TripDesk365 Terms of Service

Effective: October 6, 2026 , Last updated: October 17, 2026

These Terms of Service (the "Terms") are an agreement between Elite Travel Technologies LLC, a Delaware limited liability company doing business as TripDesk365 ("TripDesk365", "we", "us", "our"), and the business that signs up for, or signs an order for, the TripDesk365 platform (the "Customer", "you").

If you accept these Terms on behalf of a business, you confirm that you have authority to bind it. TripDesk365 is a business-to-business service. It is not offered to consumers, who book through our consumer brand under its own terms.

If you and we have signed an order form or other written agreement for the Service (an "Order Form"), the Order Form prevails over these Terms where the two conflict.

Terms at a glance

This summary helps you find your way; the numbered sections are what bind.

What you get: a platform to search, book, ticket, and service business travel, apply travel policy and approvals, and look after travellers (§2).
Who books what: suppliers such as airlines and hotels provide the travel. Their fare rules and conditions of carriage apply to every booking (§4).
Your part: keep your users' access under control, enter travellers' details exactly as on their documents, and pay for bookings and the Service on time (§3, §4, §5).
Ticketing deadlines are real: a ticket can generally be voided only until 23:59 US Eastern on the next business day after it is issued. After that, changes and refunds follow the fare rules (§4.4).
Fees: a subscription for the platform plus any per-booking fees in your plan or Order Form. If an invoice is more than 14 days overdue, new bookings pause while existing trips stay serviceable (§5).
Your data stays yours. We process it to run the Service, under our Privacy Policy and, where you need one, a data processing agreement (§6).

1. Definitions

Authorised User: an individual the Customer allows to use the Service under its account, such as an employee, travel arranger, or agent.
Booking: a reservation, ticket, or other travel product requested or issued through the Service.
Business Day: a day other than a Saturday, Sunday, or US federal holiday observed by the Airlines Reporting Corporation (ARC), counted in US Eastern time.
Customer Data: data that the Customer or its Authorised Users put into the Service, including traveller information.
Fees: Subscription Fees and Transaction Fees.
Subscription Fees: the recurring fees for access to the Service under the Customer's plan or Order Form.
Supplier: a provider of travel services, such as an airline, hotel, car rental company, rail operator, or tour operator, and the reservation systems that serve them.
Transaction Fees: fees charged per Booking or per transaction, such as service fees, as set out in the Customer's plan, Order Form, or price breakdown in the Service.
Traveller: a person for whom a Booking is made.
Travel Charges: the price of a Booking payable to a Supplier, including fares, taxes, and Supplier fees.

2. The Service

2.1 What it does. TripDesk365 provides a web platform for searching, booking, ticketing, and servicing travel; applying travel policies and approvals; managing travellers, clients, and accounts; billing; and traveller-care features such as disruption alerts.

2.2 Changes. We improve the Service continually and may add, change, or remove features. We will not materially reduce the core functionality of a paid plan during a subscription term without notice and, where the reduction is material, a pro-rata refund of prepaid Subscription Fees for the affected period if you terminate because of it.

2.3 Availability. We work to keep the Service available at all times, but it may be unavailable for maintenance or for reasons beyond our control. Reservation systems, Suppliers, and payment networks have outages of their own, and we cannot guarantee their availability.

2.4 Information features. Disruption alerts, travel advisories, visa hints, weather, emissions estimates, and similar information are provided as a convenience, often from third-party sources. They may be incomplete or delayed. They do not replace checking with the Supplier, the relevant government, or the Traveller's own judgement.

3. Accounts and Authorised Users

3.1 Access control. The Customer decides who its Authorised Users are and what roles they hold, and is responsible for their actions in the Service as if they were its own. Administrators should remove access promptly when someone leaves or changes role.

3.2 Credentials. Authorised Users must keep their sign-in methods secure and must not share accounts. Tell us promptly at [email protected] if you suspect unauthorised use.

3.3 Accuracy. You must give us accurate account and billing information and keep it current.

4. Travel bookings

4.1 Suppliers provide the travel. We arrange Bookings with Suppliers on behalf of the Customer and its Travellers. The contract for each travel service is between the Traveller (or the Customer) and the Supplier. It is governed by the Supplier's terms, fare rules, and conditions of carriage, which you accept when you make the Booking. You are responsible for making sure Authorised Users and Travellers know the rules that apply to their Bookings, which the Service shows where Suppliers provide them.

4.2 Prices and availability. Fares and availability come from Suppliers and can change until a Booking is confirmed and, for air travel, ticketed. A price shown in a search or a held reservation is not guaranteed. The price breakdown in the Service shows Travel Charges, taxes, and any Transaction Fees before you confirm.

4.3 Traveller information and travel documents.

Names must match the Traveller's travel document exactly. Date of birth and gender must be provided where airlines or governments require them, including for TSA Secure Flight.
Each Traveller is responsible for holding a valid passport, visas, transit permits, and health documents for every country on the itinerary, and for meeting entry requirements. Guidance in the Service is informational (§2.4).
Losses caused by inaccurate Traveller information or missing documents, such as denied boarding, name corrections, or reissue fees, are the Customer's responsibility.

4.4 Ticketing, voids, changes, and refunds.

An issued air ticket can generally be voided without penalty only until 23:59 US Eastern on the next Business Day after issue, and only where the airline and ARC rules allow. The Service shows the deadline for each ticket.
After the void deadline, changes, cancellations, and refunds are governed by the fare rules. Many fares are partly or fully non-refundable.
Refunds of Travel Charges are paid when and to the extent the Supplier refunds them, to the original form of payment unless the Supplier's rules require otherwise.
Transaction Fees are earned when the Booking is made and are not refundable, unless the Customer's plan or Order Form says otherwise or the Booking failed because of our error.

4.5 Debit memos and chargebacks. Airlines and settlement systems can charge back amounts after a ticket is issued, for example through agency debit memos. The Customer is responsible for debit memos, chargebacks, penalties, and fees arising from Bookings made under its account, or from information or instructions given by it or its Authorised Users. Examples include fare-rule violations, duplicate or fictitious bookings, unauthorised card use, and inaccurate Traveller data. We will pass on the supporting detail we receive and work with you in good faith to dispute any that appear wrong.

4.5A Card sales we take as merchant. When a client pays by card through a payment link, we are the merchant. If a sale needs more proof, the cardholder chooses one of three ways to confirm it is them: their card's bank confirms them, an identity check, or a call-back. A call-back is made by one of your card approvers, never by the person who entered the card, on a phone number you held before the Booking, and is recorded truthfully on the Booking. When a card sale is charged back as fraud, your card approver may report that the card was used without the cardholder's permission. Report only facts you have verified, never to settle a dispute or to pressure anyone. We alone decide whether to record an entry, built from our own dispute records; we keep only a keyed one-way code of the card, use it only to decide whether a later card sale on our merchant account needs extra verification, and never tell you or anyone else whether a card is recorded. Tell us promptly if a report turns out to be wrong; you may withdraw it at any time. You will indemnify us for a report you knew, or should have known, was false.

4.6 Paying for Bookings. Travel Charges are paid in the way agreed for the Customer's account:

by payment card at the time of Booking;
against an approved credit account, invoiced and payable by the due date; or
by another method set out in the Order Form.

We may decline or pause new Bookings while amounts are overdue, while a credit limit is exceeded, or where we reasonably suspect fraud. You authorise us and our payment processor to charge the payment method you provide for the Bookings you make.

4.7 Agency compensation. If the Customer is a travel agency, any commission or other compensation it earns on Bookings is set out in its Order Form or commission schedule. Compensation is calculated on amounts actually settled with Suppliers. Amounts later recalled by a Supplier, through refunds, debit memos, or commission recalls, are recalled from the compensation they were paid on.

4.8 Disruptions. We monitor certain flights and send alerts where the Service supports it. Alerts depend on third-party data and may be late, incomplete, or missing. They are a help, not a guarantee, and Travellers should follow Supplier communications.

5. Fees and payment

5.1 Fees. The Customer pays the Fees in its plan or Order Form. Subscription Fees are billed in advance for each billing period, in US dollars unless the Order Form states otherwise. Transaction Fees are charged as Bookings are made, or invoiced as set out in the Order Form.

5.2 Payment methods. You may pay by card or US bank account through our payment processor, or by wire or check where agreed in writing. By saving a payment method you authorise recurring charges for the Fees as they fall due, until you remove it or your subscription ends.

5.3 Taxes. Fees are exclusive of taxes. Where we are required to collect sales, use, or similar taxes, they are added to the invoice. Each party is responsible for taxes on its own income.

5.4 Late payment. Invoices are due on the date shown. We send reminders when an invoice is overdue. If an invoice remains unpaid 14 days after its due date, we may suspend new Bookings and other new activity until it is paid. Existing Bookings remain accessible and serviceable during a suspension. Access returns automatically once the overdue amount is settled.

5.5 Disputed invoices. If you dispute an invoice in good faith, tell us within 30 days of the invoice date and pay any undisputed part. We will work with you to resolve the dispute promptly. Please contact us before starting a card chargeback.

5.6 Trials. If your plan includes a trial, the Service shows when it ends and what happens next. You will not be charged Subscription Fees for the trial period.

5.7 Price changes. We may change Subscription Fees for a renewal term by giving at least 30 days' notice before the renewal. Prices agreed in an Order Form are fixed for the term stated there.

6. Customer Data and privacy

6.1 Ownership. As between the parties, the Customer owns Customer Data. You grant us a worldwide, non-exclusive licence to host, process, transmit, and display Customer Data as needed to provide, secure, and support the Service, to make Bookings with Suppliers, and to meet legal obligations.

6.2 Privacy. Our Privacy Policy explains how we handle personal information. For traveller information that the Customer controls, we act as its service provider or processor. On request we will sign a data processing agreement that reflects the laws that apply to you.

6.3 Your responsibilities. You confirm that you have the rights, notices, and consents needed to give us Customer Data, including Travellers' personal information, and to have it shared with Suppliers and authorities as Bookings require.

6.4 Aggregated data. We may use aggregated or de-identified data, which does not identify the Customer or any individual, to operate and improve the Service. We do not sell Customer Data, and we do not use it to train artificial-intelligence models.

6.5 Export and deletion. You can request an export of Customer Data in a commonly used format during the subscription and for 30 days after it ends. After that we delete or de-identify Customer Data, except records we must keep by law or for settlement, refunds, and disputes, as described in our Privacy Policy.

7. Acceptable use

You and your Authorised Users must not:

break the law or violate the rights of others through the Service;
make speculative, duplicate, fictitious, or test bookings in live reservation systems; hold inventory without a genuine intent to travel; or otherwise breach airline, ARC, or reservation-system rules;
book travel for, or on behalf of, a person or destination subject to US sanctions, or otherwise in breach of export-control and sanctions laws;
access another customer's data, probe or bypass our security, or interfere with the Service;
scrape, copy, or resell fares, content, or data from the Service except through the interfaces and limits we provide;
upload malicious code, or use the Service to send unsolicited messages.

We may suspend access that breaches this section to protect the Service, Suppliers, or other customers. We will tell you why and restore access when the issue is resolved.

8. Security

We maintain technical and organisational measures to protect the Service and Customer Data, as described in our Privacy Policy. You are responsible for securing your own devices, accounts, and integrations. You must tell us promptly about any security issue you discover in the Service.

9. Third-party services

The Service connects to Suppliers, reservation systems, payment processors, identity providers, and other third parties. Their services are governed by their own terms. We are not responsible for their acts, omissions, availability, or data accuracy, although we will use reasonable efforts to work around problems that affect you.

10. Intellectual property

10.1 Ours. We and our licensors own the Service, its software, and its documentation. Subject to these Terms and payment of the Fees, we grant the Customer a non-exclusive, non-transferable right for its Authorised Users to use the Service for the Customer's internal business during the subscription term.

10.2 Yours. You keep all rights in your names, logos, and branding. You allow us to display them in the Service, for example on agency-branded sites and documents, as you configure.

10.3 Feedback. If you send us suggestions, we may use them without obligation to you.

11. Confidentiality

Each party will protect the other's non-public business information it receives through the Service or these Terms with at least reasonable care. It will use that information only to perform under these Terms, and disclose it only to people who need to know it and are bound by similar duties. This does not apply to information that is public, already known, independently developed, or lawfully received from someone else. Either party may disclose information when the law requires it, after giving notice where allowed.

12. Warranties and disclaimers

12.1 Mutual. Each party confirms it has the authority to enter into these Terms.

12.2 Ours. We will provide the Service with reasonable skill and care, in line with these Terms.

12.3 Disclaimer. Except as expressly stated in these Terms, the Service is provided "as is" and "as available". To the fullest extent the law allows, we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that information from Suppliers or third parties is accurate or complete, or that the Service will be uninterrupted or error-free.

13. Limitation of liability

13.1 Excluded losses. Neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, goodwill, or data, even if advised of the possibility.

13.2 Cap. Each party's total liability arising out of these Terms in any 12-month period is limited to the Fees the Customer paid us for the Service in that period. Travel Charges passed through to Suppliers are not included in that amount.

13.3 Exceptions. The limits in this section do not apply to:

the Customer's obligation to pay Fees, Travel Charges, debit memos, and chargebacks;
either party's indemnity obligations;
liability that cannot be limited by law.

14. Indemnification

14.1 By us. We will defend the Customer against third-party claims that the Service, as we provide it, infringes a US patent, copyright, or trademark, or misappropriates a trade secret. We will pay the resulting damages and costs finally awarded or agreed in settlement. If such a claim is made or appears likely, we may modify the Service, obtain a licence, or end the affected subscription with a refund of prepaid Fees for the unused period. This does not cover claims arising from Customer Data, from combining the Service with things we did not provide, or from use in breach of these Terms.

14.2 By the Customer. The Customer will defend us against third-party claims arising from Customer Data, from Bookings made or instructions given under its account, or from its or its Authorised Users' breach of these Terms or the law. It will pay the resulting damages and costs finally awarded or agreed in settlement.

14.3 Process. The party seeking defence must notify the other promptly, give it control of the defence and settlement (no settlement may impose obligations on the indemnified party without its consent), and give reasonable help at the indemnifying party's expense.

15. Term, suspension, and termination

15.1 Term. Subscriptions run for the billing period or term in the plan or Order Form and renew automatically for the same period unless either party gives notice of non-renewal before the renewal date.

15.2 Termination for breach. Either party may terminate if the other materially breaches these Terms and does not cure the breach within 30 days of written notice. Non-payment may be cured by paying in full.

15.3 Suspension. We may suspend access, in whole or in part, to address a security threat, suspected fraud, a breach of §7, a legal requirement, or late payment under §5.4. Where practical we will give advance notice, and we will limit the suspension to what is necessary.

15.4 Effect. When the subscription ends, the Customer's right to use the Service ends:

Fees and Travel Charges already incurred remain payable.
Bookings already made remain subject to their Supplier terms, and we will reasonably help you service them or move them to another provider.
§6.5 governs data export and deletion.
Sections that by their nature should survive termination do so, including §4.5, §5, §11, §13, §14, and §17.

16. Changes to these Terms

We may update these Terms. We will give at least 30 days' notice of material changes, by email to the Customer's administrators or in the Service, before they take effect. If you object to a material change, you may end your subscription before it takes effect and receive a pro-rata refund of prepaid Subscription Fees for the unused period. Otherwise the updated Terms apply from their effective date.

17. Governing law and disputes

These Terms are governed by the laws of the State of Delaware, without regard to its conflict-of-laws rules. The state and federal courts located in Delaware have exclusive jurisdiction, and each party consents to their jurisdiction. Either party may seek urgent injunctive relief in any competent court. To the extent the law allows, each party waives trial by jury.

18. General

Notices. We send notices to the email addresses of the Customer's administrators. Send notices to us at [email protected], or by mail to the address below.
Assignment. Neither party may assign these Terms without the other's consent, except to a successor in a merger, acquisition, or sale of substantially all of its relevant business, on notice.
Force majeure. Neither party is liable for delays or failures caused by events beyond its reasonable control, such as natural disasters, epidemics, war, terrorism, strikes, air-traffic restrictions, government action, or failures of networks or Suppliers. This does not excuse payment obligations.
Compliance. Each party will comply with anti-corruption, export-control, and sanctions laws that apply to it in connection with these Terms.
Relationship. The parties are independent contractors. These Terms create no partnership, agency (other than as described in §4.1), or employment relationship.
Entire agreement. These Terms, any Order Form, any data processing agreement, and the policies referred to here are the entire agreement on their subject. Where they conflict, the order of precedence is: the Order Form, then the data processing agreement, then these Terms.
Other. If any provision is unenforceable, the rest remain in effect. A failure to enforce a right is not a waiver of it. Times in these Terms are US Eastern time.

19. Contact

Company: Elite Travel Technologies LLC (TripDesk365)
Mail: 8 The Green, Dover, DE 19901, United States
Email: [email protected]
Phone: +1 (844) 786-8666 (toll-free in the US and Canada)