Terms of Service

1.1 The Service

Host Ledger is an accounting automation tool for short-term rental operators, operated by James Clayton and Erik Taheri , doing business jointly as Host Ledger from New York. The Service connects to your Hospitable account and QuickBooks Online account via authorized integrations (OAuth), processes payout data from online travel agencies (such as Airbnb, VRBO, and Booking.com), and generates categorized accounting entries for review and posting to QuickBooks Online.

1.2 Key Definitions

• “Service” means the Host Ledger web application, APIs, and all related features and functionality.
• “User,” “you,” or “your” means any individual or entity that creates an account or uses the Service.
• “User Data” means all data you upload, import, or generate through the Service, including payout CSVs, reservation data, property information, and accounting entries.
• “Third-Party Services” means external platforms the Service integrates with, including but not limited to Hospitable, QuickBooks Online, Airbnb, VRBO, and Booking.com.

2.1 Account Creation

To use the Service, you must create an account using a valid email address or Google OAuth authentication. Account credentials are managed by our authentication provider, Clerk. We do not store your passwords. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.

2.2 Accurate Information

You agree to provide accurate, current, and complete information during registration and to keep your account information updated.

2.3 Organizations

The Service supports multi-user organizations. If you create or join an organization, you acknowledge that other members of that organization may have access to shared data within that organization, including property information, payout data, and accounting entries, as determined by the organization’s settings and member roles.

3.1 Pilot Access

Host Ledger is currently in a pilot (beta) phase. Pilot users receive free access to the Service for a period of up to three (3) months from the date of enrollment, or until the pilot program ends, whichever comes first.

3.2 Beta Software

You acknowledge that the Service is in active development and may contain bugs, errors, or incomplete features. The Service is provided on an “as-is” basis during the pilot period. We make no guarantees of uptime, data accuracy, or feature availability during the pilot.

3.3 Feedback

We encourage and welcome your feedback during the pilot. By providing feedback, suggestions, or ideas about the Service, you grant us a non-exclusive, worldwide, royalty-free, perpetual, irrevocable license to use, modify, and incorporate that feedback into the Service without obligation to you.

3.4 After the Pilot

At the conclusion of the pilot period, the Service may transition to a paid subscription model. No pilot user will be automatically converted to a paid plan. We will notify you of any pricing and terms before they take effect.

At our sole discretion, we may continue to provide free access to the Service to select pilot users in exchange for continued testing support, marketing collaboration, or customer testimonials. Any such arrangement will be communicated to the applicable users directly.

If you choose not to continue using the Service (whether on a paid or continued-access basis), your access will end, and you may request export or deletion of your data in accordance with Section 10.

4.1 License to Use the Service

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes related to short-term rental accounting. This license does not include the right to sublicense, resell, distribute, or make the Service available to third parties.

4.2 Restrictions

You agree not to:

• Reverse engineer, decompile, or disassemble any part of the Service
• Copy, modify, or create derivative works based on the Service
• Use the Service to build a competing product or service
• Attempt to gain unauthorized access to the Service or its related systems
• Use the Service in any way that violates applicable law or these Terms
• Share your account credentials or allow unauthorized users to access your account
• Upload malicious code, viruses, or harmful data to the Service
• Use automated means (bots, scrapers) to access the Service except through our authorized APIs

4.3 Our Intellectual Property

The Service, including its design, code, algorithms, AI models, user interface, documentation, and all related intellectual property, is and remains the property of Host Ledger and its operators. These Terms do not transfer any ownership rights to you. All rights not expressly granted are reserved.

4.4 Your Data

You retain all ownership rights to your User Data. By using the Service, you grant us a limited license to access, process, store, and display your User Data solely as necessary to provide and improve the Service. This includes the right to use your User Data to generate accounting entries, process payouts, and operate the AI classification features of the Service.

4.5 Anonymized and Aggregated Data

We may create anonymized, de-identified, or aggregated data derived from your use of the Service. Such data will not identify you or any individual. We may use this anonymized data for any lawful purpose, including analytics, product improvement, research, and marketing (e.g., reporting aggregate statistics about how our users manage properties).

5.1 AI Classification

The Service uses artificial intelligence (including third-party AI services such as Anthropic’s Claude) to classify and categorize payout line items, adjustments, refunds, and other financial data. AI-generated classifications are provided as suggestions and are subject to your review and approval before posting to QuickBooks Online.

5.2 No Financial or Accounting Advice

The Service is a tool to assist with accounting data entry and reconciliation. It is not a substitute for professional accounting, tax, or financial advice. You are solely responsible for the accuracy of your books and for reviewing all entries before posting them to QuickBooks Online. We strongly recommend consulting with a qualified accountant or tax professional for accounting decisions.

5.3 AI Limitations

AI-powered features may produce incorrect or incomplete classifications. While we strive for accuracy, we do not guarantee that AI-generated suggestions will be correct in all cases. The review-before-posting workflow exists specifically to give you the opportunity to verify and correct entries before they affect your accounting records.

6.1 OAuth Connections

The Service connects to Third-Party Services (Hospitable and QuickBooks Online) using OAuth authorization. When you connect these services, you authorize Host Ledger to access specific data from those platforms on your behalf. We request only the minimum permissions necessary to provide the Service.

6.2 Third-Party Terms

Your use of Third-Party Services is governed by those services’ own terms and privacy policies. We are not responsible for the availability, accuracy, or conduct of any Third-Party Service. Changes to Third-Party Service APIs or policies may affect the functionality of Host Ledger.

6.3 CSV Uploads

When you upload payout CSV files from online travel agencies, you represent that you have the right to access and use that data and that you are uploading data from your own accounts.

8.1 Disclaimer of Warranties

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT DEFECTS WILL BE CORRECTED.

8.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, HOST LEDGER AND ITS OPERATORS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE AMOUNTS YOU HAVE PAID TO HOST LEDGER IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) FIFTY DOLLARS ($50.00).

8.3 Accounting Accuracy

You acknowledge that Host Ledger is a tool to assist with accounting workflows, not a replacement for professional judgment. We are not liable for errors in your accounting records, tax filings, or financial reports that result from your use of the Service, including reliance on AI-generated classifications.

10.1 Termination by You

You may stop using the Service at any time by contacting us at support@hostledger.ai. Upon termination, we will deactivate your account.

10.2 Termination by Us

We may suspend or terminate your access to the Service at any time, with or without cause, with or without notice. We will make reasonable efforts to provide notice when possible. Grounds for termination include violation of these Terms, abusive or harmful conduct, or discontinuation of the Service.

10.3 Data Retention

Upon account termination, we will retain your User Data for thirty (30) days to allow you to request an export. After this period, we will delete your User Data from our active systems. Some data may persist in encrypted backups for a reasonable period and will be deleted in the ordinary course of backup rotation.

10.4 Data Export and Deletion Requests

You may request export or deletion of your User Data by contacting us at support@hostledger.ai. We will process deletion requests within thirty (30) days. Note: We are actively developing self-service data export and deletion features, which will be available in a future update.

10.5 Service Discontinuation

If we decide to discontinue the Service, we will provide at least thirty (30) days’ notice and make reasonable efforts to allow users to export their data before shutdown.

11.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law provisions.

11.2 Dispute Resolution

Any dispute arising out of or relating to these Terms or the Service shall first be resolved through good-faith informal negotiation. If informal resolution is not reached within thirty (30) days, either party may pursue resolution in the state or federal courts located in New York. You consent to the personal jurisdiction and venue of such courts.

11.3 No Class Actions

To the maximum extent permitted by applicable law, you agree that any disputes will be resolved on an individual basis and that you will not bring or participate in any class action, collective action, or representative proceeding related to the Service.

12.1 Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service at least fourteen (14) days before changes take effect. Your continued use of the Service after changes become effective constitutes acceptance of the updated Terms. If you do not agree to the changes, you must stop using the Service.

12.2 Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between you and Host Ledger regarding the Service and supersede all prior agreements and understandings.

12.3 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

12.4 No Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

12.5 Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with the formation of a business entity, a merger, acquisition, or sale of assets.

12.6 Contact

If you have questions about these Terms, contact us at: