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Terms of Service

Effective date: 15 June 2026

These terms govern your use of the equate platform (“equate” or the “Service”). The Service is provided by equate ltd, a company registered in England and Wales, with its registered office at 167–169 Great Portland Street, London, England, W1W 5PF.

By creating an account or using the Service, you agree to these terms on behalf of yourself and, where applicable, the organisation you represent. If you do not agree, you should not use the Service.

1. The Service

equate provides AI-assisted invoice processing and reconciliation tools built for the travel industry. The Service includes automated extraction of supplier invoice data, matching against booking records, workflow queues, and connected integrations as set out in your subscription tier.

We may update, change, or discontinue features of the Service at any time. We will give you reasonable notice of any material changes that affect your use of the Service.

2. Accounts and access

You must register an account to use the Service. You are responsible for maintaining the security of your account credentials and for all activity that takes place under your account. You must notify us promptly if you become aware of any unauthorised use.

You may invite team members to your workspace subject to the limits of your subscription tier. Each user must agree to these terms individually. You are responsible for ensuring that all users in your workspace comply with these terms.

3. Subscriptions and fees

Access to the Service is provided on a subscription basis. Fees are charged per matched booking as described on our pricing page, subject to your tier’s included allowance and overage rates. All fees are in GBP and exclude VAT where applicable.

Subscriptions renew automatically each month unless cancelled before the renewal date. You may cancel at any time from your account settings. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial periods.

We may change our prices on thirty days’ notice. If you do not accept the new prices, you may cancel your subscription before the change takes effect.

4. Your data

You retain all rights in the data you upload to or process through the Service, including invoice documents, booking records, and extracted data. You grant us a limited licence to process your data solely for the purpose of providing the Service.

We will not use your data to train any model that is shared with or exposed to other customers. Corrections and feedback you provide may be used to improve accuracy for your account only.

You are responsible for ensuring that you have the necessary rights and consents to upload any data to the Service, including data relating to third parties.

5. Acceptable use

You agree not to:

  • use the Service for any unlawful purpose or in violation of any applicable law or regulation;
  • upload data that infringes any third party’s intellectual property rights or that you do not have the right to share;
  • attempt to gain unauthorised access to any part of the Service or its infrastructure;
  • use the Service to process data unrelated to legitimate invoice and booking reconciliation;
  • resell, sublicence, or otherwise make the Service available to third parties without our prior written consent;
  • reverse-engineer, decompile, or otherwise attempt to extract source code from the Service.

6. Intellectual property

equate and all content, software, and technology forming part of the Service are the property of equate ltd or its licensors. These terms do not grant you any rights in the Service beyond those expressly set out here.

You retain ownership of your data. Any feedback, suggestions, or ideas you share with us about the Service may be used by us freely, without restriction or compensation.

7. Confidentiality

Each party agrees to keep confidential all non-public information received from the other party in connection with these terms. This obligation does not apply to information that is or becomes publicly known other than through a breach of these terms, or that is required to be disclosed by law or regulation.

8. Warranties and liability

The Service is provided “as is”. We do not warrant that the Service will be uninterrupted, error-free, or that extraction and matching results will be completely accurate. The Service is a tool to assist your team; final decisions on invoice processing and payment remain with you.

To the maximum extent permitted by law, our total aggregate liability to you in connection with these terms or the Service will not exceed the fees paid by you in the three months immediately preceding the event giving rise to the claim.

Neither party will be liable for any indirect, incidental, special, or consequential losses, including lost profits or data, even if advised of the possibility of such losses.

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

9. Termination

Either party may terminate these terms on notice. We may suspend or terminate your access immediately if you breach these terms, fail to pay fees when due, or if required by law.

On termination, your right to use the Service ceases immediately. We will retain your data for 30 days after termination, during which you may request an export. After that period, your data will be deleted in accordance with our data retention policy.

10. Governing law

These terms are governed by the laws of England and Wales. Any dispute arising in connection with these terms will be subject to the exclusive jurisdiction of the courts of England and Wales, unless mandatory local law requires otherwise.

11. Changes to these terms

We may update these terms from time to time. We will notify you of material changes by email or by displaying a notice in the Service. Continued use of the Service after the effective date of the updated terms constitutes your acceptance of them.

12. Contact

For questions about these terms, please contact us at hello@equatetravel.ai or write to us at 167–169 Great Portland Street, London, England, W1W 5PF.