Partner Agency Terms

Version 2026-10-23 · English

These conditions apply to the travel agency (the “Agency”) whose offers are presented on TrekFriendly. The Agency’s account accepts them on activation, then again for each new version.

1. Who does what?

The Agency is the organiser and the seller of its trips. The travel contract is concluded between the traveller and the Agency, on the Agency’s terms of sale.

TrekFriendly SRL (BCE 1043.353.180, Clos Chanmurly 2B, 4000 Liège) presents the Agency’s offers, passes on travellers’ booking requests and invoices the Agency a distribution commission. TrekFriendly does not organise the trips, does not sell them and is not a party to the contract between the traveller and the Agency.

2. The traveller’s money never passes through TrekFriendly

The traveller pays the Agency directly, following the Agency’s payment instructions (payment link, bank transfer or other means). TrekFriendly never collects, receives, holds or transfers the traveller’s money. No payment takes place on the platform for an agency offer.

The price shown on TrekFriendly is the Agency’s public price per person. The traveller pays the same price as when booking directly with the Agency: the Agency charges no supplement or fee because of the commission.

3. Admission and required documents

There is no open registration: TrekFriendly creates the Agency’s profile, then invites it to activate its account. To be published, the Agency must have three documents, valid and approved by TrekFriendly:

• its travel agency licence or authorisation in its country;
• an insolvency guarantee (certificate from the insurer, fund or bank providing it);
• professional liability insurance.

For each document, the Agency provides the file, its number, its issuer and its start and end dates. TrekFriendly checks and approves each document before publication. The Agency uploads a new document from its space before the previous one expires; it stays pending until approved. TrekFriendly emails the Agency 30 days and 7 days before an approved document expires. Only the Agency and TrekFriendly can view the uploaded files.

The licence number and the name of the insolvency guarantor are shown to travellers on each offer page.

4. Suspension if a document expires

If the Agency is no longer in good standing (a document expires, or the account is suspended), its published offers are taken off the platform and the Agency is informed. As soon as the Agency is back in good standing, only the offers taken off for that reason are put back online.

Trips already sold remain the Agency’s responsibility. TrekFriendly may also suspend the Agency for a serious breach of these conditions or of the law.

5. Offers and traveller information

The Agency writes its offers, guarantees their accuracy and sets a public price per person, in euros. Offers are reviewed by TrekFriendly before publication.

The Agency provides the traveller with the pre-contractual information and information form required by law, and publishes the link to its terms of sale. Cancellation, changes and refunds of a trip are governed by those terms and by law. If the Agency cancels a departure on the platform, its pending and confirmed requests are cancelled and the travellers are notified by email.

6. Booking requests and response time

The traveller sends a booking request for an open departure. The Agency answers it from its space: it confirms it, stating the total amount, the means of payment and a payment deadline before the departure, or declines it with a reason of at least 10 characters, which is passed on to the traveller.

The Agency answers within 72 hours of the request being sent. It receives a reminder 24 hours before the deadline. If there is no answer, the request expires, the traveller is notified and their contact details are hidden.

As soon as it receives the traveller’s payment, the Agency marks the request as “paid” on the platform.

7. Commission and monthly statement

TrekFriendly sets a commission rate for the Agency, communicated on admission (10% by default). It applies to the public price of the trip, i.e. the total amount confirmed by the Agency for each request marked “paid”, rounded to the nearest cent. The rate in force when the request is sent is kept for that request, even if the Agency’s rate changes afterwards.

Each month, TrekFriendly draws up a statement of the paid requests whose departure took place before the end of the past month and that appear on no statement. It details each request, its commission and the total commissions, excluding VAT. A request cancelled before its departure appears on no statement. The statement is visible in the Agency’s space as soon as it is issued, with its invoice number; the Agency pays the commission invoice by its due date.

The Agency marks as “paid” every request it has collected and does not circumvent the commission. For requests confirmed but not marked “paid” 7 days after the departure, TrekFriendly sends the Agency a reminder so that it can regularise them.

8. The traveller’s personal data

To process a request, the Agency receives the traveller’s name, email and phone number, the number of participants and any message. Once received, the Agency is the controller of this data for its relationship with the traveller. It uses it to answer the request and carry out the trip, protects it, and does not pass it on for other purposes. After a refusal, an expiry or a cancellation, these contact details are no longer shown to it on the platform.

TrekFriendly processes data to operate the platform: see our privacy policy.

9. Liability

The Agency is responsible for the organisation and performance of its trips, for travellers’ safety, for the accuracy of its information and for the guarantees the law requires of it. It holds TrekFriendly harmless from travellers’ claims that relate to the organisation or performance of a trip it has sold.

TrekFriendly is responsible for its own obligations as a platform. These conditions do not limit any right that the law grants to travellers or to the Agency.

10. Complaints, changes and applicable law

The Agency handles travellers’ complaints about its trips itself and informs TrekFriendly if they concern the platform. TrekFriendly may change these conditions: the Agency accepts the new version from its space, and its offers are published only if it has accepted the version in force.

These conditions are governed by Belgian law. For any question, write to info@trekfriendly.com.