HOSTOLOGY LIMITED: PLATFORM USER TERMS

Last updated: September 2026

These Platform User Terms ("Terms") apply when you use the Hostology platform as a host, couple, guest, supplier or other invited event participant.

Hostology is provided to you because a venue or other event business using Hostology has invited you to access or interact with information relating to an event.

Please read these Terms carefully before creating an account or using the platform.

By creating an account, accepting an invitation or continuing to use the Hostology platform, you agree to these Terms.

1. About Hostology

1.1 Hostology Limited ("Hostology", "we", "us" or "our") is a company registered in England and Wales under company number 11194592.

1.2 Our registered office is at Britannia House, 1-11 Glenthorne Road, London W6 0LH.

1.3 You can contact us at support@hostology.co.uk.

2. Who These Terms Apply To

2.1 These Terms apply to individuals using Hostology in connection with an event, including:

  • hosts and couples;
  • guests;
  • suppliers;
  • planners invited by a venue or host; and
  • other individuals invited to access or contribute to an event.

2.2 If you are using Hostology on behalf of a venue or event business that subscribes directly to Hostology, the Business Subscription Terms will apply to that business.

2.3 These Terms do not create a contract between Hostology and you for the supply of the underlying venue, event or supplier services.

3. The Hostology Platform

3.1 Hostology provides software that helps venues and their customers plan and manage events.

3.2 Depending on your role and the functionality made available by the venue, you may be able to:

  • view and update event information;
  • communicate with the venue;
  • upload or access documents;
  • view quotes, contracts or schedules;
  • manage accommodation;
  • provide guest details;
  • submit RSVPs;
  • provide menu choices, dietary requirements or allergens;
  • make payments;
  • view or interact with supplier information; and
  • use other event-planning tools.

3.3 The features available to you may vary depending on the venue, your role and the event.

3.4 Hostology may update, improve or change the platform from time to time.

4. Your Relationship With the Venue

4.1 The venue or other business that invited you to Hostology remains responsible for the venue services, event services and other goods or services it provides.

4.2 Hostology is not a venue, wedding planner, event organiser, accommodation provider, caterer or supplier of the underlying event services.

4.3 Hostology is not responsible for:

  • the quality of services provided by the venue or its suppliers;
  • decisions made by the venue;
  • prices charged by the venue or suppliers;
  • cancellation of an event;
  • disputes between you and the venue or a supplier; or
  • information supplied to you by the venue or another platform user.

4.4 Any contract you enter into with a venue, supplier or other service provider is between you and that party.

5. Your Account

5.1 You may be required to create an account to use some parts of Hostology.

5.2 You must provide accurate information when creating and using your account.

5.3 You are responsible for keeping your login details secure.

5.4 You must not:

  • share your password with unauthorised people;
  • allow another person to use your account as if they were you;
  • attempt to access another user's account; or
  • attempt to access information you are not authorised to view.

5.5 You should notify us promptly if you believe your account has been accessed without permission.

6. Your Use of Hostology

6.1 You must use Hostology only for lawful purposes and in connection with the event or business activity for which access has been provided.

6.2 You must not use Hostology:

  • unlawfully or fraudulently;
  • to harass, threaten or abuse another person;
  • to upload malicious software;
  • to interfere with the operation or security of the platform;
  • to infringe another person's intellectual property or privacy rights;
  • to send unlawful unsolicited communications; or
  • to upload or share unlawful material.

6.3 You must not attempt to:

  • copy or reproduce the Hostology software;
  • reverse engineer the platform except where permitted by law;
  • circumvent security or access controls;
  • scrape or systematically extract data from the platform; or
  • use Hostology to create a competing software product.

7. Information You Provide

7.1 You remain responsible for information, documents, photographs and other content that you provide through Hostology.

7.2 You must have the right to provide any information or content you submit.

7.3 If you provide personal information about another person, for example another guest, you are responsible for ensuring that you are entitled to provide it.

7.4 Information you enter may be visible to the venue and, depending on the relevant feature, to other authorised users connected with the event.

7.5 You should not upload information that is unnecessary for the relevant event or service.

8. Dietary, Allergy and Accessibility Information

8.1 Hostology may allow you or another authorised user to provide information concerning:

  • dietary requirements;
  • food allergies;
  • accessibility requirements; or
  • other health-related information relevant to the event.

8.2 This information may constitute special category personal data under data protection law.

8.3 Where this information is collected in connection with an event, the venue will generally determine why it is required and how it is used.

8.4 You should contact the venue directly if you have questions about why such information is being requested or how it will be used.

8.5 Hostology processes this information in accordance with applicable data protection law and our Privacy Policy.

9. Payments

9.1 Hostology may enable you to make payments to a venue or other relevant business.

9.2 Payments may include:

  • deposits;
  • event payments;
  • accommodation payments;
  • instalments;
  • card payments; or
  • bank payments.

9.3 Payments are processed using third-party payment providers, which may include Stripe.

9.4 Hostology does not ordinarily store complete payment card details.

9.5 Any amount payable for venue, accommodation or event services is determined by the venue or relevant service provider.

9.6 If you believe a payment amount is incorrect or require a refund relating to an event service, you should normally contact the venue or relevant business first.

9.7 Hostology may charge a clearly disclosed administration or transaction fee in connection with certain payments.

10. Suppliers

10.1 Suppliers may use Hostology to provide information and documentation to venues or hosts.

10.2 This may include:

  • contact information;
  • insurance documents;
  • licences;
  • compliance documents;
  • price lists;
  • brochures; and
  • other information relating to their services.

10.3 Suppliers remain responsible for ensuring that the information they provide is accurate and current.

10.4 Inclusion or visibility of a supplier within Hostology does not constitute an endorsement or recommendation by Hostology unless expressly stated otherwise.

11. Artificial Intelligence and Automated Features

11.1 Some Hostology features may use artificial intelligence, machine learning or other automated technologies.

11.2 These features may assist with activities such as:

  • organising or classifying information;
  • identifying dates or other relevant information;
  • summarising content;
  • assisting with communications; or
  • supporting venue workflows.

11.3 AI-assisted outputs may not always be accurate or complete.

11.4 Decisions relating to an event remain the responsibility of the venue, business or individual making the decision.

11.5 Information about how personal data may be processed using these technologies is set out in our Privacy Policy.

12. Intellectual Property

12.1 Hostology and its licensors own the intellectual property rights in the Hostology platform, software, branding, design and related materials.

12.2 We grant you a limited, personal, non-exclusive, non-transferable right to use the platform for the purposes for which access has been provided.

12.3 This right ends when:

  • your account is closed;
  • your access is removed by the venue;
  • the relevant event ends and access is no longer required; or
  • we terminate your access in accordance with these Terms.

12.4 You retain ownership of content that you upload to Hostology.

12.5 You grant Hostology the limited rights necessary to host, transmit, display and otherwise process that content for the purpose of providing the platform.

13. Availability

13.1 We will use reasonable efforts to make Hostology available but cannot guarantee that it will always be uninterrupted or error-free.

13.2 The platform may occasionally be unavailable because of:

  • maintenance;
  • updates;
  • technical problems;
  • third-party infrastructure failures;
  • security incidents; or
  • circumstances outside our reasonable control.

13.3 We may suspend or restrict access where reasonably necessary to protect the platform, our users or the security of information held within it.

14. Suspension or Termination of Your Account

14.1 We may suspend or terminate your access if:

  • you materially breach these Terms;
  • your use of the platform creates a security risk;
  • you use the platform unlawfully;
  • the venue that invited you withdraws your access; or
  • access is no longer reasonably required.

14.2 Where appropriate, we will give you reasonable notice before terminating access.

14.3 We may act immediately where necessary for security, legal or regulatory reasons.

15. Privacy and Data Protection

15.1 Our Privacy Policy explains how personal information is handled when you use Hostology.

15.2 Where Hostology processes event-related personal information on behalf of a venue, the venue will generally be the Controller and Hostology will be its Processor.

15.3 This means that the venue generally determines why information relating to the event is collected and how it is used.

15.4 Hostology may separately act as Controller for limited purposes connected with operating its own business and platform, including:

  • user account administration;
  • platform security;
  • fraud prevention;
  • customer support;
  • legal compliance; and
  • operation of our own business.

15.5 If you have a question about how the venue uses information relating to your event, you should normally contact the venue first.

15.6 If your question relates to Hostology's own processing, you may contact us at support@hostology.co.uk.

16. Third-Party Services

16.1 Hostology may link to or integrate with third-party services.

16.2 Those services may have their own terms and privacy policies.

16.3 Hostology is not responsible for third-party services outside our reasonable control.

17. Liability

17.1 Nothing in these Terms excludes or limits liability where it would be unlawful to do so.

17.2 Hostology is responsible for providing and operating the Hostology platform. We are not responsible for the provision of the underlying event, venue or supplier services.

17.3 We will not be liable for loss arising from:

  • acts or omissions of a venue, supplier or other third party;
  • inaccurate information supplied by another user;
  • your failure to keep account credentials secure;
  • use of the platform contrary to these Terms; or
  • events outside our reasonable control.

17.4 Nothing in these Terms affects any rights that cannot lawfully be excluded.

18. Changes to These Terms

18.1 We may update these Terms from time to time.

18.2 Where changes materially affect your rights or use of Hostology, we will take reasonable steps to bring them to your attention.

18.3 The current version will be made available through the Hostology platform or website.

19. General

19.1 If any part of these Terms is found to be invalid or unenforceable, the remainder will continue in effect.

19.2 A delay in enforcing a right does not mean that right has been waived.

19.3 These Terms do not create a partnership, agency or employment relationship between you and Hostology.

20. Governing Law

20.1 These Terms are governed by English law.

20.2 The courts of England and Wales will have jurisdiction, subject to any mandatory rights you may have under applicable law.