Terms of Service

These Terms of Service ("Terms") govern your access to and use of Polaris Travel CRM (the "Service"), operated by Polaris Travel CRM (Roave Technology LLC), a limited liability company ("we", "us", or "our"). By creating an account or using the Service, you agree to be bound by these Terms.

If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

1. The Service

Polaris Travel CRM is a software-as-a-service platform designed for independent travel advisors and agencies. It includes tools for client management, trip planning, itinerary building, supplier document import, AI-assisted drafting, and related features.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable notice where practicable.

2. Eligibility

You must be at least 18 years old and capable of forming a binding contract to use the Service. The Service is intended for business use by travel professionals and is not directed at consumers for personal travel booking.

3. Account Registration

You must provide accurate and complete information when creating an account. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us immediately at hello@polariscrm.ai if you suspect unauthorised access.

You may not share your account credentials with others, except where permitted through the Agency plan's multi-seat feature.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of applicable regulations
• Upload, store, or transmit any client data without having the legal right and appropriate consent to do so
• Attempt to gain unauthorised access to any part of the Service or its underlying systems
• Reverse engineer, decompile, or attempt to extract the source code of the Service
• Use the Service to send spam, phishing messages, or unsolicited bulk communications
• Resell or sublicense access to the Service without our written permission
• Interfere with or disrupt the integrity or performance of the Service
• Use automated tools (bots, scrapers) to access the Service except through our published API

5. Subscription Plans and Payment

The Service is available on free and paid subscription plans. Paid plans are billed monthly or annually as selected at checkout. All fees are stated in USD and are exclusive of applicable taxes.

Payments are processed by Stripe. By subscribing to a paid plan, you authorise us to charge your payment method on a recurring basis. You can cancel your subscription at any time; your access continues until the end of the current billing period.

We reserve the right to change our pricing with at least 30 days' notice. Continued use after a price change constitutes acceptance of the new pricing.

No refunds: except where required by applicable law, subscription fees are non-refundable. If you believe a charge was made in error, contact us within 14 days at hello@polariscrm.ai.

6. Free Plan and Trials

We offer a free Starter plan subject to the feature and usage limits described on our pricing page. We may modify or discontinue the free plan at any time with reasonable notice. Trial periods, where offered, convert to paid subscriptions at the end of the trial unless cancelled beforehand.

7. Your Data

You retain ownership of all data you input into the Service, including client information, trips, and itineraries ("Your Data"). You grant us a limited, non-exclusive licence to store, process, and display Your Data solely to provide the Service to you.

You are solely responsible for ensuring that Your Data (including your clients' personal information) is collected and processed in compliance with applicable privacy laws. You represent that you have obtained any necessary consents from your clients.

We will not access Your Data except to provide the Service, troubleshoot issues at your request, or as required by law.

8. AI Features

The Polaris Copilot feature uses large language model technology provided by Anthropic (Claude API). AI-generated content is produced automatically and may contain errors or inaccuracies. You are responsible for reviewing all AI-generated itineraries, emails, and other content before sharing it with clients. We make no warranty as to the accuracy or suitability of AI-generated output.

Your use of AI features is subject to fair-use limits specified in your subscription plan.

9. Intellectual Property

The Service, including its software, design, branding, and content, is owned by Polaris Travel CRM (Roave Technology LLC) and is protected by copyright, trademark, and other intellectual property laws. These Terms do not grant you any rights to use our trademarks, logos, or brand names without our prior written consent.

Any feedback, suggestions, or ideas you submit about the Service may be used by us without restriction or compensation.

10. Third-Party Integrations

The Service integrates with third-party services including Google (OAuth), Stripe (payments), Brevo (email/SMS), and aviation data providers. Your use of these integrations is subject to the respective third-party terms and privacy policies. We are not responsible for the availability, accuracy, or conduct of third-party services.

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE. FLIGHT DATA, AI OUTPUTS, AND OTHER INFORMATION PROVIDED THROUGH THE SERVICE IS FOR INFORMATIONAL PURPOSES ONLY AND SHOULD NOT BE RELIED UPON AS THE SOLE BASIS FOR BUSINESS DECISIONS.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, POLARIS TRAVEL CRM (ROAVE TECHNOLOGY LLC) AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR YOUR USE OF THE SERVICE.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER THESE TERMS SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNTS PAID BY YOU TO US IN THE 12 MONTHS PRECEDING THE CLAIM, OR (B) USD $100.

13. Indemnification

You agree to indemnify and hold harmless Polaris Travel CRM (Roave Technology LLC) and its affiliates from any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to your use of the Service, violation of these Terms, or infringement of any third-party rights.

14. Termination

We may suspend or terminate your access to the Service immediately if you breach these Terms, engage in fraudulent or abusive behaviour, or if required by law. You may cancel your account at any time from your account settings.

Upon termination, your right to use the Service ceases. We will retain Your Data for 30 days following termination, during which you may request an export. After 30 days, Your Data may be permanently deleted.

15. Governing Law and Disputes

These Terms are governed by the laws of the State of Delaware, United States, without regard to its conflict-of-law provisions. Any dispute arising under these Terms shall be resolved exclusively by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, except that either party may seek injunctive or other equitable relief in any court of competent jurisdiction.

You waive any right to participate in a class action lawsuit or class-wide arbitration.

16. Changes to These Terms

We may update these Terms from time to time. When we do, we will update the "Last updated" date and notify you by email or in-app notice if changes are material. Your continued use of the Service after changes take effect constitutes your acceptance of the revised Terms.

17. Contact

For questions about these Terms, please contact:

Polaris Travel CRM (Roave Technology LLC)
Email: hello@polariscrm.ai