Privacy policy

What we collect

• Your account. Your email address, the name you give us (optional) and your password. Passwords are stored only as a secure hash.
• What you plan. What you tell TripDoc about a trip and what it writes for you: trip descriptions, answers to planning questions, the trip document, chat with the planner, comments, files you upload, and bookings you add. Trips can include personal details you choose to share, such as dates, who is traveling (including children’s ages), home city or airport, budget, dietary needs and accessibility needs.
• Emails you forward to us. When you forward a booking email to [email protected] or to your private forwarding address, we receive the whole email and its attachments so we can find the bookings in it.
• How the site is used. Pages visited (without search parameters or private link tokens), errors, page speed, browser and device type, and an approximate country. A first-party cookie holds a random ID that links visits from the same browser. We don’t record your screen. If your browser sends Do Not Track or Global Privacy Control, we don’t collect this at all.
• Security information. Your IP address is used in the moment to protect TripDoc and limit abuse. For limits on trips started without an account, we keep only a one-way hash of it, by day.

How we use it

• To run TripDoc: research and write itineraries, answer your questions, match places and show their details, maps and weather, check timings and bookings, and keep your trips in sync for everyone you share them with.
• To send the emails TripDoc needs to send: confirming your email address, password resets, “your itinerary is ready”, notes about bookings you forwarded, and booking reminders for your trips.
• To keep accounts secure, prevent abuse and enforce fair-use limits.
• To find and fix problems and make TripDoc faster and more reliable.

AI processing

When you ask the planner for something, the trip content that request needs (for example the document, your message and the trip’s details) is sent to our AI provider, OpenAI, to generate the result. When the planner researches, it searches the public web for places, opening hours, prices and rules. Its searches are about the destination and the topic, not your private details.

Your private notes are kept out of the planner’s edits, and a section you mark private never appears on a public link. AI-written content can be wrong; see our terms.

Who helps us run TripDoc

We use these service providers. Each receives only what it needs to do its job for us:

• OpenAI: AI models that plan, research and write.
• Resend: sending our emails and receiving emails you forward to us.
• Cloudflare and ngrok: delivering the site securely to our servers.
• Benable: place search and details (drawn from Google Maps and travel guides), using place names and search terms.
• SerpApi: hotel and flight prices, travel times and web results, using the search terms a request needs.
• Open-Meteo: weather forecasts for your destinations.
• OpenStreetMap and Google: your browser loads map tiles from OpenStreetMap and place photos from Google’s servers directly, which lets them see your IP address.

We also share your information:

• With the people you choose. People you invite to a trip see and can edit it as you allow. Anyone with a public link you create can read the trip, without its private sections, until you turn the link off.
• When the law requires it, or to protect the safety and rights of our users and of TripDoc.

How long we keep it

• Your account and trips stay until you delete them. Deleting a trip deletes its document, chat, files, bookings and links.
• Forwarded emails. We discard the email itself once its bookings are read. Bookings you keep, and the text they came from, stay with your trip. Our email platform keeps its own copy of a received email for up to 30 days.
• Usage information is kept for up to 180 days, and error reports for up to 90 days.
• Backups may keep copies for a limited time after deletion.

Your choices and rights

• See and take your trips with you. Download any trip as Markdown or a PDF from its trip menu.
• Correct your trips at any time, and your account details by contacting us.
• Delete trips in the app. To delete your account and everything in it, email [email protected] from your account’s address.
• Stop sharing by removing people from a trip or turning off its public link.
• Opt out of usage analytics with Do Not Track or Global Privacy Control.

Depending on where you live (for example in the European Union, the United Kingdom or California), you may also have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict how we use it, and to complain to your data protection authority. Email us to use any of these rights; we’ll answer within 30 days. We don’t sell personal information or share it for cross-context behavioral advertising.

Security

Connections to TripDoc are encrypted. Passwords are hashed, sign-in sessions use secure cookies, and stored files and emails are kept private to your trips. No system is perfectly secure, so please use a password you don’t use anywhere else, and tell us at [email protected] if you notice anything wrong.

Cookies and storage

We use a cookie to keep you signed in, one to remember a trip you started before creating an account (30 days), and the analytics cookie described above (one year). Your browser also stores unsaved edits and small preferences on your device, and can keep a copy of a trip for offline use when you ask it to.

Children

TripDoc is not intended for anyone under 16, and we don’t knowingly collect personal information from children. Parents can include children’s ages in a family trip; we use them only to plan that trip.

Where your information is processed

TripDoc runs in the United States, and our service providers may process information in other countries. When information leaves your country, we rely on our providers’ contractual protections for it.

Changes to this policy

If we change this policy, we’ll update the date above. If a change matters to how your information is used, we’ll tell you by email or in TripDoc before it takes effect.

Contact

Questions or requests: [email protected].