Terms of Service

These Terms of Service ("Terms") govern your access to and use of the Vectrip platform, web application, iOS Companion App, and related APIs (collectively, the "Service"). By creating an account or otherwise using the Service, you agree to these Terms and to our Privacy Policy, Acceptable Use Policy, and Cookie Policy.

1. Acceptance

If you accept these Terms on behalf of an organization, you represent that you have authority to bind that organization. The organization and each of its users are the "Customer". If you do not agree, do not use the Service.

2. Accounts and responsibilities

• You are responsible for safeguarding credentials, MFA factors, and all activity under your account.
• You agree to provide accurate information for your organization, travelers, approvers, and billing contacts.
• Workspace admins are responsible for inviting, managing, and removing users and for the configuration of roles, policies, and approval flows.
• You must promptly notify legal@vectrip.com of any unauthorized use of your account.

3. Permitted use

Subject to these Terms, Vectrip grants Customer a non-exclusive, non-transferable, revocable license to use the Service for managing corporate travel. You may not resell, sublicense, time-share, or use the Service for unrelated commercial purposes. All rights not expressly granted are reserved.

4. Roles

• Admins manage workspace settings, billing, policies, and user roles.
• Assistants / coordinators capture requests, coordinate bookings, and deliver itineraries.
• Approvers review trips against policy and approve, reject, or request changes.
• Finance review spend and reporting.
• Travelers view itineraries and submit change or support requests via the web or iOS app.

5. Travel booking limitations

Vectrip is a corporate travel workflow and operations platform. Vectrip is not a licensed travel agency in all jurisdictions, and some bookings may be handled through third-party providers or admin-assisted workflows. We do not guarantee fare availability, supplier pricing, schedule changes, or supplier performance.

6. Third-party providers

Flight, hotel, ground transport, and supplier inventory may be sourced from third-party APIs (e.g. Duffel). Bookings are subject to the underlying supplier's terms, fare rules, baggage policies, change and cancellation rules, and refund timelines. Vectrip is not responsible for supplier acts or omissions.

7. Subscriptions and fees

• Subscription fees are billed in advance via our payment processor on a monthly or annual cycle, as selected during checkout.
• Fees exclude applicable taxes, which will be added where required by law.
• Subscriptions auto-renew until cancelled. You may cancel at any time from the Billing page; cancellation takes effect at the end of the current paid period.
• Refunds are at our discretion and are not provided for partial periods, except where required by law.
• Past-due accounts may be suspended after a grace period; data is preserved during suspension but Service access is restricted.

8. Cancellations and changes to bookings

Cancellation and change rules for booked travel are governed by the underlying supplier and your organization's travel policy. Vectrip is not responsible for non-refundable charges, supplier change fees, or no-show penalties.

9. Acceptable use

Your use of the Service must comply with our Acceptable Use Policy. Violations may result in suspension or termination.

10. Customer data and confidentiality

Customer retains all rights in Customer Data. Vectrip will process Customer Data only as needed to provide the Service and as described in the Privacy Policy and Data Retention Policy. Each party will protect the other's confidential information with reasonable care.

11. Suspension and termination

We may suspend or terminate accounts that violate these Terms, fail to pay, or pose risk to the Service or other customers. Customer may terminate at any time by cancelling its subscription. On termination, Customer may export its data within 30 days, after which it may be deleted per the Data Retention Policy.

12. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including fitness for a particular purpose, merchantability, or non-infringement, to the maximum extent permitted by law.

13. Limitation of liability

To the maximum extent permitted by law, Vectrip's aggregate liability arising out of or related to the Service is limited to the fees paid by Customer in the 12 months preceding the claim. Vectrip is not liable for indirect, incidental, consequential, special, exemplary, or punitive damages, including lost profits, lost data, or disrupted travel.

14. Indemnification

Customer will defend and indemnify Vectrip against third-party claims arising from Customer's use of the Service in violation of these Terms or applicable law, including claims by travelers, approvers, or suppliers.

15. Governing law and disputes

These Terms are governed by the laws of the State of Delaware, USA, excluding its conflict-of-laws rules. Disputes will be resolved in the state or federal courts located in Delaware, except where applicable consumer law requires otherwise.

16. Changes

We may update these Terms. Material changes will be announced to workspace admins and may require re-acceptance before continued use of the Service.

17. Contact

Questions about these Terms: legal@vectrip.com.