Booking Conditions — Hostnest

Booking Conditions

Last updated: August 22, 2026

These Booking Conditions describe the operational booking workflow managed through Hostnest and supplement the Terms of Service, Payment Conditions, and Economic Conditions. They apply to hospitality businesses (Properties) and, as communicated to guests, to the pre-contractual and contractual relationship between Property and guest.

Hostnest provides technical tools; commercial stay terms (price, cancellation, check-in, pets, tourist tax, etc.) are determined by the Property and may be shown in the customer area or quotes.

1. Scope and nature of the service

Hostnest supports a path from stay request to confirmed booking based on personalized quotes and direct interaction between Property and guest. Hostnest is not an OTA, marketplace, or channel manager; it does not sell stays in its own name and does not guarantee specific commercial outcomes.

These conditions govern the technical and organizational operation of the Hostnest workflow. Commercial terms, cancellation rules, check-in rules, security deposits, pet policies, tourist taxes, and every other stay rule remain determined by the Property and must be clearly communicated to the guest.

2. Roles and responsibilities

The Property is contracting party for the stay toward the guest. Hostnest is not a party to the stay contract. The Property is responsible for information accuracy, regulatory compliance (including consumer protection where applicable), and handling guest requests.

Hostnest processes guest data on behalf of the Property as processor, within DPA limits. Guests should consult the Property's privacy notice and, where relevant, Hostnest's Privacy Policy.

3. Stay request

A guest (or authorized intermediary) may submit a stay request indicating preferences such as dates, guest count, accommodation type, and additional messages. The request does not create a binding booking until later workflow stages.

The Property evaluates the request and may respond with one or more quotes. Hostnest records conversation status and relevant activities for operational transparency and internal audit.

Hostnest does not verify guest identity, creditworthiness, or documentation in V1 except through future features expressly communicated.

4. Quote and proposal selection

The Property may create quotes containing one or more commercial proposals (multi-proposal), each with specific terms (dates, amounts, deposit, descriptive text, property conditions). The quote is made available to the guest through a customer area protected by a non-enumerable identifier.

The guest selects a proposal (quote selection). Selection expresses acceptance of the chosen proposal under conditions published by the Property in that proposal, but does not automatically replace availability confirmation by the business.

Hostnest records selection date and content as a snapshot to prevent subsequent divergence between customer area and backoffice. Where required by the workflow, the guest accepts these Booking Conditions before submitting a booking request.

5. Manual availability

After selection, the Property must manually confirm availability through the product workflow. Hostnest does not automatically block room or unit inventory and does not synchronize availability with external PMS, channel managers, or OTAs that are not integrated.

The Property is responsible for verifying actual availability before confirming. Availability confirmation enables subsequent stages (deposit request or direct confirmation where deposit is zero).

Hostnest does not guarantee that availability confirmation assigns a specific physical unit unless explicitly stated by the Property in proposal text.

6. Deposit and booking confirmation

If the proposal provides a deposit greater than zero, Hostnest creates a booking pending payment and an associated payment request. The guest may pay the deposit through Stripe checkout where the Property's Connect account is enabled (card / Stripe Checkout methods only in V1).

Upon confirmed payment receipt (via webhook), the booking may move to confirmed status according to product logic. If deposit is zero, the booking may be confirmed without online payment.

The Property remains responsible for communicating remaining balance, balance payment method (offline in V1, without Hostnest-integrated bank transfer), required documents, and property access conditions to the guest.

7. Property conditions and snapshots

Each Property may define booking conditions, legal text, cancellation policies, and practical information shown in the customer area or quotes. Such content is drafted and published under the Property's exclusive responsibility.

Hostnest provides fields and publication areas but does not legally validate Property-entered content. The Property warrants that proposed conditions comply with applicable law.

Conditions accepted by the guest at selection time may be recorded as a snapshot in the system. The Property is responsible for correctness of text published at selection time.

8. Operational states and traceability

The system records indicative operational states such as: request received, quote sent, proposal selected, availability confirmed, pending payment, confirmed, cancelled (where applicable). Exact states depend on configuration and Property actions.

Relevant activity history may be viewable in the backoffice for internal audit. Hostnest does not replace accounting records, guest registers, or Property legal obligations.

9. No inventory guarantee

Hostnest does not guarantee continuous availability of rooms, beds, or ancillary services. Overbooking or operational errors arising from incomplete manual management, late confirmations, or parallel sales on other channels remain under the Property's operational responsibility.

10. Changes, cancellations, and refunds

Booking changes or cancellations after confirmation are handled by the Property under its own conditions and applicable law. In V1 Hostnest may not expose full automated operational cancellation features in the backoffice; the Property must manually manage consequences toward the guest.

Deposit refunds follow Payment Conditions: refunds through Stripe Dashboard, webhook synchronization, no automatic booking cancellation in Hostnest following refund.

Hostnest does not apply penalties or automatic refunds: every commercial decision belongs to the Property, within law and published conditions.

11. Guest communications

Hostnest may send transactional service communications (for example quote notification, customer area link, payment request, deposit receipt, or booking confirmation) according to workflow configuration. Marketing or promotional communications are outside V1 product scope unless future changes are expressly described and, where necessary, consent-based.

The Property must ensure guest contact details are accurate and communications comply with applicable privacy requirements.

12. Legal acceptance in public flows

Where implemented, the system records acceptance of these Booking Conditions (and other required legal documents) with reference to version, timestamp, and technical metadata. Such records serve evidential purposes — legal effect SUBJECT TO LEGAL VALIDATION.

13. Personal data

Guest data processed in the booking flow is processed by the Property as controller and by Hostnest as processor within DPA limits. The Property must inform guests with an adequate notice and handle rights requests.

14. Future developments (conditional clauses)

Hostnest may in future introduce, where activated and communicated: automatic inventory blocking; PMS/CM integrations; guest self-service cancellation; online balance payment; identity verification. Such features are not active in V1 unless explicitly stated otherwise.

15. Limitation of liability

Hostnest does not verify stay acceptance conditions, property access, or compliance of Property policies. Hostnest is not liable for Property breach toward guests, except under mandatory legal obligations and within Terms of Service limits.

16. Hours, check-in, and practical information

Check-in/check-out times, arrival instructions, parking, breakfast, and ancillary services are determined and communicated by the Property. Hostnest may display such information if entered by the Property but does not guarantee accuracy or automatic updates.

17. Relationship with other documents

These Conditions must be read together with Terms of Service, Payment Conditions, Economic Conditions, and DPA. If Hostnest conditions conflict with Property conditions toward the guest, the Property-guest contractual relationship prevails for matters relating to the stay.