Terms of Service

These terms cover two different relationships: the subscription agreement between LonCom AI and a host who pays for Cotswold Host, and the terms on which a guest may use the guest AI assistant at a participating property. Please read the section that applies to you.

Who we are

Cotswold Host is provided by LonCom AI, a trading name of Rollright Publishing Ltd, a company registered in England and Wales (company number: to be confirmed), of support@loncomai.com. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.

The service

Cotswold Host is a private, AI-powered guest guidebook for holiday let properties. For each subscribed property, we build a private assistant guests can reach by scanning a QR code, drawing on the information the host provides (Wi-Fi details, house rules, local recommendations, and so on) to answer guest questions instantly. Hosts also get a dashboard to manage their property information, review guest conversations, and see usage reports.

Terms for hosts

Getting an account

Host accounts are currently set up by us as part of onboarding a new property, rather than self-service sign-up. You're responsible for keeping your login details secure and for all activity under your account.

Fees and billing

Cotswold Host is billed per property, currently at £9.99/month (or a discounted annual rate), as confirmed with you when your property is onboarded. Fees are billed in advance on the schedule agreed with you. We'll give you reasonable notice of any price change before it takes effect for your next billing period.

Your content and responsibilities

You're responsible for the accuracy of the property information, house rules, contact details and local recommendations you provide — the assistant can only be as accurate as the information it's given, and you should keep it up to date (for example, if opening hours, access codes or your own contact details change). You grant us a licence to use the content you provide (including photos) solely to operate the service for your property.

You're responsible for making sure you have the right to share any information you give us about your property, and for complying with your own legal obligations as a holiday let host (safety information, licensing, and so on) — Cotswold Host is a communication tool and doesn't replace those obligations.

Data protection

Where we process guest personal data on your behalf as part of delivering the guest assistant for your property, you are the data controller for that data and we act as your data processor, in accordance with our Privacy Policy and applicable UK data protection law. You should make sure your own guest-facing terms or booking confirmations let guests know a digital guest assistant will be available at the property.

Cancelling

Either of us may end a property's subscription with reasonable written notice (email is fine). If you cancel, your access continues until the end of the billing period you've already paid for. We don't provide refunds for partial billing periods except where required by law or agreed separately with you.

We may suspend or end an account where we reasonably believe it's being used in breach of these terms, where fees are significantly overdue, or where we're required to by law.

Terms for guests

If you're a guest using the assistant at a property, you don't need an account and these terms apply automatically simply by your using the chat.

What the assistant is — and isn't

The assistant is an AI system that answers questions using information provided by the property's host, plus general knowledge. It's intended to help with practical questions about the property and the local area. It is not a substitute for the host, for the property's own safety information, or for emergency services.

In a genuine emergency, always call 999 (or your local emergency number) — don't rely on the assistant. The assistant is designed to hand you off to the host directly whenever a question is urgent, safety-related, or something it isn't confident about, but you should use your own judgement and shouldn't treat any AI-generated answer as guaranteed to be accurate, complete, or current.

Acceptable use

Please don't use the assistant to send unlawful, abusive or harmful content, to try to extract, manipulate or abuse the underlying AI system, or for any purpose unrelated to your stay at the property.

Intellectual property

The Cotswold Host software, branding and website (excluding content hosts provide about their own properties) belong to LonCom AI / Rollright Publishing Ltd. Nothing in these terms transfers ownership of that to you.

Availability and changes

We work to keep Cotswold Host available and reliable, but we don't guarantee uninterrupted or error-free service — third-party providers we depend on (hosting, AI, and email delivery) can occasionally have outages outside our control. We may update or improve the service over time, and will let hosts know about any change that materially affects them.

Liability

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for anything else that can't lawfully be limited or excluded.

Subject to that, we provide Cotswold Host with reasonable care and skill, but to the extent permitted by law: we're not liable for indirect or consequential loss; and our total liability to a host arising out of or in connection with the service in any 12-month period is limited to the fees that host paid us in that period. Because the assistant's answers are AI-generated from host-provided information, we're not liable for loss arising from a guest relying on an assistant response instead of contacting the host directly or seeking emergency help where appropriate.

If you're a consumer, nothing in these terms affects your statutory rights under UK consumer protection law.

Changes to these terms

We may update these terms from time to time, for example as the service evolves or as law changes. We'll update the “last updated” date above, and where a change materially affects hosts we'll let them know directly.

Contact us

Questions about these terms? Email support@loncomai.com.