Last Updated: April 2026
These Terms & Conditions govern all services provided by Host & Flow Ltd and apply to every client, visitor, and user who engages with our website or services. By working with us or using our website, you agree to these terms in full.
1. Services Provided
Host & Flow Ltd provides professional short-term rental management and digital services, including but not limited to:
- Short-term rental (STR) co-hosting and full property management
- Listing setup, optimisation, and ongoing performance support
- Direct booking website design, development, and management
- Property sourcing and rental arbitrage
- Revenue management and dynamic pricing strategy
- Guest communication and experience management
- Consulting, operational support, and digital resources
- Business automation services — a new addition to our service offering, including workflow automation, CRM setup, system integration, and operational process design using platforms such as Zapier, Make.com, GoHighLevel, Monday.com, and Airtable
The specific scope, timelines, and pricing for each engagement are confirmed in a separate service agreement or proposal provided before any payment is made.
2. Client Responsibilities
To enable Host & Flow to deliver quality service, clients agree to:
- Provide accurate, complete, and up-to-date information about their property, business, and requirements
- Grant necessary access to platforms, systems, accounts, and tools required to deliver the agreed service
- Supply relevant content, credentials, house rules, pricing guidelines, and approvals in a timely manner
- Review and approve materials, builds, or configurations within agreed timelines
- Respond to communications within a reasonable timeframe during active engagements
- Comply with all applicable laws, platform policies, and local short-term rental regulations
Host & Flow is not responsible for delays, errors, or reduced outcomes caused by missing information, delayed approvals, or lack of access on the client’s part.
3. Automation Services
Business automation is a new addition to the Host & Flow service offering. These services are delivered to clients as a standalone or complementary service and involve setting up, configuring, and managing automated workflows and systems on the client’s behalf.
Automation services provided by Host & Flow may include:
- CRM setup and configuration (e.g. GoHighLevel)
- Workflow automation and system integration (e.g. Zapier, Make.com)
- Project and task management system setup (e.g. Monday.com, Airtable)
- Automated communication flows — including guest messaging, follow-ups, and lead nurturing sequences
- Operational process design and documentation
- Ongoing management, monitoring, and optimisation of built automation systems
By engaging automation services, clients agree to the following:
- Clients must provide access to the relevant platforms and accounts required to build and manage their automations
- Automation systems are built based on information and requirements provided by the client — the accuracy and completeness of that input directly affects the quality of the output
- Host & Flow is not liable for errors, missed triggers, or unintended outcomes arising from inaccurate client-provided information, platform outages, or third-party tool limitations
- Clients are responsible for reviewing and approving automation logic before it is activated
- Any changes to an active automation system requested after delivery may be subject to additional fees
- Clients must notify Host & Flow promptly if they wish to pause, modify, or deactivate any live system
All third-party platforms used to deliver automation services — including Zapier, Make.com, GoHighLevel, Monday.com, and Airtable — are governed by their own terms of service and privacy policies. Host & Flow is not responsible for changes to the pricing, features, or availability of these platforms.
4. Timelines & Delivery
All timelines communicated by Host & Flow are estimates unless expressly stated as guaranteed in writing. This applies to all services including website builds, listing optimisation, onboarding, and automation setup. Delays in client communication, approvals, or access may affect delivery schedules. Host & Flow will communicate any material delays proactively.
5. Third-Party Platforms & Tools
Host & Flow works with a range of third-party platforms to deliver its services, including Airbnb, Vrbo, Booking.com, property management systems (PMS), dynamic pricing tools, payment processors, and automation platforms. Host & Flow is not responsible for:
- Platform outages, technical failures, or service disruptions
- Policy changes, feature updates, or pricing changes made by any third-party platform
- Payment processing delays, holds, or failures
- Account suspensions or restrictions imposed by third-party platforms outside of Host & Flow’s control
Clients are responsible for maintaining their own accounts in good standing and complying with the terms of any platform their property or business operates on.
6. Payments, Scope & Additional Work
Payment Terms
- Services commence once the required upfront payment has been received and confirmed
- Ongoing services may be paused if payments become overdue by more than 7 days
- All fees are non-refundable once work has commenced, unless otherwise stated in the service agreement
Scope & Additional Fees
- Each engagement has a defined scope of work as outlined in the service agreement
- Requests that fall outside the agreed scope may incur additional fees and revised timelines
- Host & Flow will notify the client before undertaking any out-of-scope work
7. Revisions & Change Requests
Reasonable revisions within the agreed scope are included. Requests that involve major changes in direction, new deliverables, or significant rework — including changes to live automation systems — may be treated as additional work and subject to supplemental fees. Late-stage change requests may also affect delivery timelines.
8. Communication & Availability
Clients agree to remain reasonably available during active projects and respond to communications in a timely manner. Host & Flow communicates via email, messaging platforms, and scheduled calls. Delays in client feedback or approvals may impact timelines and project outcomes.
9. Performance Disclaimer
Host & Flow does not guarantee specific results including revenue levels, occupancy rates, search rankings, booking volume, or the performance of any automation system built on the client’s behalf. Results are influenced by factors including market conditions, property quality, platform algorithms, guest behaviour, the quality of client-provided inputs, and third-party tool performance — all of which are outside Host & Flow’s full control. Host & Flow applies professional judgement and industry best practices to maximise outcomes, but results cannot be guaranteed.
10. Intellectual Property & Ownership
Client Deliverables
- Ownership of final deliverables — including websites, listing copy, branded materials, and configured automation systems built specifically for the client — transfers to the client upon receipt of full payment
- Host & Flow reserves the right to display completed work in its portfolio unless the client requests otherwise in writing
Host & Flow Systems & Frameworks
- All templates, frameworks, processes, workflow structures, and methodologies developed by Host & Flow — including those used to build client automation systems — remain the intellectual property of Host & Flow Ltd
- Clients receive the benefit of the configured output; they do not receive ownership of the underlying frameworks, templates, or system architecture used to build it
11. Termination of Services
Either party may terminate services with reasonable written notice. Upon termination:
- All outstanding balances become immediately payable
- Work completed up to the date of termination remains billable
- Access to platforms, listings, and systems managed by Host & Flow on the client’s behalf will be returned in an orderly manner
- Any live automation systems managed by Host & Flow will be handed over or deactivated as agreed — the client is responsible for ensuring continuity of any systems they wish to maintain independently
12. Limitation of Liability
Host & Flow Ltd is not liable for indirect, consequential, or incidental losses, including missed revenue, guest disputes, property damage, business disruption, or losses arising from platform decisions or the performance of third-party tools. Clients remain solely responsible for:
- Maintaining adequate property and business insurance
- Ensuring compliance with local short-term rental laws and licensing requirements
- Property condition, safety standards, and guest experience at the property level
- The ongoing management of any systems, tools, or accounts following termination of services
13. Data & Privacy
The collection, use, and storage of client data is governed by Host & Flow’s Privacy Policy, available on the website. By engaging our services, clients consent to data handling practices described in that policy, including data processed through third-party platforms used to deliver automation services.
14. Updates to These Terms
Host & Flow may update these Terms & Conditions from time to time to reflect changes in services, tools, or legal requirements. Continued use of our services following any update constitutes acceptance of the revised terms. Significant changes will be communicated by email.
15. Contact
For questions or concerns regarding these terms, please contact:
Email: info@hostandflowstr.com
Website: hostandflowstr.com