HostedTable Business Customer Terms

These terms supplement the Master Terms for hospitality venues and organisations subscribing to HostedTable.

1. Service description

HostedTable is a hospitality operations platform that may include booking diary, online booking widgets, guest records, table allocation, communications, pre-orders, workforce, rota, timeclock, reporting, Wi-Fi, customer accounts, payments, integrations and related features.

The subscribed plan, feature flags, usage limits, venues and add-ons are defined in the Order and platform configuration. Features not enabled for a venue are not included.

2. Venue responsibility

The venue remains solely responsible for its hospitality service, booking policies, opening hours, availability, table layout, capacity, staffing, allergen management, accessibility, customer treatment, cancellation charges, deposits, refunds, food safety and compliance with licensing and consumer law.

HostedTable is an operational tool and does not make the venue’s business decisions. The venue must verify diary information, allocations, imported bookings, service periods, communication templates and staff permissions.

3. Customer contract

A guest’s dining, accommodation, event or other hospitality contract is with the venue, not with us. We are not responsible for venue closure, service quality, allergens, pricing, deposits, refunds, disputes, injury, property loss or the venue’s acts or omissions.

4. Booking availability and allocation

Availability and automatic table allocation depend on venue configuration, duration, covers, room, tables, joins, blocks, service periods, existing bookings and data quality. HostedTable does not guarantee that every suggested allocation is operationally suitable or that overbooking can never occur.

The venue must check high-risk dates, large parties, accessibility needs, outdoor seating, hotel rooms, events, joined tables and imported data. Staff may override recommendations at their own risk.

5. Online booking widget

The venue authorises us to display booking availability and collect booking information on its behalf. The venue is responsible for customer-facing wording, policies, minimum notice, deposits, event messages, marketing choices and any seating preference shown.

Widget availability may be affected by browser, device, DNS, internet, cache, venue settings, maintenance or Third-Party Services. The venue should maintain a reasonable telephone or alternative booking process for continuity.

6. Registered customer accounts

HostedTable may offer guests a global customer account usable across participating venues. We manage the core account identity as an independent controller, while each venue controls its own booking relationship, venue-specific notes, communications and account access decisions.

A venue must not attempt to access or use cross-venue information that is not made available to it through authorised platform features.

7. Guest and special-category data

Booking records may contain allergy, dietary, accessibility, medical or other sensitive information. The venue must determine a lawful basis and, where applicable, a condition for processing special-category data, provide appropriate transparency and limit collection to what is necessary.

HostedTable must not be used as an emergency medical record. Staff must verify critical requirements directly with the guest.

8. Communications

HostedTable may send confirmations, amendments, cancellations, no-show notices, reminders, date-based messages, pre-order requests, review requests, account notices, staff invitations and security codes.

The venue is responsible for template accuracy, sender identity, reply-to addresses, marketing classification, consent and suppression. Service-message functionality must not be used to disguise direct marketing.

Email and SMS delivery is not guaranteed. Messages may be delayed, filtered, rejected, truncated or delivered to recycled or incorrect contact details. SMS segments, international destinations and provider surcharges may incur additional Charges.

9. Marketing and consent

Marketing features may be used only where the venue has a valid lawful basis and complies with PECR and data protection law. The venue must maintain evidence of consent or soft opt-in, honour objections and provide a valid opt-out route.

We may suppress an address or number globally to protect deliverability, comply with law or respect a direct objection.

10. Staff accounts, roles and PINs

The venue must assign least-privilege roles, review access regularly, protect staff PINs, avoid shared user accounts and promptly archive leavers. Business Administrator and Super Administrator roles carry extensive authority.

Actions recorded against an authenticated user, PIN or trusted device may be treated as authorised venue actions. Audit records assist investigation but are not guaranteed to prove identity conclusively.

11. Workforce, rota and payroll-related tools

Rota, timeclock, absence, holiday, pay-rate and payroll export features are administrative tools. The venue remains responsible for employment status, working-time compliance, pay, tax, pension, holiday, sickness, deductions, approvals and payroll submissions.

The venue must verify all hours and calculations before payment. We do not provide employment, HR, payroll, tax or legal advice.

12. Integrations

Integrations may include email, SMS, payments, accounting, Wi-Fi, calendars, cloud identity and other APIs. Third-party changes may alter or remove functionality. We may disable an integration that creates security, legal, cost or stability risk.

13. Payments, deposits and refunds

Where payment functionality is enabled, the venue is the merchant unless stated otherwise and is responsible for payment terms, refunds, chargebacks, taxes, consumer information and compliance with the processor’s terms.

We do not guarantee authorisation, settlement or recovery and do not hold responsibility for a venue’s failure to refund a guest.

14. Imports and migrations

Imports depend on source quality and mapping. Duplicates, missing fields, inconsistent times, malformed contact details and unsupported history may occur. The venue must review imported records before relying on them.

15. Reporting and analytics

Reports are operational estimates based on recorded data and configuration. They are not audited accounts, tax records or regulatory advice. Walk-ins, cancellations, merged records, imports and status practices can affect results.

16. Trials, staging and beta features

Trials, staging, previews and beta features may be changed, reset or withdrawn and are supplied without production commitments. Live personal data should not be placed in staging unless expressly approved and protected.

17. Fair usage and plan limits

Plans may limit venues, covers, users, messages, storage, APIs, imports or features. We may require an upgrade or charge overages where limits are exceeded. Deliberate circumvention is a material breach.

18. Availability and continuity

The venue should maintain reasonable fallback procedures for bookings and service. HostedTable is not a safety-critical system and should not be the sole record for emergency, allergen or evacuation decisions.

19. Data export and termination

The venue may request a reasonable export of venue-controlled data before termination. Complex, urgent, customised or repeated exports are chargeable. After the applicable retention period, data may be deleted from active systems and later expire from backups.

20. Suspension

We may suspend a venue for overdue payment, abuse, excessive usage, unlawful processing, security risk, supplier requirement or serious configuration risk. We may preserve limited access or export capability at our discretion.

21. No operational or commercial guarantee

We do not guarantee any level of bookings, covers, revenue, staff efficiency, table utilisation, guest satisfaction, reviews, attendance or no-show reduction.