Owner / Host Management Agreement

    Effective Date: February 6, 2025

    1. Agreement Overview

    This Owner/Host Management Agreement ("Agreement") is a binding contract between you ("Owner," "Host," or "you") and HelotStays governing the listing and management of your property or properties on the HelotStays platform ("Platform"). By listing a property or entering into a management arrangement with HelotStays, you agree to all terms of this Agreement.

    HelotStays acts as a booking and management agent for property owners. HelotStays is not a property owner, hotel, or lodging establishment.

    2. Lodge Compliance Exception

    If you were introduced to HelotStays through Lodge Compliance, Lodge Compliance's terms, conditions, and policies may govern certain aspects of your relationship. In such cases, this Agreement applies only to operational matters not covered by Lodge Compliance's policies. Lodge Compliance does not own HelotStays, and HelotStays does not own Lodge Compliance.

    3. Services Provided by HelotStays

    Subject to the terms of this Agreement, HelotStays may provide the following services:

    • Listing creation, optimization, and management across booking platforms.
    • Guest communication and booking coordination.
    • Dynamic pricing and revenue management.
    • Payment processing and collection.
    • Review management and response.
    • Performance reporting and analytics.
    • Coordination of cleaning and maintenance services (as arranged).

    The specific services provided to you will be outlined in your individual service arrangement with HelotStays.

    4. Plans and Fees

    Current amounts for every plan, fee and usage charge below are published on the pricing page.

    • Essentials: a monthly fee per property, run on Autopilot.
    • Growth: a monthly fee per property, run on Autopilot.
    • Managed: a share of revenue, by application, with no monthly fee and no onboarding fee.
    • Onboarding (Essentials and Growth): a one-time fee per listing, credited back after six consecutive months.
    • Additional listing: a monthly fee, plus the onboarding fee. Additional brand: a monthly fee.
    • Human revenue management: a monthly fee per listing on Essentials and Growth; included on Managed.
    • Usage charges (additional reservations, escalations, and a share of upsell revenue) apply on Essentials and Growth, and are included on Managed.
    • Pricing for an individual property may be set differently in a signed arrangement.

    4A. Property Wallet, Reserve and Withdrawals

    • One Wallet per property. Each property has one Wallet, however many units, listings or variants it has. Owners with several properties have a separate Wallet for each.
    • Protected reserve. Each property must keep a protected reserve in the amount shown on the pricing page or in your signed arrangement. The reserve cannot be withdrawn while the property is active with HelotStays. On exit, the reserve is returned after final costs and charges are reconciled.
    • Posted balance. The Wallet balance is a ledger entered by authorized HelotStays staff. Payments only count once they have cleared and been posted. Bank (ACH) top-ups count only after settlement.
    • Withdrawing excess funds. Funds above the reserve, less holds, pending charges and pending withdrawals, may be requested for withdrawal. Every withdrawal is reviewed and approved before payout and depends on verified available payout funds. Standard bank payouts are free. Instant payouts, where available, carry a fee shown before you confirm.
    • Payout timing. "Processed" means HelotStays has sent the payout. Arrival in your bank depends on your bank and payout method.
    • Top-ups. Bank (ACH) top-ups are free to the owner. Card top-ups add a disclosed card fee on top of the amount credited, where permitted. The fee and the total charge are shown before you confirm.
    • Auto Reload is optional. It runs only if you turn it on and authorize it, with a threshold, a target, a per-charge limit and a monthly limit. You can turn it off at any time.
    • Subscriptions and shortfalls. Monthly plan fees are taken from the property's Wallet first; any shortfall is charged to your authorized payment method. Operating-expense shortfalls are charged automatically only if you separately authorize it; otherwise we request payment.

    See our Payments, Fees & Payouts Policy for more detail.

    5. Owner Responsibilities

    As a property owner, you are responsible for:

    Property Condition and Maintenance

    • Maintaining the property in safe, clean, and habitable condition.
    • Ensuring all amenities and systems function properly.
    • Performing timely repairs and maintenance.
    • Providing clean linens, towels, and essential supplies.

    Licensing, Permits, and Zoning Compliance

    • Obtaining and maintaining all required licenses and permits for short-term rentals.
    • Ensuring compliance with local zoning ordinances and HOA rules.
    • Registering with local authorities as required.
    • Displaying required notices and permits as mandated by law.

    Tax Compliance and Remittance

    • Understanding and complying with all tax obligations.
    • Remitting occupancy taxes, sales taxes, and other applicable taxes.
    • Maintaining accurate records for tax purposes.

    Safety Equipment and Habitability

    • Installing and maintaining working smoke detectors and carbon monoxide detectors.
    • Providing fire extinguishers and first aid kits.
    • Ensuring proper locks and security measures.
    • Maintaining pool and spa equipment (if applicable).

    Listing Accuracy

    • Providing accurate and complete property information.
    • Updating HelotStays promptly of any changes to the property.
    • Providing current, accurate photos of the property.

    See our Regulatory & Tax Responsibility Policy, Listing Accuracy & Updates Policy, Safety & Security Policy, and Core Property Standards for complete details.

    6. Guest Contact Requirement

    You must designate a Guest Contact for each property. The Guest Contact must:

    • Be available 24/7 during active guest stays.
    • Respond to guest inquiries within 2 hours during an active stay.
    • Handle emergencies and in-person issues.
    • Be physically accessible to the property location.

    HelotStays does NOT act as the on-the-ground Guest Contact.

    Failure to maintain a qualified Guest Contact may result in listing suspension or booking cancellation. See our Guest Contact Policy for complete requirements.

    7. No Guarantees

    HELOT STAYS DOES NOT GUARANTEE OCCUPANCY, REVENUE, RANKING, OR PERFORMANCE FOR ANY PROPERTY.

    Booking performance depends on many factors including market conditions, property location, seasonal demand, pricing, competition, and guest preferences. HelotStays will make reasonable efforts to optimize your listing and maximize bookings, but makes no representations regarding specific outcomes.

    HelotStays does not provide legal or tax advice. You are encouraged to consult with qualified professionals for legal, tax, and regulatory matters.

    8. Owner Cancellation of Bookings

    You may not cancel confirmed bookings without cause. If you cancel a confirmed booking:

    • You may be liable for guest relocation costs.
    • You may be required to refund guest payments.
    • Cancellation penalties may be assessed.
    • Your listing performance and visibility may be negatively affected.

    Repeated cancellations may result in suspension or termination of your listing.

    9. Termination by Owner

    You may terminate this Agreement by providing at least thirty (30) days written notice to HelotStays. Upon termination:

    • All existing confirmed bookings must be honored.
    • Early termination fees may apply as specified in your service arrangement.
    • Outstanding management fees and other charges may be deducted from your final payout.
    • HelotStays will remove your listing from the Platform after all pending bookings are completed.

    10. Termination by HelotStays

    HelotStays may terminate this Agreement immediately for:

    • Failure to comply with regulatory requirements.
    • Safety violations or hazardous conditions at the property.
    • Non-payment of fees owed to HelotStays.
    • Violation of policies, including discrimination or fraudulent activity.
    • Loss of required permits or licenses.
    • Failure to maintain a qualified Guest Contact.
    • Repeated negative guest experiences or policy violations.

    Upon termination, you remain responsible for all fees and charges incurred prior to termination.

    11. Insurance

    You are required to maintain adequate property insurance, including liability coverage for short-term rentals. HelotStays is not responsible for property damage, theft, or liability claims. You should verify that your insurance policy covers short-term rental activities.

    12. Indemnification

    You agree to indemnify, defend, and hold harmless HelotStays, its affiliates, officers, directors, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:

    • Your property or its condition.
    • Your violation of this Agreement or any applicable laws.
    • Claims by guests or third parties related to your property.
    • Your failure to obtain required licenses, permits, or insurance.
    • Tax disputes or regulatory enforcement actions.

    13. Limitation of Liability

    TO THE MAXIMUM EXTENT PERMITTED BY LAW, HELOT STAYS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST REVENUE, OR BUSINESS INTERRUPTION, ARISING FROM THIS AGREEMENT OR THE SERVICES PROVIDED.

    HELOT STAYS' TOTAL LIABILITY SHALL NOT EXCEED THE MANAGEMENT FEES PAID BY YOU TO HELOT STAYS IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

    14. Dispute Resolution

    Any disputes arising from this Agreement shall be resolved in accordance with our Dispute Resolution & Chargebacks Policy. You agree to binding arbitration and waive your right to participate in class action lawsuits or class arbitrations.

    15. Governing Law

    This Agreement shall be governed by and construed in accordance with the laws of the United States and the State of Delaware, without regard to conflict of law principles.

    16. Modifications

    HelotStays reserves the right to modify this Agreement at any time. Changes will be effective upon posting to the Platform. Material changes will be communicated to you via email or through the Platform. Your continued listing of properties after changes constitutes acceptance of the modified Agreement.

    17. Entire Agreement

    This Agreement, together with any individual service arrangement and all policies referenced herein, constitutes the entire agreement between you and HelotStays regarding the listing and management of your property.

    18. Contact Information

    For questions about this Agreement, please contact us through the contact form on our website.