1. Contract acceptance and action authority
This document limits Guester's authority to access systems and perform specified actions for a hotel under the Terms of Service and DPA. Accepting the service agreement does not enable every connection, send every PMS field to AI or authorise unrestricted external actions. Only supported, separately authorised functions may be used.
The service is offered under The Artifics brand. Instructions are linked to the hotel operator's authorised account; external-system agreements, account ownership and platform permissions remain applicable. The general acceptance box does not replace guest/personnel consent or international transfer safeguards.
2. Default state and authorised roles
Authority for a new external write function is disabled by default. An active connection, API key or prior approval for another purpose is not permission for a new function. A function is enabled only when property mapping, required technical safeguards, data conditions and scope records are complete. Users are shown the account and property affected.
A hotel administrator grants permissions only within their own authority. Contract acceptance, inviting users, connecting data, reviewing drafts and approving external actions may be separate roles. All powers are not assigned merely because someone is a GM. A request from personnel without action authority is not a binding hotel instruction.
3. Read and analysis scope
Read authority covers retrieving defined reservation, room, rate, review or operational report fields from a selected source. Creating local reports, producing AI drafts and changing records externally are distinct actions. Enabling one does not automatically enable another. Each module uses only fields necessary for the disclosed purpose.
AI context, providers, routing/fallback paths and data categories remain within Subprocessors and Data Flows and the DPA. Initials, room numbers and shortened reviews may still identify people; masking does not guarantee anonymity. Special-category data or unnecessary birth/identity information is not added through general analysis permission.
4. Write and sending categories
External actions are limited to a supported category: sending from a selected email account; publishing a review response for the selected hotel; updating rates, availability or supported restrictions through an authorised Channex connection; or another separately explained record change. This document does not establish support for reservation cancellation, payment collection or another unsupported action.
The authority record identifies property, source/destination account, action category, user/role, data scope, time range and appropriate quantity/price limits. Unclear or absent limits are not unlimited authority; the action is not enabled. Automation is not enabled on a connection that cannot enforce required restrictions. External account access may also be revoked.
5. Human approval and results
All external writes and sends require authorised human approval before execution. The approval screen identifies the correct property and destination, content/change and relevant financial or operational effect. General contract acceptance or a one-time connection approval is not approval of every future action. Batch approval must clearly identify specific actions and limits in a reviewable list.
AI may generate incorrect people, properties, dates, prices or responses. The approver checks content and authority; wrong mappings, missing context and unusual rates stop the action. Even where a third party accepts a request, application at the channel may differ. Where result/error verification requires a new action, approval is obtained again; repeated requests must not create duplicate sending.
6. Channex and hotel accounts
Live use of Channex within the service does not automatically connect every hotel or all channels. Property, room type, rate plan and channel mappings are verified and hotel connection permissions obtained. Reading, reservation retrieval and ARI writes are assessed separately. This document does not expand key scopes or platform limits.
Updates affect only the Customer's authorised properties and channels. A third-party API response alone does not guarantee application at every OTA. Guester is responsible for its own mapping and action controls; the hotel is responsible for authorised commercial decisions. An ordinary technical fault does not justify transferring every responsibility to the hotel.
7. Email, surveys and external AI/MCP
Reading a mailbox and sending externally are separate permissions. Gmail, Microsoft, hotel SMTP/IMAP and other chosen providers create their own flows. Marketing and surveys are not enabled before recipient lists and applicable communications rules are assessed. Public review opportunities are not separated by satisfaction score to implement review gating.
For external AI/MCP access, the connected application, recipient, token scope and available tools are identified. A read-only token does not grant write authority. Choosing an external provider does not remove Guester's own data protection obligations. Access is not enabled before personal data disclosures and necessary transfer arrangements are assessed.
8. Records, stopping and revocation
Necessary authority, approval, property, time, destination, outcome and fault records are retained for enablement and external actions. Logs avoid unnecessary raw personal data or secrets; access and retention are restricted by the DPA. An action record does not itself claim absolute immutability or technical certification beyond the disclosed security arrangements.
The hotel may revoke authority through account access/connection settings or info@theartifics.com. The Provider stops the relevant function where there is wrong-property sending, security risk or unclear permission. Revocation does not automatically undo completed external actions; separate correction or cancellation may be necessary. Pending jobs fall within the stop scope and reopening requires authorised review.
9. Limits and effective application
Staff matches remain subject to correction and human review; binding personnel judgments must not rely solely on automated outputs. OTA offers are not represented as realised ADR. Confidential hotel rates and instructions cannot be used to coordinate hotels or establish anticompetitive common prices.
This document contains no completion or signature fields; valid scope is determined from separate account authority records. Version: 3.3. Updated: 13 October 2026. Accepting general terms does not complete required official transfer signatures and notifications. The Terms of Service govern liability limits and express acceptance of material changes.