Terms & Conditions

arrangeMy Terms and Conditions

version updated November 2024

These terms and conditions (“Conditions”) apply to the Services provided by arrangeMY to the Client who receives and makes use of the Services.

The Client agrees to these Conditions by signing the Key Terms Sheet and/or an Order Form.

Definitions and Order of Priority

In these Conditions capitalised terms shall have the meaning given to them in Schedule 4 (Definitions).

To the extent only of any conflict or inconsistency between these Conditions, the Schedules to these Conditions, the Key Terms Sheet and the Order Form, the order of precedence will be as follows: the Key Terms Sheet, the Order Form, the Conditions and the Schedules to these Conditions.

Term
- The Agreement commences on the Effective Date and continues for the Term unless it is terminated earlier by either party in accordance with clause 9.
Services
- arrangeMY shall
  - use reasonable efforts to commence the provision of the Services by the Effective Date;
  - provide the Services with reasonable skill and care and in accordance with Applicable Law;
  - place Bookings with Third Party Suppliers on behalf of the Client following receipt of an order through the Booking Channel.
- arrangeMY acts as a disclosed agent for the Client in relation to Third Party Suppliers. In some limited circumstances, Third Party Suppliers may require and arrangeMY may (with prior approval of the Client) agree to deal with Third Party Suppliers as principal instead of agent for the Client. Where arrangeMY acts as principal, the following terms apply:
  - whilst arrangeMY may seek confirmation from the Third Party Supplier that the Third Party Supplier has complied with all health and safety requirements and has adequate insurance for third party risks, the Client agrees that arrangeMY may terminate any contract with the Third Party Suppliers for failing to provide arrangeMY on request with confirmation that the Third Party Supplier has complied with all health and safety requirements and has adequate insurance for third party risks. In these circumstances, the Client shall indemnify on demand arrangeMY in respect of any loss, claim, demand, expense, cost or damage suffered by the arrangeMY and/or Client as a result of that termination.
  - the Client fully indemnifies arrangeMY for any losses, claims, demands, expenses, costs or damages incurred by the Client, arrangeMY, the Third Party Supplier or any person, howsoever caused, save for injury or death caused by the negligence of arrangeMY.

Client Responsibilities

3.1.1 by placing an Order the Client authorises arrangeMY to make Bookings on its behalf, subject to the Third Party Supplier Conditions;

3.1.2 all Bookings are placed by arrangeMY with the Third Party Suppliers on the Client’s behalf, including communicating any instructions from the Client such as applicable authorised limits. In the absence of any express written instructions to the contrary, arrangeMY may accept (and the Client shall be bound by) any requests made by any employee, agent, or other representative of the Client via the Booking Channel;

3.1.3 any contract for a Booking is between the Client and the Third Party Supplier and is subject to any Third Party Supplier Conditions;

3.1.4 the Client will be bound by the Third Party Supplier Conditions, in addition to the terms of this Agreement. The Client is responsible for ensuring that all Travellers and Delegates comply with the Third Party Supplier Conditions;

3.1.5 the Client is responsible for the accuracy, quality and legality of all data and information provided to arrangeMY under this Agreement;

3.1.6 arrangeMY has no liability to the Client, Travellers or Delegates for:

3.1.6.1 any breach by the Third Party Supplier of the Third Party Supplier Conditions;

3.1.6.2 any changes to the Third Party Supplier’s Services in accordance with the Third Party Supplier Conditions;

3.1.6.3 any additional charges imposed on the Client by the Third Party Supplier relating to cancellations, billing methods, payment methods, taxes or any other additional charges; and

3.1.7 all Third Party Suppliers are independent contractors and not subcontractors, agents or employees of arrangeMY.

3.1.8 The Client shall not access/or use the Booking System in any way that threatens the continued viability, security or availability of the Booking System.

3.1.9 The Client is responsible for ensuring that Travellers have all necessary documents, passports, visas and vaccinations to permit and allow safe travel.

3.1.10 The Client is responsible for obtaining and keeping up to date with travel advice in relation to the travel destination of any Booking and arrangeMY recommends that the Client makes itself aware of information available at https://www.gov.uk/foreign-travel-advice.

3.1.11 A credit card may be required from a Traveller by a Third Party Supplier (usually a hotel) as a form of guarantee of payment. arrangeMY is not responsible or liable for any inconvenience or costs arising as a result of a Traveller travelling without a credit card.

3.1.12 In respect of Events, where the Delegates are to settle their own extras, arrangeMY will instruct the Third Party Supplier accordingly. arrangeMY shall not be held liable for any outstanding payments under any circumstances.

3.2 The Client is exclusively responsible for ensuring the Third Party Supplier Services are suitable and for ensuring that all legal requirements in relation to the use of Third Party Supplier Services, including but not limited to health and safety, are complied with.

Fees and Payment

4.1 arrangeMY shall contract with the Third-Party Suppliers on behalf of the Client and the Client shall pay to arrangeMY all Fees and Supplier Charges invoiced by arrangeMY to the Client in respect of items contracted with the Third-Party Suppliers. The Client shall pay arrangeMY’s invoices using the Payment Method and in accordance with the Payment Terms.

4.2 Unless otherwise stated at the time of Booking, VAT (and any other similar or equivalent taxes, duties, fees and levies imposed from time to time by any government or other authority, including in other jurisdictions) will be charged, where applicable, at the rate in force on the date of supply. By prior arrangement in an Order Form, arrangeMY can help and support the Client’s finance team with its VAT reclaim process as a chargeable service.

4.2 If credit account facilities have been made available by arrangeMY to the Client, arrangeMY reserves the right to decline credit facilities or to withdraw such facilities. arrangeMY reserves the right to retain any monies due to the Client, such as refunds or credits, to offset against any outstanding debt owed to arrangeMY by the Client.

4.3 Upon the withdrawal of credit account facilities all monies owing to arrangeMY will become payable immediately and arrangeMY reserves the right to require payment to be made in respect of all Fees and Supplier Charges by the Client in advance for all Bookings.

4.4 The Client shall pay arrangeMY’s prevailing Booking Fees (details on request) in respect of any Consolidator Tickets and/or Corporate Net Tickets and/or Wholesale Tickets plus any credit card merchant fees or other like fees incurred by arrangeMY in addition to any Booking Fee, Account Management Fee and/or Event Management Fee.

4.5 The Client shall pay arrangeMY’s current delivery fee (details on request) in respect of any items that are physically delivered to the Client by Royal Mail on behalf of arrangeMY. If Royal Mail’s fees for postage do change mid contract term with the Client, then arrangeMY have permission to increase postage fees accordingly.

4.6 arrangeMY reserves the right to charge an administration fee for amendments or cancellations of any Bookings, including where no additional documentation is required.

4.7 Supplier Charges for Third Party Supplier Services which are reserved but not ticketed at the time of Booking may increase between the time of reservation and the time of ticketing or departure. Until a Booking is confirmed and committed to by the Client the price cannot be guaranteed and is subject to change. Some Third Party Suppliers may apply a charge for Third Party Supplier Services not cancelled in advance of the departure date.

4.8 Where payment for Third Party Supplier Services is made using arrangeMY’s credit card the Client indemnifies arrangeMY from any misuse of the card by any current or past employee of the Client. An additional charge per transaction may apply when such a card is used. In making such Bookings, arrangeMY acts as an intermediary on behalf of the Client and for the avoidance of doubt, arrangeMY shall not be responsible for any default or failure in any supply by any Third Party Supplier or for any loss, claim, cost, damage, or injury incurred by the Client or any Passenger (directly or indirectly) as a result thereof.

4.9 arrangeMY purely acts as the Client’s agent with regards to Third Party Suppliers and the liability for payment for Third Party Supplier Services rests with the Client.

4.10 In the event that any sums due by the Client to arrangeMY are not paid when due then, without prejudice to any other remedies of arrangeMY, arrangeMY may at any time:

4.10.1 suspend all or part of the provision of the Services to the Client; and/or

4.10.2 charge a late payment administration fee at the rate of 2% per month on all overdue sums until paid; and/or

4.10.3 cancel (without any liability to the Client or to any Traveller) any Bookings made on behalf of the Client, with any cancellation fees incurred as a result thereof being for the account of the Client; and/or

4.10.4 in respect of payments remaining outstanding for a period of in excess of 28 days beyond the Payment Terms, claim interest and compensation for debt recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998.

Additional Terms for Event Management and Reservation Only Services Invoicing and Payment

4.11 In respect of Events for which arrangeMY provides Event Management Services, the Order Form shall specify the required staged payment terms. The Client will be required to make payments to arrangeMY as detailed in the Order Form.

4.12 Following the Event arrangeMY will issue the Client with a final invoice in respect of the Event Management Fees

4.13 The Client accepts that the Event Management Fee is subject to change as a result of any alterations to the Event.

4.14 Payment of the Event Management Fee shall be due in full within 14 days of the invoice date.

4.15 Any queries on the invoices must be raised by the Client in writing within 7 days of the invoice date, otherwise the Client will be deemed to have accepted the invoice, and the full balance will be due.

4.16 If the Client disputes any element of the invoice, the undisputed balance should be paid and only the queried amount withheld.

4.17 For Events and Reservation Only Services, where arrangeMY reserves rooms without firm booking, arrangeMY will inform the Client about the deadline for the Client to confirm Bookings. The Client shall indemnify arrangeMY for all costs incurred by arrangeMY or the Client as a result of the failure by the Client to confirm Bookings or release reserved but unbooked rooms by the applicable deadline.

Tickets

5.1 Tickets will be issued immediately on Booking unless alternative arrangements, which may carry a supplement, have been made. arrangeMY will issue e-tickets wherever possible and if available.

5.2 Where an e-ticket or ticketless travel is not available a ticket on departure will be arranged. Certain airlines do charge an extra fee for tickets on departure.

5.3 Any rail tickets printed for the Client by arrangeMY can be posted to the Client by arrangeMY or collected by the Client from arrangeMY’s office at Building 7, Berkeley Business Park, Wainwright Road, Worcester, WR4 9FA.

6. Alterations and / or Cancellation of Travel or Events

6.1 The Client may request cancellation or alteration to a Booking or Event by calling arrangeMY on 01905 610016 or by e-mail to bookings@arrangemy.com subject to the following conditions:

6.1.1 any changes and cancellations can only be accepted in accordance with the Third Party Supplier Conditions. The Third Party Supplier may charge the cancellation or amendment charges shown in the Third Party Supplier Conditions (which may be as much as 100% of the Supplier Charges). In addition, the Client must pay arrangeMY the appropriate transaction fee and or administration fee for any amendments to or cancellations of Bookings as shown on the Key Terms Sheet.

6.1.2 rail travel may only be cancelled within one month of date of the issue of the ticket (or on any other terms relating to the ticket issued in respect of the rail services in question). Credit notes or refunds (if any) for rail travel using printed rail tickets may only be issued upon the return of the relevant tickets and are subject to the terms and conditions of the relevant Third Party Supplier.

6.1.3 in the event that any cancellation or refund requires the consent of or calculation by the relevant Third Party Supplier then the invoices issued shall remain due and payable in accordance with Clause 4 above and any sum refunded by the Third Party Supplier to arrangeMY shall only be credited to the Client’s account on receipt of the same by arrangeMY from the Third Party Supplier.

6.1.4 the Client accepts that any reduction in the scope of the Booking may alter the pricing structure. The Client should take note of the Third Party Supplier Conditions in relation to cancellations and the penalty charges applicable, if any, plus any key dates highlighted to supply final chargeable numbers of Travellers and/or Delegates.

6.1.5 on alteration or cancellation of a Booking for travel or accommodation, arrangeMY reserves the right to issue the Client with an invoice to include administration / management time taken to alter or cancel and/or negotiate the cancellation fees with the Third Party Supplier, lost Commission and any other out of pocket expenses incurred or suffered by arrangeMY as a result of the alteration or cancellation.

6.2 In the situation where Event Management Services had been requested to be provided and the Event is potentially being cancelled or amended, arrangeMY may issue a new cost breakdown to the Client detailing the alterations.

6.3 Where an Event is amended or cancelled, arrangeMY may charge the Client for in-house services, lost Commission, out of pocket expenses and the Event Management Fee.

6.4 From time-to-time arrangeMY may find it necessary to make a significant alteration to the items and services specified in the cost breakdown. If as a result of this arrangeMY are required to make a significant alteration to the Event, arrangeMY shall use its reasonable endeavours to inform the Client of such alteration as soon as reasonably possible. Any such alteration shall be deemed to have been accepted by the Client unless the Client provides arrangeMY with prompt written notice of its wish to reject the alterations or cancel the Event.

7. Insurance Cover

7.1 arrangeMY is not authorised or regulated by the Financial Conduct Authority to carry out regulated activities in relation to general insurance. The Client is at all times responsible for arranging appropriate insurance cover for itself and/or its Travellers to protect the interests of its business, including protection against the costs of cancellation of Bookings and/or Events, accidents or illness of any Travellers or Delegates of the Client.

Liability

8.1 Subject to clauses 8.2 to 8.3, arrangeMY’s maximum aggregate liability which arises from any act, event, omission or circumstance which occur in any one consecutive twelve month period (“Year”) will be limited to 100% of the Fees paid by the Client to arrangeMY in that Year.

8.2 Nothing in this Agreement will operate to exclude or restrict one party’s liability (if any) to the other:

8.2.1 for death or personal injury resulting from its negligence or the negligence of a person for whom it is vicariously liable;

8.2.2 for its fraud or fraudulent misrepresentation or fraud or fraudulent misrepresentation by a person for whom it is vicariously liable;

8.2.3 for any matter for which it is not permitted by law to exclude or limit, or to attempt to exclude or limit, its liability.

8.3 arrangeMY will have no liability to the Client for any:

8.3.1 loss of profit;

8.3.2 loss of revenue, loss of production or loss of business;

8.3.3 loss of goodwill, loss of reputation or loss of opportunity;

8.3.4 loss of anticipated savings or loss of margin;

8.3.5 loss of bargain;

8.3.6 liability of the Client to third parties;

8.3.7 loss of use or value of any data;

8.3.8 wasted management, operational or other time ;

8.3.10 indirect, consequential or special loss,

subject always to Clause 8.2.

8.4 arrangeMY shall not be liable for any loss, liability, damage, injury, costs, claims, demands or expenses suffered or incurred by the Client, its staff, disclosed agents or Clients arising from the use by the Client of Third Party Supplier Services.

Termination of the Agreement and Consequences of Termination

9.1 If a party:

9.1.1 commits a material breach of this Agreement which cannot be remedied; or

9.1.2 commits a material breach of this Agreement which can be remedied but fails to remedy that breach within 30 days of a written notice setting out the breach and requiring it to be remedied being given by the other party,

the other party may terminate this Agreement immediately by giving written notice to that effect to the party in breach.

9.2 arrangeMY may terminate this Agreement immediately by giving written notice to that effect to the Client if the Client fails to make any payment due to arrangeMY under this Agreement within 14 days after the agreed Payment Terms.

9.3 Either party may terminate this Agreement immediately by giving written notice to that effect to the other party if the other party becomes Insolvent.

9.4 All Bookings made prior to the Termination Date will remain in full force and effect under this Agreement and the Third Party Supplier Conditions unless cancelled in accordance with clause 6 of this Agreement.

9.5 On termination or expiry of this Agreement, arrangeMY will provide reasonable assistance to transfer the Client’s data from the Booking System to the Client. arrangeMY reserves the right to charge for data export where this Agreement is terminated by arrangeMY due to a breach by the Client.

9.6 All unpaid Fees and Supplier Charges shall become payable immediately on the Termination Date.

Data Protection

10.1 In performing the Services and its other obligations under this Agreement arrangeMY will comply with the Data Protection Laws.

10.2 The Client authorises arrangeMY to Process the Agreement Personal Data during the Term as a Data Processor solely for the purpose of providing the Services.

10.3 The Client acknowledges that arrangeMY uses a number of third party processors in the provision of the Services and consents to such use (“Authorised Sub-Processors”). The Authorised Sub-Processors as at the date of this Agreement are detailed in Schedule 3. Any changes to Authorised Sub-Processors shall be notified to the Client, and the Client shall have the opportunity to object.

10.4 If arrangeMY appoints an Authorised Sub-Processor pursuant to clause 10.3, arrangeMY will ensure that there is in place a written contract between arrangeMY and the Authorised Sub-Processor that specifies the Authorised Sub-Processor’s Processing activities and imposes on the Authorised Sub-Processor equivalent terms to those imposed on arrangeMY in this clause 10.

10.5 arrangeMY will remain responsible for all acts and omissions of Authorised Sub-Processors as if they were its own.

10.6 arrangeMY will, and will procure that any Authorised Sub-Processor will:

10.6.1 Process the Agreement Personal Data only on documented instructions (including this Agreement) from the Client;

10.6.2 without prejudice to clause 10.6.1, ensure that Agreement Personal Data will only be used for the purpose of providing and to the extent required to provide the Services;

10.6.3 only permit any Processing of Agreement Personal Data outside the United Kingdom and/or the European Economic Area by Authorised Sub-Processor who provide appropriate safeguards for the protection of Personal Data as required by the Data Protection Legislation, or in order to comply with United Kingdom, European Union (as it is made up from time to time) or European Union Member State Applicable Laws in which case arrangeMY will notify the Client of such legal requirement prior to such transfer unless such Applicable Laws prohibit notice to the Client on public interest grounds);

10.6.4 ensure that any individual authorised to Process Agreement Personal Data:

10.6.4.1 is subject to confidentiality obligations equivalent to those set out in clause 17 or is under an appropriate statutory obligation of confidentiality;

10.6.4.2 will comply with this clause 10;

10.6.5 implement (and assist the Client to implement in relation to the implementation of the Services) technical and organisational measures at a minimum to ensure a level of security appropriate to the risk presented by Processing the Agreement Personal Data, in particular from a data security incident;

10.6.6 notify the Client without undue delay after becoming aware of a Data Security Incident. Where, and in so far as, it is not possible to provide all the relevant information at the same time, the information may be provided in phases without undue further delay, but arrangeMY (and Authorised Sub-Processors) may not delay notification under this clause 10.6.6 on the basis that an investigation is incomplete or ongoing;

10.6.7 assist the Client in:

10.6.7.1 responding to requests for exercising Data Subjects’ rights under the Data Protection Laws by appropriate technical and organisational measures, insofar as this is possible;

10.6.7.2 documenting any data security incidents and reporting any Data Security Incidents to any supervisory authority and/or Data Subjects;

10.6.7.3 taking such reasonable measures to address data security incidents, including, where appropriate, measures to mitigate their possible adverse effects; and

10.6.7.4 conducting privacy impact assessments of any Processing operations and consulting with supervisory authorities, Data Subjects and their representatives accordingly; and

10.7 If requested by the Client, arrangeMY shall securely delete or return to the Client all Agreement Personal Data promptly after the end of the provision of Services relating to Processing, and securely delete any remaining copies.

10.8 arrangeMY will, and will procure that Authorised Sub-Processors will make available to the Client all information necessary to demonstrate compliance with the obligations set out in this clause 10.

Confidentiality

11.1 Each party and its respective aﬃliates (for the purposes of this Clause 10, each a Discloser) may disclose Conﬁdential Information to the other party (for the purposes of this Clause 11, each a Recipient) in the context of the Services. Conﬁdential Information shall be deemed to include information disclosed whether orally or in writing, that is designated as conﬁdential or that reasonably should be understood to be conﬁdential given the nature of the information and the circumstances of disclosure. Conﬁdential Information shall not include information which (i) is publicly available at the time of its disclosure; (ii) becomes publicly available (other than as a result of disclosure by the Recipient contrary to the terms of this Clause); (iii) was lawfully in the possession of the Recipient free of any restriction as to its use or disclosure prior to its being so disclosed; (iv) was independently developed by the Recipient without any breach of the terms of this Clause; or (v) is required by law or regulator or by any court of competent jurisdiction to be disclosed.

11.2 The Recipient shall: (i) keep the Conﬁdential Information disclosed by Discloser private and conﬁdential and not disclose any of it to any person other than to the persons who need to know the same for the arrangement of the Services to be provided through the Booking System, including, but not limited to Third Party Suppliers; (ii) ensure that all persons to whom the Discloser discloses the Conﬁdential Information (in accordance with this Clause) are informed of the terms of this Clause and that such persons are required, prior to disclosure: to observe the terms of this conﬁdentiality Clause or are bound by no less restrictive terms than those contained herein; (iii) use the Conﬁdential Information for the sole purpose of providing or receiving the Services stated in this Agreement; (iv) keep the Conﬁdential Information and any copies thereof secure and in such a way so as to prevent unauthorised access by any third-party.

11.3 If, for any reason, the Discloser requests in writing the return of the Conﬁdential Information, the Recipient agrees to return as soon as reasonably practicable or conﬁrm in writing that it has been destroyed. To the extent that such Conﬁdential Information has been stored on the Recipients’ archive or back up electronic systems, the Recipient shall not be required to delete the Conﬁdential Information but shall make reasonable eﬀorts to have the Conﬁdential Information deleted from such systems.

11.4 The obligations of conﬁdentiality set out in this Clause shall continue to apply in relation to any Conﬁdential Information retained.

11.5 If any Confidential Information is also Agreement Personal Data the provisions of clause 16 will prevail over the provisions of this clause 11 in the event and to the extent of any conflict.

Force Majeure

arrangeMY shall have no liability to the Client under this Agreement if it is prevented from or delayed in providing its services by acts, events, omissions or accidents beyond its reasonable control, including strikes, lock-outs or other industrial disputes, failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or default of suppliers or sub-contractors.

Severance

13.1 If any provision of this Agreement is found by any court or administrative body of competent jurisdiction to be invalid, unenforceable, or illegal, the other provisions will remain in force.

13.2 If any invalid, unenforceable or illegal provision would be valid, enforceable, or legal if some part of it were deleted, that provision will apply with whatever modification is necessary to make it valid, enforceable, and legal.

14. Currency

Rates quoted outside of the UK are liable to fluctuation prior to the date of arrival. arrangeMY cannot be held responsible for any currency increases/decreases.

15. ATOL Protection

15.1 The Civil Aviation Authority grants an ATOL (Air Travel Organisers License) to companies selling certain flight-inclusive travel arrangements in the UK. An ATOL provides consumer protection against supplier failure. Where arrangeMY (“us” for the purposes of this Clause 15) are required to by the Civil Aviation Authority, it provides to Clients and or Passengers (“you” for the purposes of this Clause 19) financial security for flight inclusive Packages, Flight Plus bookings and ATOL protected flights. The Company does this by way of a bond held in favour of the Civil Aviation Authority under ATOL number: 10710

15.2 When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.

15.3 We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations, and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).

15.4 If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

16. IATA

16.1 All Integrated Business Travel LTD ticketing locations are licensed by IATA (International Air Transport Association) to issue scheduled airline tickets. To be licensed by IATA an agency must satisfy strict security, financial and training requirements.

16.2 For further information see http://www.iata.org/about/index.

Governing law and jurisdiction

17.1 This Agreement and any dispute or claim arising out of or in connection with it or its subject matter, shall be governed by, and construed in accordance with, Applicable Law.

17.2 The parties irrevocably agree that the Courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of it or in connection with the Agreement or its subject matter.

Schedule 1 – Service Specification

Service	Description	Group Company
Account Services	Account Services may include any or all of the following as agreed with the Client in the Key Terms Sheet: · Consolidated Invoices · Bill-back / credit account · access to the Booking System for all Travellers within the Client’s organisation · access to a designated team of expert travel consultants for all Travellers · provision of a named account manager and account management meetings (frequency to be agreed) · alternative fare quotes · local and/or international account management · management information including any electronic data · management of credit/charge cards systems · travel policy advice · travel policy management · Client internal spend authority management · volume pricing negotiation and/or monitoring · electronic quality control · best buy fare guarantee · delayed ticketing option, etc	BookOTel Limited or Integrated Business Travel Limited
Event Management Services	The organisation and/or management by arrangeMY of a meeting, event or conference for the Client, which may include all or any of: · Venue sourcing · Venue booking · Delegate registration · Delegate invoicing and payment processing (terms to be agreed on an Event specific basis and set in the Order Form) · Staffing of the meeting / event / conference by arrangeMY as agreed from time to time between arrangeMY and the Client in an Order Form.	BookOTel Limited or Integrated Business Travel Limited
Travel Arrangement Services	Recommending, booking and/or otherwise arranging and negotiating the supply of travel by air, land or sea, accommodation, car hire, and/or other travel and accommodation services to be provided by Third Party Suppliers to the Client.	BookOTel Limited or Integrated Business Travel Limited
Reservation Only Services:	arrangeMY makes reservations (but not confirmed Bookings) of hotel rooms for the Client as requested on an Order Form in connection with a Client event in relation to which arrangeMY is not providing Event Management Services.	Event Express Limited

Schedule 2 – Agreement Personal Data

Subject matter of Processing	The provision of Services
Duration of Processing	The Term
Nature of Processing	the collection, storage, use and analysis of Traveller and/or Delegate personal data
Purpose of Processing	the provision of Travel Arrangement Services, Event Management Services and/or Reservation Only Services to the individual data subject on behalf of the Client
Type of Personal Data	· Title and name · Contract details (including email address and phone number) · Advance Passenger Information (APIS details) including gender, date of birth, passport details) · Loyalty scheme information · Preferences/Assistance required · Address · Payment Card information · Information about bookings · Communications and correspondence
Categories of Data Subject	· Travellers · Delegates

Schedule 3 – Authorised Sub-Processors

Sub-Processor	Service Description	Processing Location	Transfer Mechanism
All7 group	Travel provider, Out of Hours	UK, USA & AUS	Not Applicable
Amadeus IT Group, S.A.	Travel Provider	EEA	Not Applicable
Amazon Web Services, Inc.	Cloud Services Provider	EEA	Not Applicable
Atlassian, Inc	Document sharing, ticket tracking and filing	United States and Australia	Standard Contractual Clauses
EAN.com, LP (Expedia)	Integrator Accommodation Supplier	United States	Standard Contractual Clauses
Evolvi Rail Systems	Trains Provider	United Kingdom	Not Applicable
SABS Travel Technologies	Travel Provider	United Kingdom	Not Applicable
Travelfusion, Ltd	Travel Provider	United Kingdom	Not Applicable
Hubspot	Customer Care	USA	Standard Contractual Clauses

Schedule 4 – Definitions

Account Management Fee	means the fee levied by arrangeMY for the Account Services;
Account Services	means those of the services listed as such in the Service Specification which have been selected by the Client in the Key Terms Sheet and/or an Order Form;
Agreement	means, together, the Key Terms Sheet, the Order Form and these Conditions (including the Schedules to these Conditions);
Agreement Personal Data	the personal data to be processed and provided pursuant to this Agreement as set out in Schedule 3;
Applicable Law	means the law of England and Wales;
arrangeMY	means the relevant Group Company trading as arrangeMY whose Services are used by the Client;
Authorised Sub-Processor	any third party appointed by arrangeMY in accordance with this Agreement, to Process Agreement Personal Data;
Bill-back	means the facility provided by arrangeMY which allows the Client to book Third Party Supplier Services (up to a maximum aggregate value agreed with arrangeMY), payment for which will be charged in arrears by arrangeMY to the Client in accordance with the invoicing arrangements set out on the Key Terms Sheet;
Booking	means an order for Third Party Supplier Services made through the Booking Channel by or on behalf of the Client;
Booking Channel	means the method by which a Booking may be made by the Client, or on behalf of the Client by arrangeMY, either “online” (i.e. via the Booking System or “offline” (i.e. by personal visit, by telephone call, letter or e-mail);
Booking Fee	means the fee levied by arrangeMY for supplying the Travel Arrangement Services and any ticketing/confirmation (which for the avoidance of doubt is in addition to the Supplier Charges;
Booking System	means arrangeMY’s online booking system known as arrangeMY Trip and/or the arrangeMY Trip App;
Client	means the entity named as such on the Key Terms Sheet and/or the Order Form;
Client Affiliate	means any legal person that directly or indirectly controls, is controlled by, or is under common control with the Client;
Commission	means the sum of money received (if any) by arrangeMY from the Third Party Supplier for the Booking;
Consolidated Invoice	means an invoice raised by a Group Company on behalf of itself and/or any other Group Company who provides Services to the Client;
Consolidator Ticket	means any Booking made by arrangeMY as agent for the Client at a rate below the rate available to the public;
Corporate Net Ticket	means a type of airline ticket that is sold at a net price, which means it is offered without any commission or markup.
Data Protection Laws	means all applicable data protection and privacy legislation in force from time to time in the UK including the General Data Protection Regulation ((EU) 2016/679); the Data Protection Act 2018; the Privacy and Electronic Communications Directive 2002/58/EC (as updated by Directive 2009/136/EC) and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended;
Data Subject	has the meaning given to it in the Data Protection Laws;
Delegate	means a person who registers to attend an Event;
Effective Date	means the date specified as such on the Key Terms Sheet and/or the Order Form;
Event	means any or all of (i) a meeting, (ii) incentive travel for employees, customers, suppliers and/or other guests of the Client, (iii) conference or (iv) exhibition;
Event Management Fee	means the fee for the Event Management Services supplied to the Client by arrangeMY;
Event Management Services	means those of the services listed as such in the Service Specification which have been selected by the Client in the Key Terms Sheet and/or an Order Form;
Fees	means any or all of the Account Management Fees, Booking Fees and Event Management Fees;
Group Company	means any of BookOTel Limited (Registered Number 03084962), Integrated Business Travel Ltd (Registered Number 2682152) or Event Express Limited (Registered Number 04231539) providing Services to the Client;
Insolvent	a party is Insolvent where it: · is unable to pay its debts as they fall due; or · the value of its assets are less than its liabilities, including its contingent and prospective liabilities; as set out in the Insolvency Act 1986 section 123, or is the subject of anything analogous to any of the foregoing under the laws of the Client’s jurisdiction:
Key Terms Sheet	means the document bearing this title signed by arrangeMY and the Client;
Order Form	means a written instruction from the Client accepted by arrangeMY in the form specified by arrangeMY detailing a specific one-off requirement for Services, including details of deliverables and fees;
Payment Method	means the method by which the Client shall pay arrangeMY for the Services as set out in the Key Terms Sheet and/or the Order Form;
Payment Terms	means the terms set out in the Key Terms Sheet and/or the Order Form detailing the frequency and/or timing of invoices for Fees and time limits within which invoices shall be settled by the Client;
Process / Processing	has the meaning given to it by the Data Protection Laws;
Project	means a stand-alone service of fixed duration agreed between arrangeMY and the Client as set out in an Order Form;
Reservation Only Services	means those of the services listed as such in the Service Specification which have been ordered by the Client in the Order Form;
Service Specification	means the description of the Services set out in the Schedule 1 of these Condition;
Services	means such of the Account Services, Travel Arrangement Services, Event Management Services or Reservation Only Services which arrangeMY has agreed to supply to the Client as indicated on the Key Terms Sheet and/or an Order Form;
Special Conditions	means the conditions specified as such in the Key Terms Sheet and/or the Order Form;
Supplier Charges	means the cost of the Third Party Supplier Services and includes: · all charges and fees levied by Third Party Suppliers and distribution channels for the relevant Booking, including credit card surcharges, airline segment charges and API fees; · any charges made by the Third Party Supplier (whether within or over any applicable authorised limits) for items ordered directly with the Supplier; · credit card fees, which apply on transactions where the Supplier acts as the merchant and are payable by the Client; · any cancellation fees imposed by the Third Party Supplier in the case of cancellation by the Client.
Term	means the period in which the Agreement shall be in effect as stated on the Key Terms Sheet and/or the Order Form;
Termination Date	means the date on which the Agreement terminates or expires;
Travel Arrangement Services	means those of the services listed as such in the Service Specification which have been selected by the Client in the Key Terms Sheet and/or an Order Form;
Third Party Supplier	means a provider whose travel and/or accommodation services are available for purchase through the Booking Channel, including but not limited to airlines, hotels, car hire, rail and ferry companies and any other business sourced by arrangeMY to provide the Third Party Supplier Services from time to time;
Third Party Supplier Conditions	means the terms and conditions of or other restrictions relating to each Third Party Supplier in relation to the Third Party Supplier Services offered by such Third Party Supplier as at the date of each booking;
Third Party Supplier Services	means an air ticket, hotel booking, train ticket, hire car rental, venue hire, or other such other service offered by a Third Party Supplier and available for purchase through the Booking System or otherwise through arrangeMY;
Traveller	means a person who is authorised by the Client to benefit from the Services, including the Client’s and Client Affiliate’s employees, consultants, contractors and representatives;
Wholesale Ticket	means an airline ticket that is sold at a discounted rate to travel agencies or consolidators, who then resell these tickets to businesses or individual travellers.

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