ResortFare Terms of Service

ResortFare Terms of Service

Last Updated: May 10, 2026

Welcome to ResortFare. These Terms of Service govern your access to and use of ResortFare’s websites, applications, portals, messaging tools, payment workflows, reservation tools, membership management tools, and related services.

ResortFare is a digital platform designed to help condominium properties, resort condominium communities, vacation rental operators, property managers, associations, and authorized administrators manage resort fee collection, reservation records, guest registration, community rule acknowledgment, membership access, and related communications.

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

1. Who We Are

ResortFare is operated by Polu Hospitality Group LLC dba Polu Systems, under the trade name ResortFare.

For questions about these Terms, contact us at:

Email: support@resortfare.com
Mailing Address: 69-1033 Nawahine Pl Unit 11G, Waikoloa, HI, 96738

2. Key User Types

These Terms apply to all users of ResortFare, including:

Property Clients: Condominium associations, AOAOs, HOAs, resort condominium properties, vacation rental operators, property managers, site managers, and other organizations that use ResortFare to manage resort fees, reservations, guest registration, and membership access.

Administrators and Staff: Individuals authorized by a Property Client to manage property settings, reservation data, guest records, payment settings, members, amenities, rules, reports, and staff access.

Owners and Property Managers: Unit owners, rental managers, or authorized representatives who may access unit-specific information, reservations, guest invitations, membership records, or owner-related tools.

Guests: Vacation rental guests, resort guests, or other visitors who use ResortFare to submit contact information, review and accept community rules, pay resort fees, receive access confirmations, or receive digital vouchers and receipts.

Members: Owners, family members, friends, or other approved individuals who are granted access to certain amenities or benefits by a Property Client.

3. What ResortFare Does

ResortFare may provide tools for:

• Resort fee calculation and collection

• Guest registration and occupancy confirmation

• Reservation management

• Community rules acknowledgment

• Digital vouchers, receipts, and confirmations

• Member invitation and registration workflows

• Membership access management

• Amenity eligibility verification

• Email and SMS communications

• Administrative reporting

• Payment processing through third-party payment providers

• Role-based access for property administrators, staff, owners, property managers, guests, and members

ResortFare is a technology platform. ResortFare does not own, operate, control, or manage any condominium property, resort, vacation rental, amenity, restaurant, pool, fitness center, or common area unless expressly stated in a separate written agreement.

4. Property Rules, Fees, and Access Decisions

Property Clients are responsible for setting their own resort fees, membership rules, guest requirements, amenity access policies, refund policies, occupancy rules, and community standards.

ResortFare may help display, collect, calculate, or administer those rules and fees, but ResortFare does not independently determine whether a guest, member, owner, or visitor has a legal right to access a property or amenity.

Property Clients are responsible for ensuring that their rules, fees, membership policies, and access restrictions comply with applicable laws, governing documents, bylaws, declarations, house rules, contracts, and owner or guest rights.

5. Accounts and Access

You may need an account, invitation link, verification code, or passwordless login link to access certain parts of ResortFare.

You agree to:

• Provide accurate and current information

• Use ResortFare only for lawful purposes

• Keep login links, credentials, and verification codes secure

• Not share access with unauthorized users

• Notify us promptly if you believe your account or access link has been compromised

We may suspend or restrict access if we believe an account is being misused, used fraudulently, used to violate these Terms, or used in a way that may harm ResortFare, a Property Client, another user, or the platform.

6. Guest and Member Information

Guests and Members may be asked to provide information such as:

• Name

• Email address

• Phone number

• Arrival and departure information

• Occupancy details

• Unit or reservation information

• Profile photo, where required by the property

• Rule acknowledgment

• Payment information

• Other information reasonably needed for property access, resort fee processing, membership verification, or compliance with property rules

By submitting information, you represent that it is accurate and that you are authorized to provide it.

7. Administrator Responsibilities

Property Clients and Administrators are responsible for the information they upload, enter, import, or authorize within ResortFare.

This includes responsibility for:

• Ensuring reservation data is accurate

• Ensuring member and guest phone numbers are provided lawfully

• Obtaining any required consent before uploading or submitting contact information

• Setting accurate resort fee rules and calculations

• Maintaining accurate property rules and policies

• Assigning appropriate user permissions

• Removing users who should no longer have access

• Complying with privacy, consumer protection, payment, communication, condominium, housing, and hospitality laws that apply to their property

If a Property Client provides a phone number or email address for a guest, owner, member, or invitee, the Property Client represents that it has the right to provide that information to ResortFare for the applicable service purpose.

8. Payments and Resort Fees

ResortFare may allow guests, owners, members, or other users to pay resort fees or other property-related charges through third-party payment processors.

Payment terms include:

• Resort fees and other charges are set by the Property Client, not ResortFare.

• ResortFare may display, calculate, or collect fees based on settings provided by the Property Client.

• Payment processing may be handled by third-party providers such as Stripe or another payment processor.

• ResortFare does not store full credit card numbers unless expressly stated.

• Refunds, cancellations, waivers, disputes, and adjustments are generally controlled by the applicable Property Client’s policies.

• ResortFare may assist with receipts, payment confirmations, vouchers, and reporting, but does not guarantee that any fee is refundable.

You agree not to submit false payment information, use unauthorized payment methods, dispute valid charges in bad faith, or attempt to bypass required property fees.

9. Email Consent

By providing your email address to ResortFare, a Property Client, or an authorized administrator, you consent to receive emails related to your use of ResortFare and the applicable property.

These emails may include:

• Account access links

• Verification codes

• Reservation confirmations

• Guest registration notices

• Resort fee payment links

• Receipts and vouchers

• Member invitations

• Membership status updates

• Rule acknowledgment requests

• Property access information

• Security alerts

• Administrative notices

• Customer support communications

These are generally transactional or service-related emails.

We may also send marketing or promotional emails where permitted by law. You may opt out of marketing emails by using the unsubscribe link in the email or contacting us at [support@resortfare.com]. Even if you opt out of marketing emails, you may still receive transactional, security, legal, or account-related emails.

We will honor email opt-out requests as required by applicable law.

10. SMS Consent

By providing your mobile phone number to ResortFare, a Property Client, or an authorized administrator, you consent to receive text messages from ResortFare related to the services you are using.

SMS messages may include:

• One-time passcodes for authentication

• Passwordless login links

• Member invitation links

• Guest portal links

• Resort fee payment links

• Reservation-related notices

• Rule acknowledgment reminders

• Access confirmation messages

• Receipt or voucher notifications

• Customer support messages

• Security alerts

Message frequency may vary based on your use of the platform, your reservation, your membership status, property requirements, and account activity.

Message and data rates may apply. Consent to receive promotional text messages is not required as a condition of purchasing goods or services. However, certain transactional text messages may be necessary to use specific ResortFare features, such as one-time passcodes, guest portal access, or member invitation links.

You may opt out of SMS messages by replying STOP to a message. You may request help by replying HELP. You may also contact us at [support@resortfare.com].

If you opt out of SMS messages, certain features may be unavailable or may require an alternative communication method.

ResortFare will use reasonable efforts to honor SMS opt-out requests as required by applicable law.

Mobile phone numbers, SMS consent records, and messaging data will not be sold or shared with third parties for their own marketing or promotional purposes. We may share such information with service providers that help us operate the platform, deliver messages, provide support, process payments, maintain security, or comply with law.

11. Consent for Property-Provided Contact Information

In some cases, a Property Client, owner, property manager, or administrator may provide ResortFare with a guest, member, owner, or invitee’s phone number or email address.

Examples include:

• A property owner inviting an approved member

• A property manager inviting a vacation rental guest

• An administrator sending a guest portal link

• A site manager verifying amenity access

• A Property Client uploading reservation records

If you provide another person’s contact information, you represent that:

• The information is accurate

• You have authority to provide it

• You have obtained any legally required consent

• The person reasonably expects to receive communications related to the property, reservation, membership, resort fee, or access process

You agree not to upload purchased lists, scraped contact data, unauthorized phone numbers, or contact information for people who have not agreed to receive service-related communications.

12. Data Storage

ResortFare stores information needed to provide the platform, maintain records, support users, process transactions, verify access, manage memberships, protect security, comply with legal obligations, and help Property Clients administer their programs.

Stored data may include:

• Account information

• Contact information

• Reservation data

• Member records

• Guest registration records

• Rule acknowledgments

• Payment records and transaction references

• Vouchers and receipts

• SMS and email communication logs

• Consent records

• Audit logs

• Device, browser, and usage information

• Support communications

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No system is completely secure, and we cannot guarantee absolute security.

13. Data Deletion Requests

You may request deletion of your personal information by contacting us at: privacy@resortfare.com

Please include enough information for us to verify your request.

We will review and respond to deletion requests as required by applicable law. In some cases, we may need to retain certain information for legitimate business, legal, accounting, tax, security, fraud prevention, dispute resolution, property compliance, or contractual purposes.

For example, we may retain:

• Payment records

• Consent records

• Security logs

• Rule acknowledgments

• Guest registration history

• Records required by a Property Client

• Records needed to resolve disputes

• Information required by law or contractual obligations

If deletion is not possible, we may restrict, de-identify, or anonymize information where appropriate.

Deleting information may limit your ability to access ResortFare, verify membership, prove payment, receive vouchers, access amenities, or complete required property processes.

14. Privacy Policy

Our collection, use, storage, and sharing of personal information is also governed by our Privacy Policy.

Please review the ResortFare Privacy Policy at:

[Insert Privacy Policy URL]

If there is a conflict between these Terms and the Privacy Policy regarding personal information, the Privacy Policy will control to the extent required by applicable privacy law.

15. Acceptable Use

You agree not to:

• Use ResortFare for unlawful, fraudulent, misleading, or abusive purposes

• Access data you are not authorized to access

• Interfere with the platform’s operation

• Attempt to bypass security controls

• Upload malicious code

• Misrepresent your identity or authority

• Use the platform to harass, spam, or improperly contact others

• Upload unauthorized contact lists

• Use ResortFare to violate property rules, privacy laws, payment rules, or communications laws

• Reverse engineer, scrape, copy, or commercially exploit the platform except as allowed in writing

• Resell access to ResortFare without permission

• Use the platform in a way that harms ResortFare, Property Clients, guests, members, or other users

We may suspend or terminate access for violations.

16. Platform Availability

We work to keep ResortFare available and reliable, but we do not guarantee uninterrupted service.

The platform may be unavailable due to:

• Maintenance

• Updates

• Internet outages

• Third-party service provider issues

• Payment processor issues

• Messaging provider issues

• Security events

• Force majeure events

• Errors or unexpected technical problems

We are not responsible for losses caused by temporary unavailability, delayed messages, failed delivery of emails or SMS messages, payment processor downtime, or third-party system errors.

17. Third-Party Services

ResortFare may integrate with third-party services, including payment processors, messaging providers, email providers, property management systems, identity verification services, analytics providers, hosting providers, and other vendors.

Your use of third-party services may be subject to their own terms and privacy policies. ResortFare is not responsible for third-party services, outages, fees, decisions, errors, data practices, or policies.

18. Property Content and User Content

Property Clients and users may upload or submit content, including property rules, fee descriptions, reservation data, member records, guest information, logos, images, documents, instructions, and other materials.

You retain ownership of content you submit, but you grant ResortFare a limited license to use, host, store, display, process, transmit, and reproduce that content as needed to operate the platform, provide services, support users, maintain records, and comply with legal obligations.

You represent that you have the necessary rights and permissions to submit any content you provide.

19. Intellectual Property

ResortFare, including its software, design, workflows, interface, branding, logos, features, databases, documentation, and related technology, is owned by ResortFare or its licensors.

These Terms do not grant you ownership of ResortFare or any intellectual property rights in the platform.

You may not copy, modify, distribute, sell, lease, reverse engineer, or create derivative works based on ResortFare unless expressly authorized in writing.

20. Feedback

If you provide ideas, suggestions, improvements, or feedback about ResortFare, you grant us the right to use that feedback without restriction or compensation.

21. Subscription and Client Agreements

Property Clients may be subject to separate subscription agreements, order forms, service agreements, implementation agreements, or data processing agreements.

If a separate written agreement exists between ResortFare and a Property Client, that agreement will control where it conflicts with these general Terms.

22. Suspension and Termination

We may suspend or terminate access to ResortFare if:

• You violate these Terms

• You misuse the platform

• Required payments are not made

• A Property Client removes your access

• We believe continued access creates legal, security, financial, or operational risk

• We are required to do so by law

• A separate agreement expires or is terminated

You may stop using ResortFare at any time.

Certain sections of these Terms will survive termination, including payment obligations, intellectual property rights, disclaimers, limitation of liability, indemnity, data retention, dispute provisions, and any provisions that by their nature should survive.

23. Disclaimers

ResortFare is provided on an “as is” and “as available” basis.

To the fullest extent permitted by law, we disclaim all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, availability, accuracy, and reliability.

We do not guarantee that:

• The platform will be error-free or uninterrupted

• All messages will be delivered

• All payments will be processed without delay

• Property rules are legally valid

• Fee calculations are legally compliant

• Membership decisions are correct

• Amenity access will be available

• Reservation data provided by third parties is accurate

• The platform will meet every property’s operational needs

24. Limitation of Liability

To the fullest extent permitted by law, ResortFare and its owners, officers, employees, contractors, affiliates, vendors, and agents will not be liable for indirect, incidental, special, consequential, punitive, or exemplary damages, including lost profits, lost revenue, lost data, loss of goodwill, business interruption, payment disputes, access disputes, or property-related claims.

To the fullest extent permitted by law, ResortFare’s total liability for any claim will not exceed the greater of:

1. The amount paid to ResortFare by the applicable user or Property Client for the service giving rise to the claim during the three months before the claim arose; or

2. $100.

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

25. Indemnification

You agree to defend, indemnify, and hold harmless ResortFare and its owners, officers, employees, contractors, affiliates, vendors, and agents from claims, damages, liabilities, losses, costs, and expenses, including reasonable attorneys’ fees, arising from:

• Your use of ResortFare

• Your violation of these Terms

• Your violation of law

• Content or data you submit

• Unauthorized contact information you upload

• Your property rules, membership rules, resort fee policies, or access decisions

• Payment disputes caused by inaccurate settings or unauthorized charges

• Claims by guests, members, owners, managers, associations, or third parties related to your use of the platform

26. Governing Law

These Terms are governed by the laws of the State of [Hawai‘i], without regard to conflict of law principles, unless a separate written agreement states otherwise.

27. Dispute Resolution

Before filing a legal claim, you agree to contact us at [legal@resortfare.com] and attempt to resolve the dispute informally.

If the dispute is not resolved informally, the parties agree to bring any legal action in the state or federal courts located in [County, Hawai‘i], unless a separate written agreement requires a different process.

28. Changes to These Terms

We may update these Terms from time to time.

When we make material changes, we may notify users by email, platform notice, or by posting the updated Terms on our website.

Your continued use of ResortFare after updated Terms become effective means you accept the updated Terms.

29. Contact

For support questions:

Email: support@resortfare.com

For privacy or deletion requests:

Email: privacy@resortfare.com

For legal notices:

Email: legal@resortfare.com
Mailing Address: 69-1033 Nawahine Pl, Unit 11G, Waikoloa, HI, 96738