Terms of Service

This is an English translation for convenience. The Polish version is legally binding: Polish version.

In force from 9 September 2026.

1. What the Trip Book is

The Trip Book is a website for a single trip, available via a link and a QR code, with no app to download and no account for the participant to create. It contains the day-by-day itinerary, optional excursions with sign-ups, practical information about the destination, addresses and the tour leader’s contact details.

The book comes with two panels: the agency panel for entering and correcting content, and the tour leader panel, accessed with a login and password, with sign-up lists and dietary requirements. Trip participants have no access to either panel.

The book works as a white label: the participant sees the agency’s logo and colours. Our name does not appear in the part visible to participants.

2. Who this service is for

The service is intended for businesses: travel agencies, tour organisers and tour leaders running their own business. We do not sell it to consumers. The trip participant is not our customer. They use the book made available to them by the agency.

By placing an order, you confirm that you are acting on behalf of the agency and that you have the right to pass on to us the materials you send us.

3. Pricing and conclusion of the contract

We do not publish our price list on the website. We send it after you fill in the form, together with a code for the demo book. We charge per access issued, that is, per participant to whom the agency has actually made the book available, with a seasonal rate for agencies running many trips and a minimum fee per trip. Prices are given in Polish zloty (PLN).

The contract is concluded when both parties confirm the order in writing. Email also counts as written form for this purpose. A quote sent by link is valid for the period stated in it.

4. Payment

Payment is made by bank transfer, on the basis of a bill (rachunek), within the deadline stated on it. The period of use of the book is paid in advance. For late payment, we may charge statutory interest for delay.

We are not a VAT payer. We issue a bill (rachunek) without VAT, so there is no amount on it to deduct. The bill serves as an accounting document on your side.

5. Launch and timelines

We put the first book together with the agency. The launch date depends above all on how quickly we receive the trip itinerary, photos and answers to our questions. Without a complete set of materials there is nothing to build the book from, so we count timelines from when we receive them, not from the order date.

The agency creates further trips on its own in the panel, based on the framework of previous ones. On request, we build them ourselves, as a separately priced service.

6. Additional services

• Building the book for the agency: we enter the itinerary and photos, and the agency receives a ready link to check.
• Corrections after launch: content changes made by us.
• Version in another language: translation of the book’s content. Addresses, times and proper names stay unchanged. Priced separately, outside the base price.

Each of them has a rate in the price list and is ordered separately.

7. The agency’s obligations

• Provide true and up-to-date trip data: itinerary, times, addresses, admission prices and prices of optional excursions.
• Hold the rights to the materials it gives us: photos, texts, logo.
• Check the content of the book before making it available to participants. The agency is responsible to its customers for what is in the itinerary.
• Protect the login details for the agency panel and the tour leader panel, and revoke access for people who no longer work with it.
• Settle payments for optional excursions with participants on its own. We do not act as an intermediary in payments between the agency and participants.

8. Trip participants’ data

Participants’ data entered into the book (first name, booking number, excursion sign-ups, declared diets and allergies, consents to contact) belong to the agency. The agency is their controller. We are the processor and we process them solely to make the book work.

We do not build a shared database from them, we do not share them with other agencies and we do not sell them to anyone. The agency can export them to a spreadsheet at any time, including on the day the cooperation ends.

The rules on entrusting data processing are described in the Privacy Policy, section 4. On request, we sign a separate data processing agreement.

9. Availability

The book runs on the infrastructure of an external hosting provider. We aim to keep it available without interruption, but we do not promise 100% availability. No honest provider promises that. We announce planned maintenance breaks in advance and carry them out outside the season whenever possible.

We are not liable for interruptions resulting from failures on the side of infrastructure providers or network operators, or from force majeure.

10. Copyright

The book software, the chapter framework, the panels and the informational texts about destinations are our property. The agency receives the right to use them for the duration of the contract, for its own trips. They may not be resold, made available to other agencies or copied into the agency’s own system.

Content entered by the agency (itinerary, photos, logo, descriptions) remains the agency’s property. One agency’s materials do not go into another agency’s books or into our shared photo bank.

11. Register of contracts for the Tourist Guarantee Fund

The panel assembles the register of contracts in the structure described in Art. 9(1) of the Act and outputs it as a file. The file contains only data entered by the agency.

We do not transfer this data to the Tourist Guarantee Fund (Turystyczny Fundusz Gwarancyjny). The file is uploaded by a person from the agency, using their own login, on their own account in the Fund’s system. We have no account there, we do not want one and we do not store anyone’s passwords to public systems.

The agency is responsible for the correctness, completeness and timely submission of the register. The tool does not confirm that the reporting obligation has been fulfilled. The deadlines and day counters shown in the panel are an aid to work, not legal advice or the position of the Fund.

A contract with incomplete data is not included in the file. The panel shows next to it what is missing. Completing it is up to the agency.

12. No promise of results

We describe what our service does and we do not promise what results it will bring. We do not guarantee any specific sales of optional excursions, number of sign-ups, ratings or savings in the tour leader’s time. These depend on the trip, the group, the price and the way the agency uses the book.

13. Liability

Our liability towards the agency is limited to the amount of the fee paid for the service to which the claim relates, in the twelve months before the claim arose. We are not liable for lost profits.

This limitation does not apply to damage caused intentionally or to cases where mandatory provisions of law do not allow it to be applied.

14. Cancellation and refunds

The rules on cancellation, refunds and complaints are set out in a separate document: Cancellation and Refunds. It forms part of these Terms of Service.

15. Complaints

We accept complaints by email at joanna@triplogicroi.com. We reply within 14 days. In your complaint, it is enough to state what it concerns and what you expect.

16. Third-party services

To run the website, we use external providers: hosting, email, file storage and measurement tools. They are listed in the Privacy Policy, section 6. We are not responsible for the operation of their services, and data processing on their side is governed by their own terms.

17. Changes to the Terms of Service

We may change these Terms of Service. We notify you of any change by email at least 14 days in advance. A change does not apply retroactively: orders already placed are governed by the wording in force on the date of the order. If you do not agree to the change, you may end the cooperation at the end of the paid period.

18. Governing law and courts

The contract is governed by Polish law. Disputes are resolved by the court having territorial jurisdiction for Gdańsk. Before anyone goes to court, we try to reach an agreement by email or phone. So far, that has always been enough.

19. Contact

Joanna Falkowska-Czubkowska, ul. Przytulna 20B lok. 25, 80-176 Gdańsk.
joanna@triplogicroi.com · tel. +48 665 999 686.