Organizer agreement

1. What this covers

This agreement is between TrexHive (“the platform”) and a trekking organisation (“you”, “the organizer”) that lists treks for sale on it.

You remain an independent operator. Nothing here makes you an employee or partner of the platform, and you keep full control of how your treks are run.

Who signs for the platform. TrexHive is a brand of TrexHive Technologies LLP (LLPIN ADD-8323), registered with limited liability.

Its address is Gat No 154, Gorhe Bk Haveli, Donje, Haveli, Pune 411025, Maharashtra.

GSTIN 27ABBFT1635Q1ZQ.

2. Getting listed

• You register, and your organisation is reviewed before anything you publish becomes visible. Approval is at the platform’s discretion. Before we approve you, we check your adventure tourism registration with Maharashtra’s Directorate of Tourism, which must be current (section 3), and set your organization’s default platform fee (section 5).
• Until approved, and while suspended, your treks do not appear in the marketplace and cannot be booked.
• Every trek you publish takes enquiries, and taking bookings is agreed trek by trek. A published trek is on the marketplace with its dates and prices, and travellers send you enquiries from it (section 7). For a trek to take bookings and payments through TrexHive, you agree its platform fee and cancellation schedule with us (sections 5 and 6) and ask for bookings in Studio; we approve or refuse, and tell you why if we refuse, and you may ask again. We may turn bookings off on a trek later, telling you why: bookings already made stand and run, and the trek goes on taking enquiries. Listing a trek, and its enquiries, cost you nothing.
• What a trek’s page shows under it. While none of your treks takes bookings, your trek’s page may show other organizers’ treks that do. Once one of yours does, your treks’ pages show only your own.
• What publishing needs. Before you can put anything on sale: the email on your account confirmed, your adventure tourism registration with Maharashtra’s Directorate of Tourism checked by us and current (section 3), and the version of this agreement in force accepted (section 8). A trek needs its place pinned inside Maharashtra, its grade and at least one risk, a price no lower than the floor and its photos (both below). A departure goes on sale only while your registration covers every day it runs (section 3).
• Your PAN card is needed to take bookings, not to publish: its number and a copy on your profile and, if it is your own PAN as a sole proprietor, your confirmation that it is linked to your Aadhaar — a company’s, firm’s or trust’s needs none. We do not ask for your Aadhaar number; you can check the link on the income-tax portal. Tax we deduct or collect on what we pay you is at a higher rate when a PAN is missing or not linked to Aadhaar. Approval and publishing do not wait on it. Asking for bookings on a trek does, and so does putting a new departure on sale on a trek taking bookings; while a trek takes bookings the PAN card stays on your profile.
• How many treks and departures you may have on sale depends on your plan (below). Drafts are never limited.
• No trek may be listed below the price floor in force, which Studio names if a price you set is under it. Below it the platform fee and the payment gateway between them take more of the fare than either side can justify, and a cancellation schedule stops producing amounts worth sending. We tell you before the floor rises (below).
• You may put one discount on a departure on sale of a trek taking bookings: a whole percentage from 5 to 50 off every pickup city’s fare, once its prices have been on sale 7 days, shown to travellers with the price before it struck through, until you take it off. It lowers the fare, so your share and our platform fee come down with it; it never takes a fare under the price floor; bookings already made keep what they paid; and while it is on, the departure takes no new price.
• A departure goes on sale at least 3 days before it leaves. Travellers need time to find it, ask their questions and take leave, and a coach sold the night before is one nobody can plan around. The platform may change the number by giving you notice; a departure already on sale when it changes is unaffected. Publish earlier and edit the details later — the dates are what fix at publish, not the description.
• A trek needs a cover photo and at least 5 more photos to be published, and every photo must be uploaded through TrexHive — not linked from another website. A trek already live that falls short stays listed, and you are asked to add or re-upload its photos.

3. What you are responsible for

You run the trek. Specifically, you are responsible for:

• Accuracy. The itinerary, difficulty, inclusions, exclusions, altitude, pickup points and times you publish. Travellers book on them and they are printed on the ticket.
• Operating the departure — transport, guides, permits, food, and the safety of everyone on it.
• Capacity you publish. Seats are counted per departure city; overselling a coach is your exposure, not the platform’s.
• Carrying the manifest. The platform gives you the name, age and gender of every trekker on each departure whose details have been given, and the mobile number of the person who booked each group, from when they book until you mark the departure completed — to a trek leader you add to your Studio, from 24 hours before the departure date. Trekkers do not give their own number. A traveller who did not give the details at checkout can add them from their booking until their coach leaves, so a list printed early may still have unnamed seats. Take it with you and use it if something goes wrong.Print it last — bookings close an hour before your coach leaves at the latest, measured from each city’s own pickup time rather than the departure’s earliest. A seat sold just before bookings close is a real booking, and that person will be at the pickup point. To close earlier, set a closing time on the departure in Studio, or Stop bookings for a city when you have had enough seats from us: the trek still runs, nothing already booked changes, and Resume bookings opens the city again.Enter pickup times in the order the coach reaches them. A time earlier than the stop before it is read as the next day — 22:00, 23:00, 00:00 is a coach leaving at ten at night — and that reading decides when bookings close, when each city goes live and when a traveller can be marked absent. Studio shows next day beside such a time; check it before you publish.
• Contact details you publish. The traveller’s contact details are given to you for running the departure and for nothing else.
• Content you upload. You confirm you own or have the right to use every photograph you upload, and you grant the platform a licence to display it on the marketplace and in listings.
• Adults only. Nobody under 18 can be booked through this platform, and you may refuse anyone under 18 at the boarding point. The platform checks the age of every trekker when their details are saved, but the person at the pickup is the one who sees them.
• Every government rule that applies to what you run, and the responsibility for it. You follow every law, rule and guideline that applies to the activities you organize — Maharashtra’s Adventure Tourism Activities Policy (GR of 24 Aug 2021) and the Directorate of Tourism’s safety guidelines among them — and you alone are responsible for doing so: your registration with the Directorate, insurance for the trekkers on your departures and for your own leaders and staff, and whatever else those rules ask of an organizer. We check your registration certificate before you publish, by reading it — who issued it, your name, trekking covered, its number, stage and dates — so the scan you upload is the whole of the evidence, and has to show all of the certificate. It counts for the days it is current, and a renewal waiting for our check leaves the one it replaces counting until its own last day. If we stop accepting one we have checked — because it has been cancelled — the departures on sale that rested on it stop selling until you replace it; everybody already booked keeps their seat, and whether any of it is called off is ours to decide. Your policy is your own record, which you keep on your profile and we hold and remind you about without checking. A trek run without the registration or the insurance those rules require is grounds for suspension under section 8. One registration is one organization: the state registers your business, not a brand, so a registration already on the platform under another organization is not accepted, and a business with a second brand lists that brand’s treks under the organization registered.This is not paperwork. You run the trek: the route, the lead, the coach and the decisions made on the mountain are yours, and so is the liability that comes with them. Any cover the platform takes out for its own role is a different risk and does not extend to you.
• What each trek says about itself. Every trek you list states its grade under the state’s land safety guidelines, what can go wrong on it, anyone who may not join beyond the four the guidelines exclude from every trek, and any permits it needs. It is your statement and we do not check it: we show it on the trek page, and the traveller confirms they have read it before paying. Keep it true — your leaders turn people away on the day against what it says.
• No way round TrexHive in your own words. What a trek says about itself — its title, descriptions, itinerary, lists, risks and pickups — and your organization’s About carry no way to reach you outside TrexHive: no phone number, email address, web or social address, or WhatsApp or Telegram link. Studio refuses a save that carries one. Your pins’ Google Maps links stay, and travellers who book get your customer support number on their ticket, which your ticket instructions may repeat.

We remind you before your documents end. Your registration and your policy are each warned about 30, 15, 7 and 1 days before they stop covering you, and once after — unless a renewal already carries the cover on, in which case you hear nothing. A reminder about the registration names what you cannot put on sale after that day and the drafts already dated past it.

4. What the platform does

• Lists your treks, and passes you the enquiries travellers send about them. On a trek we have approved for bookings it also takes the booking and the payment for you as your agent, through our payment gateway: you sell the trek. It does not guarantee enquiries or bookings, or run the trek.
• On a trek taking bookings, issues the traveller’s ticket. On every trek it gives you the departure’s manifest, the passenger list, with the bookings you made outside TrexHive in it.
• On a trek taking enquiries, it takes no booking and no payment. A traveller who decides to go arranges it with you, and pays you, on your terms; the platform is no party to that sale, and sections 5 and 6 do not apply to it.
• Provides the organizer dashboard: treks, departures, enquiries, bookings and downloads.
• Invites travellers to rate your departures, and shows your rating on your page. After a departure you have marked completed, we ask the people who booked it through us and travelled to rate it from 1 to 5 and say how it went. Four things follow, and they are the whole of it:
  • The rating is yours, across all your departures — one average, not one per trek, because a traveller is choosing who to go with.
  • We show nothing until 10 people have written one. An average drawn from two is an anecdote, and one bad day should not be able to halve your page.
  • We do not show what they wrote, to anyone but you. You read every review in the dashboard, grouped by departure and naming nobody, the day it arrives. Whether reviews are published at all is a decision we have not taken.
  • We do not edit reviews, and we do not sell their removal. We remove what is abusive, untrue, about a person rather than the trek, or not from the trip it names. Tell us and we will look; the answer is a judgement, not a purchase.

Availability. The platform is provided as it is, with no promise of how much of the time it is available.

5. Money

This section is about treks taking bookings. A trek taking enquiries pays us nothing, and we pay you nothing for it.

How a trek’s platform fee is agreed. Every trek opens at your organization’s default platform fee. When your organization’s head, or an Admin they add, chooses a cancellation schedule from our list on the trek’s page in Studio, the terms are agreed at that fee at once; the trek can take bookings once we have approved them (section 2). For a different fee, ask us from Contact us in Studio: if we agree, we offer it on the trek, and you accept or decline it there. You do not offer a fee yourself. A trek first takes bookings with terms agreed and no offer waiting. Its terms can change at any time after, the trek live or not: a schedule you choose at the default applies at once, and a fee we offer applies once you accept it. Until then the trek goes on selling on the terms in force. A departure keeps the platform fee it went on sale with while it runs: a change you agree reaches your drafts and the departures you publish after it, never one already on sale. Every booking records the figure it was sold under, so what a seat earns you is known before it is sold and never moves.

Your organization’s default platform fee is the figure your treks’ terms are agreed at. We set it before we approve you, from the size of your business as you tell us in Studio — how many trekkers you take in a typical month of your season, and what one pays — and we may change it later; we tell you by email each time. Organizations may have different default platform fees, and this is how each is set. A change applies to treks not yet agreed — every trek already agreed keeps its own until you choose a schedule on it again. It never depends on your listing only with us, or on the prices you charge anywhere else.

No tax is deducted or collected from what we pay you today. Whether TCS under section 52 of the CGST Act, or any TDS, applies to what we pay you as your agent is with our chartered accountant, and nothing is withheld until it is answered.

A ₹1,000 booking reaches you like this, however the traveller paid:

There is no gateway line, because it is not yours, and nothing is withheld. Until the GST applies you are paid ₹900; once it does, ₹882. How the traveller chose to pay makes no difference to you at all.

You are paid two working days after the departure — that is our promise. We may pay a departure earlier when we can, and tell you when we will; an earlier day is never a promise. Each departure’s payout card in Studio shows its day. Working days are counted from the departure day and skip Sundays and the 2nd and 4th Saturdays of the month — the days our payment gateway does not settle on — but not bank holidays, so in a holiday week the money can reach you a day later. That is when the money from every booking on the departure has reached our bank: each pickup city stops selling an hour before its own first pickup, a payment already under way can still go through until that pickup, and the gateway settles each payment two working days after it is made.

Somebody has to have said the departure ran. Its payout waits until the register is taken for every pickup city with travellers on it — one tap where everyone came — or until you mark the departure completed. Where neither happens, we may confirm it ran ourselves, once we are satisfied it did, and tell you; until one of the three, it is not paid.

When a payout waits. A departure’s payout waits past its day while a refund to one of its travellers has failed, until the refund goes through — we retry it automatically — and while we hold no bank account for you to pay into. A serious suspension holds every payout until it is lifted (section 8).

What you are paid already accounts for every cancellation made before then: the seats given up are paid at your share under the trek’s cancellation schedule (section 6), not in full. A traveller who cancels on the departure day itself gets nothing back, and your share of their seats stays yours.

Once you have been paid, you cannot call the departure off in Studio. Calling off a departure gives every traveller everything back, and after the payment that money is with you. If a trek has to be abandoned after you have been paid, contact us and we settle the travellers’ refunds with you directly. A chargeback upheld later is still recovered from your next payout — see Chargebacks below.

The platform pays the payment gateway on bookings. The gateway’s per-transaction cost is not netted off what you are paid and not added at checkout, so the price a traveller sees stays the price they pay and the figure you are quoted is the figure that arrives.

The gateway does not return its cut when a refund is sent, so calling off a departure — which gives every traveller everything back — costs the charge on every refund and earns nothing to pay it from. On a departure you call off, it is yours, every time, and so it is on one the platform calls off for a serious suspension, which is for something you did.

But only on what is refunded. Each traveller on a departure that is called off chooses trek credit or a full refund, and is refunded if they do not choose within 24 hours. Credit moves no money, so a traveller who takes credit costs you nothing. From the moment you call a departure off you are shown the charge at its highest — as if every traveller takes the refund — and it only comes down, as each one who takes credit comes off it. The part still waiting on travellers’ choices is not taken from any payout until it is settled, within a day.

What the charge is, exactly. The fee the gateway kept on each traveller’s payment, GST included, on the part of it refunded — the whole fee when the whole payment goes back. It is the figure the gateway reports for that payment, to the nearest rupee, not a rate of ours — a share that depends on how the traveller paid. Two things are deliberately excluded, and both favour you: a seat the traveller had already given up was refunded once already and the platform carried that charge, and the part of a booking paid with traveller credit never went through a gateway at all. On a departure holding ₹40,000 of live bookings at 2% plus GST that is up to about ₹944, and less for every traveller who takes credit. A payment the gateway reported no fee for costs you nothing.

Why credit costs you nothing. The gateway takes its fee once, when the money comes in. A traveller who takes credit spends it on another trek, and that booking pays no fee of its own — so the one fee is the one any trip costs, and the platform has lost nothing to pass on to you.

It comes off your next payout. If that payout earned less than you owe, all of it goes to the charge and the rest comes off the payout after; until then what you owe is shown on your Departures page and your dashboard, and a payout that goes wholly to the charge is recorded as settled, with nothing sent. Where no payout is coming, the platform may ask you to pay what you owe directly; what you pay is recorded against what you owe, you are sent a receipt, and no payout takes it again.

What you kept on a departure that is called off is still paid to you. A seat given up before the departure was called off keeps what its cancellation schedule gave you. Once every traveller on the departure has chosen credit or a refund, that departure is paid: what you kept, less the GST on our platform fee and that departure’s own cancellation charge, which it settles first. If what you kept is less than both, the rest is owed as above.

You are told before you confirm. Studio shows the most calling off a departure can cost on the confirmation dialog itself, before you type its code.

Chargebacks. The payment is taken into the platform’s account, so a chargeback arrives with us, and can arrive months after you have been paid. Where one is upheld against a booking on your departure, the amount is recovered from your next payout.

Nothing else is recovered from a later payout. Your cancellation charges, an upheld chargeback and GST a departure’s own payout could not cover are the only amounts taken from one. The GST on our platform fee comes off the payout of the departure it is for.

Where a departure earns you less than the GST on our platform fee — nearly every seat on it given up, so you kept little and we kept our platform fee — its payout gives what it earned, and our invoice still states the whole GST. Of the rest, the GST on seats whose travellers took their money back is ours to pay, and the GST on seats given up for credit comes off your next payouts, after the GST on their own departure and before cancellation charges. It falls on the seats that took money back first. Until a payout takes it, what you owe is shown on your Departures page and your dashboard; where no payout is coming, we may ask you to pay it directly, and what you pay is recorded, receipted and never taken again.

No GSTIN is required of you, and you do not invoice us. We invoice you for our platform fee: with each departure’s payout, our tax invoice for the platform fee on it — a statement until GST applies — on the departure’s payout card in Studio. Give us your GSTIN on your profile and it is on the invoice, so you can claim the GST as input credit; one registered outside Maharashtra is charged IGST, and otherwise CGST and SGST. The traveller gets a receipt from us in your name, showing the fare and our platform fee in it. Whether you issue the traveller anything is with our chartered accountant.

A payout can arrive in more than one transfer, each shown with its bank reference on the departure’s payout card.

6. Cancellations and refunds

This section is about bookings taken through TrexHive. On a trek taking enquiries, cancellations and refunds are between you and the traveller, on your own terms.

7. Traveller data

On a trek taking bookings, you receive personal data about travellers — names, ages and genders, and the mobile number of the person who booked — for the purpose of running the departure. Reach a group through that number; trekkers do not give their own.

On every trek you publish, enquiries. A traveller who sends you an enquiry gives you their name and mobile number, the trek, the date and pickup city they picked if any, and their message. You read it in Studio for 30 days from when they last sent it, with the notes your team keeps on it; then it is deleted, and sooner if they withdraw it. On a trek taking bookings, a traveller who decides to go is booked through TrexHive. On a trek taking enquiries, you take their booking yourself, and what you then hold about them is yours, as the seller.

Enquiries you get elsewhere. You may add to Studio the enquiries you receive outside TrexHive — by phone, WhatsApp, Instagram or in person — with the person’s name and mobile number, the trek and what they asked, once they know you keep them on TrexHive. We hold them for you: we never contact them, use them for nothing of our own, and count them nowhere but on your page. Each is deleted 90 days after your team last did something with it.

Bookings you make outside TrexHive. You may record on a departure the seats you sell yourself, so the seats travellers see on TrexHive are real: on any trek, each booking with the booker’s name and mobile number, the pickup, and each trekker’s name, age and gender, nobody under 18 — what a booking through TrexHivecarries. You record names only once those travellers know they are kept on TrexHive. Your team reads them in Studio, on the roll call and the passenger list, until 30 days after the departure ends; we keep them 3 years to check that the seat counts we showed were real and to answer any claim, then delete them, and the count stays. They are not TrexHive bookings: we record no money for them, send them nothing, pay you nothing for them and take no platform fee on them, and calling off a departure or a city returns nothing for those seats — telling those travellers is yours. On a trek taking bookings, a traveller who reaches you through TrexHive is still booked through TrexHive.

You must:

• Use it only to run that departure, or to answer that enquiry, and to reach travellers about it.
• Not market to travellers, sell the data, or add them to lists.
• Not use it to take a booking off-platform on a trek taking bookings. The storefront deliberately shows no contact details for you, and travellers reaching you through a booking or an enquiry is not an invitation to move the next one elsewhere.
• Keep it secure and dispose of it when it is no longer needed.

When we look at your Studio. To follow what you or your team tell us, or to look into a complaint or a misuse, the platform's owner may look at your organization's Studio pages as your head sees them: your treks, departures, bookings, enquiries, team and profile, your earnings and payouts, reviews, documents and activity. It is read only: nothing can be changed and nothing downloaded, your team's notes on enquiries stay hidden, and each look is logged. You are not told each time.

8. Suspension and ending the agreement

The platform may suspend or remove your organisation for misrepresenting a trek, safety failures, running without a permit or insurance, repeated cancellations, poor quality, or non-payment. It always tells you why.

A suspended organisation disappears from the marketplace immediately and cannot publish, sell or take new enquiries; enquiries already sent stay readable in Studio for their 30 days. Nothing is deleted — your treks, departures and booking history are retained, and bookings already taken still resolve.

What happens to departures already sold depends on the reason.

A traveller cannot be left holding a ticket for a trek that may not be safe or lawful to run, and did nothing to deserve the loss — so in the first case the platform gives them everything back, as credit or a refund of their choosing, rather than waiting on you. In the second the trek itself is not in question, and calling it off would punish the travellers for your conduct.

Departures the platform calls off are not your cancellations, though the gateway charge on refunding them is still yours (section 5), because a serious suspension is for something you did.

A suspension for a less serious reason can become a serious one if what is found turns out to be worse, with the consequences above from that moment.

Lifting a suspension reopens publishing and selling and releases payouts that were held. It does not turn bookings back on: after a serious suspension each trek takes bookings again only once you ask and we approve.

Where the suspension is your doing — a misrepresented trek, a safety failure — the platform may recover the refunds and charges it bore from you, including from payouts it holds, and in the worst case pursue it. An administrative lapse is not that, and the difference is a judgement rather than a rule the software applies.

Either side may end this agreement, on a day set in advance. We may set an end date for your organization’s agreement. Your head may set one by asking to close in Studio, picking the day: at least 14 days ahead, and at least 14 days after your last departure on sale ends, so it sells until it leaves. While that request stands nothing new is published, and your head can take it back at any time until the organization closes.

Nothing is sold or published in the last 14 days. From 14 days before the end date — one ending on 12 September stops on 29 August — your treks leave the marketplace and no booking or enquiry is taken; departures already sold run, and their travellers keep their tickets. In those days we settle your payouts and what you owe us. Moving the end date, or taking the request back, lifts it.

You are warned twice. Studio tells you 30 days before the agreement ends, and again when selling stops for its last 14 days — under the bell, and by email where that email is switched on.

That is not an administrative flourish. A departure sold today runs weeks from now, and selling one in the closing days of an agreement means taking money for a trek nobody may be contracted to operate by the time the coach leaves.

Separately, you cannot publish a departure that leaves after selling stops, however far off that is. The pause catches the calendar and misses the case: in July, against an agreement ending 12 September, nothing about publishing looks wrong — and the departure you are publishing is dated 5 September, so it would leave the marketplace on 29 August, a week before it runs, and its payout would fall after the end. Renew first, or date the departure on or before the day selling stops.

After the end date, your head reads Studio for 30 days. Read only, to take your records — bookings, payouts, invoices and statements; your team’s access ends on the end date. Then your organization closes: your head’s login is switched off. Once we have approved your organization nothing is deleted: your booking history and payouts are kept, and what either side still owes is settled after.

An organization we never approved may be deleted. If we have not approved yours — a registration left unfinished, or one we refused — and it holds no trek, departure, booking or payout, we may delete it. Its head can no longer sign in, and for 30 days we can put it back as it was if you ask; after that its documents, its messages to us, its team and its head’s account are deleted for good.