TropsAITerms of Service

Privacy Policy

Last updated: February 14, 2026

1. Introduction

TropsAI ("we", "our", "us") operates the TropsAI platform (tropsai.com), a travel operations management solution for Travel Management Companies (TMCs) and travel agencies. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Information We Collect

2.1 Account Information

When you create an account or your organization registers for TropsAI, we collect:

  • Name and email address
  • Organization name and role
  • Authentication credentials

2.2 Travel Data

To provide our services, we process travel-related data including:

  • Passenger Name Records (PNRs) and booking references
  • Flight, hotel, car rental, and rail segment details
  • Traveler names and contact information
  • Fare rules and ticket information

2.3 Email Data (Gmail Integration)

When you connect your Gmail account through our Google OAuth integration, we access:

  • Email messages in your inbox (to process travel-related communications)
  • Email metadata (sender, recipient, subject, date)
  • Your email address for account identification

We use the following Gmail API scopes:

  • gmail.readonly — to read incoming travel-related emails
  • gmail.send — to send responses to travelers and providers on your behalf
  • gmail.modify — to mark processed emails as read and manage labels
  • userinfo.email — to identify your account

2.4 Usage Data

We automatically collect certain technical information including browser type, IP address, pages visited, and timestamps for analytics and service improvement purposes.

3. How We Use Your Information

We use the collected information to:

  • Provide, operate, and maintain the TropsAI platform
  • Process and manage travel disruptions, cancellations, and modifications
  • Automate email-based workflows for travel operations
  • Send automated responses to travelers and service providers
  • Generate case reports and analytics for your organization
  • Improve our service and develop new features
  • Communicate service updates and respond to support requests

4. Google API Services — Limited Use Disclosure

TropsAI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

  • We only use access to Gmail data to provide and improve user-facing features of TropsAI that are visible to the user
  • We do not transfer Gmail data to third parties unless necessary to provide the service, comply with applicable laws, or as part of a merger/acquisition with adequate confidentiality protections
  • We do not use Gmail data for serving advertisements
  • We do not allow humans to read Gmail data except with user consent for support purposes, for security purposes, or to comply with applicable law

5. Data Sharing and Disclosure

We do not sell your personal data. We may share information with:

  • Service providers — hosting (Vercel, Supabase), email delivery, and AI processing providers who assist in operating our platform
  • GDS providers — such as Amadeus, to execute travel operations on your behalf
  • Legal requirements — when required by law, regulation, or legal process
  • Business transfers — in connection with a merger, acquisition, or sale of assets

6. Data Security

We implement industry-standard security measures to protect your data, including:

  • Encryption in transit (TLS/HTTPS) and at rest
  • OAuth 2.0 for third-party integrations (no passwords stored)
  • Row-Level Security (RLS) policies for database access control
  • Regular security reviews and updates

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide our services. You may request deletion of your data at any time by contacting us. When you disconnect a Gmail integration, we stop accessing your email data and delete cached email content within 30 days.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to or restrict processing of your data
  • Data portability
  • Revoke consent for Gmail access at any time through your Google account settings or our platform

9. International Data Transfers

Your data may be processed in servers located in the European Union. We ensure that any international data transfers comply with applicable data protection laws.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us at:

Email: admin@tropsai.com

Website: https://tropsai.com