Terms of Service

1. Introduction and Acceptance of Terms

1.1 Agreement

These Terms of Service ("Terms," "Agreement") constitute a legally binding agreement between you ("User," "Subscriber," "Travel Advisor," or "you") and Tech For Travel Agents, LLC ("Company," "we," "us," or "our"), the operator of Travel Office Suite Pro (the "Platform," "Suite," "Service," or "Software").

1.2 About Travel Office Suite Pro

Travel Office Suite Pro is a comprehensive suite of software applications designed exclusively for travel professionals, offered by Tech For Travel Agents, LLC. The Suite includes:

Currently Available:

• Booking Pro – Client management, trip planning, invoicing, itineraries, proposals, group bookings, comparisons, and client portal
• AI Navigator Pro – Destination intelligence, AI-powered business analytics, natural language search, and research assistance
• Forms Pro – Customizable forms, waivers, and document collection

Planned Additions (Coming Soon):

• Marketing Pro – Marketing automation, email campaigns, and client outreach tools
• Bookkeeping Pro – Financial tracking, expense management, and accounting integration

These Terms apply to all applications within the Travel Office Suite Pro platform, including those listed above and any future applications added to the Suite. By subscribing to Travel Office Suite Pro, you gain access to available applications based on your subscription plan.

1.3 Acceptance

By creating an account, accessing, or using any application within Travel Office Suite Pro, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Platform.

1.4 Capacity to Contract

By using Travel Office Suite Pro, you represent and warrant that you have the legal capacity to enter into this Agreement in your jurisdiction.

2. Description of Service

2.1 Platform Overview

Travel Office Suite Pro is a Software-as-a-Service (SaaS) platform designed specifically for independent travel advisors and travel agencies. The Suite provides a comprehensive set of tools for managing and growing travel advisory businesses.

2.2 Booking Pro (Currently Available)

Booking Pro is the core application of Travel Office Suite Pro, providing:

• Client Relationship Management (CRM): Store and manage client information, travel preferences, communication history, and travel footprint tracking
• Trip Planning & Management: Create, organize, and track trips for clients with destination intelligence integration
• Itinerary Creation: Build detailed day-by-day itineraries with flights, hotels, cruises, activities, and custom events
• Proposal Generation: Create professional trip proposals and presentations
• Invoice Management: Generate invoices, track payments, and manage financial records with external payment link support
• Client Portal: Provide clients with secure access to view their trip details, invoices, itineraries, and travel documents
• Comparison Groups: Create and share side-by-side trip comparisons to help clients choose between options
• Group Bookings: Manage group trips with public signup pages, pricing categories, and group-level financials
• AI-Assisted Tools: Leverage artificial intelligence for trip parsing, itinerary generation, and content creation
• Email Communications: Send branded emails to clients for various trip-related notifications
• Document Management: Store and share travel documents with clients
• Metrics & Reporting: Track business performance, commissions, and financial metrics
• Referral Credit Program: Manage client referral tracking and credit awards across tiered reward levels

2.3 AI Navigator Pro (Currently Available)

AI Navigator Pro is an intelligent business assistant integrated into the Travel Office Suite Pro platform, providing:

• Destination Intelligence: Access a curated database of verified destinations across 80+ countries and 53 regions, with detailed travel information, entry requirements, and local insights
• Natural Language Search: Query your business data using conversational language — search clients, trips, invoices, commissions, and vendors
• Business Analytics: AI-powered metrics aggregation including top vendors, booking trends, commission tracking, repeat bookings, and client engagement analysis
• Research Assistance: AI-driven research tools to assist with destination planning and client recommendations
• Contextual Suggestions: Receive intelligent suggestions based on trip context, including destination-specific information and related travel recommendations

Note: AI Navigator Pro's destination intelligence data is curated and maintained by Tech For Travel Agents, LLC. While we strive for accuracy, destination information (entry requirements, visa policies, health advisories, etc.) is subject to change and should be independently verified with authoritative sources before advising clients.

2.4 Forms Pro (Currently Available)

Forms Pro provides customizable form and document collection tools, including:

• Custom Form Builder: Create branded intake forms, questionnaires, and surveys
• Digital Waivers: Collect electronic signatures on liability waivers and consent forms
• Document Requests: Request and collect travel documents from clients
• Form Templates: Access pre-built templates for common travel industry forms
• Automated Reminders: Send automatic follow-ups for incomplete forms

2.5 Marketing Pro (Planned)

Marketing Pro will provide marketing and client outreach tools, including:

• Email campaigns and newsletter management
• Social media integration
• Lead generation and nurturing
• Marketing analytics and campaign tracking

2.6 Bookkeeping Pro (Planned)

Bookkeeping Pro will provide financial management tools, including:

• Income and expense tracking
• Commission reconciliation
• Financial reports and profit/loss statements
• Accounting software integration

2.7 Future Applications

We may add additional applications to Travel Office Suite Pro. New applications will be announced to subscribers and will be subject to these Terms unless separate application-specific terms are provided.

2.8 Application-Specific Terms

Certain applications may have additional terms or guidelines specific to their functionality. Such application-specific terms will be provided within the respective application and are incorporated into these Terms by reference. In the event of a conflict between these Terms and application-specific terms, the application-specific terms shall prevail for that application.

2.9 Service Availability

We strive to maintain Platform availability but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. Planned maintenance will be announced in advance when possible.

3. Eligibility and Account Requirements

3.1 Eligibility

To use Travel Office Suite Pro, you must:

• Be at least eighteen (18) years of age
• Have the legal authority to enter into binding contracts
• Not be prohibited from using the Service under applicable laws
• Be a United States licensed Travel Advisor or Travel Agency

3.2 Travel Industry Compliance

You represent and warrant that you:

• Hold all necessary licenses, permits, and registrations required to operate as a travel advisor in your jurisdiction (including but not limited to Seller of Travel registrations where required)
• Will maintain compliance with all applicable travel industry regulations
• Will conduct your travel advisory business in accordance with applicable consumer protection laws

3.3 Host Agency and Consortia Affiliations

If you operate as an independent contractor under a host travel agency or as a member of a travel consortia:

• You are solely responsible for ensuring your use of Travel Office Suite Pro complies with your host agency agreement, consortia membership terms, and any applicable operating guidelines
• Travel Office Suite Pro is designed as a supplemental business management tool and does not replace, override, or supersede any tools, systems, or workflows provided or required by your host agency or consortia
• You are responsible for ensuring that any client data, invoicing, or payment collection practices conducted through the Platform are consistent with your host agency's policies and procedures
• Tech For Travel Agents, LLC is not a party to, and bears no responsibility for, your relationship with your host agency or consortia
• Any disputes arising between you and your host agency or consortia regarding the use of this Platform are solely between you and that entity

3.4 Account Registration

To access the Platform, you must create an account by providing accurate, current, and complete information. You agree to:

• Provide truthful registration information
• Maintain and promptly update your account information
• Keep your login credentials confidential and secure
• Immediately notify us of any unauthorized access to your account
• Accept responsibility for all activities that occur under your account

3.5 Accounts and Multi-User Access

Each subscription is for a single user. Account credentials may not be shared with others. If you require multiple user accounts for your agency, you must subscribe to a Team or Enterprise plan, which provide per-seat licensing for additional team members (Managers and Advisors). See the Subscription Plan Addendum (Section 17) for details on available plans and seat-based pricing.

3.6 Account Security Requirements

To protect the security of your account and the sensitive client data stored within the Platform, the following security measures are enforced. By using the Platform, you acknowledge and agree to comply with these requirements:

3.6.1 Password Requirements

All passwords must meet the following minimum complexity requirements:

• Minimum 8 characters in length
• At least one uppercase letter (A–Z)
• At least one lowercase letter (a–z)
• At least one numeric digit (0–9)
• At least one special character (e.g., !@#$%^&*)

Passwords that do not meet these requirements will be rejected during account creation and password changes.

3.6.2 Mandatory Password Rotation (180-Day Policy)

For the protection of your account and client data, all user passwords expire every 180 days (approximately 6 months). When your password expires, you will be required to create a new password before accessing any Platform features. The Platform will display a warning in your Security Settings when your password is within 14 days of expiration.

You may change your password at any time through Settings → Security. We strongly recommend changing your password promptly when you receive an expiration warning.

3.6.3 Two-Factor Authentication (2FA)

The Platform supports optional Time-Based One-Time Password (TOTP) two-factor authentication using authenticator applications such as Google Authenticator, Authy, or Microsoft Authenticator. When enabled, you will be required to enter a 6-digit verification code from your authenticator app after entering your password during login.

We strongly recommend enabling 2FA to add an additional layer of security to your account. You may enable or disable 2FA at any time through Settings → Security. Disabling 2FA requires password confirmation.

Important: You are responsible for maintaining access to your authenticator application. If you lose access to your authenticator device, contact the Platform administrator to restore access to your account.

3.6.4 Login Rate Limiting and Account Lockout

To protect against unauthorized access attempts, the Platform enforces the following login security measures:

• After 5 consecutive failed login attempts, your account will be temporarily locked for 30 minutes
• During the lockout period, no login attempts will be accepted, even with the correct password
• Accounts automatically unlock after the 30-minute lockout period expires
• A successful login resets the failed attempt counter
• The Platform will display warnings showing the number of remaining attempts before lockout

If you believe your account has been locked in error or you suspect unauthorized access attempts, contact the Platform administrator immediately. Administrators may manually unlock accounts when appropriate.

4. Subscription and Billing

4.1 Subscription Plans

Travel Office Suite Pro applications are offered on a subscription basis. Details of available plans, features, and pricing are provided on our website and may be updated from time to time.

4.2 Billing Cycle

Subscriptions are billed in advance on a recurring basis (monthly or annually, depending on your selected plan). Your billing cycle begins on the date you subscribe and renews automatically unless cancelled.

4.3 Payment Method

You must provide a valid payment method (credit card, debit card, or other accepted payment method) to subscribe. Payments are processed through our third-party payment processor, Stripe. By providing payment information, you authorize us to charge your payment method for all fees incurred.

4.4 Free Trial

New subscribers may be eligible for a free trial period of seven (7) days ("Trial Period"). During the Trial Period:

• You will have access to the full functionality of the Platform, subject to metered usage limits on certain AI-powered and PCI Vault features
• No payment method is required to start a trial
• Each email address is eligible for one (1) trial only — trial access cannot be renewed or extended
• At the end of the Trial Period, you must subscribe to a paid plan to continue accessing the Platform
• If you do not subscribe before your Trial Period expires, your access to Platform features will be restricted, but your account and data will be retained for a reasonable period

Trial Usage Limits

During the Trial Period, certain features are subject to metered usage limits (e.g., PDF parses, AI proposals, itinerary generations, PCI Vault calls, text parses, comparison analyses, and presentation generations). Specific limits are displayed within the Platform during your trial. These limits are designed to provide a meaningful evaluation of the Platform's capabilities. Usage limits reset upon subscribing to a paid plan.

4.5 Automatic Renewal

Subscriptions automatically renew at the end of each billing cycle (monthly or annually) unless cancelled before the renewal date. You authorize us to charge your payment method on file for renewal fees. You may cancel auto-renewal at any time through your account settings or by contacting us.

4.6 Price Changes

We reserve the right to change subscription prices. Price changes will be communicated to you at least thirty (30) days before taking effect. Continued use of the Platform after a price change constitutes acceptance of the new pricing.

Founding Member Price Protection: Subscribers who have been granted Founding Member status are permanently locked in at their Founding Member rate (as specified in the Subscription Plan Addendum, Section 17). This rate is contractually guaranteed for the lifetime of the subscription and is exempt from any future price increases, provided the subscription remains active and in good standing.

4.7 Failed Payments

If a payment fails, we will attempt to process the payment again. If payment cannot be collected, we may suspend or terminate your access to the Platform. You remain responsible for any uncollected amounts.

4.8 Refund Policy

Subscriptions are non-refundable after seven (7) days of activation.

You may request a full refund within seven (7) days of activating your paid subscription. After this 7-day window, no refunds are available for any reason, including partial subscription periods or unused features. You may cancel your subscription at any time, but you will not receive a refund or credit for the remaining billing period.

No prorated credits: If you upgrade or downgrade your subscription plan, no prorated credits from your current subscription will be applied. The new plan rate takes effect at your next billing cycle.

4.9 Taxes

Subscription fees are exclusive of applicable taxes. You are responsible for paying all taxes associated with your subscription.

5. User Responsibilities and Acceptable Use

5.1 Lawful Use

You agree to use Travel Office Suite Pro only for lawful purposes and in compliance with all applicable laws, regulations, and industry standards.

5.2 Travel Industry Compliance

You are solely responsible for:

• Complying with all Seller of Travel laws and regulations in states/jurisdictions where required
• Maintaining appropriate travel industry certifications and affiliations
• Adhering to supplier agreements and booking policies
• Providing accurate information to clients regarding travel products and services
• Maintaining appropriate errors and omissions (E&O) insurance coverage

5.3 Client Communications

You are solely responsible for all communications sent to clients through the Platform, including but not limited to:

• Ensuring accuracy of all information provided
• Obtaining necessary consents for electronic communications (including SMS/text message opt-in where applicable)
• Complying with anti-spam laws (CAN-SPAM, CASL, etc.) and the Telephone Consumer Protection Act (TCPA)
• Maintaining professional standards in all communications

5.4 Data Accuracy

You are responsible for the accuracy of all data entered into the Platform, including client information, trip details, pricing, and financial records.

5.5 Prohibited Conduct

You agree NOT to:

• Use the Platform for any illegal, fraudulent, or unauthorized purpose
• Misrepresent your identity, credentials, or affiliation with any person or entity
• Upload, transmit, or distribute malicious code, viruses, or harmful content
• Attempt to gain unauthorized access to the Platform, other accounts, or related systems
• Interfere with or disrupt the Platform's operation or security
• Reproduce, duplicate, copy, sell, or resell any part of the Platform without authorization
• Use the Platform to send spam, unsolicited communications, or marketing materials without proper consent
• Scrape, harvest, or collect information from the Platform using automated means
• Circumvent, disable, or interfere with security features of the Platform
• Use the Platform in any manner that could damage, disable, overburden, or impair our servers
• Violate the intellectual property rights of the Company or any third party

6. Data, Privacy, and Confidentiality

6.1 Privacy Policy

Your use of Travel Office Suite Pro is also governed by our Privacy Policy, which is incorporated into these Terms by reference. Please review our Privacy Policy to understand our data collection and use practices.

6.2 Your Data

"Your Data" refers to all data, information, and content that you or your clients input, upload, or generate through the Platform, including but not limited to client records, trip details, invoices, documents, and communications.

6.3 Data Ownership

You retain ownership of Your Data. We do not claim ownership of any content you create or upload to the Platform.

6.4 License to Your Data

By using the Platform, you grant us a limited, non-exclusive license to access, process, and store Your Data solely for the purpose of providing and improving the Service.

6.5 Data Security

We implement reasonable security measures to protect Your Data. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

6.6 Data Portability

You have the right to export Your Data at any time during your active subscription. We provide data export functionality within the Platform.

6.7 Client Data Responsibility

You are responsible for:

• Obtaining appropriate consents from your clients for data collection and storage
• Complying with applicable data protection laws (including GDPR, CCPA, and others)
• Protecting the confidentiality of client information
• Using client data only for legitimate business purposes

6.8 Confidentiality

Each party agrees to maintain the confidentiality of the other party's confidential information and not to disclose such information to third parties without prior written consent, except as required by law.

7. Intellectual Property Rights

7.1 Platform Ownership

Travel Office Suite Pro, including all applications within the Suite (Booking Pro, AI Navigator Pro, Forms Pro, and any future applications), their software, design, graphics, user interface, features, functionality, documentation, and all related intellectual property, is owned by Tech For Travel Agents, LLC and is protected by copyright, trademark, and other intellectual property laws.

7.2 Limited License

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Platform for your internal business purposes during your subscription period.

7.3 Restrictions

You may not:

• Modify, adapt, translate, or create derivative works of the Platform
• Reverse engineer, decompile, or disassemble any part of the Platform
• Remove or alter any proprietary notices, labels, or marks
• Sublicense, lease, rent, or transfer your rights to the Platform
• Use the Platform to develop a competing product or service

7.4 User-Generated Content

Content you create using the Platform (proposals, itineraries, invoices, etc.) belongs to you. You may use this content for your business purposes.

7.5 Destination Intelligence Content

Destination intelligence data, including destination profiles, regional information, and curated travel content provided through AI Navigator Pro, is proprietary content owned by Tech For Travel Agents, LLC. You may use this information to inform your client advisories and recommendations, but you may not systematically extract, republish, or redistribute destination intelligence data outside of your normal advisory business operations.

7.6 Feedback

If you provide suggestions, ideas, or feedback about the Platform ("Feedback"), you grant us the right to use such Feedback without restriction or compensation.

8. AI-Powered Features and Disclaimers

8.1 AI Tools Description

Travel Office Suite Pro includes AI-powered features across multiple applications:

• Booking Pro: AI-assisted trip parsing, itinerary generation from documents and images, content creation, and vendor-specific parsing improvements
• AI Navigator Pro: Natural language business data search, destination intelligence queries, business analytics aggregation, and AI-driven research assistance

These tools are designed to assist your workflow but are not a substitute for professional judgment.

8.2 AI Accuracy Disclaimer

AI-generated content is provided "as-is" without warranties of accuracy, completeness, or fitness for any particular purpose.

You acknowledge and agree that:

• AI tools may produce inaccurate, incomplete, or inappropriate content
• AI-generated information should be reviewed and verified before use
• You are solely responsible for reviewing, editing, and approving all AI-generated content before sharing with clients
• We do not guarantee the accuracy of AI-parsed data from documents or images
• AI Navigator Pro search results and analytics are based on your stored data and may not reflect complete or real-time information
• Destination intelligence data, while curated, may not reflect the most current travel conditions, entry requirements, or advisories

8.3 Your Responsibility

You are solely responsible for:

• Verifying all AI-generated itinerary details, pricing, and recommendations
• Independently confirming destination entry requirements, visa policies, health advisories, and travel conditions with authoritative sources (e.g., U.S. Department of State, CDC, embassy websites)
• Ensuring AI-generated content meets your professional standards
• Correcting any errors before client communications
• Final decisions regarding travel recommendations and bookings

8.4 No Reliance

You should not rely solely on AI-generated content for critical business decisions. Always verify information through authoritative sources.

9. Third-Party Services, Payment Collection, and Integrations

9.1 Third-Party Services

Travel Office Suite Pro integrates with various third-party services, including but not limited to:

• Payment processing for advisor subscriptions (Stripe)
• Presentation tools (Gamma)
• Email delivery services (ZeptoMail)
• AI and language model services
• Mapping and location services

9.2 Third-Party Terms

Your use of third-party services is subject to the terms and conditions of those services. We are not responsible for the availability, functionality, or terms of third-party services.

9.3 API Keys and Credentials (BYOK)

If you provide your own API keys or credentials for third-party services ("Bring Your Own Key" or "BYOK"), you are responsible for:

• Maintaining the security of your credentials
• Complying with the third-party's terms of service
• Any charges incurred through your API usage
• Obtaining and maintaining valid API access

9.4 Third-Party Failures

We are not liable for any failures, outages, or issues caused by third-party services, even when integrated with Travel Office Suite Pro.

9.5 Client Payment Collection

9.5.1 Payment Collection Model

Travel Office Suite Pro provides tools to facilitate client payment collection through external payment links and an optional PCI Vault feature for secure card-on-file storage. The Platform itself does not collect, process, transmit, or store raw (unencrypted) client payment card numbers, bank account details, or other financial instrument data. Where card data is collected via PCI Vault, it is tokenized by a PCI-DSS Level 1 certified third-party provider before any reference is stored on the Platform (see Section 9.7).

9.5.2 How Client Payment Collection Works

The Platform supports client payment collection through the following mechanisms:

• Stripe Payment Links: You may configure your own Stripe Payment Links within the Platform. When a client clicks a payment link on an invoice or in the client portal, they are redirected to Stripe's hosted checkout page to complete payment. The Platform does not handle or see the client's payment card data at any point in this transaction.
• External Payment URLs: You may configure a custom external payment URL (e.g., your host agency's payment portal, your own merchant services page, or another payment processor). Clients are redirected to your specified external URL to complete payment. The Platform does not handle or see the client's payment data at any point in this transaction.
• Planning Fees: You may configure Stripe Payment Links specifically for collecting planning fees or consultation charges. These operate identically to standard Stripe Payment Links as described above.
• PCI Vault (Card-on-File): The Platform includes an optional PCI Vault feature that allows your clients to securely submit their payment card information through a tokenized collection form hosted by a PCI-DSS Level 1 certified third-party provider. The card data is encrypted and tokenized before any reference reaches the Platform — the Platform never sees, stores, or has access to the raw card number, expiration date, or CVV. You (the Travel Advisor) may then retrieve a masked card reference from the Platform and manually enter the card details into the travel vendor's own PCI-DSS compliant booking system to complete the booking on behalf of your client. This workflow allows you to book travel with your client's authorized payment method without the card data ever being stored in an unencrypted form on the Platform. See Section 9.7 for full PCI Vault terms and cardholder data prohibitions.

9.5.3 PCI-DSS Compliance Clarification

Travel Office Suite Pro does NOT directly collect, process, or transmit raw client payment card data for payment transactions.

For client payment collection, the Platform uses an external redirect model — directing clients to Stripe's hosted checkout or to your own external payment URL — so no raw payment card data enters or passes through the Platform during payment transactions. Payment card data for transactions is handled entirely by Stripe or your designated external payment processor.

The Platform does provide an optional PCI Vault feature for tokenized card-on-file storage (see Section 9.7 below). PCI Vault uses a PCI-DSS Level 1 certified third-party provider to tokenize and store card data — the Platform itself never sees, stores, or has access to raw card numbers. Only secure tokens and masked references are stored within the Platform.

Your PCI-DSS obligations: If you collect client payment card information through any means outside of this Platform (e.g., over the phone, via email, through your host agency's systems, or through your own merchant account), you are solely responsible for ensuring your own PCI-DSS compliance for those activities. Tech For Travel Agents, LLC bears no responsibility for your payment card handling practices outside of this Platform.

9.5.4 Advisor Responsibilities for Client Payments

By using the client payment collection features, you acknowledge and agree that you are solely responsible for:

• Stripe Account: Maintaining a valid Stripe account (if using Stripe Payment Links), complying with Stripe's Terms of Service, and ensuring your Stripe account is properly configured
• External Payment URLs: Ensuring any external payment URL you configure is legitimate, secure (HTTPS), and operated by a reputable payment processor
• Client Consent: Obtaining appropriate consent from clients before directing them to payment pages or collecting their card information via PCI Vault
• PCI Vault Usage: Using PCI Vault card data solely for the purpose of booking travel on behalf of the authorizing client, entering card details only into the vendor's own PCI-DSS compliant booking environment, and never copying, saving, or transmitting raw card data outside of the PCI Vault retrieval workflow (see Section 9.7)
• Payment Accuracy: Ensuring payment amounts, descriptions, and terms displayed to clients are accurate and consistent with your invoices
• Regulatory Compliance: Complying with all applicable payment processing regulations, consumer protection laws, and state-specific requirements
• Client Disputes: Resolving any disputes, chargebacks, or refund requests between you and your clients regarding payment transactions
• Host Agency Compliance: If operating under a host agency, ensuring your payment collection practices comply with your host agency agreement
• Fees and Liabilities: Paying all fees, fines, penalties, or liabilities arising from your payment collection activities

9.5.5 Tech For Travel Agents Disclaimers Regarding Payments

TECH FOR TRAVEL AGENTS, LLC EXPRESSLY DISCLAIMS ANY RESPONSIBILITY OR LIABILITY FOR:

• Any payment disputes, chargebacks, or claims between you and your clients
• The security, availability, or functionality of Stripe or any external payment processor you use
• Any losses arising from misconfigured payment links or incorrect payment URLs
• Your PCI-DSS compliance obligations for payment card handling activities outside of this Platform
• Any fees, fines, penalties, or liabilities imposed by payment processors, card networks, banks, or regulatory authorities related to your payment collection practices
• The accuracy of payment amounts or terms displayed through external payment links
• Any unauthorized transactions processed through your Stripe account or external payment URL

9.5.6 Indemnification for Payment Collection

In addition to the general indemnification obligations in Section 11, you specifically agree to indemnify, defend, and hold harmless Tech For Travel Agents, LLC from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from or related to:

• Your use of Stripe Payment Links or external payment URLs for client payment collection
• Any payment disputes, chargebacks, or fraud claims involving your clients
• Your failure to comply with applicable payment processing regulations
• Your misconfiguration of payment links or external payment URLs
• Any claims by your clients, payment processors, card networks, banks, or regulatory authorities related to your payment collection practices

9.6 Host Agency and Consortia Payment Processing

Many travel advisors process client payments through their host agency's merchant account or payment systems. If you use an external payment URL to direct clients to your host agency's payment portal:

• You are responsible for ensuring the external payment URL you configure is accurate and authorized by your host agency
• Payment processing, fund handling, and disbursement between you and your host agency are governed by your host agency agreement and are entirely outside the scope of this Platform
• Tech For Travel Agents, LLC is not a party to any payment processing arrangement between you, your host agency, and your clients
• We bear no responsibility for payment delays, processing errors, or disputes arising from host agency payment processing

9.7 PCI Vault Service and Cardholder Data Prohibition

9.7.1 PCI Vault Overview

Travel Office Suite Pro includes an optional PCI Vault feature that allows travel advisors to securely store client payment card data on file for booking purposes. PCI Vault is powered by a PCI-DSS Level 1 certified third-party tokenization provider. When a client submits card data through the PCI Vault interface:

• Card data is transmitted directly to the third-party provider using client-side encryption
• The provider returns a secure token and masked card reference (e.g., last 4 digits, card brand)
• Only the token and masked reference are stored within Travel Office Suite Pro
• Raw card data (full card number, CVV, etc.) is never stored, transmitted through, or accessible within the Travel Office Suite Pro platform

PCI Vault usage is metered during the free trial period (see Section 4.4) and available without metering on Pro, Team, and Enterprise plans. Basic plan subscribers do not have access to PCI Vault.

9.7.2 ABSOLUTE PROHIBITION ON STORING CARDHOLDER DATA

IT IS STRICTLY FORBIDDEN FOR ANY USER TO STORE, ENTER, SAVE, OR RECORD RAW CARDHOLDER DATA ANYWHERE WITHIN TRAVEL OFFICE SUITE PRO OUTSIDE OF THE DESIGNATED PCI VAULT FEATURE.

"Cardholder Data" includes, but is not limited to:

• Primary Account Number (PAN) — The full card number, typically 13 to 19 digits, including the Issuer Identification Number (IIN/BIN), individual account identifier, and check digit. This applies to credit cards, debit cards, prepaid cards, and any other payment card.
• Expiration Date — The month and year indicating when the card becomes invalid.
• Security Code (CVV/CVC/CVV2/CID) — The 3-digit code (Visa, Mastercard, Discover) or 4-digit code (American Express) used to authenticate card-not-present transactions. This code must never be stored under any circumstances, even within PCI Vault.
• Cardholder Name — The name of the cardholder as it appears on the card, when combined with any of the above data elements.
• Any partial or complete combination of the above elements that could be used to identify a payment card or facilitate a transaction.

Prohibited Locations Include But Are Not Limited To:

• Client notes, comments, or descriptions
• Trip notes or trip details fields
• Invoice notes, line item descriptions, or memo fields
• Document uploads or file attachments
• Form responses or intake form submissions
• Email communications sent through the Platform
• Any free-text field, custom field, or data entry point within any application in the Suite

Storing cardholder data outside of PCI Vault would bring the Travel Office Suite Pro platform into scope of PCI-DSS compliance requirements and expose all users to security and regulatory risk. This prohibition exists to protect you, your clients, and all users of the Platform.

9.7.3 Enforcement and Consequences

Any user found to be storing raw cardholder data outside of PCI Vault is in direct violation of these Terms of Service. Tech For Travel Agents, LLC reserves the right to:

• Immediately suspend or terminate the offending account without notice
• Delete any improperly stored cardholder data without notice
• Report the violation to applicable regulatory authorities
• Seek indemnification for any costs, fines, penalties, or liabilities incurred as a result of the violation

9.7.4 PCI Vault Data Handling

By using the PCI Vault feature, you acknowledge and agree that:

• Card tokenization and storage is performed by a third-party PCI-DSS Level 1 certified provider, not by Tech For Travel Agents, LLC
• Tech For Travel Agents, LLC does not have access to raw card data stored in PCI Vault
• Token data and masked card references stored within the Platform do not constitute raw cardholder data
• You are responsible for obtaining proper authorization from cardholders before storing their card data
• Vault tokens may be subject to expiration or deletion policies as described within the Platform
• We are not responsible for the availability, security failures, or data breaches of the third-party vault provider
• PCI Vault access is included with Pro, Team, and Enterprise plans; Basic plan subscribers must upgrade to use PCI Vault

9.7.5 Indemnification for Cardholder Data Violations

In addition to the general indemnification obligations in Section 11, you specifically agree to indemnify, defend, and hold harmless Tech For Travel Agents, LLC from and against any and all claims, damages, losses, liabilities, costs, fines, penalties, and expenses (including reasonable attorneys' fees and PCI-DSS non-compliance fines) arising from or related to your storage of raw cardholder data within the Platform outside of the designated PCI Vault feature, or your misuse of the PCI Vault feature.

10. Limitation of Liability

10.1 Platform as a Tool

Travel Office Suite Pro is a business management tool. We are not a travel agency, tour operator, or supplier. We do not provide travel services, make bookings, or handle client funds on your behalf.

10.2 Disclaimer of Warranties

THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

We do not warrant that:

• The Platform will be uninterrupted, error-free, or secure
• The Platform will meet your specific requirements
• Any defects will be corrected
• The results obtained from using the Platform will be accurate or reliable
• Destination intelligence data will be current, complete, or free from errors
• AI-generated content will be accurate, appropriate, or suitable for your purposes

10.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL TECH FOR TRAVEL AGENTS, LLC, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR:

• Any indirect, incidental, special, consequential, or punitive damages
• Lost profits, revenue, data, or business opportunities
• Booking errors, supplier failures, or client disputes
• Lost commissions or business
• Any damages arising from your use or inability to use the Platform
• Any damages arising from third-party actions or services
• Any damages arising from reliance on AI-generated content or destination intelligence data
• Any damages arising from client payment processing through external links or services
• Any damages exceeding the total fees paid by you in the twelve (12) months preceding the claim

10.4 Acknowledgment

You acknowledge that the limitations of liability in this section are essential elements of this Agreement and that the Service would not be provided without these limitations.

10.5 Exceptions

Some jurisdictions do not allow certain limitations of liability. In such jurisdictions, our liability shall be limited to the maximum extent permitted by law.

11. Indemnification

11.1 Your Indemnification

You agree to indemnify, defend, and hold harmless Tech For Travel Agents, LLC, its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from or related to:

• Your use of the Platform
• Your violation of these Terms
• Your violation of any law or regulation
• Your violation of the rights of any third party
• Any claims by your clients related to your travel advisory services
• Any content you upload, create, or transmit through the Platform
• Your failure to obtain necessary consents or licenses
• Any breach of your representations and warranties
• Your client payment collection activities, including the use of Stripe Payment Links, external payment URLs, or any other payment method
• Your handling of client payment card data outside of this Platform

11.2 Indemnification Process

We will provide you with prompt notice of any claim and cooperate with your defense. We reserve the right to participate in the defense with counsel of our choice at our own expense.

12. Term and Termination

12.1 Term

This Agreement begins when you create an account and continues until terminated by either party.

12.2 Termination by You

You may cancel your subscription at any time through your account settings or by contacting us. Cancellation will take effect at the end of your current billing period. No refunds will be provided for the remaining subscription period.

12.3 Termination by Us

We may suspend or terminate your account immediately if:

• You breach any provision of these Terms
• Your payment method fails and is not resolved
• We are required to do so by law
• We discontinue the Service

We may terminate your account for any reason with thirty (30) days' written notice.

12.4 Effect of Termination

Upon termination:

• Your access to the Platform will be revoked
• Your right to use the Platform immediately ceases
• We may delete Your Data after a reasonable retention period (typically 30 days)
• Provisions that by their nature should survive termination will survive (including intellectual property, limitation of liability, indemnification, and dispute resolution)

12.5 Data Export

You are encouraged to export Your Data before termination. We will provide a reasonable period (typically 30 days) to export Your Data following termination. After this period, we may delete Your Data.

13. Modifications to Terms and Service

13.1 Changes to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated to you via email or through the Platform at least thirty (30) days before taking effect.

13.2 Acceptance of Changes

Your continued use of the Platform after changes take effect constitutes acceptance of the modified Terms. If you do not agree to the changes, you must stop using the Platform and cancel your subscription.

13.3 Changes to Service

We may modify, update, or discontinue features of the Platform at any time. We will provide reasonable notice of material changes to functionality.

14. Dispute Resolution

14.1 Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of Florida, United States, without regard to its conflict of law provisions.

14.2 Informal Resolution

Before initiating formal dispute resolution, you agree to first contact us to attempt to resolve any dispute informally. Most concerns can be resolved quickly through informal communication.

14.3 Arbitration Agreement

Any dispute, controversy, or claim arising out of or relating to this Agreement, or the breach, termination, or validity thereof, shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Commercial Arbitration Rules.

The arbitration shall be conducted:

• In the English language
• In Orlando, Florida, or remotely as agreed by the parties
• By a single arbitrator selected in accordance with AAA rules

14.4 Class Action Waiver

YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ON AN INDIVIDUAL BASIS AND NOT AS A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. You waive any right to participate in a class action lawsuit or class-wide arbitration.

14.5 Exceptions

Notwithstanding the above, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights.

14.6 Venue

For any disputes not subject to arbitration, the exclusive venue shall be the state and federal courts located in Orange County, Florida, and you consent to the personal jurisdiction of such courts.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy and any other policies referenced herein, constitute the entire agreement between you and Tech For Travel Agents, LLC regarding the Platform.

15.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall remain in full force and effect.

15.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

15.4 Assignment

You may not assign or transfer these Terms or your rights hereunder without our prior written consent. We may assign these Terms without restriction.

15.5 Force Majeure

We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, strikes, or shortages of transportation, facilities, fuel, energy, labor, or materials.

15.6 Notices

Notices to you may be provided via email to the address associated with your account or through the Platform. Notices to us should be sent to the contact information provided below.

15.7 Independent Contractors

You and Tech For Travel Agents, LLC are independent contractors. Nothing in these Terms creates a partnership, joint venture, employment, or agency relationship.

15.8 Headings

Section headings are for convenience only and do not affect the interpretation of these Terms.

16. Contact Information

If you have questions about these Terms of Service, please contact us:

Tech For Travel Agents, LLC
[email protected]
https://travelofficesuitepro.ai

17. Subscription Plan Addendum

Effective June 6, 2026. This addendum details the subscription tiers, pricing, and feature access levels available on Travel Office Suite Pro. All prices are in USD. By subscribing to any paid plan, you agree to the terms outlined below in addition to the general Terms of Service above.

17.1 Free Trial

All new users receive a 7-day free trial with metered access to platform features. No credit card is required. Trial limits are as follows: 5 PDF parses, 5 AI proposals, 10 itineraries, 10 text parses, 3 supplier comparisons, 30 PCI Vault entries, and 3 presentations. One trial per email address; trial accounts that expire without conversion are retained for 90 days before deletion.

17.2 Subscription Tiers

The following subscription tiers are available. All annual plans are billed as a single upfront payment for the full year.

17.3 Founding Member Price Protection

The Founding Member tier is available to the first 60 subscribers who select the Pro annual plan. Founding Members receive a permanently locked rate of $18/month (billed annually at $216/year), regardless of future price changes to the standard Pro tier. This rate remains in effect as long as the subscription is maintained without interruption. If a Founding Member cancels and later re-subscribes, the Founding Member rate is not guaranteed upon return.

17.4 Seat-Based Pricing (Team & Enterprise)

Team and Enterprise plans use per-seat pricing. Each seat represents one named user with access to the platform.

• Team: Minimum 2 seats, maximum 25 seats. One (1) admin seat is included at no extra charge. Additional seats beyond the included admin seat are billed at the per-seat rate.
• Enterprise: Minimum 10 seats. Two (2) admin seats are included at no extra charge. Custom seat configurations and volume discounts may be available — contact [email protected].

Seats can be added mid-cycle. Added seats are prorated for the remainder of the current billing period. Seats removed mid-cycle remain active until the end of the current billing period.

17.5 Feature Access by Tier

Feature availability varies by subscription tier. Lower tiers may have metered limits on certain features (e.g., PDF parses, AI proposals, presentations). Higher tiers unlock additional capabilities including advanced reporting, multi-user collaboration, priority support, and custom integrations. A detailed feature comparison is available on the Pricing page.

17.6 Upgrades and Downgrades

You may upgrade or downgrade your subscription tier at any time through your account settings. Upgrades take effect immediately; the price difference for the remainder of the billing cycle is charged at the time of upgrade. Downgrades take effect at the start of the next billing cycle. No prorated credits or refunds are issued for mid-cycle downgrades (see Section 4.8).

17.7 Annual Billing

All annual subscriptions are billed as a single upfront payment for the full 12-month term. Annual plans auto-renew at the then-current annual rate unless cancelled at least 30 days before the renewal date. The 7-day refund window (Section 4.8) applies to annual plans from the date of initial purchase or renewal.