Terms & Conditions

1. About us and the Services

TraccMates is a group travel planning service operated by Crewfellows Limited, a company registered in England and Wales. The Services allow you and your travel companions to plan trips, share itineraries, track expenses, store documents and photos, and keep travel memories in one place.

We may change, suspend, or discontinue any part of the Services at any time. We will try to give you reasonable notice of material changes, but this may not always be possible.

2. Eligibility and accounts

You must be at least 16 years old, or the minimum legal age in your country, to create an account. If you are between 16 and 18, you should only use TraccMates under the supervision of a parent or guardian.

When you register, you agree to provide accurate, complete, and current information. You are responsible for keeping your password and account details safe, and for all activity that happens under your account. If you believe your account has been compromised, please contact us immediately.

3. Use of the Services

We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Services for personal, non-commercial purposes, subject to these terms. You agree to use the Services lawfully and responsibly.

You must not:

• use the Services for any illegal, fraudulent, or harmful purpose;
• upload or share content that is unlawful, abusive, threatening, defamatory, obscene, or invasive of privacy;
• impersonate another person or misrepresent your affiliation with any person or organisation;
• attempt to access another user's account without permission;
• interfere with the security, availability, or performance of the Services;
• scrape, crawl, copy, or reverse-engineer any part of the Services, except as allowed by law;
• use the Services to send spam, unsolicited messages, or commercial promotions without our consent.

4. Trips, content, and invitations

You own the content you create or upload to TraccMates, such as trip plans, photos, notes, documents, and expense records. By adding content to a trip, you grant the other members of that trip a non-exclusive licence to view and interact with that content, based on the permissions you choose.

Trips are private by default. You control who is invited and what they can see. You are responsible for ensuring that you have the right to share any content you upload, and that it does not infringe the rights of any third party.

We do not monitor every piece of user content, but we reserve the right to review, remove, or disable access to content that violates these terms or that we reasonably believe is harmful.

5. Fees, payments, and subscriptions

TraccMates is a paid service. Subscription fees and any other charges will be clearly displayed before you confirm a purchase. Prices are stated in the applicable currency and include VAT or other taxes where required by law.

Payments are processed by third-party payment providers. Your use of their services is subject to their own terms and privacy policies. We do not store your full payment card details.

Subscription fees are generally non-refundable unless required by law or stated otherwise at the time of purchase. You may cancel your subscription at any time, and it will remain active until the end of the current billing period.

6. Intellectual property

The TraccMates name, logo, software, designs, and website content are owned by Crewfellows Limited or our licensors and are protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works from our materials without our written permission, except as allowed by these terms or by law.

You may not use our trademarks or branding without our prior written consent.

7. Privacy

Your privacy is important to us. Our Privacy Statement explains how we collect, use, store, and protect your personal information. By using the Services, you agree to the Privacy Statement.

8. Disclaimers and limitation of liability

TraccMates is provided "as is" and "as available". While we work hard to keep the Services reliable and secure, we do not guarantee that they will be uninterrupted, error-free, or completely free of security risks.

We are not a travel agent, booking provider, insurer, or financial institution. We do not arrange, confirm, or guarantee any travel bookings, payments between users, or financial transactions. You are responsible for verifying the accuracy of trip information and for any arrangements you make outside the Services.

To the fullest extent permitted by law, Crewfellows Limited and its directors, employees, and agents will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, data, or goodwill arising from your use of the Services.

Our total liability for any claim arising from these terms or your use of the Services is limited to the greater of (a) the amount you have paid to us in the 12 months before the claim, or (b) £100 if no payment has been made.

Nothing in these terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for death or personal injury caused by negligence or fraud.

9. Indemnity

You agree to indemnify and hold harmless Crewfellows Limited and its directors, employees, and agents from any claims, losses, liabilities, damages, costs, or expenses (including reasonable legal fees) arising out of or related to your use of the Services, your content, or your breach of these terms.

10. Suspension and termination

We may suspend or terminate your access to the Services at any time if you breach these terms, misuse the Services, or if we are required to do so by law. We will try to notify you where possible, but we are not required to do so.

You may close your account at any time by contacting us. Upon termination, your right to use the Services stops immediately, but provisions that reasonably should survive termination will continue to apply.

11. Changes to these terms

We may update these Terms and Conditions from time to time. If we make material changes, we will notify you by email or by posting a notice on our website at least 30 days before they take effect, where practicable. Your continued use of the Services after the changes take effect means you accept the updated terms.

12. Third-party services and links

The Services may contain links to third-party websites or services. We are not responsible for the content, privacy practices, or terms of use of those third parties. Your use of third-party services is at your own risk.

13. Governing law and dispute resolution

These terms are governed by the laws of England and Wales. Any dispute arising out of or relating to these terms or your use of the Services will be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact us

If you have any questions about these Terms and Conditions, please contact us at legal@traccmates.com.

You can also write to us at: Crewfellows Limited, TraccMates, United Kingdom.

Last updated: 30 August 2026