Terms.

13. Cost

Connecting External Assistants has no additional cost. If this changes, Aloha Systems Corp. will notify the User at least thirty (30) days in advance, in accordance with Section 17. The cost of Kai is governed by Section 8.2.

14. Limitation of liability

14.1 Aloha Systems Corp. is not liable for Actions confirmed by an Authorized Person, except where the result applied does not match what was shown in the Preview.

14.2 To the maximum extent permitted by applicable law, Aloha Systems Corp. is not liable for errors or omissions in the responses of AI Assistants, or for the acts or omissions of AI Providers.

14.3 In all other respects, the limitation of liability in Section 13 of the Axis Pro Terms and Conditions applies. Nothing in these Terms limits the liability of Aloha Systems Corp. where applicable law does not allow it, such as in cases of willful misconduct or gross negligence.

15. Indemnification

The User will indemnify and hold harmless Aloha Systems Corp., its affiliates, directors and employees from any claim, damage, liability or expense, including reasonable legal fees, related to: (a) sending Guest data to an AI Provider without a valid legal basis; (b) Actions confirmed by its Authorized Persons; or (c) breach of these Terms.

16. Disconnection and termination

16.1 The Authorized Person may disconnect an External Assistant at any time from the Axis Pro platform or from the connector settings of the External Assistant itself.

16.2 The account owner may disconnect the External Assistants of any Authorized Person in its account.

16.3 Aloha Systems Corp. may revoke a connection for security reasons, if the Authorized Person's relationship with the account ends, if the User's Axis Pro subscription ends or if these Terms are breached.

16.4 Upon disconnection, access is revoked immediately. Usage records are kept for the periods indicated in the Axis Pro Privacy Policy.

17. Changes

Aloha Systems Corp. may modify these Terms by publishing them on the Site and notifying the User by email or through a prominent notice in Axis Pro at least thirty (30) days in advance. If the User does not agree, it may disconnect its AI Assistants before the change takes effect. Continued use after that date constitutes acceptance.

18. Governing law and dispute resolution

These Terms are governed by the same law and the same dispute resolution mechanism as the Axis Pro Terms and Conditions or, where applicable, the MSA that applies to the User.

19. Contact

For questions about these Terms, write to legal@axispro.travel.