Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the Northrock platform (“Service”, “Platform”) provided by [NORTHROCK LEGAL ENTITY NAME], a company registered in England and Wales under company number [NUMBER], with its registered office at [ADDRESS] (“Northrock”, “we”, “us”, “our”).

By creating an account, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use the Service.

1. About the Service

Northrock is a software-as-a-service platform for travel advisors and travel agencies. The Service provides tools for trip planning, itinerary design, client management, supplier management, financial tracking, and publishing client-facing itineraries.

Northrock is a software provider, not a travel agent, tour operator, or travel organiser. We do not sell, arrange, or provide travel services. We are not an ATOL holder, ABTA member, or Package Travel Regulations organiser. All travel arrangements are made between you (the travel advisor) and your clients and suppliers. You are solely responsible for the accuracy of itineraries, pricing, and travel arrangements you create using the Platform.

2. Eligibility and Accounts

2.1. You must be at least 18 years old and have the legal capacity to enter into these Terms.

2.2. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

2.3. You must provide accurate and complete information when creating your account and keep it up to date.

2.4. One person or legal entity may maintain only one account. You may not create an account on behalf of another person without their authorisation.

2.5. We reserve the right to suspend or terminate accounts that violate these Terms or that we reasonably believe are being used fraudulently.

3. Subscriptions and Billing

3.1. Plans. The Service is offered under subscription plans as described on our pricing page. We may offer a free trial period at our discretion.

3.2. Billing. Subscriptions are billed monthly or annually in advance via our payment processor, Stripe. By subscribing, you authorise us to charge your payment method on a recurring basis.

3.3. Price changes. We may change subscription prices with at least 30 days’ written notice (by email to your registered address). Price changes take effect at the start of your next billing period after the notice period.

3.4. Failed payments. If a payment fails, we will attempt to collect payment again. If payment remains outstanding for more than 14 days, we may suspend your access to the Service until payment is received.

3.5. Cancellation. You may cancel your subscription at any time through your account settings or by contacting us. Cancellation takes effect at the end of your current billing period. You will retain access until that date. We do not provide refunds for partial billing periods.

3.6. Free trials. If we offer a free trial, we will inform you of the trial duration and the subscription price that will apply when the trial ends. If you do not cancel before the trial ends, your subscription will automatically begin and your payment method will be charged.

4. Your Use of the Service

4.1. Licence. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes.

4.2. Acceptable use. You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation
• Upload, transmit, or store content that is defamatory, obscene, fraudulent, or that infringes the rights of any third party
• Attempt to gain unauthorised access to the Service, other accounts, or any related systems or networks
• Reverse engineer, decompile, or disassemble any part of the Service
• Use automated systems (bots, scrapers, crawlers) to access the Service except through our published API
• Resell, sublicence, or redistribute access to the Service without our written consent
• Interfere with or disrupt the integrity or performance of the Service

4.3. Your content. You retain ownership of all content you create, upload, or input into the Service (“Your Content”), including but not limited to itineraries, client data, supplier information, images, policies, and financial records. We do not claim ownership of Your Content.

4.4. Licence to us. You grant us a limited licence to host, store, process, and display Your Content solely to the extent necessary to provide the Service to you. This includes making Your Content available via published itinerary links that you choose to share with your clients.

4.5. Responsibility for content. You are solely responsible for the accuracy, legality, and appropriateness of Your Content. This includes pricing information, travel arrangements, terms and conditions you present to your clients, and any claims made in your itineraries.

5. Published Itineraries

5.1. When you publish an itinerary, it becomes accessible via a unique web link. You control who receives this link.

5.2. Published itineraries are hosted by Northrock but their content is entirely your responsibility. Your branding, pricing, descriptions, and any terms you include are presented as coming from you, not from Northrock.

5.3. We reserve the right to remove or disable access to published itineraries that violate these Terms or applicable law, but we have no obligation to monitor their content.

6. Intellectual Property

6.1. Our IP. The Service, including its design, software, documentation, branding, and all underlying technology, is owned by Northrock and protected by intellectual property laws. Nothing in these Terms transfers ownership of any Northrock IP to you.

6.2. Your IP. Your Content remains yours. These Terms do not transfer ownership of Your Content to us.

6.3. Feedback. If you provide suggestions, ideas, or feedback about the Service, we may use them without restriction or obligation to you.

7. Third-Party Services

7.1. The Service integrates with or relies upon third-party services including, but not limited to, Stripe (payments), Vercel (hosting), Clerk (authentication), Google (maps and places data), Pixabay (stock imagery), and artificial intelligence providers.

7.2. Your use of these third-party services is subject to their respective terms and privacy policies. We are not responsible for the availability, accuracy, or conduct of third-party services.

7.3. We may update, replace, or remove third-party integrations at any time.

8. Artificial Intelligence Features

8.1. The Service may include features powered by artificial intelligence (“AI Features”), such as itinerary generation, content suggestions, and data validation.

8.2. AI-generated content is provided as a starting point and may contain inaccuracies. You are responsible for reviewing, editing, and verifying all AI-generated content before using it with clients.

8.3. We do not guarantee the accuracy, completeness, or suitability of AI-generated content. You should not rely on it as the sole basis for travel advice, pricing, or client commitments.

9. Data Protection and Privacy

9.1. We process personal data in accordance with our Privacy Policy and applicable data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

9.2. Your role. When you input your clients’ personal data into the Service (names, contact details, passport numbers, travel preferences, etc.), you act as the data controller for that data. You are responsible for having a lawful basis to collect and process your clients’ personal data, and for informing your clients about how their data is handled.

9.3. Our role. We act as a data processor when processing your clients’ personal data on your behalf through the Service. We process this data solely to provide the Service to you.

9.4. Data Processing Agreement. The following terms constitute the data processing agreement between you (the controller) and Northrock (the processor) as required by Article 28 of the UK GDPR:

(a) Subject matter and duration. We process personal data that you submit through the Service for the duration of your subscription, plus a data retention period of 30 days following termination, solely to provide the Service.

(b) Nature and purpose. Hosting, storing, displaying, and transmitting personal data within the Platform to enable trip planning, itinerary creation, client management, supplier management, and itinerary publishing.

(c) Categories of data subjects. Your clients (travellers), your supplier contacts, and any other individuals whose data you input into the Service.

(d) Types of personal data. Names, email addresses, phone numbers, dates of birth, passport numbers, nationality, travel preferences, and any other personal data you choose to input.

(e) Our obligations as processor. We shall:

• Process personal data only on your documented instructions (which are given through your use of the Service), unless required to do so by law
• Ensure that persons authorised to process the personal data have committed themselves to confidentiality
• Implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk
• Not engage another processor without your prior general authorisation (our current sub-processors are listed in Section 9.5 below)
• Assist you, insofar as possible, in fulfilling your obligations to respond to data subject requests
• Assist you in ensuring compliance with your obligations regarding security, breach notification, and data protection impact assessments
• At your choice, delete or return all personal data to you after the end of the provision of the Service, and delete existing copies unless storage is required by law
• Make available to you all information necessary to demonstrate compliance with these obligations

(f) Breach notification. We will notify you without undue delay (and in any event within 72 hours) after becoming aware of a personal data breach affecting your data.

9.5. Sub-processors. We use the following sub-processors to deliver the Service:

We will inform you of any intended changes to this list by updating this page. If you object to a new sub-processor, you may terminate your subscription.

9.6. International transfers. Some of our sub-processors are based in the United States. Where personal data is transferred outside the UK to countries without an adequacy decision, we rely on appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or Standard Contractual Clauses with the UK Addendum.

10. Service Availability

10.1. We aim to keep the Service available at all times but do not guarantee uninterrupted or error-free access.

10.2. We may suspend the Service temporarily for maintenance, updates, or reasons beyond our control. We will provide reasonable notice of planned downtime where possible.

10.3. We are not liable for any loss or damage arising from the unavailability of the Service.

11. Disclaimers

11.1. The Service is provided on an “as is” and “as available” basis without warranties of any kind, whether express, implied, or statutory, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

11.2. Without limiting the foregoing, we do not warrant that:

• The Service will be uninterrupted, timely, secure, or error-free
• The results obtained from the Service will be accurate or reliable
• Any errors in the Service will be corrected
• The Service will meet your specific requirements or expectations

11.3. You acknowledge that the Service is a software tool to assist your business and is not a substitute for professional judgement. You are solely responsible for all decisions made using the Service, including travel arrangements, pricing, and advice given to your clients.

12. Limitation of Liability

12.1. Cap. To the maximum extent permitted by law, our total aggregate liability to you for any claims arising out of or in connection with these Terms or the Service shall not exceed the fees paid by you to us in the one (1) month immediately preceding the event giving rise to the claim. If no fees have been paid (for example, during a free trial), our maximum aggregate liability shall not exceed fifty US dollars (US$50).

12.2. Exclusions. To the maximum extent permitted by law, we shall not be liable for any:

• Loss of profits, revenue, business, or anticipated savings
• Loss of data (beyond our obligation to maintain reasonable backups)
• Loss of goodwill or reputation
• Loss arising from reliance on AI-generated content
• Loss arising from the accuracy of itineraries, pricing, or travel arrangements you create
• Indirect, incidental, special, consequential, or punitive damages

12.3. Your responsibility. You are responsible for ensuring the accuracy of all information you create, store, or share through the Service, including pricing, travel arrangements, and terms presented to your clients. Northrock is not liable for any loss arising from errors in Your Content.

12.4. Nothing excluded. Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

13. Indemnification

You agree to indemnify and hold harmless Northrock and its officers, directors, and employees from any claims, damages, losses, or expenses (including reasonable legal fees) arising from:

• Your use of the Service
• Your breach of these Terms
• Your violation of any applicable law
• Any dispute between you and your clients or suppliers
• Any content you create, upload, or publish through the Service

14. Termination

14.1. By you. You may cancel your subscription and close your account at any time.

14.2. By us. We may suspend or terminate your access to the Service immediately if:

• You breach these Terms
• Your payment is overdue by more than 30 days
• We are required to do so by law
• We cease to offer the Service

14.3. Effect of termination. Upon termination:

• Your right to access the Service ends immediately (or at the end of your billing period, if you cancelled)
• Published itineraries will be taken offline within 30 days
• You may request an export of Your Content within 30 days of termination. After 30 days, we may delete Your Content permanently.
• Any provisions of these Terms that by their nature should survive termination will survive (including Sections 6, 11, 12, 13, and 15)

15. General

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

15.2. Jurisdiction. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15.3. Entire agreement. These Terms, together with our Privacy Policy, constitute the entire agreement between you and Northrock regarding the Service.

15.4. Amendments. We may update these Terms from time to time. We will notify you of material changes by email or through the Service at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance.

15.5. Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

15.6. Waiver. Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

15.7. Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations under these Terms in connection with a merger, acquisition, or sale of assets.

15.8. Force majeure. We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, pandemic, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, strikes, shortages of transportation, fuel, energy, labour, or materials, failure of third-party infrastructure or services (including cloud hosting, payment processors, and authentication providers), cyberattacks, or government actions.

15.9. Notices. Notices to you will be sent to the email address associated with your account. Notices to us should be sent to hello@northrockhq.com.

16. Contact

If you have questions about these Terms, contact us at:

Email: hello@northrockhq.com
Address: [ADDRESS]