Terms of Service

1. Who these Terms apply to

You may use the Service as an individual or on behalf of an organization ("Organization"). If you use the Service on behalf of an Organization, you represent that you have authority to bind that Organization and "you" includes that Organization.

2. The Service

HAYA provides software for tour operators and travel teams to manage itineraries, proposals, bookings, communications, payments, and related operational workflows. The Service may include AI-assisted features.

We may update, modify, or discontinue parts of the Service from time to time.

3. Accounts, access, and security

• You are responsible for maintaining the confidentiality of login credentials and for all activity under your account.
• You must provide accurate account information and keep it up to date.
• You must promptly notify us if you suspect unauthorized access.

4. Your content and data

"Customer Content" means data and materials you (or your users) upload to or generate using the Service, including itineraries, traveler/client details, documents, images, and messages.

• You retain ownership of Customer Content.
• You grant HAYA a limited, worldwide, non-exclusive license to host, store, transmit, display, and process Customer Content solely to operate and improve the Service and provide support.
• You represent and warrant you have all rights and permissions needed to upload and use Customer Content (including permissions from travelers/clients where applicable).

5. Acceptable use

You agree not to:

• Use the Service in a way that violates any applicable law or regulation.
• Upload malware, attempt to gain unauthorized access, or interfere with the Service’s operation.
• Reverse engineer, decompile, or attempt to extract source code except where prohibited by law.
• Use the Service to process highly sensitive personal data unless expressly agreed by HAYA in writing (for example: medical records), or where you have a lawful basis and appropriate safeguards.
• Scrape, copy, or harvest data from the Service except as permitted through documented APIs or features.

6. Third-party services

The Service may integrate with third-party services (for example authentication, analytics, payments, mapping, messaging, or AI providers). Your use of third-party services is subject to their terms and policies. HAYA is not responsible for third-party services and does not control their availability or functionality.

7. Travel operations disclaimer

HAYA is a software platform. Unless explicitly stated in a separate written agreement, HAYA is not a travel agency, tour operator, airline, hotel, or ground handler. You are responsible for:

• Accuracy of itineraries, quotes, availability, and supplier information you share with travelers.
• Ensuring your own traveler-facing terms (including cancellation/refund policies) are communicated and enforced.
• Complying with local requirements (e.g., travel regulations, consumer protection, licensing).

8. Fees, billing, trials, and cancellation

If you purchase a paid plan, you agree to pay applicable fees, taxes, and charges based on your selected plan. Billing terms (including renewals, upgrades, downgrades, usage-based charges, and refunds) may be presented at checkout or in-app.

You may cancel according to the subscription settings available in your account or by contacting support. Unless required by law, fees already paid are non-refundable.

9. Intellectual property

The Service, including its software, design, and trademarks, is owned by HAYA or its licensors and is protected by intellectual property laws. These Terms do not grant you ownership of the Service.

10. Confidentiality

You and HAYA may exchange non-public information in connection with the Service. Each party agrees to protect the other’s confidential information and use it only for purposes of performing under these Terms.

11. Availability, warranties, and disclaimers

The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, HAYA disclaims all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

AI outputs may be incorrect or incomplete. You are responsible for reviewing and validating any AI-assisted content before relying on it.

12. Limitation of liability

To the maximum extent permitted by law, HAYA will not be liable for indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenues, data, goodwill, or business interruption.

To the maximum extent permitted by law, HAYA’s total liability for all claims relating to the Service in any 12-month period will not exceed the amounts you paid to HAYA for the Service during that period.

13. Indemnity

You agree to indemnify and hold harmless HAYA from and against claims, damages, liabilities, and expenses arising from your use of the Service, your Customer Content, or your violation of these Terms.

14. Suspension and termination

We may suspend or terminate access to the Service if we reasonably believe you have violated these Terms, pose a security risk, or if required by law. You may stop using the Service at any time.

15. Changes to these Terms

We may update these Terms from time to time. If changes are material, we will provide notice through the Service or by other reasonable means. Continued use of the Service after the effective date of updated Terms constitutes acceptance.

16. Governing law

These Terms are governed by the laws of the Republic of Rwanda, without regard to conflict of law rules. Courts located in Rwanda will have jurisdiction over disputes arising out of or relating to these Terms, except where applicable law requires otherwise.

17. Contact

Questions about these Terms? Contact us at legal@usehaya.com.

For privacy matters, see our Privacy Policy.