Copernican Terms of Service
1. Introduction
Cancellation+, TourFill, and TourClaim are services provided by Copernican Admin, LLC ("Company"). By accessing or using our services, you agree to be bound by these Terms of Service ("Agreement"). This Agreement outlines the rights and responsibilities of the User and the Company regarding the use of Cancellation+, TourFill, and TourClaim services.
For the purposes of this Agreement, the "User" refers to the company or entity that signs this Agreement and engages with the Company’s services. If the User does not agree to these terms, the User must discontinue use of the services immediately.
2. Description of Services
Copernican Admin, LLC provides three primary services: Cancellation+, TourFill, and TourClaim.
Cancellation+ is a service that automates refund requests based on the User’s cancellation policy or a policy designed by Copernican Admin. Cancellation+ automates the refund process within the User’s reservation software and will issue a refund back to the customer's form of payment used to purchase the booking.
TourFill is an automated waitlist management service that enables customers to receive notifications about ticket availability based on their selected criteria, including date, time, and event type. When a ticket matching a user’s specified criteria becomes available, TourFill sends alerts via SMS and email, allowing the user to secure the booking.
TourClaim is a claims assistance service that helps eligible customers file a claim for a refund through their credit card benefits.
3. Accounts and Responsibilities
Users must register for an account to access and use the services provided by Copernican Admin, LLC. Additionally, the User must provide the Company with access to its reservation system and allow the Company to create an affiliate link for TourFill. The User must also include a link in each confirmation email sent to customers, directing eligible customers to TourClaim. The language for this link and its accompanying message shall be written by Copernican Admin, LLC and may not be altered without the Company’s approval. User shall also provide Company with its standard cancellation policy for each activity. Company at User’s request may assist User with crafting a cancellation policy. User is responsible for verifying User’s cancellation policy, whether supplied by User or created in conjunction with Company, applies with all applicable laws and regulations and contracts User has executed which may impact User’s cancellation policy.
During the registration process, users are required to provide accurate and complete information. Users are responsible for maintaining the confidentiality of their account credentials, including usernames and passwords. Any activity occurring under a user’s account is their responsibility, and they must notify the Company immediately if they suspect unauthorized access.
The Company reserves the right to refuse registration, terminate accounts, or suspend access to the services at its discretion, particularly in cases where accounts are found to be associated with fraudulent activities or misuse of the services.
4. Restrictions on Use
Users are strictly prohibited from engaging in activities that violate applicable laws or infringe upon the Company’s intellectual property rights. Specifically, users may not attempt to reverse-engineer, decompile, or disassemble any aspect of the software underlying Cancellation+, TourFill or TourClaim. Modification, translation, or derivative works based on the services are not permitted unless explicitly authorized by the Company.
Additionally, users may not remove or alter any proprietary notices or labels on the services. The Company retains all rights to its proprietary technology, and users must not attempt to export or re-distribute the services in violation of applicable laws.
5. Fees and Payments
TourFill fees are calculated as a percentage of the gross value of the ticket booked through the waitlist system, excluding processing fees and applicable taxes. Specifically, the Company charges a 10% service fee on successful bookings.
TourClaim fees are based either on a percentage of the successful claim amount or charged as a flat fee to the customer for using the service to prepare and submit the claim on their behalf. The Company has the right, in its sole discretion, to change the fees paid by customers who use TourClaim.
Cancellation+ is included at no charge if the User also engages the Company for both TourFill and TourClaim services. If the User only engages the Company for Cancellation+, the service will be provided at a cost of $500 per month.
The Company reserves the right to modify service fees with a thirty (30) day notice to users. Users must ensure timely payment of fees as outlined in their invoices, which must be settled within thirty (30) days of issuance. Failure to make payments may result in service suspension or termination.
6. Service Availability and Support
The Company commits to maintaining service availability at a 99.9% uptime level, calculated monthly. This excludes scheduled maintenance and circumstances beyond the Company’s control, such as third-party outages or force majeure events.
Technical support is available via telephone and email during standard business hours. The Company will make reasonable efforts to address support inquiries within one business day. Users experiencing service issues should contact the support team promptly for assistance.
7. Confidentiality
Both parties acknowledge that confidential business, technical, and financial information may be shared in the course of using the services. Proprietary information related to the Company’s technology and service functionality is protected under this Agreement. Likewise, users retain rights to any personal data or customer information they provide through the services.
Confidentiality obligations remain in effect for five years following disclosure. Neither party may disclose proprietary information to third parties without prior consent, except as required by law or regulatory authorities.
8. Termination
This Agreement remains in effect unless terminated by either party. Either party may terminate the Agreement with a thirty (30) day written notice. Upon termination, the Company will allow users to retrieve their stored data for up to thirty (30) days. After this period, the Company reserves the right to delete all customer-related data from its systems.
In the event of termination, users remain responsible for any outstanding payments for services rendered before the termination date. The Company is not liable for any losses users may incur due to the discontinuation of services.
9. Warranty Disclaimer
The Company provides services on an “as-is” basis and makes no guarantees regarding uninterrupted or error-free service performance. While the Company will take reasonable measures to minimize service disruptions, it does not provide any warranties, express or implied, including warranties of merchantability or fitness for a particular purpose.
The Company does not guarantee or warrant that TourFill will sell canceled seats. TourFill is designed to notify users of ticket availability based on selected criteria; however, the Company does not make any representations or assurances that the canceled seats will be successfully resold. The actual sale of canceled seats depends on multiple factors beyond the Company’s control, including demand, pricing, and customer preferences. The Company bears no responsibility for any financial loss or unsold inventory resulting from the use of TourFill.
The Company does not warrant the performance of Cancellation+ if the User changes or alters their cancellation policy and does not provide at least fifteen (15) days’ notice to the Company. Cancellation+ is designed to process refunds based on the most up-to-date policy provided by the User, and any uncommunicated changes to that policy may result in processing errors, delays, or denied refunds. The Company assumes no liability for refund discrepancies caused by the User’s failure to notify the Company of policy modifications in a timely manner.
Additionally, the Company does not guarantee that eligible customers using TourClaim will receive a refund from their credit card company. TourClaim is designed solely to assist users in submitting claims, but the ultimate approval and payment of a refund remain at the sole discretion of the credit card issuer. The Company bears no responsibility for the outcome of any claim submitted through TourClaim.
10. Limitation of Liability
Under no circumstances shall the Company, its affiliates, or its suppliers be liable for any indirect, incidental, or consequential damages arising from the use of its services. This includes, but is not limited to, loss of profits, data inaccuracies, or service unavailability.
The maximum liability of the Company is limited to the total fees paid by the user in the three (3) months preceding the event giving rise to the liability claim.
11. Indemnification
Users agree to indemnify and hold harmless Copernican Admin, LLC, its officers, directors, employees, and affiliates against any claims, damages, losses, or liabilities arising from their use of the services. This includes claims related to violations of this Agreement, misuse of the services, or breach of applicable laws.
12. Governing Law
This Agreement is governed by the laws of the State of California, without regard to conflict of laws principles. Any disputes arising from this Agreement shall be resolved in the appropriate courts within the jurisdiction of California.
13. Modifications to Terms
The Company reserves the right to update or modify these Terms of Service at its discretion. Users will be notified of any material changes with at least thirty (30) days’ notice before they take effect. Continued use of the services after modifications constitutes acceptance of the revised terms.
14. Contact Information
For any questions, support requests, or inquiries regarding these terms, users may contact the Company at support@getcopernican.com.