Terms of Service

Last updated 26 September 2026

These terms govern your use of the ExpeditionHQ website and the ExpeditionHQ booking and operations platform (the “Service”). By creating an account or using the Service, you agree to them on behalf of your organization. Please read them alongside our Privacy Policy.

Your account

You must provide accurate account information and are responsible for activity under your account, including keeping credentials secure and managing your team’s access. You agree to use the Service lawfully, not to attempt to breach its security or interfere with its operation, and not to resell or provide access to it outside your organization without our written agreement.

Subscriptions, fees and billing

Fees. The Service is billed as a monthly platform fee of $500 plus a fee equal to 1% of Online Sales, unless otherwise set out in your order or quotation or agreed with us in writing. “Online Sales” means the total value, before taxes, of bookings made through the ExpeditionHQ online booking form or by partner organizations using the Service. Bookings entered directly by your staff are not Online Sales. Fees are invoiced to you monthly based on the Service’s booking records.
Month to month. Subscriptions run month to month with no fixed term unless you have agreed an annual term with us. You may cancel at any time, effective at the end of your current billing period.
Unlimited use. Your subscription includes unlimited bookings and unlimited team members.
What is not included. Third-party payment processing fees charged by your own processor, custom hardware, and custom development are not included in the fees above. Custom development is quoted up front and agreed with you in writing before work begins.
Fee changes. We may change our pricing, and will give you reasonable advance notice in writing before a change applies to your account. If you do not accept a change you may cancel before it takes effect.

30-day guarantee

If the Service is not right for your operation within the first 30 days of your initial subscription, tell us and we will refund the subscription fees paid for that period in full. Third-party processing fees already incurred are not refundable by us.

Your data

Your booking records, customer information and operational data remain yours. We process them to provide the Service and in line with our Privacy Policy. You are responsible for having the right to provide any personal information you enter, including passenger details, and for meeting your own privacy obligations to your customers. On cancellation we will help you export your data. We keep our own intellectual property in the software, brand and documentation.

Availability, safety and liability

The Service is an administrative and commercial tool, not an aviation safety system. Features such as passenger weight capture and manifest totals are provided to support your own processes. You remain solely responsible for flight safety, airworthiness, load and balance determinations, regulatory compliance and all operational decisions, and for verifying any figure the Service reports before acting on it.

We work to keep the Service available and secure but do not warrant that it will be uninterrupted or error-free, and it is provided on an “as is” basis to the fullest extent permitted by law. To the extent permitted by law, neither party is liable for indirect, incidental or consequential losses, and our total liability for any claim relating to the Service is limited to the fees you paid us in the twelve months before the claim arose. Nothing here excludes liability that cannot lawfully be excluded.

Suspension, changes and governing law

We may suspend or terminate access for non-payment or for a material breach of these terms, giving notice and a reasonable chance to put things right where circumstances allow. We may update these terms as the Service develops, and will give notice of material changes; continued use after they take effect means you accept them. These terms are governed by the laws of British Columbia and the federal laws of Canada that apply there, and the courts of British Columbia have jurisdiction. Questions can go to [email protected].