Terms of use and privacy

1. Using Trips

You need an Otigen account. Keep your sign-in details secure. You are responsible for what happens in your account.

2. Your trips and your bookings

Trips is a tool for planning and sharing a trip. It does not book or change anything with an airline, hotel or other supplier, and it is not travel, visa, insurance, tax or legal advice. Check dates, times and details with the supplier before you rely on them.

3. Organisers, editors and travellers

The organiser owns a trip and decides who is on it. An editor can change the plan. A traveller can see the plan, add ideas, vote and log costs they paid. If you invite someone, you are responsible for choosing the right person and role. Being invited to someone else's trip is free, and it doesn't let you create trips of your own.

4. Imported bookings

Bookings read from a forwarded email are read by AI, which can make mistakes. Nothing joins your plan until you or an editor accepts it, so check the details first. Only forward emails you are entitled to share.

5. Costs and receipts

Costs and balances are a record the people on a trip keep for themselves. Otigen does not take, hold or send payments between travellers, and it does not convert currencies. Marking something as paid only records it.

6. Acceptable use

Do not use Trips for anything unlawful, invite people who do not want to be contacted, try to access anyone else's data, or try to disrupt the service.

7. Availability and changes

We aim to keep Trips available and working, but it may sometimes be unavailable, and features may change. Keep your own copy of anything you need while travelling. The trip pack PDF is one way to do that. We will give reasonable notice of significant changes where we can.

8. Fees

The organiser pays. People they invite never pay. Your first trip is free, once per account, with everything in Trips Pro and no card needed, and it stays fully usable. After that you need a plan. Trips costs $4.99 a month or $49 a year, for unlimited trips with the plan, stays, ideas, voting, invites, the view-only link and cost splitting. Trips Pro costs $8.99 a month or $89 a year, and adds smart import with 30 email reads a month, the trip pack PDF, receipts on a trip and cost export. Trips is not part of the Sole Trader Bundle and has no free trial. Prices are in Australian dollars and include GST. Stripe takes your payment, and we never see your full card number.

A plan renews automatically until you cancel under Billing in Settings, and you keep it until the end of the period you have paid for. If a renewal fails, you have 7 days to update your card. You can move between Trips and Trips Pro under Billing in Settings. If you move to Trips, every trip stays and the Trips Pro features stop, so forwarded email on those trips is not read.

When a plan ends, your trips stay and you can still read them, but you cannot change them or make a new one until you choose a plan again. The people you invited keep their access, and the view-only link keeps working. Your free first trip stays fully usable. Deleting a trip does not give another free trip. A full refund of a plan's payment ends that plan straight away. We do not refund a period you have used, except where the Australian Consumer Law requires it. We will tell you before any price changes.

9. Ending your use

You can stop using Trips at any time. To close your Otigen account entirely, go to Settings > Security > Delete my account. Use Download my data on the same page first if you want a copy. We may suspend or end access if these terms are breached, with notice where reasonable.

10. Liability

To the extent the law allows, Otigen is not liable for indirect or consequential loss, including a missed booking or relying on details read by AI without checking them. Nothing in these terms limits your rights under the Australian Consumer Law.

11. Governing law

These terms are governed by the laws of Queensland, Australia.

What we collect

• Your account details, such as your name and email address.
• Your trips: names, dates, destinations, days, activities, stays, ideas, votes, notes, emergency info and the client or entity on a work trip.
• Files you add, such as tickets, photos and cover images.
• The email addresses of people invited to a trip, and when each invite was sent.
• Costs and payments: what was paid, when, who paid and who shared it.
• Forwarded booking emails, as described under Smart import, and a log of them.

A trip can hold personal information about other people. Only add details you are entitled to use.

Invited travellers

When an organiser invites you, they give us your email address. We use it to send the invite and to check that the person accepting it is you. Only the organiser can see the email addresses of the people on a trip. Nobody else on the trip sees yours.

An invite expires after 14 days, and it can be cancelled at any time. We store a scrambled copy of the invite link, not the link itself. Your address stays in the trip's records after an invite is cancelled or you are removed, until the trip is deleted or, if you joined, you delete your account. To ask us to remove it sooner, email support@otigen.com.au.

Names shown on a trip

If you join a trip, your display name is shown to the other people on it, including on the costs and receipts you are part of. If you have no name on your account, you are asked for one when you accept. Anyone with no name shows as their role, never their email address. Votes show only as a count on each idea.

The view-only link

An organiser can turn on a link so people without an account can see an itinerary. Anyone who has the link can open it without signing in, so it should only go to people you trust with those details. It shows:

• The trip's name, destination, dates and cover image.
• Each day, its day note, and each activity's time, title, type and location.
• The names and addresses of stays.

It never shows people's names or email addresses, costs, receipts, booking references, contacts, links, cancel-by dates, notes on activities and stays, emergency info, the client's name, ideas or files, and it leaves out cancelled plans. Day notes do show, so don't put anything private in them. Search engines are told not to list the page. The organiser can turn the link off or replace it at any time, and the old link stops working straight away.

Smart import

Each trip can have its own forwarding address. When the organiser or an editor forwards a booking email to it from their sign-in address, its text and attachments are sent to our AI provider, Anthropic, the company that makes Claude, to find the bookings. Under Anthropic's commercial terms this data is not used to train its models, and Anthropic deletes it within 30 days unless it must keep it longer for safety or legal reasons.

We don't store the text of the email. What we keep is:

• The booking details read from it, such as the dates, booking reference and contact, until someone decides. A booking nobody decides on is removed after 30 days, and a dismissed one after 7 days. An accepted booking becomes part of the trip.
• Its attachments, in storage only our server can reach, while a booking from that email is waiting. An accepted booking keeps its own copy with the trip.
• A log of each email: the sender's address, the date, what happened to it and the size of the AI request. It holds no email content and is deleted after 31 days.
• A count of reads per organiser per month, kept for about a year.

Resend receives the email for us, and we ask it to delete its copy once the email has been handled. Mail from anyone else is ignored with no reply and never reaches the AI, and the organiser can see the sender's address on the Import tab until it leaves the log. Travellers can't see imported bookings until they are accepted, and then only what a traveller normally sees. Anything in an email is treated as data, so it can't change your trip by itself.

Receipts

A receipt added on a trip's Receipts tab is saved in your own Otigen Expense Manager, follows its settings, and is covered by the Otigen Expense Manager terms and privacy notice. It needs your own Expense Manager plan. The trip's organiser and editors can see its merchant, date, total, comment and file, and who added it. They can't see the entity, ABN, attendees or client code, and they can't change it. Travellers can't see receipts at all. Receipts are never on the view-only link or in the trip pack.

Costs

The organiser and editors can see every cost on a trip. A traveller can see the costs they paid, are part of or added, and their own balances. Costs are never on the view-only link or in the trip pack. Adding a receipt as a cost copies its merchant, date and amount, and the cost is then separate from the receipt, so deleting one doesn't delete the other.

How we use it

To provide Trips, show your trip to the people you share it with, send invites and notices, create the PDFs and exports you ask for, and provide support. We do not sell your information or use it for advertising.

Who stores and processes your data

We use these service providers: Supabase (sign-in, database and file storage), Vercel (website hosting), Anthropic (AI reading of forwarded emails) and Resend (sending emails, and receiving booking emails you forward). Some of them store or process data outside Australia, including in the United States.

Keeping and deleting

Your trips are kept until you delete them or delete your account. When you delete a trip, activity, stay, idea, file, cost or payment, it is hidden straight away so you can undo the delete, then permanently removed by a daily cleanup after 7 days. Deleting a trip also deletes its files, costs, votes, imported bookings and the record of who was on it, and stops its forwarding address and view-only link. Receipts stay in the Expense Manager of whoever added them. Our database provider's backups may hold copies for a short period before they are overwritten.

If someone is removed from a trip, they lose access straight away and their votes are removed. The ideas, files and costs they added stay with the trip, so everyone else's totals stay right.

Delete my account, in Settings > Security, removes your trips straight away, and the people you shared them with lose access. It also takes you off trips other people shared with you. Ideas and files you added to those trips stay with them without your name. Costs stay too, with the amounts unchanged, and you show as "Deleted account". Your address is removed from the log of any email you forwarded to someone else's trip.

Security

Trips are only available to the people on them, and to anyone with the view-only link if the organiser turns it on. Files are stored privately, and data is encrypted in transit. No system is completely secure, so please keep your sign-in details and your trip's links and forwarding address safe.

Access, correction and complaints

You can get a copy of your information at any time with Download my data, in Settings > Security. You can correct your name and your own trips yourself. To ask for anything else, correct your information, or make a complaint, email support@otigen.com.au. We aim to respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Contact

Email support@otigen.com.au for privacy questions. Otigen Trips is operated by Joe Weir trading as Otigen.