Terms of Service

Version: 1.0
Effective Date: 23 January 2026
Last Updated: 23 January 2026

1. Introduction

Welcome to Tripsdock Trip Management Platform (“the Platform”). These Terms of Service (“Terms”) govern your use of the Platform. By accessing or using the Platform, you agree to be bound by these Terms.

These Terms constitute a legally binding agreement between you (the group or individual) and Tripsdock. Please read them carefully before registering.

2. Eligibility

To use the Platform, you must:

• Be at least 18 years old
• Be organising trips for a group (formal or informal) or as an individual trip organiser
• Comply with all applicable laws and regulations

3. User Accounts

Registration

• You are responsible for providing accurate, complete information during registration
• You must keep your login credentials confidential
• You are responsible for all activity under your account
• You must notify us immediately of any unauthorised access

Account Termination

• We may suspend or terminate your account if you violate these Terms
• We may terminate your account at any time with reasonable notice

Account Deletion

You can delete your account at any time via Account Settings. When you delete your account:

• Your personal data is deleted immediately (name, email, contact details, ICE information)
• Restriction: You cannot delete your account if you have upcoming trip registrations. Cancel all future trips first, or contact us for a 30-day delayed deletion.
• Financial records: Transaction records are retained for 7 years (HMRC requirement) but anonymised (name replaced with "User_[ID]")
• Trip history: Your past trip participation is anonymised (name replaced with "Former Member")
• Photos: Photos you uploaded to trip galleries remain with the group (ownership transferred at upload)
• Audit logs: System access logs retained for 2 years for security purposes

4. Acceptable Use

You agree NOT to:

• Use the Platform for any illegal purpose
• Harass, abuse, or harm other users
• Post offensive, defamatory, or discriminatory content
• Attempt to gain unauthorised access to the Platform
• Disrupt or degrade the Platform's functionality
• Use bots or automated tools without permission
• Reverse engineer or attempt to extract source code

5. Content & Intellectual Property

• You retain ownership of content you upload (trip descriptions, profile information, etc.)
• Photos uploaded to trip galleries: By uploading photos to trip galleries, you transfer ownership of those photos to the group for trip documentation purposes. Photos may remain in the group's gallery even after you leave.
• You grant us a licence to use, store, and display your content to operate the Platform
• You are responsible for ensuring you have rights to all content you upload
• You agree not to upload content that violates copyright or intellectual property rights

6. Data Privacy & Security

• We collect and store personal information including names, emails, and contact details
• Participant data (ICE details, payments) is handled with strict confidentiality
• We use industry-standard security measures but cannot guarantee complete security
• See our Privacy Policy for detailed data handling practices

6.1 Emergency Contact Information

User Responsibility: You are responsible for ensuring your emergency contact and insurance information is accurate and up-to-date. Tripsdock and trip organisers are not liable for inability to contact emergency services or insurance providers in the event of incorrect information being provided.

Reasonable Efforts: While we provide tools to coordinate emergency information through ICE holders, we make no guarantees about the effectiveness of this system. Trip participants and organisers should maintain their own emergency preparedness measures.

7. Payment, Platform Fees & Refunds

7.1 Platform Fees

Tripsdock charges a platform fee to groups after trip deposits are successfully collected:

• Per-night fee: £2.00 per participant per trip night
• Minimum fee: £3.00 per participant
• First trip free: Your group's first completed trip is free of platform fees

Platform fees are charged when all registered participants have paid their deposits. You will be prompted to pay the fee via secure Stripe checkout before you can:

• Create additional payment requests (e.g., balance payments)
• Progress your trip to completion

Important: Platform fees are non-refundable once deposits are complete, as they cover the operational costs of managing your trip to that stage. If your trip is cancelled after deposits are collected, the platform fee remains due.

7.2 Participant Payments

• Trip fees and participant payments are the sole responsibility of the group
• You set your own deposit amounts, balance payments, and refund policies for participants
• Tripsdock does not process participant payments - these are handled directly by your group
• We are not responsible for payment disputes between participants and groups

7.3 Payment Processing

• Platform fees are processed securely via Stripe
• All amounts are in GBP (£) unless otherwise specified
• Payment must be completed before certain trip management features become available
• Failed payments can be retried at any time

7.4 Fee Adjustments

• Platform fees are calculated at the time deposits are complete
• If participants drop out after this point, fees are not recalculated or refunded
• Fees are based on the registered participant count when deposits are marked complete

7.5 Disputes

If you believe you have been charged incorrectly:

1. Contact us at hello@tripsdock.com with your trip details
2. We will review your case within 2 business days
3. Valid billing errors will be refunded promptly
4. Fee waivers are at our sole discretion

7.6 Platform Sustainability

Platform fees support the ongoing operation and development of Tripsdock:

• Maintaining secure, reliable infrastructure
• Developing new features based on user feedback
• Providing responsive customer support
• Ensuring data security and privacy compliance

Tripsdock is an independently operated platform committed to sustainable, long-term service to the touring community. We are a member of Stripe Climate, committing 1% of our revenue to carbon removal.

8. Limitation of Liability

To the maximum extent permitted by law:

• We are not liable for indirect, incidental, consequential, or punitive damages
• We are not liable for loss of data, revenue, or business opportunities
• Our total liability to you is limited to the amount you paid us in platform fees in the past 12 months
• We make no warranties, express or implied, regarding the Platform or services
• We are not liable for any losses related to trip cancellations, accidents, or participant conduct

8.1 Payment Processing

• Payment processing for platform fees is handled by Stripe, Inc.
• We are not liable for any failures, delays, or errors in Stripe's payment processing
• In the event of payment processing issues, your sole recourse is through Stripe's dispute resolution process
• We will assist with payment-related queries but cannot override Stripe's payment decisions
• We are not responsible for declined payments, bank charges, or currency conversion fees

9. Indemnification

You agree to indemnify and hold us harmless from any claims, damages, or losses arising from:

• Your use of the Platform
• Your violation of these Terms
• Your content or activities
• Any disputes between you and other users or participants
• Accidents or incidents during trips managed through the Platform

10. Third-Party Services

The Platform uses trusted third-party services for payment processing (Stripe), infrastructure, and email delivery. These services have their own terms and privacy policies, which you accept by using the Platform.

We are not responsible for issues arising from third-party service outages or failures.

11. Modifications to Terms

We may modify these Terms at any time. Changes take effect immediately upon posting to our website.

Your continued use of the Platform constitutes acceptance of modified Terms. We recommend reviewing these Terms periodically.

12. Termination

We may terminate your access to the Platform:

• If you violate these Terms
• With reasonable notice if we cease operating the Platform
• Immediately for serious violations or illegal activity

Upon termination:

• You lose access to all services immediately
• Data retention: We follow these retention periods:
  • Personal data: Deleted immediately upon request (Right to Erasure)
  • Financial records: 7 years (anonymised after deletion request)
  • Audit logs: 2 years for security and compliance
  • Trip photos: Remain with group (ownership transferred at upload)
• Inactive accounts: If your account is inactive for 12 months (no trip participation), we'll email you to confirm you want to keep it. If you don't respond within 30 days, your account will be automatically deleted.
• Survival of certain provisions (Indemnification, Limitation of Liability, etc.)

13. Governing Law

These Terms are governed by the laws of England and Wales.

Any disputes shall be resolved in the courts of England and Wales.

14. Contact & Support

For questions about these Terms or general support:

• Email: help@tripsdock.com
• Website: tripsdock.com

We aim to respond to all enquiries within 2 business days.

15. Severability

If any provision of these Terms is found invalid or unenforceable, the remaining provisions continue in full force.

16. Entire Agreement

These Terms constitute the entire agreement between you and us regarding the Platform and supersede all prior agreements and understandings.