API Access Terms of Service

Terms for programmatic access to groupRooms via API keys.

Last Updated: August 5, 2026

These API Access Terms of Service ("API Terms") are a supplement to the groupRooms Terms of Service and govern your access to and use of the groupRooms application programming interface ("API"). By enabling API access, generating an API key, or making API requests, you agree to these API Terms. If you do not agree, do not enable API access or use API keys.

1. What API Access Enables

API access allows you, or an AI agent, LLM, script, or other software application acting on your behalf ("Your Application"), to interact with the groupRooms platform programmatically. Supported operations may include searching cities, submitting group hotel requests (RFPs) across the hotelhuddle family of brands, checking RFP status, and selecting a winning hotel offer.

API access is tied to your user account. All actions performed with your API keys are your responsibility and are treated as actions taken by you.

2. Eligibility & Enabling API Access

To enable API access you must:

  • Have an active groupRooms account in good standing.
  • Be at least 18 years old or the age of majority in your jurisdiction.
  • Have the authority to bind any organization you represent to these API Terms.

API access must be explicitly enabled in your account settings before you can generate or use API keys. To enable access, go to your Account / Settings page, turn on the API Access toggle, and accept these API Access Terms of Service. Until you complete both steps, the API Keys page will be unavailable and any existing API keys will remain inactive. You may disable API access at any time from the same settings page; disabling access prevents creation of new keys but does not automatically delete existing keys.

3. API Keys

API keys are secrets. You must:

  • Keep keys confidential and secure. Do not share them, post them publicly, embed them in client-side code, or expose them in version control.
  • Use keys only for your own account and only for authorized purposes.
  • Revoke and regenerate a key immediately if you suspect it has been compromised.
  • Comply with the published rate limits and not attempt to circumvent them.

You may create up to five active API keys per account. We may suspend or revoke keys that violate these terms or show suspicious activity.

4. Acceptable Use

You may use the API only to:

  • Submit legitimate group hotel RFPs on behalf of yourself or users who have explicitly authorized you to act on their behalf.
  • Check the status of RFPs you created.
  • Select winning hotel offers for RFPs you created.

You may NOT use the API to:

  • Submit fake, misleading, fraudulent, or unauthorized RFPs.
  • Scrape, harvest, or reverse-engineer our data, algorithms, or platform.
  • Impersonate another user or brand.
  • Send abusive volumes of traffic or otherwise harm our infrastructure.
  • Resell raw API access, or use it to build a competing product.
  • Collect or store personal data beyond what is necessary for the RFP process.

5. User Consent and Disclosure

If Your Application submits RFPs or takes actions on behalf of an end user, you must:

  • Clearly disclose that the action is being performed through groupRooms.
  • Obtain the end user's explicit, informed consent before submitting any RFP containing their personal or travel information.
  • Only collect data that is reasonably necessary for the RFP.

6. Data and Privacy

All data transmitted via the API must be protected in transit using TLS. You are responsible for securing any data you receive through the API. You may retain data only as long as necessary and must handle it in accordance with our Privacy Policy and applicable law.

7. Availability and Changes

We may modify, deprecate, or discontinue the API at any time with reasonable notice. We may also introduce rate limits, quotas, or new requirements. Continued use after changes constitutes acceptance.

8. Termination

You may disable API access at any time in your account settings. We may suspend or terminate API access, revoke keys, or suspend your account for violations of these API Terms or the main Terms of Service. Provisions relating to confidentiality, liability, and indemnity survive termination.

9. Disclaimer and Liability

THE API IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND. hotelhuddle IS NOT LIABLE FOR ANY DAMAGES ARISING FROM YOUR USE OF THE API OR YOUR APPLICATION, INCLUDING BUT NOT LIMITED TO MISSED RFP DEADLINES, INCORRECT HOTEL INFORMATION, OR UNAUTHORIZED DATA DISCLOSURES BY YOUR APPLICATION. OUR TOTAL LIABILITY WILL NOT EXCEED THE AMOUNT PAID BY YOU TO hotelhuddle IN THE PRECEDING TWELVE MONTHS, OR $100 IF NO AMOUNT WAS PAID.

10. Indemnification

You agree to indemnify and hold harmless hotelhuddle and its affiliates from any claims, damages, or costs arising from your API use or the actions of Your Application, including any breach of these API Terms or violation of third-party rights.

11. Governing Law

These API Terms are governed by the same law and jurisdiction as the main Terms of Service.

12. Contact

Questions about API access may be sent to legal@hotelhuddle.com for legal questions, or support@hotelhuddle.com for technical support.