Terms of Service

1. Agreement to these terms

Diafa PMS is a hotel management service provided by Soulthread Technologies Oy, a company registered in Finland with its place of business in Helsinki ("we", "us"). These Terms of Service govern the subscription to and use of Diafa PMS, including the desktop application, the mobile applications, the cloud services, and this website. By subscribing to Diafa PMS or using the service, you ("you", "the customer") accept these terms. Diafa PMS is offered to businesses and professional operators, not to consumers.

2. The service and your licence

Diafa PMS is provided as software as a service on a subscription basis. For as long as your subscription is active and paid, we grant you a non-exclusive, non-transferable right to install and use the Diafa PMS applications and to access the associated cloud services for the operation of the properties covered by your subscription.

• The right to use the software exists only while the subscription is active and paid
• The software is licensed, not sold; we retain all intellectual property rights in it
• You may not resell, sublicense, or make the service available to third parties outside your organisation
• You may not copy, decompile, or reverse engineer the software except where mandatory law permits

3. Accounts and authorised users

You are responsible for the user accounts created under your subscription, for keeping credentials confidential, and for all activity carried out through them. Roles should be assigned so that each member of staff has access only to what their duties require. Please notify us without undue delay if you become aware of unauthorised access to your account.

4. Demo and trial period

We normally begin with a guided demonstration followed by a 14-day trial in which you can work with your own property data. The trial carries no payment obligation and does not convert automatically into a paid subscription: a paid subscription starts only when you confirm a plan. Data entered during the trial can be carried over into the paid subscription or deleted at your request.

5. Subscription term and renewal

Diafa PMS is sold as a rolling subscription. The standard billing term is one month and begins on the day your subscription is activated. Unless it is cancelled before the end of the current term, the subscription renews automatically for a further term of the same length, on the plan and modules then in effect.

• Monthly subscriptions renew each month on the same calendar date
• An annual option may be offered at a discount (twelve months for the price of ten) and renews every twelve months
• There is no minimum commitment beyond the current billing term unless a separate written agreement says otherwise

6. Fees, billing and taxes

Subscription fees are charged in advance for each billing term, based on the plan, the number of rooms, and the modules you have selected. Prices published on this website are starting prices and exclude value added tax.

• Fees are invoiced in advance at the start of each billing term
• All prices exclude VAT; tax is added at the applicable statutory rate, and the EU reverse charge is applied where relevant
• Accepted payment methods are bank transfer, international card, and local payment methods depending on your country
• There is no setup fee; standard installation, migration of your existing data, and onboarding are included unless a complex migration is quoted separately in advance
• Usage-based charges of optional third-party services, such as WhatsApp message fees or payment processing fees, may be billed separately and are stated before the module is activated

7. Late payment and suspension

Invoices are payable within 14 days of the invoice date unless otherwise agreed. On late payment we may charge statutory interest under the Finnish Interest Act and reasonable collection costs. If an invoice remains unpaid 14 days after a written reminder, we may suspend access to the cloud services, including sync, the booking engine, the channel manager, and the guest portal, until payment is received. Suspension does not delete your data, local operation of the desktop application continues, and full access is restored promptly once payment is made.

8. Changing plans and modules

You can upgrade, downgrade, add modules, or remove modules at any time. Upgrades and newly activated modules take effect immediately and are charged pro rata for the remainder of the current billing term. Downgrades and module removals take effect at the start of the next billing term, and fees already paid for the current term are not refunded. Where pricing depends on the number of rooms, it is reviewed when that number changes.

9. Price changes

We may change subscription prices. We will give at least 30 days' written notice by email before a change takes effect, and the new price applies from your next renewal. If you do not accept the new price, you may cancel the subscription with effect from the date the change would take effect. Fees for a billing term already paid are not affected.

10. Cancellation by you

You can cancel at any time by notifying us in writing; email to our support or billing address is sufficient. Cancellation takes effect at the end of the current billing term: the subscription is not renewed and no further invoices are issued. Fees for the current or earlier terms are not refunded pro rata, because the service was made available for those periods. On a monthly subscription, this means you never pay for more than the month in progress after you decide to leave.

11. Suspension and termination by us

We may suspend or terminate the subscription for a material breach that is not remedied within 30 days of written notice, for non-payment as described above, or for unlawful use of the service. We may also discontinue the service, or a particular plan or module, on at least 90 days' notice; in that case any prepaid fees covering the period after the discontinuation are refunded.

12. Your data and what happens when the subscription ends

Your operational and guest data belong to you. Front desk data is stored locally on your own machines, and our cloud infrastructure in Helsinki supports sync, backup, integrations, and the online modules.

• You can export your data at any time while the subscription is active
• Data held locally on your machines remains in your possession after the subscription ends
• Data held in the cloud remains available for export for 30 days after termination
• Data held in the cloud is deleted within 90 days of termination, unless law requires longer retention
• We do not sell customer or guest data and do not use it to build a competing product

13. Personal data and data protection

Where guest and staff personal data are processed through Diafa PMS, you act as the controller and we act as the processor under the GDPR. That processing is governed by our Data Processing Agreement, which forms part of this agreement and sets out the purposes, security measures, sub-processors, and our assistance with data subject requests. Personal data collected through this website is handled as described in our Privacy Policy.

14. Acceptable use

The service must be used lawfully and with respect for the privacy of your guests and staff. You agree that you will not:

• Use the service unlawfully or in breach of guest privacy or data protection law
• Attempt to gain unauthorised access to the service, to other customers' data, or to our infrastructure
• Disrupt, overload, or probe the service or its interfaces, except under agreed security testing
• Use the API, webhooks, or MCP access to extract data on behalf of third parties without a lawful basis
• Send unlawful, deceptive, or unsolicited messages to guests through the messaging modules

15. Third-party services and integrations

Diafa PMS connects to services operated by third parties, including OTA channels, messaging providers, payment providers, and AI providers. Your use of those services is subject to their own terms and pricing, and their availability, changes, and outages are outside our control. We select and monitor integration partners with care, but we are not responsible for the acts, availability, or fees of third parties.

16. Availability, maintenance and support

Diafa PMS is built to keep working when connectivity fails: reservations, check-ins, payments, housekeeping, and reports continue on your local installation and sync when the connection returns. We aim to keep the cloud services continuously available and to carry out planned maintenance outside peak hours, giving advance notice where an interruption is expected. Support is provided by email on Starter, by priority email on Professional, and by priority support with chat on Enterprise. Specific availability figures or response times apply only where they are stated in a written service level agreement.

17. Warranties and disclaimer

We provide the service with professional care and skill and will correct reported defects within a reasonable time. Beyond that, the service is provided on an "as is" basis, and we do not warrant that it will be uninterrupted or error-free or fit for a particular purpose that has not been agreed in writing. You remain responsible for checking that your use of the service meets the accounting, tax, guest registration, and reporting requirements that apply to your property.

18. Limitation of liability

Neither party limits its liability for damage caused intentionally or by gross negligence, or for any liability that cannot be limited under applicable law. Subject to that, our total liability for all claims arising in any twelve-month period is limited to the subscription fees you paid for the service during the twelve months preceding the event giving rise to the claim. We are not liable for indirect or consequential loss, including loss of profit, revenue, goodwill, or data, or for loss that could have been avoided by using the backup and export functions the service makes available.

19. Confidentiality

Each party keeps the other's confidential information confidential and uses it only to perform this agreement. The obligation continues for three years after the subscription ends. It does not apply to information that is public, that was independently developed, or that must be disclosed by law or by a competent authority.

20. Changes to these terms

We may update these terms as the service develops. Material changes will be notified by email or in the application at least 30 days before they take effect and will apply from your next renewal. If you do not accept a material change, you may cancel the subscription before the change takes effect. Minor changes, such as clarifications and corrections, may take effect immediately.

21. Governing law and disputes

These terms are governed by the laws of Finland, excluding its conflict of law rules and the UN Convention on Contracts for the International Sale of Goods. The parties will first try to resolve any dispute by negotiation. Failing that, disputes are settled by the District Court of Helsinki, Finland, unless mandatory local law requires another forum.

Contact Us

Email: info@diafapms.com