What is Embassy Suites responsible for maintaining regarding software, data files, and documentation?

According to the 2025 Embassy Suites FDD, the customer, not Embassy Suites, is responsible for maintaining duplicate or back-up copies of its software, data files, and documentation. HSS (Hilton Systems Solutions, LLC) will not be liable for damages if the customer fails to maintain these copies, nor will HSS cover the costs of reconstructing lost data.

This means that as an Embassy Suites franchisee, you must ensure you have a robust backup system in place for all software, data, and documentation related to your hotel's operations. This includes not only the proprietary software licensed from HSS but also any certified third-party software you use. Failure to do so could result in significant financial losses and operational disruptions if data is lost or corrupted.

Embassy Suites requires franchisees to accept all patches, bug fixes, updates, version upgrades, maintenance, and service packs deemed necessary by HSS for the proper function and security of the software. HSS is not responsible for performance or security issues that result from a franchisee's failure to apply these patches. This highlights the importance of staying current with all software updates to maintain system integrity and security.

While HSS provides support for proprietary software, it does not provide support for Certified Third Party Software. Maintenance support and services for Certified Third Party Software are to be provided by the applicable Preferred Provider pursuant to the applicable Master Agreement. This means that franchisees must manage relationships with multiple vendors to ensure comprehensive support for all software systems used in their Embassy Suites hotel.