Terms of Use

Free and PRO plans

The Free plan supports up to 10 active travelers and PRO supports up to 100. Your own traveler profile counts toward the limit. Limits apply to unique travelers across your account, rather than separately to each roster. A traveler included in multiple rosters counts once. An individual does not need a paid subscription to maintain their own traveler profile or participate in another organizer’s roster.

Upgrades and recurring billing

A web PRO subscription applies to the organizer account that purchases it. Review the price, currency, billing period, renewal terms, and any applicable taxes shown at checkout before confirming your purchase. Monthly and annual subscriptions renew automatically for the selected billing period unless canceled before renewal. By confirming a subscription, you authorize the payment processor to charge your selected payment method for the initial purchase and subsequent renewals.

PRO access begins after payment is successfully confirmed. Checkout or a return link alone does not establish payment. You can review your subscription, invoices, and payment method through Manage billing in Account. We will notify you in advance of changes to recurring subscription prices; any such change applies to a future billing period.

Purchases clearly marked as sandbox or test mode use simulated payments and do not create real charges. Test access may be reset or discontinued.

Cancellation and refunds

You can cancel automatic renewal at any time through Manage billing in Account. Cancel before your next renewal to avoid the next subscription charge. For a cancellation scheduled at the end of the billing period, PRO remains available until the end date shown in your account and billing portal; cancellation then returns the account to Free.

Cancellation does not by itself refund amounts already paid or automatically provide a prorated refund for unused time. For billing questions or refund requests, contact hello@travelroster.app. Nothing in these terms limits refund, cancellation, or other consumer rights provided by applicable law. If a payment fails or a subscription otherwise expires, PRO access may end and the Free plan restrictions below apply.

Downgrades and saved travelers

When PRO access ends, you may keep up to 10 travelers active, including yourself. If you have more than 10 saved travelers, you must choose your active travelers. Until that choice is made, only your own profile remains active. Additional profiles are saved and locked rather than deleted because of the downgrade.

Locked travelers cannot be edited by the organizer, added to new rosters, sent invitations or update requests, or included in new or updated trips. Existing saved trips remain viewable. A lock in an organizer’s account does not prevent an individual traveler from accessing and updating their own profile through their own account.

Your Free active-traveler selection is fixed: you cannot rotate locked travelers into the active set while remaining on Free. Deleting an active traveler can free a slot for a new traveler, but does not unlock an existing locked profile. Upgrading to PRO restores access to saved locked profiles, subject to the PRO limit and existing sharing permissions.

Saved and locked profiles remain subject to our Privacy Policy, account deletion process, and retention practices. Locking a profile does not promise indefinite storage or preserve copies you or another user have chosen to delete.

Your account

Keep your account secure and use accurate information. Do not access another person’s account without permission. Children under 13 may not independently use Travel Roster; their profiles must be managed by a parent, guardian, or authorized adult.

Traveler information

Only add or share another person’s information when you have their permission or legal authority. Keep traveler details accurate and current, especially names, travel documents, and contact information.

You retain ownership of the information you provide. You permit us to store, process, and display it as needed to operate Travel Roster, as described in our Privacy Policy.

Sharing with organizers

When you join a roster or authorize sharing, its organizer can access the traveler details you share. Organizers may copy, print, or export those details for travel planning and booking.

Organizers must use this information only for authorized purposes and protect it from unauthorized disclosure. Removing access does not recall copies already downloaded or shared.

Travel arrangements

Travel Roster helps organize information. It does not book travel or guarantee that a traveler meets passport, visa, entry, or other travel requirements. Verify all details with the relevant travel providers and authorities before booking or traveling.

Acceptable use

Do not use Travel Roster for unlawful activity, impersonation, unauthorized data collection, or attempts to disrupt or bypass its security. We may restrict or suspend access when reasonably necessary to address misuse or protect users.

Availability and responsibility

We work to keep Travel Roster reliable and secure, but cannot guarantee uninterrupted access or error-free service. To the extent permitted by law, the service is provided “as is,” without warranties, and Travel Roster LLC is not responsible for indirect or consequential losses arising from its use. Nothing in these terms limits rights or liability that cannot legally be limited.

Leaving and changes

You may stop using Travel Roster or delete your account at any time. Our account deletion process cancels an active web subscription before completing deletion. Deletion ends account access and does not automatically refund prior charges. Information retention and deletion are explained in our Privacy Policy.

We may update these terms as the service changes. We will provide notice of material changes before they take effect.

Contact

Questions about these terms? Contact hello@travelroster.app.