Terms of Service
1. Who these terms are between
These terms are an agreement between [Company name] Private Limited, with its registered office at [Registered office address] ("TripiTrail", "we", "us"), and the travel agency that uses TripiTrail (the "Agency", "you").
The person who accepts these terms on behalf of the Agency confirms that they are authorised to bind the Agency to them. Accepting them is required before the Agency's workspace can be used.
2. The service
TripiTrail is software for running a travel agency: leads, customers and their documents, packages, itineraries, invoices, payments and refunds, reports and staff access. It is provided online as a workspace for your Agency.
We may improve, change or remove features over time. We will not remove a feature that is central to how you use the service during a paid term without telling you in advance.
3. Your account and your staff
You decide who in your Agency has access and what each person may do. You are responsible for what happens under your staff's accounts, for keeping passwords private, and for removing access when someone leaves.
Tell us promptly at [Support email] if you believe an account has been misused.
4. Trial, fees and payment
A new workspace may start with a free trial. When the trial or a paid term ends and is not renewed, access is limited and then stops, as shown in the workspace.
Fees are those agreed when you subscribe, plus applicable GST. Fees paid for a term are not refundable, except where the law requires or we agree in writing.
5. Acceptable use
You will use the service lawfully and only for your Agency's business. You will not try to access another agency's data, test or break the security of the service, overload it, resell it, or upload anything unlawful or harmful.
We may suspend a workspace that is being used in breach of this section, and will tell you why unless the law prevents it.
6. Your data belongs to you
Everything your Agency enters or uploads, including your customers' details and documents, remains yours. We claim no ownership of it and do not sell it.
You give us permission to store, process and transmit that data only as needed to run the service for you, to keep it secure, and to meet our legal obligations.
7. Your customers’ personal data
For the personal data of your customers and travellers, your Agency is the Data Fiduciary under the Digital Personal Data Protection Act, 2023, and TripiTrail is your Data Processor. We process that data only on your behalf and on your instructions, which are the ways you use the service, and not for any purpose of our own.
You are responsible for having a lawful basis to collect your customers' data, for giving them any notice the law requires, and for responding to their requests. The workspace lets you export a customer's data and erase a customer on request.
We will help you meet your obligations where the service allows it, and we will not disclose your customers' data to anyone except the sub-processors below, or where the law compels us, in which case we will tell you unless the law prevents it.
8. How we protect the data
Each agency's data is kept separate from every other agency's at the database level, so one agency's staff cannot reach another's records.
Passport numbers are encrypted in the database. Passwords are stored only as secure hashes. Connections to the service are encrypted in transit.
Viewing passport details, downloading documents and exporting or erasing personal data are recorded in an audit log that cannot be edited or deleted, and which your Agency can review.
Only the staff and roles you choose can see sensitive information. TripiTrail personnel enter your workspace only to give support, read-only, and every such visit is recorded in your audit log.
9. Sub-processors
We use these service providers to run TripiTrail. Each is bound to protect the data it handles:
Hetzner Online GmbH (Germany): Servers and the database that run the service.
Cloudflare, Inc. (Global network): Storage of uploaded documents, logos and exports; domain name service.
Resend (Ireland): Sending email on the agency’s behalf, such as invoices and password resets.
We will update this list before adding or replacing a sub-processor that handles your customers' data.
10. If something goes wrong
If we become aware of a breach affecting your Agency's personal data, we will tell the Agency's owner without undue delay, and in any case within 72 hours of becoming aware of it, with what we know about what happened, the data involved, and what we are doing about it. We will help you with any notice you must give to the Data Protection Board or to the people affected.
11. When an Agency leaves
You may stop using the service at any time. When your subscription ends, is cancelled, or your workspace is closed, you have 30 days to download your data. The owner can request a complete download of the Agency's records and uploaded documents during that time.
After those 30 days we delete your Agency's data, including customers, travellers, documents, leads, packages, itineraries, suppliers and staff accounts.
We keep only what the law requires us to keep, for as long as it requires: issued invoices and credit notes (for GST and income tax records), the audit log, and your Agency's name so that those records remain readable. Kept records are not used for any other purpose.
Any backup copies that still contain deleted data are overwritten in the normal course of their rotation.
12. Availability and support
We work to keep the service available and to fix faults promptly, but we do not promise that it will be uninterrupted or free of errors. Planned maintenance will be kept short and, where we can, announced in advance.
Support is available at [Support email].
13. Limitation of liability
The service is provided "as is". To the extent the law allows, we are not liable for indirect or consequential loss, or for loss of profit, business or goodwill.
To the extent the law allows, our total liability in any twelve months is limited to the fees your Agency paid us in those twelve months.
Nothing in these terms limits liability that cannot be limited by law.
14. Suspension and ending the agreement
We may suspend or close a workspace for non-payment, for a serious breach of these terms, or where the law requires it. Except in urgent cases we will give notice first. Section 11 applies whenever a workspace is closed.
15. Changes to these terms
We may update these terms. Each version has a number and an effective date. When a new version is published, the Agency's owner is asked to accept it before the workspace can be used again. Continuing to use the workspace requires accepting the current version.
16. Law and disputes
These terms are governed by the laws of India. The courts at [City] have exclusive jurisdiction over any dispute arising from them.
17. Contact
[Company name] Private Limited, [Registered office address]. Email [Support email]. Grievances about personal data: see the Privacy Policy.