1. What this covers
These terms apply to Ithaca (the "Service") — a client-portal and back-office tool for independent travel advisors. Using the Service, in either its hosted or custom-built delivery, means you accept these terms.
Ithaca is operated by Ithaca Travel Co.. "We," "us," and "our" refer to that operator. It is being organized as a Delaware corporation; until that is complete, the Service is operated by its founder doing business as Ithaca Travel Co.
2. Eligibility
You must be at least 18 years old and operating a genuine travel-advisory business to use the Service. You're responsible for providing accurate information about yourself and your business during signup and approval, and for keeping it current.
3. The two ways to use it
Hosted & managed: we operate the Service on your behalf — with your logo and accent color applied across the client-facing pages, and a custom domain on the roadmap — in exchange for a setup fee and an ongoing monthly fee. We're responsible for uptime, updates, and support during that engagement.
Custom build: we deliver a version of the Service configured to your specification, deployed on infrastructure you control. Once delivered, you're responsible for hosting, updates, and maintenance going forward.
4. Your account
You're responsible for keeping your account credentials confidential and for all activity under your account. Tell us promptly if you suspect unauthorized access. Approval to join is at our discretion during the closed-beta period described on the application form.
5. Your data, and your clients' data
You retain ownership of your business data at all times — clients, trips, bookings, messages, and any files you upload.
For your clients' personal data, you are the data controller and we act as a data processor — we handle that data only to provide the Service and only on your instructions. Our Data Processing Addendum covers the details: sub-processors, security commitments, and how deletion works. You're responsible for the accuracy of the client and booking data you enter, and for having whatever consent or legal basis is required to store your clients' personal information under the laws that apply to you and to them — which may include GDPR, the UK GDPR, CCPA/CPRA, PIPEDA, or other data protection laws depending on where you and your clients are located. This includes any sensitive traveler details you choose to record, such as travel document numbers, emergency contacts, or dietary and accessibility notes. We have no visibility into where your clients are located and can't advise you on which laws apply to your business — that determination, and compliance with it, is yours.
6. Acceptable use
Don't use the Service for anything unlawful, to store data you don't have the right to store, to attempt to access another advisor's account or data, to interfere with the Service's normal operation, or to resell or sublicense access to the Service without our agreement.
7. Third-party bookings
The Service helps you organize and track bookings; it does not itself sell travel or act as a supplier. All bookings are made by you with third-party airlines, hotels, host agencies, and other suppliers, and are subject to their own terms.
8. AI-assisted features and fair use
Features like receipt/booking-document import, destination safety lookups, day-by-day schedule generation, and natural- language questions about your own client/trip data use AI to draft or summarize information. These outputs can be incomplete or wrong, and are provided as a starting point for you to review — you're responsible for checking accuracy before relying on or publishing anything AI-assisted to a client.
Monthly AI allowance. These AI features run on third-party AI services we pay for per request. Your membership includes a monthly AI allowance — currently $5.00 of AI usage per calendar month (UTC), measured at what the AI provider charges us for each request. AI features your clients use through your portal, such as day-by-day plans and destination lookups, count toward your allowance. Your current usage is shown in Settings. Unused allowance doesn't roll over.
Top-ups. When your allowance is used up, AI features pause until the next month unless you have AI credit. You can buy credit in $5.00 top-ups from Settings at any time, or turn on automatic top-ups, which charge the payment method on your membership $5.00 each time your allowance and credit run out — no more than four times in a calendar month. Automatic top-ups are off unless you turn them on, and you can turn them off anytime. Credit is used only after your monthly allowance, doesn't expire while your account is active, and is non-refundable except where required by law.
Fair use. Separately, each account has daily limits on AI features and on outbound email/text messages sent through the Service, to keep it reliable for everyone — generous enough for normal day-to-day use, and raised on request if your business genuinely needs more. We may change the allowance, top-up price, or limits going forward; a change to what you're charged applies only after we've notified you.
9. Fees, cancellation, and your data afterward
Hosted & managed: the setup fee is billed once, at signup, and is non-refundable once we've begun setting up your account. The monthly fee is billed in advance each billing period. You can cancel anytime from Settings or by contacting us — cancellation takes effect at the end of your current billing period, and we don't prorate or refund the period already paid for. If you cancel within 14 days of yourfirst monthly payment, we'll refund that first month's fee (the setup fee is still non-refundable).
If a payment fails, we'll retry it and let you know. Continued non-payment may result in your account being suspended, and then terminated, after reasonable notice.
Custom build: billed as agreed in that project's statement of work — typically a deposit at kickoff and a balance on delivery. The deposit is non-refundable once work has begun; if the project is cancelled before delivery, you're responsible for the value of work completed so far.
If you cancel or your account is terminated, we retain your data for a limited period afterward (to allow for reactivation or export) before it's permanently deleted. Contact us if you'd like a copy of your data before that happens.
10. Intellectual property
For hosted & managed service, the underlying software remains ours; you're granted a license to use it for your business for as long as your subscription is active. For a custom build, ownership of the delivered work is as agreed in that engagement's statement of work.
11. Termination
Either of us may terminate a hosted & managed subscription as described in Section 9. We may also suspend or terminate access immediately for a violation of the Acceptable Use section above, for abuse of the Service's messaging or AI features beyond normal use, or if required by law.
12. Disclaimer and limitation of liability
The Service is provided "as is" and "as available," without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement.
To the fullest extent permitted by law, we are not liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost data, or business interruption, arising from your use of the Service — regardless of legal theory, even if we've been advised of the possibility. Our total liability to you for any claim arising from these terms or the Service will not exceed the total fees you paid us in the 12 months before the claim arose. Some jurisdictions don't allow these exclusions or limitations, in which case they apply only to the extent permitted there.
13. Indemnification
You agree to indemnify and hold us harmless against claims, losses, and expenses (including reasonable legal fees) arising from your use of the Service in violation of these terms, your bookings and business conduct, data you store or process without the right to do so, or your violation of any data protection law applicable to you or your clients.
14. Data processing
Our Data Processing Addendum is incorporated into these terms by reference and governs how we process personal data on your behalf as your data processor — including our sub-processors, security commitments, and how we handle deletion at the end of an engagement.
15. Governing law
These terms are governed by the laws of the State of South Carolina, without regard to conflict-of-law principles. Any dispute arising from these terms or your use of the Service will be resolved in the state or federal courts located in South Carolina, and you consent to personal jurisdiction there.
16. Changes & contact
These terms may be updated from time to time; continued use of the Service after a change means you accept the update. For questions about these terms or an active engagement, you can contact us at info@ithacatravel.club.
17. Cookies
The Service uses only the cookies needed to keep you signed in. See the Cookie Policy.