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Terms of Use

These Terms of Use ("Terms") govern your access to and use of the Gwilio platform and its associated services ("Services"), operated by Theridion IT ("we", "us", "Provider"). By registering an account or using the Services, you ("Customer") agree to these Terms in full.

1) About Gwilio

Gwilio is a software-as-a-service (SaaS) platform that consists of:
  • A Backoffice Application used by your team to manage and publish local recommendations.
  • A Public Gwilio Guide made available to your guests via public link or QR code.

2) Definitions

  • Customer: The organisation or hotel property that registers for and uses Gwilio.
  • Users (Team): Employees, contractors, or staff of the Customer authorised to access the Backoffice.
  • Guests: Visitors to or patrons of the Customer's property who interact with the Public Guide.
  • Services: The Gwilio Backoffice application and the Public Gwilio Guide.
  • Content: Any text, media, recommendations, links, descriptions, or other materials entered or uploaded by the Customer or its Users within the Services.
  • Metadata: Aggregated, de-identified data derived from Content or system usage that does not constitute personal data under GDPR.

3) Account Access and Termination

You receive a non-exclusive, revocable right to access and use the Services in accordance with these Terms.

3.1 You may close your account

You may close your account at any time by contacting us at gwilio.guide@gmail.com. Upon termination:
  • All access to the Backoffice is disabled;
  • The Public Guide becomes inaccessible;
  • All associated links and QR codes cease to function;
  • You may request an export of your Content within 30 days of termination, after which it may be permanently deleted.

3.2 We may suspend or terminate access

We may suspend or terminate your access for any reasonable cause, including breach of these Terms, misuse, security concerns, or non-payment. The same consequences as outlined in §3.1 apply. You are responsible for removing or disabling any physical or digital QR codes or URLs under your control. Reinstatement of access after termination is not guaranteed.

4) Content, Metadata, and Data

4.1 Ownership

You own all Content you enter into the Services. We process Content only as necessary to operate Gwilio and in accordance with the Data Processing Agreement.

4.2 Metadata

We may generate Metadata that is:
  • Fully de-identified and aggregated;
  • Not linked to individuals or your intellectual property;
  • Used for analytics, performance evaluation, and communications;
Metadata may be used to analyse patterns or performance at the level of individual properties or anonymised groups of properties for analytical or commercial purposes, as long as no individual is identifiable. Metadata is not personal data under GDPR.

4.3 Data protection

The processing of personal data in connection with the Services is governed by our Data Processing Agreement (DPA), which forms an integral part of these Terms. The DPA defines our respective roles: you as Data Controller and us as Data Processor under GDPR. For information about how we handle personal data on our website, see our Privacy Policy.

5) Our Responsibilities

5.1 Service operation and maintenance

We will maintain and operate the Services with reasonable care and skill, and implement proportionate technical and organisational security measures appropriate to the nature of the Services.

5.2 Support and communication

We will provide reasonable support, and communicate in a timely manner regarding material updates, known issues, outages, or planned maintenance.

5.3 Service changes

We retain the right to update, modify, improve, or discontinue any part of the Services at any time. We will not intentionally degrade overall security or your ability to use the Services.

5.4 Subprocessors

We may use GDPR-compliant subprocessors where necessary for hosting or operational support, in accordance with the DPA.

5.5 Limitations and exclusions

  • We are not liable for interruptions, delays, errors, data loss, or indirect or consequential damages arising from use of the Services.
  • Gwilio is not intended for mission-critical or operationally essential workflows.
  • We process User data solely as required to operate, maintain, and secure the Services and never for independent purposes.

6) Your Responsibilities

You agree to use the Services lawfully and to ensure all Users comply with these Terms. You are fully accountable for all actions of your Users when using the Services.

6.1 Acceptable use

You and your Users must not:
  • Engage in harmful, hateful, abusive, illegal, or violent conduct;
  • Impersonate others or misrepresent identity;
  • Access data or accounts without authorisation;
  • Send spam or misuse contact information;
  • Tamper with the system, attempt unauthorised access, or bypass security;
  • Attempt to extract, copy, reverse engineer, or create a competing product;
  • Upload viruses, malware, or harmful code;
  • Sublicense, resell, or commercially exploit the Services.

6.2 Prohibited content

You and your Users must not upload or publish Content containing:
  • Sensitive personal data (special categories under GDPR);
  • Passwords, login credentials, API keys, or other sensitive security information;
  • Illegal, offensive, or harmful materials;
  • Content that infringes the intellectual property rights of any third party.
We may remove or restrict any Content that violates these Terms.

6.3 Account security

You must:
  • Maintain secure and unique login credentials for each User;
  • Prevent account sharing unless explicitly approved by us;
  • Manage User access (add/remove accounts) and maintain up-to-date user lists;
  • Immediately notify us at gwilio.guide@gmail.com of any suspected unauthorised access or misuse.

6.4 Content responsibility

You are solely responsible for:
  • The accuracy, legality, and appropriateness of your Content;
  • Ensuring no prohibited or sensitive information is entered;
  • Ensuring Content complies with applicable laws and regulations;
  • Actions taken by Users, including misuse or accidental publication.
We do not moderate Content and cannot be held liable for Content created or published by you or your Users.

6.5 Scope limitations

Gwilio must not be used for:
  • Complaint or incident management;
  • Storing sensitive internal operational information.
If any personal data is accidentally entered, you must immediately request deletion by contacting us.

7) Intellectual Property

7.1 Our IP

All intellectual property related to Gwilio—including the platform structure, database models, source code, features, design, trademarks, documentation, algorithms, and system logic—remains the sole property of Theridion IT. No rights are granted beyond the limited right to use the Services under these Terms.

7.2 Your IP

Content you enter into the Services remains your property.

7.3 Licence to us

You grant us a limited licence to process, store, and analyse your Content solely for:
  • Providing and maintaining the Services;
  • Ensuring proper operation and security;
  • Improving platform performance;
  • Generating anonymised Metadata.

7.4 Restrictions

You must not:
  • Reverse engineer, decompile, or attempt to derive the source code;
  • Copy or reproduce elements of the Services;
  • Create derivative works based on Gwilio;
  • Remove, obscure, or alter any copyright or branding.

8) Liability and Warranty

The Services are provided "as is" and "as available". To the maximum extent permitted by law:
  • Neither party is liable for indirect, incidental, or consequential damages;
  • We are not liable for downtime, data loss, delays, errors, or loss of revenue.

9) Data Processing Agreement

By accepting these Terms, you also accept the Gwilio Data Processing Agreement (DPA), which governs how we process personal data on your behalf. The DPA defines your role as Data Controller and our role as Data Processor under GDPR and applicable Belgian law. In the event of any conflict between these Terms and the DPA regarding data protection matters, the DPA prevails.

10) Governing Law

These Terms are governed by Belgian law. Any disputes shall be subject to the non-exclusive jurisdiction of the Belgian courts.

11) Changes to these Terms

We may update these Terms from time to time to reflect changes in our Services or legal requirements. We will post the updated version here with a new "Last Updated" date. Continued use of the Services after changes take effect constitutes acceptance of the updated Terms.

Last Updated Date: Monday, 18 May 2026