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Terms of Service

Last updated: July 11, 2026

Welcome to HotelHuddle.com. These Terms of Service ("Terms") govern your access to and use of the HotelHuddle.com website and platform (collectively, the "Platform"), operated by hotelhuddle ("hotelhuddle," "we," "us," or "our"). By accessing or using the Platform, you agree to be bound by these Terms. If you do not agree with these Terms, you may not use the Platform.

By using HotelHuddle.com, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.

1. Description of Service

HotelHuddle.com is the hub of the HotelHuddle family of hotel negotiation and booking platforms. Rather than processing bookings directly, HotelHuddle.com routes you to the specialized site within our network that best fits your needs:

  • groupRooms.org for single-destination group hotel bookings, hotelHaggle.org for name-your-price hotel negotiation, hotelSlots.org for day-use hotel rooms by time slot, and bookMyTeam.org for multi-destination team travel itineraries.

Each satellite site operates under its own domain-specific terms of service. By using HotelHuddle.com, you acknowledge that submitting a request will redirect you to the appropriate satellite site, where that site's terms and pricing apply. HotelHuddle.com acts as a discovery and routing platform and is not a party to any hotel booking agreement.

2. User Accounts

2.1 Account Registration

To use certain features of the Platform, you must create a user account. When you register, you agree to:

  • Provide accurate, current, and complete information during registration and keep your account information updated.
  • Maintain the security of your account credentials and accept responsibility for all activities that occur under your account.
  • Notify us immediately if you become aware of any unauthorized use of your account.
  • Not create an account using false information or on behalf of another person without their authorization.

2.2 Account Types

The Platform offers individual subscription plans and company (team) subscription plans. Individual plans provide unlimited RFP submissions across all HotelHuddle family sites for $4.99/month. Company plans start at $9.99/month (includes one admin seat) plus $4.99/month per additional team member, and include unlimited RFP submissions and centralized team billing. The features, pricing, and limitations of each plan are described on our pricing page. We reserve the right to modify plan features and pricing with reasonable notice.

2.3 Account Suspension and Termination

We reserve the right to suspend or terminate your account if you violate these Terms, engage in fraudulent activity, or misuse the Platform. Upon termination, the provisions of these Terms that by their nature should survive will remain in effect.

3. Request Process

3.1 Submitting a Request

When you submit a request on HotelHuddle.com, you will be redirected to the appropriate satellite site — groupRooms.org, hotelHaggle.org, hotelSlots.org, or bookMyTeam.org — where your request for proposal (RFP) is processed. The specific RFP process, pricing, and terms depend on the satellite site you are redirected to.

3.2 RFP Fees

All RFP submissions are free on every satellite site. There are no per-request fees or pay-as-you-go charges. Subscribers (individual or company) enjoy unlimited RFP submissions.

3.3 Hotel Responses

After you submit an RFP on a satellite site, hotels may respond with proposals including room rates, availability, and terms. We strive to connect you with a minimum of five (5) hotel responses within seven (7) days. If we are unable to connect you with at least five (5) hotel offers and you do not accept any of them, you may request a refund as described in our Refund Policy. We make no guarantee regarding the rates offered or the availability of rooms. All proposals are subject to change by the hotel prior to booking confirmation.

3.4 Booking Confirmation

A booking is not confirmed until you have directly completed a reservation with the hotel according to their booking procedures. HotelHuddle and its satellite sites do not guarantee room availability, hotel acceptance, or the accuracy of any hotel's quoted rates or terms.

4. Payment Terms

4.1 Individual Subscription Payments

Individual subscription fees are billed in advance on a recurring basis (monthly or annually). Your subscription will automatically renew at the end of each billing cycle until you cancel through your account settings. Payment is processed through Stripe, our third-party payment processor, and is due at the beginning of each billing cycle. You may cancel at any time, and cancellation takes effect at the end of the current billing period.

4.2 Company Subscription Payments

Company subscription fees are billed monthly in advance. The base plan is $9.99/month and includes one admin seat. Each additional team member is $4.99/month. When team members join or leave, the subscription quantity is adjusted accordingly. Company subscriptions are managed by the company admin through the billing portal.

4.3 RFP Fees

For users without an active subscription, per-request RFP fees apply. The fee varies by satellite site as described in Section 3.2. RFP fees are non-refundable once submitted and processed, except as provided in our Refund Policy (e.g., fewer than five hotel responses received without accepting an offer, or RFPs processed from Seller of Travel restricted states).

4.4 Last Negotiated Rate (LNR) Submissions

Companies may submit Last Negotiated Rate (LNR) requests at no charge, which includes up to 50 destinations. LNR submissions allow companies to broadcast their negotiated rate needs to hotels for the upcoming year. Active company subscribers may have LNR submissions included in their plan.

4.5 Payment Method

You must maintain a valid payment method on file. If a payment fails, we may attempt to charge the method again or contact you for updated payment information. Unpaid balances may result in suspension of your account and access to the Platform.

4.6 Taxes

All fees are exclusive of applicable taxes unless otherwise stated. You are responsible for any taxes that may apply to your use of the Platform.

5. Cross-Domain Access

5.1 Your Subscription Works Across All Sites

An active individual or company subscription on any HotelHuddle family site — HotelHuddle.com, groupRooms.org, hotelHaggle.org, hotelSlots.org, or bookMyTeam.org — grants you access to all other HotelHuddle family sites at no additional subscription cost. Your account and login credentials work seamlessly across the entire network.

5.2 Domain-Specific Pricing

Your subscription is valid across all domains. All RFP submissions are free on every site — there are no per-request fees on any site.

5.3 Data Sharing Across Domains

Your account data, including profile information, subscription status, and RFP history, is shared across all HotelHuddle family sites through our centralized database. This enables seamless access and a consistent experience regardless of which domain you are using. Company data, including team membership and booking visibility, is also shared across domains.

6. Cancellation and Refund Policy

6.1 Subscription Cancellation

You may cancel your subscription at any time through your account settings. Cancellation will take effect at the end of the current billing period. No partial-month or partial-year refunds will be issued for unused subscription time.

6.2 RFP Fee Refunds

RFP fees are non-refundable once a request has been submitted and processed. Our service is complete when either (a) we provide a minimum of five (5) hotel responses, or (b) you accept any offer regardless of the number of responses. If fewer than five responses are received and no offer is accepted, you may request a refund as described in our Refund Policy. If you believe you were charged in error, please contact us at legal@hotelhuddle.com within 30 days of the charge.

6.3 Hotel Booking Cancellations

Cancellation of hotel bookings is subject to the individual hotel's cancellation policy. HotelHuddle and its satellite sites are not responsible for hotel cancellation fees, deposits, or penalties. Please review the cancellation terms provided by the hotel before confirming a booking.

7. User Responsibilities

By using the Platform, you agree to:

  • Use the Platform only for lawful purposes and in accordance with these Terms.
  • Provide truthful and accurate information in all RFP submissions and account details.
  • Not use the Platform to submit fake, misleading, or fraudulent requests.
  • Not attempt to gain unauthorized access to any portion of the Platform or its systems.
  • Not use automated scripts, bots, or scraping tools to access or collect data from the Platform.
  • Not interfere with or disrupt the Platform's infrastructure or other users' access.
  • Comply with all applicable local, state, and federal laws and regulations.

8. Intellectual Property

The Platform and all of its content, features, and functionality — including but not limited to text, graphics, logos, design, and software — are owned by hotelhuddle and are protected by copyright, trademark, and other intellectual property laws.

You may not reproduce, distribute, modify, create derivative works from, publicly display, or commercially exploit any part of the Platform without our express written permission. Hotel pricing and proposal data received through the Platform is provided for your personal use and may not be resold or redistributed.

9. Limitation of Liability

9.1 Disclaimer of Warranties

THE PLATFORM IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

We do not warrant that the Platform will be uninterrupted, error-free, or free of viruses or other harmful components. We make no representations or warranties regarding the accuracy, completeness, or reliability of any hotel proposals, rates, availability, or other information obtained through the Platform.

9.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL hotelhuddle, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE PLATFORM, REGARDLESS OF THE CAUSE OF ACTION OR THE THEORY OF LIABILITY, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL LIABILITY TO YOU FOR ANY AND ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE PLATFORM SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100.00).

9.3 Assumption of Risk

You acknowledge that hotel bookings involve inherent risks, including but not limited to changes in availability, rate fluctuations, and hotel policy changes. You use the Platform and rely on hotel proposals at your own risk.

10. Indemnification

You agree to indemnify, defend, and hold harmless hotelhuddle, its affiliates, officers, directors, employees, and agents from and against any and all claims, liability, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to:

  • Your use of the Platform.
  • Your violation of these Terms.
  • Your violation of any applicable law or regulation.
  • Your violation of any third party's rights, including intellectual property rights.
  • Any false, misleading, or inaccurate information you provide through the Platform.

11. Dispute Resolution

11.1 Informal Resolution

If you have a dispute with us, we encourage you to first contact us at legal@hotelhuddle.com to attempt to resolve the matter informally. We will attempt to resolve your dispute within 30 days of receiving your notice.

11.2 Binding Arbitration

If we cannot resolve the dispute informally, you agree that any and all disputes arising out of or related to these Terms or the Platform shall be resolved exclusively through final and binding arbitration administered by the American Arbitration Association ("AAA") under its Commercial Arbitration Rules. The arbitration shall be conducted in Bexar County, Texas, and may be held in person or via video conference at the arbitrator's discretion.

11.3 Class Action Waiver

You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against us.

11.4 Exceptions

Either party may seek injunctive or equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights. The arbitration provisions of this Section 11 do not apply to claims that may be brought in small claims court, provided the claims are within that court's jurisdiction.

12. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, United States of America, without regard to its conflict of law principles. Any disputes not subject to arbitration under Section 11 shall be resolved in the state or federal courts located in Bexar County, Texas, and you consent to the personal jurisdiction of those courts.

13. Modifications to Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will: (a) post the updated Terms on the Platform with a revised "Last updated" date; and (b) provide reasonable notice via email or Platform notification for significant changes. Your continued use of the Platform after the effective date of any changes constitutes your acceptance of the revised Terms.

14. Severability

If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions will continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving the intent of the original provision.

15. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and hotelhuddle regarding your use of the Platform and supersede any prior agreements or understandings.

16. Contact Us

If you have any questions about these Terms, please contact us:

17. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms if such failure or delay is caused by circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, pandemics, war, terrorism, civil unrest, government actions, labor disputes, power outages, telecommunications failures, or other similar events. In such event, our obligations will be suspended for the duration of the force majeure event.

18. Age Eligibility

You must be at least 18 years of age to create an account and use the Platform. By registering an account, you represent and warrant that you are at least 18 years old and have the legal capacity to enter into these Terms. We do not knowingly collect personal information from individuals under 18. If we become aware that a minor has created an account, we will take steps to delete that account and associated data.