Terms of service

These terms are a contract between you and us. They explain what you can expect from VagabondBase and what we expect from you. Please read them carefully.

If you are a consumer, the law of the country where you live can give you rights that a contract cannot take away. Nothing in these terms limits those rights.

1. Who we are

VagabondBase is operated by Simone Cervini, a self-employed individual based in Italy, VAT number IT11110640965 (“VagabondBase”, “we”, “us”). You can write to us at legal@vagabondbase.com.

2. About these terms

These terms apply to the VagabondBase website, app and public API, and to the emails and support that come with them (the “Service”). You accept these terms when you create an account or use the Service. If you do not accept them, do not use the Service.

A consumer is a person who uses the Service for purposes outside their trade, business or profession. A business user uses it for their trade, business or profession, for example a travel agent or a tour organizer. Content is everything that people add to the Service.

The privacy policy explains how we handle personal data. These terms are in English. If we give you a translation, the English version applies, unless the law of the country where you live requires otherwise.

3. Who can use VagabondBase

You must be at least 16 years old. If you are younger than 18, or younger than the age of majority where you live, a parent or legal guardian must accept these terms with you. You must also be allowed to use the Service under the laws that apply to you, including sanctions laws.

If you accept these terms for an organization, you confirm that you can bind it, and “you” also means the organization.

4. Your account

You sign in with your email address, so keep your email account secure. Give correct information, do not share your account, and tell us at once if you think that someone else uses it. You are responsible for what happens in your account, unless it happens because we failed to protect the Service.

5. What VagabondBase is and is not

VagabondBase is a shared space where a group plans a trip and follows it on the road. It is not:

• A travel agent, tour operator or booking service. We do not sell, book or provide travel services, and we are not a party to any contract between you and a travel provider.
• A payment service. We do not hold or move money.
• An official source of travel information, for example about entry requirements, visas, health or safety.

6. Shared trips

You can invite other people to a trip. The people on a trip can see and change its content, and they can see each other’s name and email address. Anyone who has an invite link can join the trip while the link is active, so share it only with people that you want on the trip. You choose who can see each document, and the people who can see it can download it.

What you add to a trip becomes part of the shared record of the group. If you leave a trip or delete your account, the content that you added can stay in the trip for the other people on it.

We do not check who joins a trip, and we do not settle disagreements between the people on it, for example about expenses.

If you add information about another person, such as a companion, a child or a client, you must have the right to do so, and you must add only what the trip needs.

7. Your content

Your content stays yours. To run the Service, you give us a worldwide, non-exclusive and royalty-free license to host, store, copy, process, transmit and display your content, only to provide the Service to you and to the people that you share it with, to keep it secure, to give you support and to obey the law. Our service providers can use this license only to do this work for us. The license ends when your content is deleted, except for content that stays in a shared trip as section 6 explains.

We do not sell your content, use it for advertising or use it to train AI models.

You are responsible for your content, and you confirm that you have the rights to add it. We do not review content before it appears in the Service.

The Service is not a backup. Keep your own copies of tickets, bookings and travel documents.

8. AI features

Some features use AI. AI can make mistakes, so check its results. What AI writes is not advice. We claim no rights in what AI writes from your content.

9. The public API

With an API key, you and the software that you choose, including AI agents, can access your trips. An API key gives the same access as your account, so keep it secret. We treat what is done with your key as done by you, unless it happens because we failed to protect the Service. You are responsible for the software and the AI agents that you connect, and their providers’ terms apply to them.

Follow the documentation and the limits of the API, and do not use it to copy the Service or to build a competing service. We can change the API, and we try to give notice of changes that can stop your software from working. We can suspend a key that harms the Service or other people.

10. Acceptable use

You must not:

• Break the law, or help other people to break it.
• Add content that is illegal or that breaks the rights of other people, such as their intellectual property or privacy.
• Harass, threaten, deceive or defraud other people.
• Pretend to be another person.
• Use the Service to plan or help serious crimes, such as human trafficking, smuggling or terrorism.
• Try to access accounts, trips or systems without permission, or disrupt the Service.
• Copy data from the Service with automated tools, except through the public API.
• Reverse engineer the Service, except where the law allows it.

If you find a security problem, tell us at security@vagabondbase.com and give us reasonable time to fix it. We will not take action against research in good faith that does not harm the Service or other people’s data.

11. Reporting illegal content

Anyone can report content that they think is illegal by writing to abuse@vagabondbase.com. Explain why you think that it is illegal and where it is, and give your name and email address, together with a statement that your report is made in good faith and is correct. We examine each report carefully and quickly, and we tell you our decision.

Our point of contact for users and for authorities under the EU Digital Services Act is legal@vagabondbase.com. You can write to us in English or in Italian.

12. How we enforce these terms

We do not monitor trips in general. If content or an account breaks these terms or the law, we can remove content, limit features, suspend an account or close it. Our measures are proportionate, and people, not automated tools, make these decisions. We tell you what we did and why, and how to challenge it, unless the law does not allow it or this would put other people at risk. To challenge a decision, write to us within six months. You can also go to court.

13. Travel information and other services

The information in the Service, such as times, time zones, places, maps, exchange rates and AI results, comes from you, from other people and from other companies. We work to make it correct, but we cannot guarantee that it is correct, complete and up to date. Check important information with its source, for example the airline, the hotel or the official websites for entry requirements. You are responsible for your trip and for your travel documents.

Expense balances and converted amounts are calculations to help a group settle up. They are not a legal statement of what a person owes, and exchange rates are for information only.

VagabondBase includes Google Maps features and content. Your use of Google Maps features and content is subject to the current versions of the Google Maps End User Additional Terms of Service and the Google Privacy Policy.

We are not responsible for websites and services of other companies that the Service links to or that you connect to it. The Service uses time zone data from timezone-boundary-builder, available under the Open Database License (ODbL), based on data from © OpenStreetMap contributors.

14. Availability and support

We work to keep the Service available, but it can be interrupted, for example for maintenance or because of problems with our providers. Some features need a connection. The app can keep a copy of your trips on your device, so protect your device. You can ask for help at support@vagabondbase.com.

15. Prices

The Service is free at the moment. We can introduce paid plans or limits on free use. We never charge you without your explicit agreement, and before you buy, we show you the price and the conditions, including your right of withdrawal as a consumer. If a new limit affects content that you already have, we tell you at least 30 days in advance.

16. Our rights in VagabondBase

We own the Service, including its software, design and brand. We give you a personal, non-exclusive and non-transferable license to use it under these terms. Do not use our name or logo without our permission. If you send us feedback, we can use it freely.

17. Personal data

The privacy policy explains how we handle personal data. If you are a business user and you add personal data of your clients or other people, the data processing terms in section 27 apply.

18. Changes to the service and to these terms

We can change the Service and these terms for valid reasons, for example to improve the Service, to keep it secure, or because the law changes. If a change significantly reduces the Service or affects your rights, we tell you by email or in the app at least 30 days in advance, unless we must act sooner for legal or security reasons. If you do not agree, you can delete your account before the change applies. If we stop the Service, we tell you at least 60 days in advance and give you a way to export your content.

19. Ending this agreement

You can stop using the Service and delete your account at any time. To delete your account, write to us at privacy@vagabondbase.com. If you own a trip that other people are on, we can transfer it to one of them so that the group does not lose it.

We can suspend or close your account if you seriously or repeatedly break these terms, if the law requires it, if your use creates a security or legal risk, or if your account is inactive for 3 years. We tell you in advance and give our reasons, unless the law does not allow it or the risk is urgent.

The sections that by their nature continue after the end of this agreement continue to apply, such as those about content, liability and disputes.

20. What we promise

We provide the Service with reasonable care and skill. Apart from this and from what the law requires, we provide it “as is” and “as available”, and we do not promise that it is free of errors or never interrupted. If you are a consumer, this does not limit your legal rights.

21. Liability

Nothing in these terms limits our liability for death or personal injury caused by our negligence, for damage caused by our willful misconduct or gross negligence, for fraud, or for any liability that the law does not allow us to limit.

If you are a consumer, we are liable under the law for damage that we cause when we break these terms. We are not liable for damage that we could not foresee, for damage that you could have avoided with reasonable care, or for damage caused by other people, by services of other companies or by events outside our control.

If you are a business user, in addition, and as far as the law allows, we are not liable for loss of profit, revenue, business or data, or for indirect loss. Our total liability to a business user in any 12 months is limited to the higher of what you paid us in that period or 100 euros.

22. Indemnity for business users

If you are a business user, you compensate us for losses and reasonable legal costs that result from claims of other people, such as your clients or authorities, when these claims arise from your content or from your breach of these terms or of the law, unless we caused the loss.

23. Events outside our control

We are not responsible for failures or delays that are caused by events outside our reasonable control, such as natural disasters, war, strikes, actions of governments, cyberattacks or failures of networks and providers.

24. Applicable law and disputes

If you have a problem, write to us first, and we will try to find a solution with you. Italian law applies to these terms, without the United Nations Convention on Contracts for the International Sale of Goods. If you are a consumer, you also keep the protection of the mandatory rules of the country where you live.

• If you are a consumer and you live in Italy, the court of the place where you live decides disputes.
• If you are a consumer and you live in another country, you can go to the courts of your country or of Italy, and we can go only to the courts of your country.

We are not obliged to take part in alternative dispute resolution procedures for consumers, and we do not commit to do so in general.

25. General terms

These terms are the entire agreement between you and us about the Service. You cannot transfer them to another person. We can transfer them to a person or company that takes over the Service, for example after a sale of the business, if your rights stay the same, and we tell you before. If a part of these terms is not valid, the other parts continue to apply. If we do not enforce a part of these terms, we can still enforce it later. We send notices to the email address of your account or show them in the app.

26. Specific approval of clauses

If you are a business user, under articles 1341 and 1342 of the Italian Civil Code you specifically approve, with a separate acceptance, these sections: 9 (the public API), 12 (how we enforce these terms), 18 (changes), 19 (ending this agreement), 21 (liability), 22 (indemnity) and 25 (transfer of these terms).

27. Data processing terms for business users

When you are a business user and you add personal data of other people to the Service, such as your clients (“client data”), you are the controller and we are your processor under article 28 of the General Data Protection Regulation (GDPR).

• Scope: we process client data, such as names, contact details, travel plans and documents, of your clients and the people who travel with them, to provide the Service, for as long as you use it.
• Instructions: we process client data only on your instructions, which are these terms and the way that you use the Service, unless the law requires otherwise.
• Confidentiality and security: the people who work for us are bound by confidentiality, and we protect client data with appropriate technical and organizational measures.
• Sub-processors: you authorize the providers in the privacy policy. We tell you before we add or replace one, and you can object. We bind them to the same obligations.
• Transfers: we transfer client data outside the European Economic Area only with the safeguards that the GDPR requires.
• Assistance: we help you to answer requests from the people concerned and to meet your obligations about security, data breaches and impact assessments. We tell you without undue delay about a data breach that affects client data.
• End of the service: you can export client data, and we then delete it, unless the law requires us to keep it.
• Audits: we give you the information that you need to show that we meet these obligations, and we allow reasonable audits.

You confirm that you have a legal basis for client data and that you inform the people concerned.