DaytripTracker

Terms of use — DaytripTracker

Last updated: 2026-09-20 · Version 1.0

These terms apply between the platform operator Level IT up ("we", "the operator") and the organisation that registers an account on DaytripTracker ("you", "the organisation"). By creating an organisation account, the person registering confirms that they are authorised to accept these terms on behalf of the organisation. Participants do not accept these terms; their use of the participant app is governed by the organisation's relationship with them and by the privacy notice.

1. The service

DaytripTracker lets an organisation manage trips and events, register participants and hand out identifier codes, check participants in (including per transport), send messages and push notifications, receive opt-in live locations, and receive and handle emergency alerts raised by participants. The service is provided as a web application, a mobile application (iOS, Android, installable web app) and a JSON API for that app.

We may improve or change the service over time. We will give reasonable notice of changes that remove functionality you rely on.

2. Accounts and access

  • You must provide accurate registration details and keep them up to date. Each organiser must use their own account; sharing accounts is not allowed.
  • You are responsible for everything done through your organisation's accounts and for choosing who receives an account and which role (admin or member).
  • You must keep passwords and device tokens confidential, log out of shared devices, and tell us promptly at hello@levelitup.be if you suspect unauthorised access.
  • We may suspend an account or the organisation if it is used in breach of these terms, poses a security risk to the platform, or if required by law. We will inform you where reasonably possible.

3. Acceptable use

You agree not to:

  • register participants without a lawful basis or without informing them (and, for children, their parents or guardians) as required by data protection law;
  • use the platform to monitor people outside the scope of a trip or event, or to track participants who have not opted in outside of a genuine emergency;
  • upload content that is unlawful, abusive, or infringes the rights of others, including in messages and internal notes;
  • attempt to access other organisations' data, probe or overload the platform, or bypass rate limits and security controls;
  • use the emergency feature for anything other than genuine emergencies and tests announced to participants.

4. Your data and roles under the GDPR

  • You are the data controller for the participant, organiser and event data you enter or that is generated by your use of the service. We are your data processor and process that data only on your documented instructions, as set out in the data processing agreement (docs/GDPR/DPA_TEMPLATE.md), which forms part of these terms.
  • You are responsible for: informing participants and organisers (the privacy notice at /privacy is provided as a template and must be completed with your details); obtaining consent, including parental consent where required, before asking participants to enable live location sharing; deciding your retention period (retention_days) within the limits of the law; and handling data subject requests, with our assistance.
  • We are an independent controller only for organiser account data needed to provide and secure the service, platform security logs, and our direct communication with you.
  • We host the platform in European Economic Area and use only the sub-processors listed in the data processing agreement.

5. Emergency feature — no guarantee of response

The emergency button notifies your organisers through push notifications, email and the web dashboard. It does not contact public emergency services. Delivery depends on network coverage, device settings, push services operated by Apple and Google, and your organisers' availability. You must:

  • brief your organisers on how alerts are received, acknowledged and resolved;
  • keep at least one organiser reachable during every event;
  • tell participants that the button reaches the organisation and not the emergency services, and that they must call the local emergency number (112 in the EU) for life-threatening situations.

We do not accept liability for harm resulting from a missed, delayed or failed emergency notification, except where caused by our gross negligence or wilful misconduct.

6. Availability and support

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance is announced in advance where possible. Support is available at hello@levelitup.be; response times are set out in best effort where a service agreement exists.

7. Fees

The service is provided free of charge unless agreed otherwise in writing. (for example: "The service is provided free of charge to non-profit organisations" or a reference to the price list). Fees, if any, are exclusive of VAT and payable as agreed in the order form.

8. Intellectual property

We (and our licensors) own the platform, its software and its documentation. You receive a non-exclusive, non-transferable right to use the service for your organisation's own activities for the duration of these terms. You own the content and data you enter. Maps are provided using OpenStreetMap data, © OpenStreetMap contributors, under the ODbL licence.

9. Liability

  • Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be limited by law.
  • Subject to the above, our total liability under these terms in any 12-month period is limited to the fees you paid in that period or, where the service is free, to EUR 500.
  • We are not liable for indirect or consequential loss, loss of data caused by your own deletion or retention settings, or for the acts of third-party services (push providers, app stores, networks).

10. Term and termination

  • These terms apply for as long as your organisation has an account. You can delete your organisation at any time from the settings page; this permanently deletes all its data from the live database.
  • Either party may terminate on 30 days' written notice. We may terminate immediately for material breach that is not remedied within 14 days of notice, or where required by law.
  • On termination you may export your data (JSON export in the organisation settings) before deletion. We delete your data in accordance with the data processing agreement.

11. Changes to these terms

We may update these terms. We will inform organisation administrators by email or in the dashboard at least 30 days before material changes take effect. Continued use after that date constitutes acceptance; if you do not agree, you may delete your organisation before the changes take effect.

12. Governing law and disputes

These terms are governed by the laws of Belgium (Belgium unless stated otherwise). Disputes are submitted to the competent courts of Brussels, without prejudice to mandatory consumer or public-law provisions that apply to you.

13. Contact

Level IT up, , `hello@levelitup.be`, company number.