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Terms of Use

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These Terms of Use (“Terms”) govern your access to and use of the travel4tech.com website and of the software products and services provided by Travel4Tech, including InvoiceManager.AI and Viajis (together, the “Services”). Please read them together with our Privacy Policy at https://travel4tech.com/privacy.

1.Who these Terms apply to

The Services are intended for professional use by travel agencies, travel companies and their authorised staff. By using the Services you confirm that you are at least 18 years old and, if you act for an organisation (the “Customer”), that you have authority to bind it to these Terms.

If a separate written agreement or order form with Travel4Tech applies, it prevails over these Terms where they conflict.

2.The Services

InvoiceManager.AI helps travel agencies discover open bookings, match them with supplier invoices and request missing invoices from suppliers. Viajis helps agencies organise travel requests, build proposals and manage customers. Some features use artificial intelligence.

We may improve, change or discontinue features. Where a change materially reduces the functionality available to a paying Customer, we give reasonable prior notice.

3.Accounts and sign-in with Microsoft

  • You sign in with a Microsoft work, school or personal account. Microsoft authenticates you under its own terms and privacy statement; we never see your Microsoft password.
  • Some permissions must be granted by your organisation's Microsoft administrator. The consent screen shows what access is requested; you may refuse or revoke it at any time (see our Privacy Policy), although some features may then be unavailable.
  • Keep your credentials confidential, keep your Microsoft tenant's security settings up to date, and tell us promptly at admin@travel4tech.com if you suspect unauthorised access. The Customer is responsible for activity under its users' accounts.
  • The Customer's administrators decide which users have access. The Customer must keep user information accurate and remove users who leave.

4.Customer Data and data protection

  • As between you and us, the Customer keeps all rights in the data it uploads to or connects with the Services (“Customer Data”). The Customer grants us a limited licence to host and process it solely to provide, secure and support the Services, in line with its instructions.
  • For personal data within Customer Data, the Customer is the controller and Travel4Tech is the processor. Section 10 (Data processing terms) applies.
  • The Customer is responsible for having a lawful basis, and giving the required notices, for the travellers, suppliers and staff whose data it uploads, and for not uploading special categories of data or data it has no need to process.
  • How we handle personal data for which we are the controller is described in our Privacy Policy.

5.Acceptable use

You agree not to, and not to allow others to:

  • use the Services unlawfully or to infringe the rights of others, including to send unsolicited or unlawful communications;
  • access accounts or data without authorisation, or attempt to bypass security, authentication or the separation between customers;
  • probe, scan or test the vulnerability of the Services without our prior written permission;
  • upload malware, or content or traffic that damages or overloads the Services;
  • scrape, harvest or bulk-extract data other than through the features and interfaces we provide;
  • reverse engineer, decompile or copy the Services, except where the law expressly allows it;
  • resell or make the Services available to third parties, except as agreed in writing.

We may suspend access where necessary to protect the Services or other customers, or to comply with the law. To the extent permitted by law, the Customer is responsible for third-party claims arising from Customer Data it had no right to upload or from its breach of this section, and will hold Travel4Tech harmless against them.

6.AI-assisted features

  • AI-generated output — such as extracted invoice fields, suggested matches or drafts — may be incomplete or inaccurate. It is a suggestion for a person to review.
  • The Services are designed so that a reconciliation is never completed without a person's confirmation. The Customer remains responsible for reviewing and confirming results, and for its accounting, tax and commercial decisions.
  • The Services do not provide legal, tax or accounting advice.

7.Third-party services

The Services work with third-party services such as Microsoft and the booking systems, email and communication channels chosen by the Customer. Those services are governed by their own terms. We are not responsible for them or for interruptions they cause.

8.Intellectual property and feedback

Travel4Tech and its licensors own the Services, the software, the design and the trademarks (including Travel4Tech, Viajis and InvoiceManager.AI). Subject to these Terms, we grant the Customer a limited, non-exclusive, non-transferable, revocable right to use the Services during the term for its internal business purposes. Nothing in these Terms transfers ownership. If you give us feedback, we may use it freely and without obligation.

9.Fees and confidentiality

Fees, plans, term and payment are set out in the applicable order form or written agreement. Each party will keep the other's non-public business and technical information confidential and use it only for the purposes of the Services, except where disclosure is required by law.

10.Data processing terms (Article 28 GDPR)

This section applies to personal data in Customer Data that Travel4Tech processes as processor for the Customer as controller, and constitutes the data processing agreement required by Article 28 GDPR. A separately signed data processing agreement, if any, prevails.

  • Subject matter, nature and purpose: hosting and processing Customer Data to provide the Services — discovering and storing bookings, reading and matching supplier invoices, sending supplier requests, organising travel requests and proposals — for as long as the Customer uses the Services.
  • Data and data subjects: categories such as names, contact details, travel-document and booking details, tax IDs, bank details and invoice data of the Customer's travellers, clients, suppliers and staff.
  • Instructions: we process personal data only on the Customer's documented instructions — these Terms, the Customer's configuration and use of the Services, and any further written instructions — unless the law requires otherwise, in which case we inform the Customer unless the law prohibits it. We tell the Customer if we believe an instruction infringes data-protection law.
  • Confidentiality: the persons we authorise to process the data are bound by confidentiality.
  • Security: we implement the measures described under “How we protect data” in the Privacy Policy (Article 32 GDPR).
  • Sub-processors: the Customer gives us general authorisation to use sub-processors. We bind them by contract to equivalent data-protection obligations, remain liable for them, provide the list on request, and give at least 30 days' notice of additions or replacements. During that period the Customer may object on reasonable data-protection grounds; if we cannot resolve the objection, the Customer may terminate the affected Services.
  • Assistance: taking into account the nature of the processing, we help the Customer respond to data-subject requests and meet its obligations on security, breach notification, data protection impact assessments and prior consultation (Articles 32 to 36 GDPR).
  • Personal-data breaches: we notify the Customer without undue delay after becoming aware of a breach affecting its Customer Data, with the information reasonably available so that it can meet its own obligations.
  • Return and deletion: after termination the Customer may export its Customer Data for 30 days in a structured, commonly used, machine-readable format. Afterwards we delete it, and backup copies are overwritten within 90 days, unless the law requires storage.
  • Audits: we make available the information necessary to demonstrate compliance with this section and allow for audits, including inspections, by the Customer or an auditor it mandates, on reasonable notice, during business hours, subject to confidentiality and without unreasonable disruption.
  • International transfers: we transfer Customer Data outside the EEA only in accordance with Chapter V GDPR, as described in the Privacy Policy.

11.Availability, warranties and liability

  • We provide the Services with reasonable skill and care but on an “as available” basis. Unless agreed in writing, we do not guarantee uninterrupted or error-free operation or any specific availability level.
  • To the maximum extent permitted by law, we exclude implied warranties and are not liable for indirect or consequential loss or for loss of profit or revenue.
  • Our total aggregate liability arising out of the Services is limited to the fees the Customer paid us for the Services in the 12 months before the event giving rise to the claim.
  • Nothing in these Terms limits or excludes liability that cannot be limited or excluded by law, including liability for fraud, wilful misconduct or gross negligence, for death or personal injury, or the rights of data subjects under data-protection law.

12.Term, suspension and termination

  • The Customer may stop using the Services or terminate its agreement at any time in accordance with the applicable order form, and may ask us to delete its account at admin@travel4tech.com.
  • We may suspend or terminate access if the Customer materially breaches these Terms, if the law requires it, or to protect the security of the Services. Where feasible we give prior notice and an opportunity to remedy the breach.
  • On termination the right to use the Services ends and Customer Data is handled as described in section 10. Provisions that by their nature should survive — including intellectual property, confidentiality, liability and governing law — survive.

13.Changes to these Terms

We may update these Terms, for example to reflect new features or legal requirements. We announce material changes on this page and by email or in the product at least 30 days before they take effect; if you do not agree, you may terminate before then. Continued use after that date means acceptance of the updated Terms.

14.Governing law and disputes

These Terms are governed by the laws of Portugal, without regard to its conflict-of-law rules, and the courts of Lisbon have exclusive jurisdiction, without prejudice to mandatory rules that entitle a party to bring proceedings elsewhere. Before starting proceedings, please write to admin@travel4tech.com so that we can try to resolve the matter amicably.

15.General

  • These Terms, together with any order form and the Privacy Policy, are the entire agreement on their subject matter.
  • If a provision is found unenforceable, the rest remains in force. A failure to enforce a right is not a waiver of it.
  • The Customer may not assign its rights without our written consent; we may assign ours to a successor to our business.
  • Notices to the Customer may be sent to the email address on its account; notices to us go to admin@travel4tech.com.
  • These Terms are available in English, Spanish and Portuguese. If the versions differ, the English version prevails.

16.Contact

Questions about these Terms: admin@travel4tech.com.