Terms & Conditions

We Offsite helps its customers plan and book their team gatherings, in the volume and terms the customer requires. These include but are not limited to: retreats, offsites, company-wide events, summits, conferences, team-building getaways, meetups and client visits.

To this end, We Offsite offers the following services:

Location Sourcing

Unless the customer has a fixed destination set for their gathering, We Offsite sources the location according to customer preferences. We Offsite leverages technology to source the cheapest and most convenient destinations in regards to total travel cost, lowest total travel time and the cheapest travel dates.

Property Sourcing & Booking

We Offsite presents the customer with accommodation options for their gathering based on several variables:

• The customer’s preferences and requirements.
• The property’s response time.
• The property’s willingness to offer lower group rates.
• The property’s previous experience handling groups.
• The property’s guest ratings.
• The property’s location and accessibility.
• Any other factor that may be relevant to any particular case and is not listed here.

We Offsite handles communication with the property regarding the customer’s needs and requests, including changes and cancellations.

We Offsite negotiates the accommodation contract with the property, including but not limited to:

• Attrition Percentage.
• Cut-off Dates.
• Cancellation Policy.
• Deposit & Payment Terms.
• Room Block Rates.
• Meeting Room Rates.
• Meal Rates.
• Room Upgrades.
• Venue Buyouts.
• On-site Activities.
• Perks & Complimentary Benefits.
• Other Fees & Expenses.

We Offsite has strict protocols in place to prevent supplier fraud, which is unfortunately common in the accommodation sector. All properties sourced by We Offsite are painstakingly verified.

After a satisfactory agreement is reached with the property, the customer authorises We Offsite to sign the accommodation contract and acknowledges the terms contained therein are binding. All changes and cancellations must adhere to the terms set out in the contract.

Travel Arrangements

We Offsite arranges travel for each confirmed participant. This includes researching the best options within policy, building an itinerary that takes into account each traveller’s needs and requests, booking each item through reputable vendors and providing support in the event of changes or cancellations.

The process of planning and booking travel itineraries follows a strict procedure:

1. The customer provides a company travel policy through the We Offsite Platform.
2. Travellers convey their passenger information and their needs through the We Offsite Platform.
3. We Offsite sources travel options that meet travellers’ needs and are within policy. Depending on the approval rule selected by the customer on the We Offsite Platform, these options may be shown to the approver before booking.

Activities

We Offsite sources and books activities that fit within the customer’s requirements. These activity options are presented on the We Offsite Platform and the customer is informed of inclusions, exclusions, conditions of changes, cancellations and any other relevant information.

Transfers

We Offsite sources and arranges transfers in coordination with flight arrival and departure times. Transfer options are presented on the We Offsite Platform and the customer is advised on booking conditions.

Meals

We Offsite can arrange and book meals for customers, may they be onsite at the accommodation or at other locations. Customers can request meals on the We Offsite Platform, where participants can also convey their dietary requirements.

Other Extras

We Offsite understands each event is unique and is willing to accommodate specific requirements. Extras such as Swag, Videographers, or any additional item the customer wishes to book that is not included in the above descriptions must be requested by chat on the We Offsite Platform.

The customer acknowledges and accepts that use of the We Offsite Platform is subject to these Terms of Use. The customer agrees to not use the Platform in any way that could hinder or damage the proper functioning of the Platform.

The customer shall ensure all users comply with the Terms of Use. The customer shall promptly notify We Offsite of any suspected or alleged violation of these terms.

The customer is solely responsible for keeping confidentiality of its access credentials and of the security of the customer’s systems, networks and information used to access and make use of the Platform. Passwords must be personal and may not be transferred to third parties.

The customer declares that all information provided by them in relation to itself or its users is true, complete and accurate, and warrants keeping this information updated.

The customer declares that they shall use the services offered on the Platform for authorised and legal purposes only, consistent with all applicable laws. The customer agrees to not use this Platform for illegal or improper purposes.

The customer acknowledges to have the authority and permission to book trips for their employees, officers and agents, and to be legally authorised to use traveller’s personal data to book. The customer shall not resell the services to third parties.

The customer shall indemnify We Offsite in case of breach of these terms that result in any damage, loss, claim or liability incurred by We Offsite.

The customer declares it has the full right and authority to enter into these terms, and that no consent of any other person or entity is required by it to fully perform as contemplated by these terms.

• Customers understand there are two roles their users can have: “Admin” and “Traveller”.
• Customers understand they need to contact We Offsite prior to setting up their first user, which will be automatically assigned to the role “Admin”. After that, Admins can invite users to sign up and choose what role they assign to each new user.
• Customers understand that Admins have privileges and can perform a series of actions that Travellers cannot.
• Customers understand the company policy and requirements they convey through the Platform will be used to source travel options.
• Travellers can, and should, use the Platform to save their passenger information and let We Offsite know about any specific travel requirements, award programs, or specific needs they may have.
• By using the Platform to purchase bookings and services, the customer authorises We Offsite to purchase, book and pay Travel Suppliers to ensure that bookings are made correctly.
• Customers can review the estimated expenses associated with their trip before, during and after booking. This includes travel, accommodation, activities, transfers, meals, meeting rooms and any other requested items. Customers can check the booking status of each of these items at any time.

• View all their organisation’s trips.
• Create, view and edit company policies.
• Invite participants to sign up.
• Approve, Decline or Pre-Approve travel items.
• Review expenses.

We Offsite charges a fixed one-time fee, to be paid by the customer by credit card or bank transfer. The fee will depend on several factors such as team size, location and duration of the offsite. This fee includes the sourcing & booking of travel, accommodation, transfers, activities, meals and all other elements related to the event. It also includes access to the We Offsite platform.

We Offsite can provide extra services such as site visits and onsite support during the event. These services are not included in the fee and will be calculated depending on the location and number of days.

Customers shall implement proper internal policies to determine which credit cards may be used to book items on the We Offsite Platform.

We Offsite reserves the right to suspend or cancel any customer account or booking where We Offsite has reason to believe that any booking or payment may be fraudulent or where the payment method is not legally valid, and/or the customer may not be the legal owner of such payment method.

We Offsite will provide copies of any contracts that are to be signed with third-party suppliers on behalf of the Customer. Once contracts are signed, the Customer agrees to comply with the terms and conditions contained within.

Payment Terms

• 50% of the total amount due upon signing of the contract.
• 50% due 15 days prior to the event.
• All fees are exclusive of V.A.T. or other relevant sales taxes payable by the customer where applicable.

• If the client reduces the number of participants once travel items have been booked, our fee is non-refundable.
• If the client reduces the number of participants before travel is booked, We Offsite will deduct 50€ from the fixed fee for each participant that is removed from the trip.

• Up to 60 days prior to the event: Fee is refundable with a 25% penalty.
• As from 60 days prior to the event: Non-refundable.

We Offsite is not responsible for the provision of third party services or for the accuracy of the third party data and information.

The customer acknowledges that Suppliers have independent terms and conditions that may apply. When booking for the customer, the Supplier’s terms and conditions and other contractual terms between the respective Supplier and the Client shall apply in addition to and shall prevail over these terms. In the event where the relationship between Client and Supplier leads to a default or other breaches of the present Terms of Use, We Offsite shall not be liable.

We Offsite is not responsible for any mistakes the customer makes, such as providing incorrect or inaccurate information.

We Offsite will not be liable for any breach, default or deficiency during the provision of services by the Supplier.

The total aggregate liability of We Offsite to customers or third parties in connection with the provision of services is limited to proven direct damages suffered due to default by We Offsite. The liability shall in no event exceed the aggregate amount equal to the total value of the fees paid by the customer to We Offsite in the twelve months preceding the event.

We employ the use of cookies. By accessing We Offsite, you agreed to use cookies in agreement with the We Offsite’s Privacy Policy.

Most interactive websites use cookies to let us retrieve the user’s details for each visit. Cookies are used by our website to enable the functionality of certain areas to make it easier for people visiting our website. Some of our affiliate/advertising partners may also use cookies.

At We Offsite, accessible from our website weoffsite.com, one of our main priorities is the privacy of our visitors. This Cookie Policy document contains types of information that is collected and recorded by We Offsite and how we use it.

If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.

This Privacy Policy applies only to our online activities and is valid for visitors to our website with regards to the information that they shared and/or collect in We Offsite. This policy is not applicable to any information collected offline or via channels other than this website.

Consent

By using our website, you hereby consent to our Privacy Policy and agree to its terms.

Information we collect

The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.

If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

When you register for an Account, we may ask for your contact information, including items such as name, company name, address, email address, and telephone number.

How we use your information

We use the information we collect in various ways, including to:

• Provide, operate, and maintain our website
• Improve, personalize, and expand our website
• Understand and analyze how you use our website
• Develop new products, services, features, and functionality
• Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the website, and for marketing and promotional purposes
• Send you emails
• Find and prevent fraud

Log Files

We Offsite follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.

Cookies and Web Beacons

Like any other website, We Offsite uses ‘cookies’. These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimize the users’ experience by customizing our web page content based on visitors’ browser type and/or other information.

Advertising Partners Privacy Policies

You may consult this list to find the Privacy Policy for each of the advertising partners of We Offsite.

Third-party ad servers or ad networks uses technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on We Offsite, which are sent directly to users’ browser. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalize the advertising content that you see on websites that you visit.

Note that We Offsite has no access to or control over these cookies that are used by third-party advertisers.

Third Party Privacy Policies

We Offsite’s Privacy Policy does not apply to other advertisers or websites. Thus, we are advising you to consult the respective Privacy Policies of these third-party ad servers for more detailed information. It may include their practices and instructions about how to opt-out of certain options.

You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found at the browsers’ respective websites.

CCPA Privacy Rights (Do Not Sell My Personal Information)

Under the CCPA, among other rights, California consumers have the right to:

• Request that a business that collects a consumer’s personal data disclose the categories and specific pieces of personal data that a business has collected about consumers.
• Request that a business delete any personal data about the consumer that a business has collected.
• Request that a business that sells a consumer’s personal data, not sell the consumer’s personal data.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

GDPR Data Protection Rights

We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

• The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.
• The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.
• The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

Children’s Information

Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.

We Offsite does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.

Unless otherwise stated, We Offsite and/or its licensors own the intellectual property rights for all material on We Offsite. All intellectual property rights are reserved. You may access this from We Offsite for your own personal use subjected to restrictions set in these terms and conditions.

You must not:

• Republish material from We Offsite
• Sell, rent or sub-license material from We Offsite
• Reproduce, duplicate or copy material from We Offsite
• Redistribute content from We Offsite

This Agreement shall begin on the date hereof. Our Terms and Conditions were created with the help of the Free Terms and Conditions Generator.

Parts of this website offer an opportunity for users to post and exchange opinions and information in certain areas of the website. We Offsite does not filter, edit, publish or review Comments prior to their presence on the website. Comments do not reflect the views and opinions of We Offsite, its agents and/or affiliates. Comments reflect the views and opinions of the person who post their views and opinions. To the extent permitted by applicable laws, We Offsite shall not be liable for the Comments or for any liability, damages or expenses caused and/or suffered as a result of any use of and/or posting of and/or appearance of the Comments on this website.

We Offsite reserves the right to monitor all Comments and to remove any Comments which can be considered inappropriate, offensive or causes breach of these Terms and Conditions.

You warrant and represent that:

• You are entitled to post the Comments on our website and have all necessary licenses and consents to do so;
• The Comments do not invade any intellectual property right, including without limitation copyright, patent or trademark of any third party;
• The Comments do not contain any defamatory, libelous, offensive, indecent or otherwise unlawful material which is an invasion of privacy
• The Comments will not be used to solicit or promote business or custom or present commercial activities or unlawful activity.

You hereby grant We Offsite a non-exclusive license to use, reproduce, edit and authorize others to use, reproduce and edit any of your Comments in any and all forms, formats or media.

The following organizations may link to our Website without prior written approval:

• Government agencies;
• Search engines;
• News organizations;
• Online directory distributors may link to our Website in the same manner as they hyperlink to the Websites of other listed businesses; and
• System wide Accredited Businesses except soliciting non-profit organizations, charity shopping malls, and charity fundraising groups which may not hyperlink to our Web site.

These organizations may link to our home page, to publications or to other Website information so long as the link: (a) is not in any way deceptive; (b) does not falsely imply sponsorship, endorsement or approval of the linking party and its products and/or services; and (c) fits within the context of the linking party’s site.

We may consider and approve other link requests from the following types of organizations:

• commonly-known consumer and/or business information sources;
• dot.com community sites;
• associations or other groups representing charities;
• online directory distributors;
• internet portals;
• accounting, law and consulting firms; and
• educational institutions and trade associations.

We will approve link requests from these organizations if we decide that: (a) the link would not make us look unfavorably to ourselves or to our accredited businesses; (b) the organization does not have any negative records with us; (c) the benefit to us from the visibility of the hyperlink compensates the absence of We Offsite; and (d) the link is in the context of general resource information.

These organizations may link to our home page so long as the link: (a) is not in any way deceptive; (b) does not falsely imply sponsorship, endorsement or approval of the linking party and its products or services; and (c) fits within the context of the linking party’s site.

If you are one of the organizations listed in paragraph 2 above and are interested in linking to our website, you must inform us by sending an e-mail to We Offsite. Please include your name, your organization name, contact information as well as the URL of your site, a list of any URLs from which you intend to link to our Website, and a list of the URLs on our site to which you would like to link. Wait 2-3 weeks for a response.

Approved organizations may hyperlink to our Website as follows:

• By use of our corporate name; or
• By use of the uniform resource locator being linked to; or
• By use of any other description of our Website being linked to that makes sense within the context and format of content on the linking party’s site.

No use of We Offsite’s logo or other artwork will be allowed for linking absent a trademark license agreement.

Without prior approval and written permission, you may not create frames around our Webpages that alter in any way the visual presentation or appearance of our Website.

We shall not be hold responsible for any content that appears on your Website. You agree to protect and defend us against all claims that is rising on your Website. No link(s) should appear on any Website that may be interpreted as libelous, obscene or criminal, or which infringes, otherwise violates, or advocates the infringement or other violation of, any third party rights.

We reserve the right to request that you remove all links or any particular link to our Website. You approve to immediately remove all links to our Website upon request. We also reserve the right to amen these terms and conditions and it’s linking policy at any time. By continuously linking to our Website, you agree to be bound to and follow these linking terms and conditions.

If you find any link on our Website that is offensive for any reason, you are free to contact and inform us any moment. We will consider requests to remove links but we are not obligated to or so or to respond to you directly.

We do not ensure that the information on this website is correct, we do not warrant its completeness or accuracy; nor do we promise to ensure that the website remains available or that the material on the website is kept up to date.

To the maximum extent permitted by applicable law, we exclude all representations, warranties and conditions relating to our website and the use of this website. Nothing in this disclaimer will:

• limit or exclude our or your liability for death or personal injury;
• limit or exclude our or your liability for fraud or fraudulent misrepresentation;
• limit any of our or your liabilities in any way that is not permitted under applicable law; or
• exclude any of our or your liabilities that may not be excluded under applicable law.

The limitations and prohibitions of liability set in this Section and elsewhere in this disclaimer: (a) are subject to the preceding paragraph; and (b) govern all liabilities arising under the disclaimer, including liabilities arising in contract, in tort and for breach of statutory duty.