Terms of Service for Operators

1. The parties

These terms are an agreement between Quexo Limited, a company registered in England and Wales (company number [Company number], registered office [Registered office address], VAT number [VAT number]), trading as Trip Booker ("Trip Booker", "we", "us"), and the coach or trip operator business creating an account ("Operator", "you"). By ticking the acceptance checkbox at sign-up, the individual signing up confirms they're authorised to bind the Operator to these terms.

2. What Trip Booker provides

Trip Booker is a hosted booking website and operational tool: a branded booking site on your own subdomain (or custom domain on higher tiers), a trip and pickup-point management dashboard, a customer booking and payment flow via Stripe, driver and staff accounts, and — where you opt in — a listing in the public Trip Booker directory. We are a software platform. We are not a travel agent, tour operator, or payment institution, and we are not a party to the contract for the trip itself — that contract is between you and your customer (see our Customer Terms).

3. Fees

Your tier's subscription fee (if any), the banded platform commission on each booking, and a per-transaction Stripe processing cost passthrough are set out on our Pricing page and in your dashboard. Commission is charged on top of the ticket price and deducted automatically at the point of payment via Stripe's application fee mechanism — you never need to manually pay us. Quexo Limited issues a proper UK VAT invoice for the commission we deduct each month via your dashboard, since this is a B2B supply of platform services from us to you. Published rates are indicative pending wider operator validation and may change with reasonable notice.

4. Payments, Stripe, and who's the merchant of record

All customer payments are processed by Stripe, via a Stripe Connect Express account that you set up as part of onboarding. You are the merchant of record on every charge — Trip Booker never takes customer money into its own account. This means VAT, consumer-protection compliance, and tax obligations on the trips you sell are yours to manage. Stripe carries out its own identity verification (KYC) on your business as part of account setup; we can't publish or guarantee that Stripe will approve any particular business.

5. Payouts and refund liability

Funds from a trip are held in your connected Stripe balance and paid out to your bank roughly two days after the trip departs — this delay exists so that customer refunds can be processed cleanly if a trip needs to be cancelled before payout. Refunds requested before payout are deducted from your Stripe balance automatically, commission included. Refunds requested after payout are pulled from your Stripe balance if funds are available there; if they aren't, you are responsible for repaying that amount to us or to the customer, as applicable. You're responsible for setting your own cancellation and refund policy for your customers, published on your own terms page where you choose to have one, subject to UK consumer law.

6. Data processing agreement

For the personal data of your customers and passengers collected through your Trip Booker site — names, contact details, emergency contacts, booking history, and any notes your customers provide — you are the data controller and Quexo Limited acts as your data processor, processing that data only to provide the service, on your instructions. This section is our data processing agreement:

• We process customer and passenger data only as needed to run bookings, payments, driver manifests, and the features you use — never for our own separate purposes without your instruction.
• We apply appropriate technical and organisational security measures — encryption in transit, access controls, audit logging, and the retention schedule described in our Privacy Policy.
• We use a fixed, published set of sub-processors (Stripe, Resend, DigitalOcean, Cloudflare, and, where configured, Sentry) — see the Privacy Policy for what each does.
• We'll assist you in responding to a data-subject request that reaches us, and notify you without undue delay if we become aware of a personal data breach affecting your customers' data.
• On termination, your data is retained per our published retention schedule (financial records for 7 years, as UK law requires) and otherwise deleted or de-identified.

7. Acceptable use

You agree to:

• List trips accurately — correct dates, pricing, seat counts, and pickup information.
• Hold any licences, insurance, and regulatory approvals your trips legally require.
• Not use the platform for fraudulent bookings, money laundering, or to circumvent Stripe's terms of service.
• Not attempt to scrape, reverse-engineer, or interfere with the platform's normal operation.
• Keep your dashboard credentials and any staff/driver accounts you create secure, and remove access promptly when someone leaves your business.

8. Account status and suspension

A new account starts as pending until Stripe verification completes, at which point it becomes active and can publish trips. We may suspend an account for breach of these terms, suspected fraud, or a serious Stripe compliance issue. Suspension blocks new bookings and dashboard changes, but never disrupts customers who have already booked — existing bookings, refunds, and payouts already in motion continue as normal. We'll aim to explain the reason and a path back to active status wherever we reasonably can.

9. Termination

You may stop using Trip Booker at any time; we may terminate an account for a material, unremedied breach of these terms, with notice where practicable. Termination doesn't cancel a trip your customers have already booked and paid for — you remain responsible for honouring or refunding those bookings. Data is retained after termination per the schedule in our Privacy Policy.

10. Liability

Trip Booker provides the booking technology; we are not responsible for the safe operation, quality, or delivery of the trips you sell, which remain entirely your responsibility as the operator. Subject to applicable law, our liability to you is limited to the platform fees you've paid us in the 12 months before a claim arose. Nothing in these terms limits liability that cannot lawfully be limited (for example, liability for death or personal injury caused by negligence).

11. Changes to these terms

We may update these terms from time to time. The current version is 2026-09-28-draft.1, and your acceptance is recorded against that version when you sign up. Where we make a material change, we'll aim to notify active operators and may ask for re-acceptance before continuing to use the platform.

12. Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.

13. Contact

Quexo Limited, [Registered office address]. Email [email protected].