Tomware Chatbot AI
Tomware Chatbot AI is a German-built website chat widget for hotels, guesthouses and holiday rentals. It answers arrival, house-rules and availability questions around the clock in several languages, from 49 EUR per month excluding VAT.
What is Tomware Chatbot AI?
Tomware Chatbot AI is a hosted chat widget that a hotel, guesthouse or holiday-rental operator embeds in its own website. It is the hospitality edition of a generic product sold by Tomware GmbH, an IT company based in Krefeld, North Rhine-Westphalia, which packages the same engine into eight sector editions — tradespeople, cleaning firms, pharmacies, medical practices, tax advisers, hotels, garages and restaurants.
The premise is narrow and stated plainly: the reception desk is not staffed at night, and guests write anyway. The bot handles the standard questions — check-in times, breakfast arrangements, pets, Wi-Fi, parking — from a knowledge base the property fills in itself. It answers in the language the guest writes in, German and English as standard, with French, Dutch, Italian and Spanish configurable on request. Booking enquiries are not completed by the bot: they are forwarded to the property's booking system or collected as a structured request for the front desk. Anything outside the knowledge base — special requests, complaints, weddings, conferences — is handed back to reception. A concierge function answers questions about nearby restaurants, sights, walks and public transport, again only from what the property has supplied.
Underneath, the vendor names Anthropic's Claude models — Haiku, Sonnet and Opus — as the engine, and runs the service on Microsoft Azure in the Germany West Central region, with a data processing agreement included and chat content kept for 90 days.
Setup is deliberately undemanding: a single script tag, a system prompt written without code, and a ready-made Hotel/Pension template offered in the signup wizard. Beyond the widget, every plan includes an Insights dashboard showing when enquiries arrive, which topics dominate, which questions the bot could not answer, and a weekly thumbs-up and thumbs-down trend. Several bots can run from one account, each restricted to whitelisted domains.
Three public plans start at 49 EUR a month excluding VAT, with a 14-day trial that needs no credit card. What the product does not yet do is equally explicit on the vendor's own pages: no direct booking or channel-manager connection, and no WhatsApp, Telegram, Teams, Zapier, email or telephone channel — all announced as in development.
What it does
- Answer house-rules questions around the clock: check-in times, breakfast, pets, Wi-Fi and parking
- Reply automatically in the language the guest writes in
- Forward booking enquiries to the property's booking system or to the front desk
- Give concierge recommendations — restaurants, sights, walks, public transport — from the property's own knowledge base
- Hand anything unusual back to reception: special requests, complaints, weddings, conferences
- Surface knowledge gaps and peak hours in a dashboard, and turn a gap into a new FAQ in one click
- Run several separate bots from one account, each restricted to whitelisted domains
When to use Tomware Chatbot AI / When not to
A quick filter to help you decide if Tomware Chatbot AI is the right fit.
When to use Tomware Chatbot AI
- Mid-sized hotels whose reception is not staffed around the clock — the vendor's own figures put 74% of guest enquiries after 6 p.m.
- Guesthouses and holiday-rental operators who field the same arrival and house-rules questions every day
- Front-desk teams that want routine enquiries filtered before they reach the phone
- Properties serving German- and English-speaking guests, since the bot replies automatically in the language it is written to
- Small operators without a developer, who need a chatbot they can configure themselves from a ready-made hotel template
When not to use Tomware Chatbot AI
- Hoteliers who expect the bot to confirm or take a booking itself — it only forwards the request
- Properties that need a live Booking or channel-manager connection today; the vendor lists it as still in progress
- Teams that want to run the assistant on WhatsApp, Telegram, Microsoft Teams or by phone — all announced but not yet released
- Developers who need a public product API: none is documented or sold
- Anyone looking for a permanently free plan; only the 14-day trial costs nothing
How to use Tomware Chatbot AI
A typical end-to-end flow, from setup to results.
- Create an account at chatbot.tomware-it.de — self-service registration, 14 days free, no credit card
- Choose the ready-made Hotel/Pension template in the configuration wizard
- Write the system prompt so the bot answers in the property's own voice
- Fill the knowledge base with house rules, breakfast times, pet policy, Wi-Fi, parking and arrival directions
- Set the greeting message and adjust the widget colours; the vendor budgets about ten minutes for this step
- Add the permitted domains to the whitelist so the bot only runs on the property's own site
- Paste the script tag into the website; the bot is then live on every page
- Point the bot at the booking system so availability enquiries are forwarded rather than answered
- Watch the analytics view for peak hours and unanswered questions, turning each knowledge gap into a new FAQ in one click
- If preferred, order the paid setup service — workshop, prompt engineering, integration and team training — quoted individually
Pros & Cons
Pros
- Pricing is public and legible — 49, 99 and 299 EUR a month — with no obligation to talk to a salesperson first
- The 14-day trial needs no credit card and registration is self-service, so the product can be judged before any commitment
- Data stays on Azure in Germany West Central and a data processing agreement is included, which matters for a business handling guest details
- Installation is a single script tag; the vendor claims 30 seconds to embed and around ten minutes to configure, with no developer involved
- A ready-made Hotel/Pension template ships with the product, and a full sample dialogue is published so buyers can judge the tone in advance
- The bot replies automatically in the guest's language, with German and English as standard
- The Insights dashboard is included in every plan and during the trial, rather than sold as an add-on
Cons
- The bot cannot take a booking; it only forwards enquiries, and the direct Booking or channel-manager connection is described by the vendor as still in progress
- WhatsApp, Telegram, Microsoft Teams, Zapier, an email assistant and a telephone bot are all advertised but unavailable
- There is no permanently free plan, and no public product API or documentation
- The site, the product and its documentation exist only in German; no English version of the website is published
- The terms published online are a summary, with the full contract handed over only at signature
- No minimum age is published, and the site never states whether customer data is used to train models
- Only one email address is published, and there is no dedicated support address
Pricing & Plans
There is no permanently free plan. Access begins at 49.00 EUR per month, excluding German VAT, for the Starter subscription; paid annually the same plan costs 490 EUR, which the vendor presents as a saving of roughly 17%. Every plan includes a 14-day free trial requiring no credit card. Billing is handled through Stripe and may be cancelled on a monthly or annual basis. An optional initial setup service is quoted individually on request.
- Starter — 49 EUR per month or 490 EUR per year
- excluding VAT
- positioned for small websites and solo operators
- Pro — 99 EUR per month or 990 EUR per year
- excluding VAT
- marked as the popular choice
- for growing companies running several bots
- Enterprise — 299 EUR per month or 2
- 990 EUR per year
- excluding VAT
- for large organisations and platforms with high volume
- Optional initial setup service — workshop
- system-prompt engineering
- website integration and team training — priced individually on request
Data, GDPR & hosting
A consolidated view of how Tomware Chatbot AI handles your data.
GDPR overview
Compliance is claimed explicitly and repeatedly, including the statement that all systems are GDPR-compliant, hosting is in Germany and data processing agreements are in place. The privacy policy, dated May 2026, is concrete rather than decorative: it cites legal bases article by article — Article 6(1)(a) consent, 6(1)(b) pre-contractual measures, 6(1)(f) legitimate interest — lists the data-subject rights of Articles 15 to 21, names the competent supervisory authority as the LDI NRW, and identifies each third-party processor with its legal entity, including Microsoft Ireland Operations Ltd. and Google Ireland Limited. A data processing agreement is offered and, for the chatbot, described as included. No data protection officer is named, and no Article 27 representative is designated — the latter being expected, since the company is established in Germany.
Who owns the data?
Tomware GmbH, Prinz-Ferdinand-Strasse 148 in Krefeld, names itself the data controller in section 1 of its privacy policy. Beyond that, the ownership question is left open: the terms published online are an abridged version, and the vendor states that the full contract is handed over only when the agreement is signed. No clause assigns ownership of chat transcripts, knowledge-base content or account data. What the vendor does commit to is operational rather than proprietary — chat content is kept for 90 days, deleted automatically afterwards, and can be erased manually at any time. Data-subject rights are exercised at info@tomware-it.de.
Reuse rights
The published terms neither grant nor restrict any right for the customer to reuse data, because the online version is only a summary. The privacy policy is far more precise about the vendor's own use. Technical visit data — anonymised IP address, timestamp, requested URL, browser type — is processed for security and technical purposes under Article 6(1)(f) and deleted after seven days. Contact-form entries serve solely to handle the enquiry, under Article 6(1)(b). Google Analytics 4 runs only with consent, with transfers to the United States covered by standard contractual clauses, and Microsoft Bookings loads only after explicit activation. On the product side, chat content is stored for 90 days within the EU. Nowhere does the site state whether customer data feeds model training: the question is simply not addressed, and no opt-out is documented.
Data retention & training
Hosting summary
For the chatbot itself the vendor states that data stays in Germany and the EU, on Microsoft Azure in the Germany West Central region, with a data processing agreement included. An independent DNS check supports the claim: the customer application resolves to an Azure Container App in that same region. The public website is hosted separately, on Microsoft Azure Static Web Apps operated by Microsoft Ireland Operations Ltd., again under a processing agreement. Two transfers outside the EU are declared on the website side, and neither concerns chat content: Google Analytics 4 loads only with consent and relies on standard contractual clauses for transfers to the United States, and Microsoft Bookings, used for appointment scheduling, loads only after explicit activation and may transfer data to the United States. No dedicated subprocessor list is published for the chatbot product, even though the vendor names Anthropic's Claude as the underlying model and Stripe as the billing provider.
Things to keep in mind
Risks and trade-offs to weigh before adopting Tomware Chatbot AI.
- Two different addresses appear on the same site: the legal notice, terms and privacy policy give Prinz-Ferdinand-Strasse 148, while the footer, contact page and structured data give Ostwall 138, labelled the Krefeld office
- The bare domain serves a One.com parking page and only the www host serves the real site, which is easy to mistake for a vendor that has gone out of business
- The terms published online are a summary; the binding contract arrives at signature, so a buyer commits before reading the full text
- All prices are quoted net of German VAT, and no message, bot or token quota is published, so the real cost at volume cannot be worked out in advance
- The site says nothing about whether guest conversations are used to train models, and documents no opt-out
- Guests may read the bot's answer as a promise from the property: the vendor's own sample dialogue quotes pet surcharges, shuttle prices and transfer times that a stale knowledge base would render wrong
- Leaning on the bot can quietly erode what the front desk knows about its guests, since it removes exactly the conversations in which reception used to hear what people actually needed
Setup & Integrations
Technical difficulty
Low. Installation is a single script tag pasted into the property's website — the vendor claims the bot is live in 30 seconds and works with any CMS or framework. Configuration happens in the dashboard: system prompt, greeting and colours, quoted at about ten minutes, with a ready-made Hotel/Pension template that the vendor says gets a property live within 30 minutes. No developer is required. The real effort is editorial rather than technical, since answer quality depends entirely on the knowledge base the property writes and keeps current. A paid setup service is available, quoted individually.
Deployment
Integrations
Supported languages
Behind Tomware Chatbot AI
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Can the bot take a booking directly?
Which languages does it handle?
What happens when a guest asks something unusual?
How much does it cost?
Is there a free trial?
How long does installation take?
Where is the data hosted, and how long is it kept?
Can the bot run on WhatsApp?
Is there an API?
Should you pick Tomware Chatbot AI?
Tomware Chatbot AI is a modest and candid product, and both adjectives matter. It does one thing for hoteliers: it covers the hours when the front desk is closed, answering recurring questions about check-in, breakfast, pets, parking and directions from a knowledge base the property writes itself. The vendor publishes a full sample dialogue and a savings calculator, so an operator can judge the fit before signing up, and the three plans — 49, 99 and 299 EUR a month, excluding VAT — sit on the page rather than behind a sales call.
What makes it credible is the candour about the gaps. The pages state plainly that the bot forwards booking enquiries instead of completing them, that the direct Booking or channel-manager connection is still being built, and that WhatsApp, Telegram, Teams, Zapier, email and telephone channels are announced rather than shipped. Anyone who needs one of those today should wait.
The German footing is a genuine argument for European operators: hosting on Azure Germany West Central, a data processing agreement included, chat content deleted after 90 days, and a complete legal notice naming the company, its managing director, its commercial register entry and its VAT number. It is also a limitation — the site, the product and its documentation exist only in German, and the terms published online are a summary whose full text arrives at signature.
Two practical cautions. The company shows two different addresses across its own pages: the registered seat in the legal notice, and a Krefeld office everywhere else. And the site says nothing at all about whether guest conversations feed model training, with no documented opt-out. For a small hotel that simply wants its phone to stop ringing at eleven at night, the trial costs nothing but an afternoon.
- Choosing a selection results in a full page refresh.
- Opens in a new window.