Terms of Service

1. Acceptance of Terms

By accessing or using Shadow Check-in, you agree to be bound by these Terms of Service. If you do not agree to these terms, do not use the service. Shadow Check-in is operated by NomadEx and is intended for use by accommodation providers including hostels, guesthouses, and small hotels.

2. Service Description

Shadow Check-in provides a property management platform for small accommodations. It includes phone-based guest check-in with passport reading, a daily guest register for the immigration office that you can print or export, a bookings inbox (booking emails you forward, or a Gmail or Outlook account you connect), Shadow — an assistant that answers questions, drafts replies and suggests what to do next — staff scheduling and management, and operational dashboards.

3. Account Responsibilities

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must provide accurate property and contact information. You are responsible for ensuring that staff members added to your property comply with these terms.

4. Acceptable Use

You agree to use Shadow Check-in only for lawful purposes related to accommodation management. You must not upload fraudulent guest data, attempt to access other properties' data, or interfere with the operation of the service. If you connect a third-party account (such as a bookings inbox), you authorize Shadow Check-in to read the messages necessary to identify and pre-register guest reservations on your behalf, and nothing else.

5. Shadow

Shadow reads passports and booking emails, drafts replies and summaries, and suggests what your team could do next. Most of what it prepares waits for a person: arrivals from your bookings inbox, replies to inquiries and booking requests, and the suggestions in the Action Center are used only after a member of your team approves them. Some jobs run by themselves once an owner or manager turns them on:

• Guest messages: once guest messages and email sending are turned on, Shadow emails the messages you set up (for example before arrival and at check-out) to guests without asking each time. You can turn them off, and each guest can opt out.
• The reception tablet: when a guest chooses a language that has no reviewed translation, Shadow translates the house rules and shows them to the guest at once, marked as a machine translation until an owner or manager reviews it.
• Bed assignment: if you set it to automatic in the Action Center's settings, Shadow assigns beds to arrivals by itself. Each assignment can be undone.
• Booking sites: once you connect a channel manager (Beds24) or a calendar link, free beds are sent to the booking sites and their reservations are brought in automatically.

You and your staff remain responsible for what you approve, for the jobs you turn on, and for everything that leaves the system.

6. Support Access

When you allow it in Settings, named people from the Shadow team can work in your property as a manager or as staff (never as the owner) for the time you choose, from 1 to 30 days. You can end their access at any time. Everything they change is recorded under their name and listed for you in Settings, under Support access.

7. Fees

Shadow Check-in is offered by invitation while we work with our first properties. The app has no billing and takes no card details. If a fee applies to your property, for example for set-up and support by the Shadow team, it is agreed with you directly before it applies.

8. Data and Privacy

Your use of Shadow Check-in is also governed by our Privacy Policy. You retain ownership of your property data. We process guest data on your behalf and implement appropriate security measures including encryption and row-level access controls.

9. Limitation of Liability

Shadow Check-in is provided "as is" without warranties of any kind. We are not liable for any losses arising from OTA sync delays, AI suggestion inaccuracies, or service interruptions. Our total liability is limited to the fees you have paid in the preceding 12 months.

10. Changes to Terms

We may update these terms from time to time. Material changes will be communicated via email or in-app notification. Continued use of the service after changes constitutes acceptance of the updated terms.

11. Contact

For questions about these terms, email support@shadowcheckin.com.