Guest Portal

Terms of Service

Last updated: August 26, 2026

These Terms of Service ("Terms") govern access to and use of Guest Portal, including our websites, applications, software, services, and related content (collectively, the "Service"). The Service is provided by Co-Pilot Industries Ltd. ("Guest Portal," "we," "us," or "our").

By accessing or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

1. Eligibility And Authority

You must be at least 18 years old and able to form a legally binding contract to use the Service. If you use the Service for a company, organization, homeowner, property owner, HOA, community association, property manager, or other operator, you represent that you have authority to bind that party to these Terms.

2. Accounts

You may need an account to use owner or manager features. You are responsible for keeping login credentials secure and for all activity under your account. You must provide accurate information and promptly update it when necessary.

You must notify us promptly if you believe your account has been compromised or used without authorization.

3. Description Of Service

Guest Portal provides software tools for short-term rental homeowners, property owners, authorized operators, and community managers to create digital welcome guides, guest stay portals, reservation records, guest invitations, house-rules and community-rule acknowledgements, and controlled display of owner-managed access details.

Guest Portal is not a booking platform, property manager, HOA manager, travel agency, lock provider, access-control company, security company, emergency service, legal advisor, tax advisor, insurance provider, safety inspector, guest screening service, or payment processor unless expressly stated in a separate written agreement.

4. Owner And Manager Responsibilities

Owners, community managers, and authorized operators are responsible for:

  • The accuracy, completeness, legality, and timeliness of all content provided through the Service
  • Deciding what information to publish to guests
  • Creating, rotating, revoking, and managing access credentials
  • Keeping access details current and appropriately limited
  • Sending any notices required through booking platforms or other channels
  • Complying with laws, regulations, permits, taxes, platform rules, HOA rules, bylaws, house rules, insurance requirements, privacy obligations, safety requirements, and guest disclosure obligations
  • Maintaining safe properties and lawful operating practices
  • Responding to guests, emergencies, disputes, incidents, enforcement issues, and operational issues
  • Obtaining any required consents to collect, process, or share guest information
  • Confirming that use of the Service is authorized for each property, unit, suite, condo, townhome, HOA, or community

5. Guest Responsibilities

Guests may access a portal only for the stay or purpose for which access was provided. Guests must not share stay links, verification codes, access details, or restricted content with unauthorized people. Guests must not attempt to access information not intended for them.

6. Acceptable Use

You agree to follow the Acceptable Use Policy below. You must not use the Service unlawfully, deceptively, abusively, or in a way that harms Guest Portal, users, guests, properties, communities, or third parties.

7. Customer Content

You retain ownership of content you submit to the Service, including property information, guide text, rules, images, stay details, guest information, and access details ("Customer Content").

You grant Guest Portal a limited, worldwide, non-exclusive, royalty-free license to host, store, process, transmit, display, and otherwise use Customer Content as needed to provide, secure, support, maintain, and improve the Service.

You represent that you have all rights and permissions needed to submit Customer Content and make it available through the Service.

8. Guest Data

You are responsible for determining what guest data you enter into or collect through the Service and for ensuring you have a lawful basis to do so. Guest Portal processes personal information as described in the Privacy Policy and any applicable data processing agreement.

9. Acknowledgements

The Service may allow guests to acknowledge owner-provided or manager-provided rules, guide sections, or stay information. Guest Portal may preserve a record of the version of the information acknowledged, the acknowledgement event, and the guest-entered acknowledgement name.

Guest Portal does not determine whether rules are lawful, enforceable, complete, appropriate, or sufficient. Guest Portal does not guarantee that a guest will read, understand, remember, or follow acknowledged information.

10. Access Details

If you use the Service to store or display access details, you are responsible for those details and for deciding when they should be created, changed, revoked, withheld, or replaced.

Guest Portal does not generate lock or gate codes, operate locks, control access hardware, provide physical security, or replace property security practices. Guest Portal does not guarantee that access details will remain confidential, prevent unauthorized entry, satisfy insurance or legal requirements, or satisfy HOA, platform, building, or community requirements.

11. Payments And Billing

If paid plans are offered, you agree to pay all fees described at checkout, in your account, or in an applicable order form. Fees may be billed in advance on a recurring basis unless otherwise stated.

You authorize Guest Portal or its payment processor to charge your selected payment method for applicable fees, taxes, renewals, and other charges. Unless otherwise stated or required by law, fees are non-refundable.

If payment fails or an account is overdue, Guest Portal may suspend or limit access to paid features after reasonable notice, subject to applicable law.

12. Trials, Promotions, Pilot Access, And Beta Features

Guest Portal may offer trials, promotional access, pilot access, or beta features. These may be modified, limited, or discontinued at any time. Beta features are provided for evaluation and may be incomplete, unavailable, or changed without notice.

13. Third-Party Services

The Service may link to, rely on, or interoperate with third-party services such as hosting providers, email providers, payment processors, analytics services, identity providers, booking platforms, property management systems, access providers, or support tools.

Guest Portal does not control third-party services and is not responsible for their content, availability, security, privacy practices, fees, policies, or performance. Use of third-party services is governed by their own terms and policies.

No specific third-party integration should be advertised publicly until it has been confirmed, implemented, tested, and approved for release.

14. Service Availability

We aim to provide a reliable Service, but we do not guarantee uninterrupted availability. The Service may be unavailable due to maintenance, upgrades, outages, security issues, third-party failures, or events outside our control.

15. Security

Guest Portal uses reasonable administrative, technical, and organizational measures designed to protect the Service. No system is completely secure. You are responsible for strong passwords, limiting account access, reviewing published content, and avoiding unnecessary sensitive information.

16. Intellectual Property

Guest Portal and its software, design, branding, trademarks, logos, documentation, and related materials are owned by Guest Portal or its licensors and are protected by intellectual property laws.

These Terms do not transfer any Guest Portal intellectual property rights to you. You may use the Service only as permitted by these Terms.

Owners, managers, and users must only upload or publish content they own or have permission to use, including text, photos, logos, property descriptions, community rules, documents, and other materials.

If you believe content available through Guest Portal infringes your intellectual property rights, contact us at [email protected].

17. Feedback

If you provide feedback, suggestions, ideas, or improvement requests, you grant Guest Portal a perpetual, irrevocable, worldwide, royalty-free license to use them without restriction or compensation.

18. Warranty Disclaimer

The Service is provided "as is" and "as available." To the fullest extent permitted by law, Guest Portal disclaims all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, availability, and security.

Guest Portal does not warrant that the Service will be uninterrupted, error-free, secure, compliant with your obligations, or suitable for any particular property, jurisdiction, platform, guest relationship, HOA, community, or access-control need.

19. Limitation Of Liability

To the fullest extent permitted by law, Guest Portal will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, loss of goodwill, property damage, personal injury, guest disputes, booking losses, platform penalties, unauthorized access, access misuse, HOA disputes, community enforcement issues, or business interruption.

To the fullest extent permitted by law, Guest Portal's total liability for all claims related to the Service will not exceed the greater of: (a) the amount you paid to Guest Portal for the Service in the 12 months before the event giving rise to the claim; or (b) $100.

Some jurisdictions do not allow certain limitations, so some limitations may not apply.

20. Indemnity

You agree to defend, indemnify, and hold harmless Guest Portal, its affiliates, officers, directors, employees, contractors, agents, licensors, and service providers from claims, liabilities, damages, losses, costs, and expenses, including reasonable attorneys' fees, arising from or related to:

  • Your use of the Service
  • Your properties, units, communities, guests, stays, rules, instructions, access details, or communications
  • Customer Content
  • Your violation of these Terms
  • Your violation of law or third-party rights
  • Guest disputes, property incidents, HOA disputes, community enforcement issues, safety issues, access misuse, or operational decisions

21. Suspension And Termination

You may stop using the Service at any time. Guest Portal may suspend or terminate access if you violate these Terms, fail to pay fees, create risk for the Service or others, or use the Service unlawfully or abusively.

After termination, your right to use the Service ends. We may retain or delete account data and Customer Content according to the Privacy Policy, retention practices, legal obligations, and backup procedures.

22. Changes To The Service

Guest Portal may modify, add, or remove features at any time. We will make reasonable efforts to avoid materially reducing paid functionality without notice, but we do not guarantee that any particular feature will remain available indefinitely.

23. Changes To These Terms

We may update these Terms from time to time. If changes are material, we will provide notice as required by law or through reasonable means such as posting an updated version, sending an email, or notifying users in the Service.

Continued use of the Service after updated Terms become effective means you accept the updated Terms.

24. Governing Law And Venue

These Terms are governed by the laws of British Columbia, Canada, without regard to conflict of law rules. The courts located in British Columbia will have exclusive jurisdiction over disputes, except where applicable law requires otherwise.

Before filing a claim, you agree to contact Guest Portal at [email protected] and attempt to resolve the dispute informally for at least 30 days.

25. Contact

Questions about these Terms may be sent to:

Co-Pilot Industries Ltd. #133 - A33771 George Ferguson Way, Abbotsford, BC, V2S 2M5 [email protected]