Terms of Service

By registering for, accessing, or using the GroupBook platform (“Platform”) operated by PanDaan (Pty) Ltd (“we”, “us”, “our”), you (“User”, “Subscriber”) agree to be bound by these Terms of Service. Use of the Platform by an organisation constitutes acceptance on behalf of that organisation and all its authorised users.

GroupBook is a B2B SaaS platform for travel management companies, independent travel consultants, and group travel professionals. The platform is organised around a central AI engine (the Smart Inbox) feeding three operational pillars:

• Smart Inbox (AI Core) — AI-powered email extraction and data routing. Forward an email or upload a PDF; GroupBook extracts booking details and routes data automatically.
• Client Brief — digital capture of individual and group travel requirements
• Supplier Quotes — automated hotel matching, RFP distribution, response tracking, and quote comparison across 342+ verified SA hotels
• Events & Guests — RSVP invitations, guest lifecycle management, travel document capture, and Aide Memoire (mobile e-ticket) delivery (Professional & Agency tiers)
• Reconciliation — Diners card statement import, 5-tier AutoReconcile engine, PO budget management, and month-end closure (Agency tier only)

We reserve the right to modify or add features at any time with reasonable notice.

All prices exclude VAT. Annual subscriptions receive 2 months free.

• Subscriptions are billed monthly or annually in advance
• Access may be suspended after 14 days of overdue payment
• Price changes are notified 30 days in advance
• Subscription fees are non-refundable except as required by law

You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Ensuring all users in your organisation comply with these Terms
• Notifying us immediately of any unauthorised access at pandaanportfolio@gmail.com

You may not:

• Use the Platform for any unlawful purpose
• Attempt to gain unauthorised access to Platform infrastructure
• Reverse engineer or decompile any part of the Platform
• Use automated tools to scrape or extract Platform data
• Share account credentials with unauthorised persons
• Resell or sublicense access without written consent

Violations may result in immediate account termination without refund.

• Your data remains your property. We process it only to provide the Platform.
• Hotel database is owned by PanDaan (Pty) Ltd and may not be exported or redistributed.
• On termination, your data is retained for 90 days for export, then permanently deleted.
• Confidentiality — both parties agree to protect non-public information shared in connection with the Platform.

The Platform, its software, design, hotel database, algorithms, and the GroupBook trademark are the exclusive intellectual property of PanDaan (Pty) Ltd. These Terms grant no intellectual property rights except a limited licence to use the Platform as described.

• We target 99% uptime, excluding scheduled maintenance
• Support is available at pandaanportfolio@gmail.com, Mon–Fri 08:00–17:00 SAST
• We aim to respond to support requests within 1 business day

• The Platform is provided “as is” without warranties of any kind
• We are not liable for indirect, incidental, or consequential damages
• Our total liability shall not exceed 3 months of subscription fees paid
• Nothing limits liability for fraud or death/injury caused by negligence

• By you: Cancel at any time via pandaanportfolio@gmail.com. Takes effect end of billing period.
• By us: We may suspend/terminate immediately for breach, non-payment, or suspected fraud.
• Platform closure: 60 days written notice to all Subscribers.

These Terms are governed by the laws of the Republic of South Africa. Disputes shall first be referred to good-faith negotiation. Unresolved disputes fall under the jurisdiction of the South Gauteng High Court, Johannesburg.