Terms of Service

Effective Date: August 11, 2026
Last Updated: September 19, 2026

These Terms of Service ("Terms") are an agreement between you and GeoTech B.V. ("we", "us", "our") governing your use of BusyTrip ("the Service"). By creating an account or using the Service, you agree to these Terms.

Plain-language summary (the full Terms below are what counts): BusyTrip scans business cards, badges, and receipts with AI and saves the results to the Google Drive or compatible CRM destinations selected in your personal or team workspace. There is a free monthly allowance; paid plans renew automatically and you can cancel online at any time. Under our once-per-customer guarantee, you may request a full refund of your most recent payment within 30 days of that payment, subject to Section 8. This guarantee does not limit your statutory rights. EU consumers keep their 14-day withdrawal right; we never ask you to waive it. Your scans are yours. We keep temporary copies and scan history for processing, retries, and review as described in Section 9 of the Privacy Policy.

1. Who we are

The Service is operated by GeoTech B.V., Piet Mondriaanstraat 204, 1061 TT Amsterdam, Netherlands; KVK 84238445; VAT NL863143180B01, established in the Netherlands. You can reach us at contact@geotech.one. We aim to reply to support and legal questions within two business days.

2. The Service

BusyTrip is a mobile-first scanning application that captures documents (business cards, event badges, and receipts), uses third-party AI to extract their data, and saves originals and results to Google Drive, or mapped extracted fields to a compatible CRM, according to the destinations selected in your personal or team workspace. The Service is provided on a subscription basis with a limited free tier. Optional conversation recording and audio uploads produce editable AI summaries and key talking points for contact notes. You can edit notes after scanning and, where available, move or copy scans between workspaces. Section 13 explains the limits of AI accuracy.

3. Eligibility and accounts

• You must be at least 16 years old (or the age of digital consent in your jurisdiction) and able to form a binding contract.
• You must provide accurate registration information and keep it current.
• You are responsible for safeguarding your credentials and for activity under your account. Notify us promptly at contact@geotech.one of any unauthorized use.
• You are responsible for the connected Google or CRM accounts you authorize and for ensuring that you have permission to send content to the selected destination.

4. Connected destinations and team workspaces

To save to Google Drive, you connect your Google account and grant BusyTrip the per-file drive.file permission. This permits BusyTrip to create files and to access and manage files it creates or that you explicitly open with or share with BusyTrip. It does not grant access to your entire Drive. You may revoke this access at any time in the app or at https://myaccount.google.com/permissions. Revoking access disables filing but does not affect files already saved in your Drive. Our use of Google user data is described in our Privacy Policy and adheres to the Google API Services User Data Policy, including its Limited Use requirements.

For team workspaces, the team owner configures the shared destinations. Authorized members can scan to them without receiving the connection credentials or connecting their own accounts. The selected workspace determines where new scans are saved: Personal uses your destination, and a team uses the destinations selected within that team. A contact CRM is not offered for receipts unless a separate suitable receipt mapping is configured and enabled. Team members can see shared contact details, notes, and scanner attribution. Only the owner and members granted Finance access can use team receipt and finance features; Admin or Member status alone does not grant Finance access. Existing team copies remain with the team after a member leaves or deletes their account. Ownership must be transferred or the team deleted before an owner's account can be deleted.

For native Notion and monday.com connections, you authorize BusyTrip through the provider's sign-in and authorization flow, then select your own database or board. Contacts and receipts use separate connections. Review the provider permissions and destination before enabling delivery. To reconnect a native account, use its provider sign-in flow; API-key replacement applies to custom CRM connections.

A custom CRM connection uses the Model Context Protocol (MCP). You authorize the configured tools to send mapped fields and notes, read back saved records, and, where matching is configured, look up existing contacts and append notes. Setup checks create and verify a synthetic test record, then attempt to remove it using the configured cleanup tool. If cleanup cannot be confirmed, BusyTrip asks you to check the destination before retrying. Compatibility depends on the CRM's tools, permissions, and mappings; MCP support alone does not guarantee compatibility. Review the destination, mapping, and permissions before enabling it. The CRM's own access controls, terms, retention, and deletion behavior apply to its copies.

Pausing a connection stops new deliveries but retains its encrypted authorization credential. For a custom CRM connection that uses an API key, replacing the key requires a new successful connection test before deliveries can be enabled again. Native Notion and monday.com connections are reauthorized through the provider's sign-in flow. Removing a connection deletes its stored credential, configuration, and delivery records from live BusyTrip storage; it does not delete records already delivered to the destination. To end authorization at the provider, also revoke BusyTrip's access there or revoke the custom API key, as applicable. Recovery backups may retain earlier encrypted copies under the retention rules in Section 9 of the Privacy Policy. BusyTrip will ask you to retry a connection change if a delivery or test is still running.

4.1 Moving, copying, and editing scans

A migration sends selected scan data and notes to the destination workspace and its selected connections. You must be authorized to share that data with the destination's members and external providers. Copy keeps the source entry. Move removes it from the source workspace's visible scan list only after successful destination processing; it does not erase files or records previously delivered to the source Drive or CRM, or immediately purge processing and recovery records. Review the destination and the per-scan result before treating a migration as complete.

Matching contacts can have notes appended to an existing record while its existing contact fields are preserved. Receipt matching uses the original scan identity, not just vendor and amount. Missing originals, incompatible destinations, or lost access can prevent migration. A notes edit or migration is not a promise to synchronize every independent copy of a contact or receipt. Destination status shows whether a supported update succeeded or needs attention.

4.2 Conversation recordings

You decide when to start or upload a recording and what to save or share. Before each recording or upload involving other people, obtain their permission for recording and AI processing, give any required notices, and comply with the laws that apply to you and the people recorded. Do not record secretly or submit audio you are not entitled to use. Business customers are responsible for the lawful basis and instructions for processing their recordings, as explained in the Data Processing Agreement.

BusyTrip may remember that you have read its voice notes notice so it does not interrupt every recording. That acknowledgment is not consent from anyone recorded and does not replace your responsibilities for each use. BusyTrip does not verify participants' permission or determine whether a particular recording is lawful. These responsibilities do not exclude our own duties or any liability that cannot legally be excluded; Sections 16-18 continue to apply.

Voice input may be formatted as dictated notes or a conversation summary. Review and correct the generated text before saving or sharing it. Speaker separation does not identify a person by their voice. The Privacy Policy explains audio providers, temporary drafts, and provider retention, which can differ from scan-image processing.

5. Free tier

The Service includes a limited number of free scans per calendar month, as shown on the pricing page. When the allowance is used up, further scanning in that month requires a paid subscription. We may adjust the size of the free allowance; we will not reduce it for a month you have already started.

6. Paid subscriptions and billing

• What you authorize. By subscribing, you authorize us and our payment processor Stripe to charge your chosen payment method automatically at the start of each billing period. The charge frequency is the billing period of your plan (for example monthly or yearly), and the amount is your plan's price at that time, as shown at checkout and changed only as described in Section 10. You can cancel at any time as described in Section 9.
• Prices. The total price for your plan, including applicable taxes where we are required to charge them, is shown at checkout before you subscribe.
• Auto-renewal. Your subscription renews automatically at the end of each billing period until you cancel. After the first automatic renewal you may cancel at any time, and cancellation takes effect no later than one month after you tell us; we refund the unused prepaid remainder pro rata.
• Failed payments. If a renewal charge fails, we will notify you and retry. We may downgrade your account to the free tier until payment is resolved. We do not charge late fees.
• Receipts. We send a receipt by email for every charge.

7. Your 14-day right of withdrawal (consumers in the EU/EEA and UK)

If you are a consumer, you may withdraw from a newly started paid subscription within 14 days of subscribing, without giving a reason.

• At checkout we ask you to request that the Service start immediately, during the withdrawal period. You keep your right of withdrawal. If you withdraw after the service has started, the law allows us to deduct a proportionate amount for the period already provided — though in practice our 30-day guarantee (Section 8) is more generous, and we simply refund you in full.
• To withdraw, use the withdrawal function at /withdraw ("Withdraw from contract here"), or email us at contact@geotech.one, or send us any other unambiguous statement. We confirm receipt of a withdrawal on a durable medium (email) without undue delay.
• If you withdraw, we refund you within 14 days to your original payment method.

Consumers retain any mandatory withdrawal and refund rights under applicable law, including the EU 14-day withdrawal period where it applies. Send requests to contact@geotech.one; approved refunds are returned to the original payment method.

8. Our 30-day money-back guarantee

Bad refund policies are infuriating, and we never want a refund to be the reason you distrust us. So, on top of your statutory rights:

• If you are unhappy with the Service for any reason within 30 days of your most recent payment, open Settings > Billing in the app and tap Refund. We refund that payment in full, no questions asked, and your subscription ends immediately. You do not need to contact us or give a reason.
• If the automatic refund does not work for any reason, email contact@geotech.one and we will process it by hand.
• Refunds go to the original payment method; your bank usually takes a few business days to show them.
• Fair use: the guarantee applies once per customer. We may decline a guarantee refund where we see clear abuse, such as repeated cycles of subscribing and refunding. Your statutory rights (Section 7) are never affected by this.

Outside the guarantee window, we still want to be fair: if you forgot to cancel and have not used the Service since your last renewal, contact us and we will make it right.

9. Cancellation

• You can cancel online at any time — from Settings > Billing in the app, via the /withdraw page, or by emailing contact@geotech.one. Cancelling is as easy as subscribing; there is no cancellation fee and no phone call required.
• On a monthly plan, cancellation takes effect at the end of the current billing period.
• On an annual plan, cancellation takes effect at the end of the current annual period; after an annual renewal you may instead cancel with effect no later than one month after you tell us, with a pro-rata refund of the unused remainder (Section 6).
• After cancellation or account deletion, files and records already saved to Google Drive or a CRM remain in that destination. Manage those copies and their retention through the connected account or team owner. We delete or anonymize the account data we hold as described in the Privacy Policy.

10. Price changes

We may change subscription prices. If we do:

• we will tell you by email at least 30 days before the new price applies to you;
• the new price takes effect at your next renewal — never during a period you have already paid for, and never within the first three months after you first subscribe;
• if you do not accept the new price, you can cancel before it takes effect, at no cost.

11. Acceptable use

You agree not to:

• use the Service for any unlawful purpose or in violation of applicable law;
• upload, scan, or process content you do not have the right to process, or that infringes others' rights;
• upload malicious content, attempt to introduce malware, or probe, scan, or breach the security of the Service;
• abuse, overload, or circumvent rate limits, quotas, or the free tier (including via automated means or multiple accounts);
• reverse engineer or attempt to extract source code, except where such restriction is prohibited by law;
• resell or provide the Service to third parties without our written permission;
• use the Service to process content for which AI extraction or third-party transmission is legally prohibited.

We may investigate violations and take proportionate action, including suspension or termination under Section 15.

12. Your content

• Ownership: you retain all rights to the documents, recordings, notes, and other data you submit ("Your Content"). We claim no ownership of Your Content — it is your data, not ours.
• License to operate: you grant us a limited license to process Your Content solely to provide the Service — to transmit it for AI extraction, transcription, and summarization and to save mapped results to your selected Google Drive or CRM destinations and make shared team details available as you direct. This license lasts while needed to process and retain those copies as described in the Privacy Policy. We do not use Your Content for advertising or to train AI models.
• Responsibility: you are responsible for Your Content and for ensuring you have the right to process it through the Service, including where it contains other people's contact details. A scanned badge is not permission for unrestricted marketing; you remain responsible for a lawful basis, required notices, and any applicable marketing rules.

12.1 Business data processing

If you use BusyTrip for an organization, you confirm that you have authority to act for it. For personal data we process on that organization's documented instructions, our Data Processing Agreement forms part of these Terms and takes priority on that processing. The organization determines why it collects contacts or expenses, which people have access, and which destinations it authorizes. GeoTech B.V. remains responsible as controller for its own account, billing, security, and other service-administration processing described in the Privacy Policy.

13. AI processing and accuracy

The Service uses automated AI to read scans, find public professional information, and transcribe and summarize submitted audio. AI output can be inaccurate, incomplete, or wrong — a misread total, a wrong date, a garbled name. The Service always shows you the extracted result so you can review and correct it, and you are responsible for verifying extracted data before relying on it. The Service is not a substitute for professional, legal, financial, or accounting advice.

If you are a consumer in the EU, you also benefit from the legal guarantee of conformity for digital services: the Service must conform to the contract throughout your subscription, we must provide the updates needed to keep it in conformity, and if it does not conform you are entitled to the remedies provided by law (bringing the Service into conformity, a price reduction, or termination). Nothing in these Terms limits that guarantee.

14. Third-party services

The Service relies on third parties including Google, Stripe, OpenRouter, Tavily, Resend, Sentry, PostHog, Better Stack, DigitalOcean, and Cloudflare. Connected Google and CRM services are also subject to their providers' own terms. Their roles are described in the Privacy Policy; their availability is outside our control.

15. Termination and suspension

• By you: stop using the Service, cancel, or delete your account at any time in the app's settings.
• By us: we may suspend or terminate your access if you materially breach these Terms, fail to pay after notice and a reasonable opportunity to resolve it, or if required by law or to protect the Service or other users. Where reasonable, we will warn you first.
• Effect: on termination your right to use the Service ends. Files and records already saved to Google Drive or a CRM remain there, subject to that account's access and retention settings. Sections that by their nature survive (content ownership, disclaimers, liability, governing law) survive termination. Termination does not limit your statutory rights, including any right to a pro-rata refund of prepaid, undelivered service where we terminate without cause.

16. Disclaimers

The Service is provided "as is" and "as available". To the extent permitted by law, we disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement, and we do not warrant that the Service will be uninterrupted, error-free, or that AI output will be accurate. If you are a consumer, this section does not limit your statutory rights, including the legal guarantee of conformity described in Section 13.

17. Liability

In plain terms: choosing to use a small company's service means placing a bet on us, and we work hard — through security, careful engineering, and giving a damn — to be a safe bet. But we cannot accept unlimited liability for a subscription of this size:

• To the extent permitted by law, we are not liable for indirect or consequential damages, or loss of profits, data, or goodwill, arising from your use of the Service.
• Our total aggregate liability for claims arising from these Terms or the Service is limited to the greater of (a) the amounts you paid us in the 12 months before the event giving rise to the claim, or (b) EUR 100.
• Nothing in these Terms excludes or limits our liability for intent or gross negligence, for death or personal injury caused by our negligence, or any liability that cannot be excluded or limited under applicable law, and nothing limits a consumer's mandatory statutory rights or remedies (including the right to dissolve the contract or suspend performance where the law provides it).

18. Indemnification

If you use the Service in violation of law or these Terms, or your Content infringes someone else's rights, and this leads to a claim against us, you agree to compensate us for the damages and reasonable costs that result. This section does not apply to the extent a claim results from our own breach, and it does not limit any of your statutory rights.

19. Changes to these Terms

We may update these Terms. For material changes we will give you at least 30 days' notice by email or in the app before they take effect, and the "Last Updated" date will change. If you do not agree with a material change, you may cancel before it takes effect and Section 9 applies. Continued use after a change takes effect constitutes acceptance.

20. Governing law, venue, and complaints

• These Terms are governed by the laws of the Netherlands. If you are a consumer habitually resident in another EU/EEA country, you also keep the protection of the mandatory consumer-law provisions of that country.
• Disputes may be brought in the courts of Amsterdam, the Netherlands. If you are a consumer in the EU/EEA, you may also bring proceedings in the courts of your home country, and we will bring proceedings against you only there. Nothing in this section limits the jurisdiction rules of mandatory law.
• These Terms do not require arbitration.
• Complaints: contact us first at contact@geotech.one — we want to fix it. If we cannot resolve a complaint together, EU consumers can contact their local consumer protection authority (in the Netherlands, ACM ConsuWijzer) or an accredited alternative-dispute-resolution body.

21. Miscellaneous

• Entire agreement: these Terms and the Privacy Policy are the entire agreement between you and us regarding the Service.
• Severability: if any provision is unenforceable, the rest remains in effect.
• No waiver: our failure to enforce a provision is not a waiver.
• Assignment: you may not assign these Terms without our consent. We may transfer these Terms in connection with a merger, acquisition, or sale of the business; if we do, either we remain responsible for performance or you may cancel at any time with a pro-rata refund of the unused remainder.

22. Contact

GeoTech B.V., Piet Mondriaanstraat 204, 1061 TT Amsterdam, Netherlands; KVK 84238445; VAT NL863143180B01 contact@geotech.one

Portions of these Terms are adapted from the Basecamp open-source policies / CC BY 4.0, modified by GeoTech B.V.