Terms and Conditions
Terms and conditions of use of Travel Ibex Software operated by Costa Rica Virtual.
The following terms and conditions apply to all users of Travel Ibex Software service, also abbreviated as TIB, by using TIB the user declares to agree with them.
DEFINITIONS
Types of users:
ADMINISTRATOR: The highest level with access to everything. Some special functions assigned to an Administrator are user management and viewing the global change log.
SUPERVISOR: The Supervisor could manage files, view records and changes made by advisors, as well as general sales reports and update vendor information, such as prices, texts, etc., as well as manage travel agencies.
ADVISOR: This is the user with access to generate sales. An Advisor has access to all sales functions related to their own files.
ACCOUNTING: Access to limited information of the advisor, own information for financial management such as collections and payments.
Documents:
VOUCHER: A confirmation document that evidences that a service reservation has been confirmed and paid for.
BOOKING: Can be programmed as an email format that is generated with automatic data of the customer’s purchase including amount paid and remaining balance. It can also be programmed to be generated as a general reservation confirmation document.
INVOICE: It is programmed as an invoice format that will function as a payment receipt, not as an invoice for accounting use.
UPLOAD DOCUMENT: Allows to upload documents in the different modules, vendors, travel agencies, passengers and files.
General Terms:
IMPLEMENTATION: Joint work to be carried out between the user and Costa Rica Virtual to develop the implementation of the Travel Ibex system.
REQUIREMENTS: New additional functionalities WITH COST to be incorporated to the system. For this, a design must be made that must be approved by the user and that will be the basis for review when the finalized requirement is delivered.
TECHNICAL CONSULTANCY: Tasks such as installations, requirements development, data migration and audits, which require a programmer or systems analyst.
FUNCTIONAL CONSULTANCY: Tasks such as project management and monitoring, training, audits, configurations, prototype development and review, review and monitoring of simulations, which require a specialist in the operation of the programs.
SUPPORT: Services through which Costa Rica Virtual solves or recommends solutions to the user in regards to incidents that may occur with the software.
INCIDENTS: Situations that prevent the proper functioning of the programs and that have one or more of the following causes: logical-mathematical errors in the code, configuration errors, user errors caused by inexperience, ignorance, misinterpretation or inadequate procedure at the time of using TIB.
TRAINING: User training on the use of the tool at the process level.
RECAP TRAINING: ADDITIONAL training with COST that may be required once the initial training provided by Costa Rica Virtual has been received by the user, generally for new personnel.
TMS: Travel Management System
USER: The person in a company who has access credentials to use the system, it can be the administrator, a sales agent (advisor), an operation agent, etc.
API: Application program interface. It has a number of benefits for different business models. It allows interacting and exchanging data with other systems.
BOOKING ENGINE: An application integrated into a website that allows users to search and book flights, hotels etc., using real-time rates and availability.
CRM: Customer Relationship Management, allows to manage a company’s interaction with its current and potential customers, vendors, etc.
LEAD POOL: Module where new customer requests are received, allows the administrator or supervisor to distribute the leads to their agents (advisors).
FILE: The general name under which the trip of an individual client or group of travelers will be recorded, from beginning to end. Each file will have a unique number assigned to it.
QUOTATION: Term used in the system, for the function that allows the preparation and sending of quotations, which performs the automatic calculation of the package.
BOOKING: Term used in the system, for the function where the services purchased by the customer are confirmed including all the financial arrangements and sending of confirmation documents.
VENDOR: Refers to service providers such as hotels, transportation companies, tours, airlines, etc.
TRAVEL AGENCIES: Module to register travel agencies and the agreements with each one. These travel agencies are clients of the company.
CSV: Comma separated values, is a standard term in text files to store information similar to a database.
ECOMMERCE: Commerce conducted over the Internet.
INTEGRATION: The action of using external tools within Travel Ibex or using the Travel Ibex API for some function on another page or external system.
JSON: The “JavaScript Object Notation” is a lightweight data interchange format. It is easy to read and write. It is easy for machines to parse and generate. It is mainly used to transmit data between a server and a web application, as an alternative to XML.
RESPONSIVE also called Mobile-Optimized: Refers to the fact that the system is compatible with mobile devices such as Tablet or Smart Phones.
SOFTWARE-AS-A-SERVICE (SaaS): A software model hosted in the cloud which is made available to users on a subscription basis and does not require direct installation on the user’s computer.
SSL (SECURE SOCKETS LAYER): An online security technology that encrypts data to ensure the privacy and integrity of the data being exchanged.
USER INTERFACE (UI): The appearance of a website or application.
WEBMASTER: A person whose profession is to maintain a website. Tasks may include web design, technical updates and overseeing the implementation process of a booking software.
WYSIWYG editor: An editor with options for formatting a document. The initials stand for “what you see is what you get”.
XML: A markup language that defines the set of rules for data exchange between two systems and allows them to communicate with each other, usually through an API.
CLOUD SERVICE IMPLEMENTATION
Access to Travel Ibex cloud services will be provided to users by e-mail.
By mutual agreement the parties agree that Costa Rica Virtual is not obligated to:
1. make minor, medium or major modifications to the programs at no cost with the exception of logical-mathematical errors detected during the active term of this contract or that are detailed in this contract as additional modifications agreed upon by the parties.
2. To make additional reports to those contained in Travel Ibex or additional to those agreed upon in this contract at no cost.
3. Perform without cost the migration of data from previous systems in operation to TIB.
4. Provide free training or other consulting services in addition to those specifically agreed at the beginning of service provision.
SOFTWARE IMPLEMENTATION
The implementation of the Travel Ibex system will consist of the following phases:
1. Administrative training: In this stage the Costa Rica Virtual staff will guide and provide the required advice for the configuration of the system so that it can execute the necessary processes.
2. Initial Data Upload: With Costa Rica Virtual’s advice, the users in charge will perform this task. Templates will be provided for the loading of some data to migrate them massively. If the company wishes, it can hire the data loading service provided by Costa Rica Virtual with additional costs.
3. Training: Training services are provided free of charge through video calls for the modules purchased. At the time of contracting, the training schedule will be delivered with the required content and times. This training will be done ONCE ONLY, if new personnel needs to be trained or retrained, the virtual hourly rate of $25 will apply.
CONDITIONS OF USE
The user is solely responsible for the activity that occurs on their Travel Ibex account, must maintain their password securely and must immediately notify Costa Rica Virtual of any unauthorized use.
The user must have the necessary and timely staff time to receive training and perform the necessary tasks during the implementation and/or approval of requirements.
The user must report in a timely manner any incident detected and any suggestions regarding the service provided and possible improvements to the system.
The user is not authorized to sub-license, rent, lease, assign, lend or loan the services of use of the Travel Ibex System.
The user agrees not to reverse engineer, reengineer, disassemble, decompile, decompile, modify or duplicate the Travel Ibex System, decompile, modify or duplicate the code of Travel Ibex programs or any of its versions.
Costa Rica Virtual is committed to:
To keep strict confidentiality and reserve on any procedure and internal user information obtained.
To provide a response time of twenty four (24) working hours to user inquiries when it is a high priority case that affects critical processes and directly affects customer service in the processes of quotations, reservations and operations.
Technical or functional problems will be solved within a determined maximum time, depending on the severity of the incidence: minor 96 hours, serious 48 hours, critical 24 hours.
Costa Rica Virtual may provide updates or upgrades to the system on a periodic basis, but are under no obligation to do so. Such revisions will be provided free of charge, may include automatic update or upgrade without prior notice.
PRICING AND PAYMENT ARRANGEMENTS
The total value of the cloud service will be based on the prices published on the website or on direct agreements with the user of the system, considering seasonal promotions, as well as program adaptations for the user and functional technical support.
All published and agreed prices are in US dollars.
The payment of the contracted service is quarterly for automatically renewable annual periods.
There must be no delays on the part of the user in the fulfillment of payments, otherwise the service will be automatically suspended and reactivated with the pending payment of the unused days or months. In case of non-compliance of payments, Costa Rica Virtual will give the company 30 working days to bring the account up to date. After this period, Costa Rica Virtual will be able to delete all the information hosted in the cloud, which WILL NOT BE POSSIBLE TO RECOVER.
In case of an increase in the rental prices of the Travel Ibex System, the same cannot be higher than the inflation of the current year in the UNITED STATES OF AMERICA.
CANCELLATION AND REFUNDS
The user can request the cancellation of the service, only during the first month of the paid quarter, indicating that they will not continue using the system, this email must be sent to contact@travelibex.com. For these purposes, the month begins on the 1st of the month and ends on the 30th of the same month. The company will calculate the corresponding refund, deducting processing fees, and will proceed to send the refund within the next 15 business days.
THE PROMOTIONS
All promotions offered by Costa Rica Virtual / Travel Ibex are recurring (unless otherwise indicated), that is to say, when contracting a product with a promotional price, the client will pay the same price for as long as the product remains active, unless the client has not renewed the product within the established terms and the service is cancelled/suspended due to non-payment or the service is cancelled voluntarily by the client.
The promotion will be valid only while the service is active, if the service is suspended due to abuse or non-compliance of payments the promotion with which it could have been contracted will become null and void.
AUTHORIZATION
The user company authorizes Costa Rica Virtual / Travel Ibex to use its commercial or legal name only to be used as a reference that is a user of the Travel Ibex system, for commercial purposes related to the marketing activity of Travel Ibex.
INTELLECTUAL PROPERTY RIGHTS
The user expressly acknowledges that Travel Ibex and all of its documentation in written and digital form in all of its versions is the intellectual property of Costa Rica Virtual and/or its associated companies and that its improvements may only be commercialized by Costa Rica Virtual as the service provider.
The Travel Ibex logo is a registered trademark of Costa Rica Virtual. All other trademarks used in the TIB system are trademarks, service marks or logos of their respective owners.
These terms and conditions, as they may be revised from time to time, constitute our entire agreement with the user of Travel Ibex platform services, and supersede all other written materials, communications, discussions, representations or understandings relating to the Site or the Services or your use thereof.
Revised: October 2023