BUSINESS TRAVEL TERMS AND CONDITIONS WORKTRIPS

“Terms and Conditions”

WorkTrips spółka z ograniczoną odpowiedzialnością with its registered office in Poznań (60-603), Poland, at Al. Wielkopolska 67/3, entered in the register of entrepreneurs kept by the District Court Poznań – Nowe Miasto and Wilda in Poznań, 8th Commercial Division of the National Court Register, under KRS number 0000952583, NIP 7812031945, REGON 521168839, share capital of PLN 5,000.00, hereinafter referred to as “WorkTrips”.

§ 1. GENERAL PROVISIONS

1. WorkTrips has entered into a master agreement with an entrepreneur (“Partner”) for the organisation of business travel, to which the terms and conditions of services provided by WorkTrips constitute an appendix (“Master Agreement”). Under the Master Agreement, WorkTrips enables the Partner’s employees, contractors or other persons indicated by the Partner (“User”) to access and use the System. When booking business travel, Users act on behalf of the Partner.

2. WorkTrips provides access to a system enabling searches for travel information and bookings in the SaaS model (“Software as a Service”), hereinafter referred to as the “System”.

3. Making the System available by WorkTrips means enabling the use of the System’s functionalities by allowing business travel reservations to be browsed and made through the purchase of a Voucher supplied by WorkTrips (“Voucher”). The Voucher is a document of entitlement authorising the holder to demand from a Hotel, carrier or other Service Provider the performance of a travel service, in particular accommodation, flights and other travel services.

4. The User may indicate the person for whom a reservation will be made and for whom the Voucher will be issued (“Traveller”).

5. These Terms and Conditions are made available to the User as a set of the key rules for using the System applicable to the organisation of business travel. The User uses the System exclusively within the authorisation granted by the Partner and on the Partner’s behalf. These Terms and Conditions reflect the provisions of the Master Agreement to the extent that it concerns business travel.

6. Actions performed in the System by the User (in particular bookings, changes and cancellations)are deemed to have been performed by the Partner within the scope of the authorisation granted to the User. The effects of such actions, including costs, are settled between WorkTrips and the Partner in accordance with the Master Agreement. If an instruction is submitted by an unauthorised person or in a manner inconsistent with the Master Agreement, WorkTrips shall not be liable for any failure to carry out such instruction.

7. WorkTrips is not obliged to verify the scope of the User’s authorisation to act on behalf of the Partner beyond the adopted access model to the System. Any actions performed in the System using the User’s correct access credentials shall be deemed to have been performed by and authorised by the Partner.

8. Whenever these Terms and Conditions refer to Hotels, this shall also mean guesthouses, hostels and other entities providing accommodation services (“Hotels”). Whenever they refer to service providers, this shall mean carriers and other entities providing travel services, as well as third parties offering intermediation in the booking of Hotels and other travel services (“Service Providers”).

§ 2. WORKTRIPS’ REPRESENTATIONS

1. WorkTrips makes available the System, which enables Users authorised by the Partner to check information concerning, in particular, accommodation and other travel services offered by various Service Providers and to make, in particular, reservations of accommodation, airline tickets, train tickets and other services (integration of travel services).

2. WorkTrips provides an e-mail address for making reservations and issuing a Voucher outside the System only in the cases specified in § 5 sec. 6 below.

§ 3. PARTNER’S REPRESENTATIONS

1. Users act on behalf of the Partner when booking business travel. The Partner is liable for all acts and omissions of Users.

2. The Partner is liable for all acts and omissions of Travellers.

§ 4. USE OF THE SYSTEM

1. For proper use of the System, it is necessary to use a computer, Internet access and the current version of a standard web browser(e.g. Firefox, Chrome, Opera or Edge). WorkTrips ensures a secure connection when exchanging data with the website (SSL protocol).

2. Anyone wishing to use the System’s services or contact the System service desk must have an active e-mail address.

3. In order to use the full functionality of the System, the User confirms that they have read the Business Travel Terms and Conditions and the Privacy Policy by ticking the relevant box during registration. The User may also consent to receiving commercial information by ticking the relevant box.

4. WorkTrips is entitled to temporarily restrict or block access to the System or suspend the performance of an instruction in the event of a justified suspicion that the User or the Partner has breached the Business Travel Terms and Conditions, the Master Agreement or applicable law, as well as in the event of a threat to the security of the System.

5. The User is responsible for the correctness of the data provided by them and is obliged to update such data if it changes.

6. Content and information published in the System are the property of WorkTrips, Service Providers or Hotels. Their use, including copying and processing, beyond ordinary use of the System as described in these Terms and Conditions is prohibited.

7. The User and the Partner are obliged to keep the access credentials to the System confidential. The Partner is liable for all actions performed using User accounts until WorkTrips is notified of the loss of control over access or suspected unauthorised use and until WorkTrips confirms receipt of such notification at least in documentary form.

§ 5. BOOKINGS

1. In order to make a booking, the User submits a new travel request in the System by selecting specific preferences for the relevant booking and completing the new travel request questionnaire.

2. After the User submits a new travel request, search results are displayed together with booking options based on the criteria selected by the User. The User may select one of them and make the final booking.

3. WorkTrips makes efforts to ensure that search results remain up to date for as long as possible so that Users may use them at a later time; however, the availability of Hotels, tickets and the price of services (in particular due to exchange rate fluctuations) may change. In such a case, the User will be informed of the change, and the booking will be made after the User acting on behalf of the Partner accepts the changes.
4. Information made available to Users comes from Hotels, carriers and Service Providers. WorkTrips does not verify the correctness of such information.

5. Subject to sec. 6 below, it is not possible to submit bookings (including changes or cancellations thereof) or to purchase a specific transport or other service, or to have a Voucher issued, by e-mail or telephone.

6. E-mail contact with WorkTrips at the e-mail address indicated in the Master Agreement in matters concerning bookings (including changes or cancellations thereof) or the purchase of a specific transport or other service, and the issuance of a Voucher, is permitted only by persons designated by the Partner in the Master Agreement and only in the cases specified therein; in other cases, WorkTrips will leave such matters unexamined. WorkTrips shall not be liable for not making or untimely making a booking or other service if the related instruction was submitted in a manner inconsistent with these Terms and Conditions or the Master Agreement.

7. In emergency situations (in particular where significant issues arise requiring immediate intervention by WorkTrips) the User may obtain operational assistance provided by WorkTrips by telephone. For this purpose, WorkTrips provides the telephone number +48 609 009 386. Information provided by telephone is for information purposes only. Telephone contact does not constitute a communication channel for matters concerning the submission, change or cancellation of bookings or the purchase of a specific transport or other service, or the issuance of a Voucher.

8. After making a booking, the Partner may be required to accept detailed contractual terms established by the relevant Hotel, carrier or Service Provider. Hotels, carriers and Service Providers may require the User or Travellers to present booking confirmation in paper or electronic form upon check-in or collection of the service.

9. WorkTrips does not guarantee that search results for Hotels, tickets and other services according to the Partner’s parameters will meet the Partner’s expectations. In particular, the conditions of a specific request may prevent WorkTrips from presenting search results.

10. WorkTrips shall not be liable for acts, omissions or decisions of Hotels, carriers or Service Providers, in particular with respect to refusal to provide a service, change of its terms, cancellation, delay, overbooking or change in the standard of performance.

11. The Partner and Travellers are solely responsible for meeting all formal requirements related to travel, in particular those concerning identity documents, visas, permits, sanitary or security requirements. WorkTrips shall not be liable for the consequences of failure to meet such requirements.

12. Information presented in the System is for information purposes only and may change. Presentation of an offer in the System does not constitute a guarantee of its availability or price until the booking is confirmed. WorkTrips reserves the right to correct obvious errors in information concerning services.

§ 6. VOUCHER

1. Confirmation of a travel service booking is the Voucher, which is a document of entitlement authorising the Partner to use the booked travel service with the Service Provider or at the Hotel(e.g. a ticket, policy, visa or hotel voucher). The Partner will receive the Voucher at the e-mail address provided after the booking is made. Before sending the Voucher, WorkTrips may also require additional data or information necessary for its issuance.

2. The Voucher is necessary to use the booked service and constitutes confirmation of payment. WorkTrips is liable only for delivering the Voucher to the Partner in accordance with the booking made by the Partner. The Hotel, carrier or Service Provider is responsible for the performance of the travel service resulting from the Voucher.

3. The Voucher includes, in particular, personal data of Travellers indicated by the User, information on the date and place of the booking, and any possible booking cancellation dates.

4. The Voucher is valid only for the period of the specific travel service.

5. The possibility and rules for cancelling a given booking are specified directly next to the selected offer before the booking is made. In the event of a proper cancellation within the applicable deadline, WorkTrips refunds the funds to the Partner. Refunds for booking cancellations are made on the terms specified in the Master Agreement; in particular, the refund may be partial or may not be made at all, depending on the cancellation date. Upon cancellation of the booking, the Voucher ceases to be valid with respect to that booking and does not entitle the holder to use the service or to demand performance of the service covered by that booking from WorkTrips, the Hotel, carrier or Service Provider.

6. The possibility of changing the data of Travellers indicated on the Voucher depends on the terms of the Hotel, carrier or Service Provider’s offer selected during the booking process and may not be possible or may be subject to an additional fee.

§ 7. PAYMENTS AND SECURITY

1. Payments for Hotel bookings, purchase of transport tickets or other services made by Users are paid by the Partner.

2. Payments for bookings may also be made electronically. Electronic payments are made through an electronic payment platform made available to WorkTrips by a third party (Stripe, Przelewy24.pl). The Partner is solely responsible for paying for the booking. If payment is not made correctly or within the deadline indicated by WorkTrips, the booking will not be effectively made. In the case of card payments, the payment deadline is calculated from the moment of positive transaction authorisation.

3. The System enables the User’s account to be linked to a named business card issued to the User by a bank or financial institution cooperating with the Partner, constituting a payment instrument used for the Partner’s settlements (“Business Card”). Linking the Business Card to the account takes place at the request of the User acting on behalf of the Partner or in accordance with the Partner’s policy and may be performed only independently by the User in the System. WorkTrips does not store full Business Card data; only the Business Card token and limited identification data necessary to carry out transactions are processed (e.g. the last four digits of the card number and expiry date).

4. The Business Card is used to pay for bookings and other services available in the System, in accordance with the Partner’s policy, exclusively for business travel. The Partner represents and warrants that each User who links the Business Card to an account in the System and/or makes payments using the Business Card is duly authorised by the Partner to use the Business Card and initiate payment transactions in the System on behalf of the Partner. All actions of the User in this respect are deemed to be actions of the Partner, and each payment made using the Business Card is treated as a payment made by the Partner.

5. The User may remove the Business Card from their account, which prevents future payments with that Business Card from being initiated in the System. Removal of the Business Card does not affect settlements already made and does not affect bookings previously confirmed and not cancelled, which have already been paid for or are in the process of settlement in accordance with the Partner’s process. If the Business Card is removed, the method of settling subsequent bookings shall follow the Partner’s configuration in the System and the provisions of the Master Agreement and these Terms and Conditions.

6. WorkTrips acts solely as a technical intermediary in initiating and settling payments made with the Business Card. All settlements and disputes concerning the use of Business Cards remain within the relationships between the Partner and the bank or financial institution, as well as between the Partner and the User, and do not limit or exclude the Partner’s payment obligation towards WorkTrips. The Partner undertakes to indemnify and hold WorkTrips harmless against any third-party claims (including claims of Users) related to the linking, use or charging of Business Cards in the System, including claims concerning unauthorised transactions, and to cover the justified costs and losses incurred by WorkTrips as a result thereof.

7. WorkTrips shall not be liable for forgery or unauthorised use of funds occurring in connection with the use of services provided to the Partner, including any costs, additional services, fees, fines, contractual penalties, deductions or other charges. If a Hotel or Service Provider charges WorkTrips on this account, the Partner shall be responsible for covering such costs.

§ 8. COMPLAINTS

1. With respect to bookings made in connection with business travel, within the performance of the Master Agreement, the Partner remains the primary entity authorised to contact WorkTrips in matters concerning, in particular: bookings (including changes and cancellations thereof), settlements and invoicing, approvals and consents, travel limits and policies, and other organisational arrangements on the Partner’s side, including the submission and handling of complaints. Users shall direct to the Partner all questions, instructions, requests and notifications concerning business travel that require the Partner’s decision or relate to rules applicable at the Partner, and the Partner may, at its discretion, contact WorkTrips in such matters. The above does not exclude the possibility for Users to use operational support provided by WorkTrips both within the System(in particular via chat) and by telephone assistance in emergency situations referred to in § 5 sec. 7.

§ 9. PERSONAL DATA OF USERS AND TRAVELLERS

1. Users who enter personal data of Travellers into the System in connection with the organisation of business travel are obliged by the Partner to provide the Traveller with information on the rules for processing their personal data by WorkTrips by providing such person with the WorkTrips Business Travel Privacy Policy available at: https://worktrips.com/regulations/travelers-en.pdf. If it is not possible to provide the WorkTrips Business Travel Privacy Policy before entering the data, the WorkTrips Business Travel Privacy Policy should be provided to the Traveller immediately after the data is entered.

§ 10. EFFECTS OF TERMINATION OF THE AGREEMENT WITH WORKTRIPS

1. Termination of the Master Agreement results in the blocking of the Partner’s account and User accounts.

§ 11. COPYRIGHT AND LICENCE

1. The System and its parts, individual texts and graphics may be legally protected; the System may contain trademarks and other intangible assets subject to intellectual property protection, as well as documents protected by copyright. They may not be copied or used without WorkTrips’ consent, except for permitted use resulting from applicable laws.

2. All content published in the System, including the appearance of the System and the solutions used in it, as well as its infrastructure, constitute works and are protected by copyright.

3. It is prohibited to copy and use all or part of the System; to make it available by means of hyperlinks or deep links; or to publish, promote, dispose of or otherwise use content from the System in a manner inconsistent with its intended purpose.

§ 12. FINAL PROVISIONS

1. WorkTrips reserves the right to amend the Terms and Conditions in the cases specified in the Master Agreement.

2. The current wording of the Terms and Conditions will always be available in the User’s account.

3. These Terms and Conditions do not constitute an offer and do not create any contractual relationship between WorkTrips and the User. Any claims related to WorkTrips’ services arise exclusively from the Master Agreement and may be pursued only by the Partner as a party to that agreement.

4. In the event of any discrepancy between these Terms and Conditions and the terms and conditions of services constituting an appendix to the Master Agreement, the provisions of the Terms and Conditions of services constituting an appendix to the Master Agreement shall prevail.

5. Effective date of the Terms and Conditions: 15.07.2026.