Last updated: 21 July 2026
These Terms govern access to hotelwaitlist.io, demonstrations, Hotel Waitlist accounts and the Hotel Waitlist Service provided by Waitlist Ltd, company number 17010598, whose registered office is 23 Cranley Gardens, London, England, N10 3AA.
If a Hotel has signed a Services Agreement, Order Form or Data Processing Addendum, those documents form part of the agreement. If there is a conflict, the following order applies: the signed Services Agreement; Data Processing Addendum; Order Form; then these Terms.
By accepting these Terms for a Hotel, you confirm that you have authority to bind that Hotel's legal entity.
Hotel Waitlist helps Hotels capture expressed booking interest, send automated Hotel-approved follow-up, attribute direct bookings and view performance reporting. Implementation may use a tag, form and agreed booking-engine or property-management integration.
The contracted functions, communication channels, Commission rate, session-based attribution rules and launch arrangements are stated in the applicable Services Agreement or Order Form.
We provide the Service with reasonable skill and care but do not guarantee a minimum number or value of bookings, uninterrupted delivery or a particular improvement in occupancy, RevPAR, conversion rate or return on advertising spend.
Hotel users must provide accurate information, protect credentials, use individual authorised accounts and promptly report suspected unauthorised access. The Hotel is responsible for activity under its accounts except to the extent caused by our breach.
The Hotel must:
The Commission rate, Net Room Revenue definition, session-plus-coupon attribution model, treatment of cancellations, refunds and no-shows, invoicing and dispute procedure are set out in the signed Services Agreement or Order Form.
Unless that document states otherwise, invoices are issued monthly and undisputed amounts are due within 30 days. VAT is added where applicable. Statutory interest and recovery costs may apply to overdue qualifying commercial debts.
No booking may be attributed more than once. Session attribution applies when a booking is completed within the same continuously tracked session as the qualifying Hotel Waitlist interaction. If session attribution does not apply, a booking may instead qualify when it validly redeems a Hotel Waitlist coupon or tracking code. Session attribution takes precedence. Tracking tests, staff bookings, pre-existing bookings, publicly leaked or unauthorised codes, fraud and obvious errors are excluded.
Coupon Commission is calculated on Net Room Revenue after any discount. Coupon validity, permitted use, expiry and treatment on termination are stated in the Services Agreement or Order Form.
The Hotel and its users must not:
We may suspend affected use where reasonably necessary to prevent material security, legal or operational harm and will provide notice where practicable.
The Hotel controls the purpose and approved content of Guest communications. We send them on documented instructions and apply opt-outs received through the Service. The Hotel must promptly share relevant objections received elsewhere.
Requested availability notifications must not be repurposed for unrelated marketing. Electronic marketing may be sent only where the UK GDPR and PECR requirements have been satisfied.
For Guest information processed to provide the Service, the Hotel normally acts as Controller and Waitlist Ltd acts as Processor. The binding Data Processing Addendum forms part of the Hotel agreement and must be made available before acceptance.
Our Privacy Notice explains when we act as Controller for website, account, security, billing and business-contact information.
We and our licensors own the Service, software, models, documentation and related intellectual property. The Hotel receives a limited, non-exclusive, non-transferable right to use the Service during the agreement for its internal business purposes.
The Hotel owns its data, names, logos, rates, offers and content and gives us a limited licence to use them only to provide the Service. Neither Party may use the other's name or logo in publicity without written permission.
Each Party must protect the other's non-public business, technical, security, pricing and Guest information, use it only for the agreement, and disclose it only to personnel and contractors who need it and are bound by confidentiality obligations. Standard exceptions apply to lawfully public, independently developed and lawfully received information.
The Service may depend on Hotel websites, booking engines, property-management systems, tag managers and communication providers. Each Party is responsible for third-party accounts under its control. We are not responsible for failure caused solely by a third-party service outside our reasonable control but will provide reasonable diagnostic assistance.
We aim to keep the Service reasonably available and will give reasonable notice of planned maintenance where practicable. Any formal service level must be stated in a signed agreement.
We may make updates that do not materially reduce contracted functionality. Material commercial changes require the process stated in the signed agreement and will not override it merely through continued website use.
Termination rights and notice periods are stated in the signed Services Agreement. On termination, account access and Guest communications cease, outstanding amounts remain payable, and information is returned or deleted under the Data Processing Addendum.
We may terminate or suspend immediately where continued performance would be unlawful or create a material security risk.
Nothing excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, deliberate misconduct, or liability that cannot legally be excluded.
Subject to those exceptions, the exclusions, caps and any separate treatment of confidentiality, data-protection and intellectual-property claims are stated in the signed Services Agreement. If no signed Services Agreement states a cap, the Parties must not activate the Hotel account until an Order Form containing an agreed cap has been accepted.
Neither Party is responsible for delay caused by events beyond its reasonable control where it gives prompt notice and takes reasonable mitigating steps.
No assignment is permitted except as stated in a signed agreement or with prior written consent, not to be unreasonably withheld. We remain responsible for authorised subcontractors as stated in the Data Processing Addendum.
Failure to enforce a right is not a waiver. Invalid provisions are modified to the minimum extent necessary. No third party may enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
These Terms and the documents incorporated under clause 1 constitute the agreement concerning the Service. Electronic acceptance and counterparts are permitted.
The agreement and related non-contractual obligations are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.
Waitlist Ltd trading as Hotel Waitlist