Terms of Service

Effective date: April 2026

1. Acceptance of Terms

By accessing or using the Anadelta Travel Agency platform (“the Platform”), available at travel.anadelta.eu, you agree to be bound by these Terms of Service (“Terms”). If you do not agree to these Terms, you must not access or use the Platform. These Terms constitute a legally binding agreement between you, acting on behalf of your organization, and Anadelta Travel Agency, a company registered in Athens, Greece.

Your continued use of the Platform following the publication of any changes to these Terms constitutes acceptance of those changes. We encourage you to review these Terms periodically.

2. Description of Service

Anadelta Travel Agency operates a business-to-business (B2B) travel management platform designed for universities, research institutions, and similar organizations. The Platform facilitates the end-to-end management of institutional travel under a “travel now, pay later” model: researchers and staff book travel through the Platform, and Anadelta handles supplier coordination and payments on behalf of the institution.

The Platform provides the following services:

Flight bookings — powered by the Duffel API, covering a wide range of airlines and routes worldwide.
Hotel bookings — powered by the Ratehawk API, providing access to a global inventory of hotel accommodations.
Trip request and approval workflows — enabling organizations to enforce budgetary controls and authorization hierarchies before travel is booked.
Financial management — financial documentation, payment tracking, and reporting for institutional travel.

Anadelta acts as an intermediary between the institution and travel suppliers. We are not a carrier, hotelier, or travel provider ourselves, and the actual transportation and accommodation services are subject to the terms and conditions of the respective suppliers.

3. Account Registration and Eligibility

The Platform is designed exclusively for institutional use. Access is granted to individuals acting on behalf of a registered organization (university, research institution, or other eligible entity). The Platform is not intended for personal travel bookings.

To use the Platform, you must:

Register an account with accurate and complete information, including your full legal name, institutional email address, and organizational affiliation.
Be a member of an organization that holds a valid agreement with Anadelta Travel Agency, or be invited by an authorized administrator of such an organization.
Maintain the confidentiality of your account credentials and accept responsibility for all activity under your account.

Organizations may be classified as public or private. Public organizations (e.g., Greek public universities) may use external funding codes such as MIS, ADA, and protocol numbers in lieu of internal project structures. Private organizations operate with project-based budgeting.

Anadelta reserves the right to refuse registration, suspend, or terminate any account at its sole discretion if these Terms are violated or if fraudulent or unauthorized use is suspected.

4. User Roles and Responsibilities

The Platform supports a structured hierarchy of user roles, each with distinct permissions and responsibilities:

Travelers (Researchers) — Submit trip requests, search for and book flights and hotels within approved budgets, and upload payment documentation. Travelers may not approve their own trip requests.
Project Administrators — Manage project-level team membership, review and approve trip requests for their projects, and set budget policies (flight and hotel caps) for project travel.
Organization Administrators — Oversee organizational membership, manage multiple projects, approve trip requests at the organizational level, and configure organization-wide settings.
System Administrators (Anadelta Staff) — Maintain the Platform, confirm payments, manage documentation, and provide global operational oversight. System administrators have full access to all Platform features.

Each user is responsible for acting within the scope of their assigned role. Misuse of elevated privileges or unauthorized actions may result in account suspension.

5. Booking and Payment Terms

Anadelta Travel Agency handles supplier payments directly at the time of booking on behalf of the institution.

Pricing structure: The total amount due from the institution is calculated as follows:

Booking cost — The cost of booked flights and/or hotel accommodations as charged by the travel supplier.
Service fee — A fee covering Anadelta’s platform and travel management services. The applicable rate is displayed at the time of booking and may be updated from time to time.
VAT — Applicable Value Added Tax on the service fee, as displayed at the time of booking.
Total due — Booking cost + service fee + applicable VAT.

Upon booking confirmation, documentation is provided to the institution. Settlement terms follow the institutional service agreement. Failure to settle within the agreed period may result in suspension of booking privileges for the organization.

All prices displayed on the Platform are indicative until the moment of booking confirmation. Hotel rates in particular may change between search and final booking due to supplier availability and pricing dynamics. The Platform includes a pre-booking verification step to confirm the final rate before committing to a reservation.

6. Trip Approval Workflow

All travel bookings on the Platform follow a mandatory approval workflow to ensure proper budgetary oversight and institutional authorization:

Request — A traveler submits a trip request specifying the destination, dates, trip type (flight, hotel, or both), and estimated budget.
Approval — A project administrator or organization administrator reviews the request. The trip creator may not approve their own request (except system administrators). Budget caps and project policies are checked at this stage.
Booking — Once approved, the traveler may search for and book travel within the approved budget. For trips requiring both flights and hotels, each component is booked independently.
Payment confirmation — After booking, the institution settles the cost per the agreed terms. Payment documentation is managed through the Platform.

Trips may be cancelled at any stage prior to booking. Once a booking has been made with a supplier, the cancellation policies described in Section 7 apply.

7. Cancellations and Modifications

Cancellations and modifications to confirmed bookings are subject to the terms and conditions of the underlying travel supplier (airline or hotel). Anadelta Travel Agency does not set cancellation or modification policies for third-party services.

The following general conditions apply:

Flights — Cancellation and change fees are determined by the airline and fare class. Non-refundable fares may not be eligible for any refund. Anadelta will facilitate cancellation requests but cannot guarantee refunds beyond what the airline provides.
Hotels — Cancellation policies vary by property and rate type. Free cancellation deadlines, if available, are displayed at the time of booking. Cancellations made after the free cancellation window may incur charges up to the full booking amount.
Service fee — Anadelta’s service fee is non-refundable once a booking has been confirmed with the supplier, regardless of whether the underlying travel service is subsequently cancelled or modified.

All cancellation and modification requests must be submitted through the Platform or by contacting Anadelta directly at anadelta.greece@gmail.com. Anadelta will process requests promptly but is not liable for delays caused by supplier response times.

8. User Obligations

By using the Platform, you agree to:

Provide accurate, truthful, and up-to-date personal and travel information. Incorrect passport details, names, or dates of birth may result in denied boarding or check-in refusal, for which Anadelta bears no responsibility.
Use the Platform solely for legitimate institutional travel purposes as authorized by your organization.
Not attempt to circumvent approval workflows, including self-approving trip requests or exploiting role-based access controls.
Not share account credentials with any third party or allow unauthorized individuals to access the Platform through your account.
Not use the Platform for any unlawful purpose, or in any manner that could damage, disable, overburden, or impair its functionality.
Promptly report any unauthorized access, security vulnerabilities, or suspicious activity to Anadelta.
Comply with all applicable travel regulations, visa requirements, and entry restrictions for your destinations. Anadelta does not provide immigration or visa advisory services.

9. Intellectual Property

All content, design, software, trademarks, logos, and other intellectual property displayed on or underlying the Platform are the exclusive property of Anadelta Travel Agency or its licensors. This includes but is not limited to the Platform’s user interface, codebase, branding materials, and documentation.

You are granted a limited, non-exclusive, non-transferable, revocable license to access and use the Platform for its intended purpose. You may not reproduce, distribute, modify, create derivative works of, publicly display, or otherwise exploit any part of the Platform without Anadelta’s prior written consent.

Third-party trademarks, including those of airlines, hotels, and travel service providers displayed on the Platform, remain the property of their respective owners.

10. Limitation of Liability

To the maximum extent permitted by applicable law, Anadelta Travel Agency shall not be held liable for:

Any indirect, incidental, consequential, special, or punitive damages arising from or related to your use of the Platform, including but not limited to lost profits, lost data, or business interruption.
Service disruptions, delays, cancellations, or failures caused by third-party travel suppliers (airlines, hotels, or other providers).
Losses resulting from inaccurate information provided by users, including incorrect traveler details leading to booking failures or denied services.
Temporary unavailability of the Platform due to maintenance, updates, or circumstances beyond Anadelta’s reasonable control, including force majeure events.
Price fluctuations between the time of search and the time of booking confirmation, which are determined by supplier systems.

Anadelta’s total aggregate liability to any user or organization for any claim arising from the use of the Platform shall not exceed the total service fees paid by that organization to Anadelta in the twelve (12) months preceding the claim.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

11. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of the Hellenic Republic (Greece), without regard to its conflict of law provisions.

Any disputes arising out of or in connection with these Terms or your use of the Platform shall be submitted to the exclusive jurisdiction of the competent courts of Athens, Greece. Both parties agree to submit to the personal jurisdiction of said courts.

12. Changes to These Terms

Anadelta Travel Agency reserves the right to modify or replace these Terms at any time. When material changes are made, we will update the effective date at the top of this page and, where practicable, provide notice to registered organizations through the Platform or via email.

It is your responsibility to review these Terms periodically. Continued use of the Platform after any modifications constitutes acceptance of the revised Terms. If you disagree with any changes, you must discontinue use of the Platform and contact your organization’s administrator to deactivate your account.

13. Contact

For questions, concerns, or requests regarding these Terms of Service, please contact us:

Company: Anadelta Travel Agency
Location: Athens, Greece
Email: anadelta.greece@gmail.com
Website: travel.anadelta.eu