General Terms and Conditions of the service

1. Premises

1.1 Book For Work S.r.l., with registered office in Treviso, Piazza Pola no. 5, Tax Code and VAT no. IT05534820260, certified email (PEC) bookforwork@legalmail.it, (hereinafter also “BFW”), operates as a travel agency and travel organizer (Certified Notice of Commencement of Activity protocol no. 171100 dated 16/04/2025); Civil Liability Insurance Policy no. 1/39383/319/202604866 and TOP SECURE Guarantee Fund Certificate no. 2025/0312/1/1506.

1.2. BFW is the owner of the registered Community trademark Book For Work and the website "Book For Work" (accessible at https://bookforwork.com; the "Site"), designed for online bookings of hotels and accommodations in general, in favor of (a) travel agencies and companies in the context of business travel (collectively referred to as "Business Clients") as well as (b) employees of Business Clients or customers derived from websites managed by welfare companies ("Private Clients") (Business Clients and Private Clients together also referred to simply as "Client").

1.3 These general conditions (“GC”) govern the terms and conditions for the provision and use of the services supplied by BFW through the Website (the “Services”).

1.4 Acceptance of these General Conditions is an essential requirement for the provision and use of the Services; therefore, by using the Website, the Customer declares and confirms that they have fully read and understood its contents.

1.5 BFW reserves the right to amend, supplement, and update these General Conditions, ensuring that the updated version is published on the Website.

2. Registration methods

2.1 Each Customer, in order to use the Services, must first register in the designated area by following the dedicated procedure.

2.2 Registration on the Website is reserved exclusively for individuals of legal age (18 years or older). During registration, the user must specify their profile (i.e., whether they are a Business Customer or a Private Customer), provide their personal details, email address, and choose a password. Business Customers must also provide the details of the company on whose behalf they are registering.

2.3 To complete registration on the Portal, Private Clients will need to confirm their subscription by accessing the link they will receive via email or by logging into the site through Single Sign-On (SSO) via a third-party site.

2.4 The activation of Business Customers’ access to the Website will instead take place after verification by BFW’s administration, which will notify them of the activation via email.

2.5 Business Customers will have the possibility to appoint one or more users within their organization who are authorized to use the Website.

2.6 Each Customer undertakes not to share their personal login credentials with third parties and to keep them with the utmost care, being solely responsible for their safekeeping and use. If the Customer becomes aware of or has reasonable grounds to believe that their credentials have been accessed by unauthorized third parties, they must immediately notify BFW in writing and, in any case, take all necessary measures to prevent the use of their credentials. The Customer agrees that BFW may send all communications relating to the use of the Services to the email address provided during registration.

2.7 BFW, in addition to having the right to modify the registration and log-in procedure, may refuse or revoke a user’s registration if they have violated the Website’s terms of use or if it is found that they do not meet the required registration criteria.

2.8. Each customer is responsible for the accuracy of the data entered during registration and for all actions performed on the Website using their credentials, expressly releasing BFW from any liability for any unauthorized use of those credentials by third parties.

3. General information on the Services

3.1 BFW acts as an intermediary between the user and the accommodation provider (hotel, resort, etc.), providing the Website to facilitate bookings and offering certain ancillary services (such as aggregated invoicing of accommodation rates and any additional costs, and support in the use of the Website and Services). To do so, BFW also relies on internationally recognized partners and is therefore able to aggregate accommodation providers worldwide, offering solutions suitable for all user needs.

3.2 All information regarding the services is entered on the Website as accurately as possible, in order to provide the most precise overview of the service during the browsing and purchasing phases.

3.3 BFW, however, acting solely as an intermediary, assumes no responsibility for (i) the completeness and reliability of the information, data, service descriptions, and photographs and/or videos available on the pages relating to individual accommodation providers; (ii) the quality of the accommodation services provided by such providers; or (iii) the fulfillment by individual providers of the booked services.

3.4 The Website allows for individual or group bookings, up to a maximum of 8 (eight) rooms only.

3.5 It is not permitted to use the Website solely for price comparison purposes. If a Business Customer makes no bookings for a period exceeding 90 (ninety) consecutive days, BFW reserves the right to suspend and/or delete the account.

3.6 When using the Website, each user is required to comply with the provisions of these General Conditions, to refrain from improper and/or unlawful conduct, and to avoid any behavior that may hinder the proper and efficient use of the Website by other users. By way of example, it is prohibited to maintain multiple bookings for the same persons and dates until just before the expiration of the free cancellation period and then cancel them. Such behavior would distort the actual availability of accommodations displayed on the Website.

4. Traveler obligations

4.1 The traveler is required to present the travel voucher at check-in at the accommodation facility. This document includes the indication "Prepaid Reservation," specifying that the stay has already been paid for and should not be charged to the traveler.

4.2 The travel voucher (“Voucher”) can be downloaded in PDF format from the Website by accessing the Customer’s account; in any case, before check-in, the Customer will receive an email containing the Voucher at the address provided at the time of booking.

4.3 The Business Customer shall ensure that its travelers are provided with the Voucher and are informed of the terms governing the stay, in relation to the selected rate.

4.4 The Voucher will in any case include specific references to any extra costs included in the selected rate (such as city taxes, resort fees, minibar, meals, etc.: “Extra Costs”) as well as any spending limits related to such Extra Costs.

4.5 The Voucher will also indicate the invoicing method for the Extra Costs, specifying whether they are to be charged to the customer or to BFW.

4.6 BFW assumes no obligation regarding the resolution of any issues arising from non-compliance with the provisions stated in the Voucher; the Customer shall be responsible for contacting the accommodation directly to request any credit notes.

4.7 It is specified that it is the responsibility of the Business Customer to ensure that its travelers are aware of the booking, payment, and invoicing procedures outlined in these General Conditions, with BFW being exempt from any liability in this regard.

4.8 In the event of issues concerning the booking or related payment (for example, if the booking is not found at check-in or the voucher payment is refused), the traveler is required to immediately contact BFW’s emergency phone number indicated on the voucher.

4.9 If the traveler does not contact BFW immediately and personally pays for the booking, reimbursement of the booking made through the Website is not guaranteed, nor is reimbursement of any price differences between the original booking rate and the amount paid on site.

4.10 BFW assumes no obligation regarding specific requests from travelers (for example, a room on an upper floor or with a particular view), as such requests, although entered on the Website, are managed by individual providers at their discretion and subject to availability.

5. Tariffs and bookings

5.1 The Website displays the rates applicable to accommodations provided by individual suppliers. The rate conditions are subject to change over time. The new conditions will apply only to bookings completed after such changes have taken effect.

5.2 The rates displayed on the Website generally do not include Extra Costs, unless expressly stated otherwise in the rate made available by BFW at the time of booking.

5.3 Extra Costs—if not included in the rate—must be paid directly at the accommodation facility upon request.

5.4 In case of doubts about which costs are to be borne by the traveler, users are invited to contact BFW’s customer service.

5.5 The user making the booking is responsible for entering the traveler’s personal details and must ensure that they are accurate and complete. BFW therefore assumes no responsibility in this regard, nor for any booking errors made by the users themselves.

5.6 Bookings cannot be made using fictitious and/or invented names. If BFW detects such behavior, it reserves the right to cancel the related bookings.

5.7 BFW has no control over the use by individual travelers of additional services beyond accommodation (for example, sauna and spa, minibar, parking, etc.).

5.8 The costs for such services, unless otherwise specified in the Voucher, are applied directly by the accommodation facilities, and BFW assumes no responsibility in this regard toward customers.

5.9 During trade fair periods, the services offered by providers may be subject to price increases. BFW is not responsible for these increases and shall not be liable if the price paid is higher than the one displayed by the provider on site.

5.10 As specified in section 3.1 above, BFW relies on internationally recognized offer aggregators, and it may happen that services added to the cart are no longer available at the time of booking confirmation. This inconvenience—of which BFW is neither responsible nor can be held liable—is due to the fact that the service was booked by another user before the completion of the booking process on the Website.

6. Voucher Issuance and Travel Documents

6.1 Each Business Customer has the option to download the Vouchers from the Website and customize them by adding their own logo. The Voucher also includes the emergency number to call in case of issues related to the Services.

6.2 It is the responsibility of the customer making the booking to ensure that (a) the travelers possess the necessary identification documents, visas, and health requirements to enter the countries involved in the trip; and (b) the travel documents have been correctly issued and match the travelers’ identification documents.

6.3 The customer is also solely responsible for complying with the laws in force in the countries of departure, transit, and destination, while BFW assumes no responsibility in this regard.

7. Cancellations and changes; No Show

7.1 Cancellations and booking changes must be made exclusively through the Website. If BFW's assistance is required to carry out these operations, the customer must promptly notify BFW's customer service.

7.2 Cancellations or modifications of bookings made directly with individual service providers will not be considered valid.

7.3 The Website offers users the option of refundable and non-refundable bookings, as clearly stated in the section of the Website describing the bookable service related to each individual provider (the relevant payment conditions are specified in section 9 below).

7.4 In the first case, a deadline is set by which the booking can be cancelled without any charge to the user (“Time Limit”); once the Time Limit has expired, the booking can no longer be cancelled and automatically becomes non-refundable.

7.5 In the second case, bookings cannot be cancelled and the amount paid for the booked service will be definitively retained by BFW (or charged to the Customer, if the Customer uses a payment method other than a credit card), regardless of whether the service is used.

7.6 BFW reserves the right to suspend a Customer’s account if it finds that, within a six-month period, the Customer has cancelled more than 40% of the total bookings made during the same period. Such behavior is considered incompatible with the proper use of the Website.

7.7 If the user does not use a booked and already paid service without prior and timely cancellation (so-called “no show”), the conditions set by each individual provider will apply, and it may happen that the penalty amount equals the total price paid.

8. Overbooking

8.1 In the event of overbooking or an issue attributable solely to the individual provider that prevents the use of the booked service, BFW will arrange an alternative accommodation for the customer, preferably of a category at least equal to that of the originally booked service.

9. Payments and invoicing

9.1. Payments for the Services may be made by credit card, AirPlus card, or American Express BTA card.

9.2. Alternatively, and always subject to verification of the customer’s financial reliability, payment by bank receipt (Ri.Ba) is allowed, with a due date of 30 (thirty) days from the date of issuance of the related invoice. In this case, BFW will submit a written agreement to the Business Customer, the terms of which will supplement these General Conditions.

9.3. BFW will invoice the Business Customer for the amounts due on a biweekly basis, specifically:

• For all bookings confirmed between the 1st and the 15th day of the month relating to non-refundable reservations, a cumulative invoice will be issued on the 16th day of the same month; this document will also include charges for bookings initially subject to free cancellation (refundable bookings) for which the Time Limit has expired during the aforementioned period;
• For all bookings confirmed between the 16th day and the last day of the month relating to non-refundable reservations, a cumulative invoice will be issued on the 1st day of the following month; this document will also include charges for bookings initially subject to free cancellation (refundable bookings) for which the Time Limit has expired during the aforementioned period.

9.4. As specified in section 7.3 above, the Website offers users the option of refundable and non-refundable bookings.

9.5. If the payment method used is a credit card, the Customer must pay the corresponding rate within the Time Limit to confirm a refundable booking (after which the booking will become non-refundable). If payment is not received within the Time Limit, the booking will be automatically cancelled by the Website without any charge.

9.6. In the case of payment by AirPlus card or American Express BTA card, the refundable booking will be charged at the date and time of the relevant Time Limit, if it has not been cancelled beforehand; once this deadline has passed without cancellation, the booking will become non-refundable.

9.7. In the case of non-refundable bookings, the corresponding rate is paid at the time of booking by credit card (otherwise, if payment is made by bank receipt—Ri.Ba.—it will be charged according to the invoicing schedule) and cannot be refunded, even in the event of a subsequent cancellation.

9.8. If, upon the traveler’s arrival, the accommodation facility encounters issues related to the payment, the Customer must immediately contact BFW’s customer service (at the number indicated on the Voucher).

9.9. Otherwise, if this obligation is not fulfilled and the traveler personally pays the amount due for the booking, BFW cannot guarantee reimbursement or coverage of any price differences between the original booking and the one paid on site.

9.10. If the Customer does not use the booked service in full (for example, leaves the hotel before the check-out date), BFW will still issue an invoice for the full price of the service, and only if the provider agrees to a partial refund will BFW issue a credit note for the amount of that refund.

10. Refunds Management

10.1. If the Customer requests a refund for a non-refundable booking, even without being entitled to it, BFW will make an effort to accommodate the request purely as a gesture of goodwill, without guaranteeing any outcome.

10.2. It is understood that BFW assumes no obligation to obtain reimbursement of amounts paid by customers for cancellations of non-refundable bookings (whether non-refundable from the outset or having become so due to the expiry of the Time Limit).

11. Natural Disasters and Force Majeure

11.1. BFW shall not be held liable to customers in the event of the impossibility to use the booked service or delays in its provision due to force majeure, including, but not limited to, natural events and disasters (earthquakes, floods, hurricanes, fires, epidemics or pandemics, volcanic eruptions, etc.), acts of public or governmental authorities, wars, riots, terrorist acts, interruptions of network, communication, or power supply services, exceptional cyberattacks, or malfunctions of IT systems and third-party platforms on which the service operation relies.

11.2. In such cases, where possible, BFW will take care to inform the customer about the force majeure event and its foreseeable consequences on the provision of the service.

11.3. When the Website is used by Private Customers, acting as consumers pursuant to Legislative Decree 206/2005, BFW’s liability remains limited to the mandatory provisions of law, namely in cases of willful misconduct or gross negligence, and for breaches of professional diligence obligations. In such cases, this clause shall not be interpreted as excluding or limiting any rights mandatorily granted under consumer protection laws.

12. Emergencies and complaints

12.1. In case of an emergency or a complaint outside office hours (9:00 a.m. – 6:00 p.m. on working days), the customer may contact BFW’s 24-hour support service number.

12.2. Any complaint must be submitted in writing to BFW, at the dedicated address support@bookforwork.com, within 15 (fifteen) days from the date of use of the booked service to which the complaint refers.

12.3. BFW handles complaints with the utmost seriousness and requires a period of 5 to 30 days to resolve the matter thoroughly and thus ensure a high-quality service in this regard as well.

12.4. With reference to section 3.3 above, it is further specified that BFW is not responsible for the quality of the booked accommodation service. Any complaints regarding the quality of the service must be reported by the traveler directly on site, in order to allow the issue to be resolved as promptly as possible.

13. Provisions for Private Customers (consumers)

13.1. The Private Client will have the option to access the Website, in particular through a dedicated access section for private users called Book For Me or via SSO through a third-party site.

13.2. The Private Client's activation occurs as they are part of the organization of a Business Client and, therefore, subject to prior authorization by the latter or through access via third-party sites enabled by Book For Work.

13.3. Through the Website, the Private Client can take advantage of the booking conditions reserved for the Business Client or third-party site they are associated with.

13.4. These General Conditions and the contents of the Website, in compliance with Legislative Decree 206/2005 (Consumer Code), provide the Private Customer, among other things, with all the information referred to in Article 49, paragraph 1, letters a), b), c), e), g), h), m), and r), before the consumer submits the booking confirmation and assumes any payment obligation.

13.5. For the sake of clarity, it is also specified that the Private Customer has the right to withdraw from the Website—that is, to request and obtain the deletion of their account—at any time, without notice and without any charge, without prejudice, of course, to any Service purchases already completed prior to such deletion.

13.6. As explained in these General Conditions (section 3.3 above), BFW operates through the Website solely as an intermediary, providing users with the ability to book Services and assuming no responsibility for any failure or improper performance of the services provided by the accommodation facility.

13.7. In any case, it is specified that, with regard to the provision of accommodation for non-residential purposes—being included among the exemptions from the right of withdrawal under Article 59 of the Consumer Code—the consumer is not entitled to the right of withdrawal as set out in Article 52 of the Consumer Code.

13.8. To exercise the right of withdrawal, the Private Customer may use the dedicated procedure provided on the Website or send BFW an explicit statement of their intention to withdraw, by means of a written communication sent via registered letter with return receipt, certified email (PEC), or any other means suitable to provide proof of receipt.

13.9. Qualora il Cliente Private acceda a Book For Work tramite una società di gestione welfare con l'intento di acquistare un servizio con il proprio credito welfare disponibile, si precisa che: a) Book For Work, tramite integrazione con la società di welfare, addebiterà l'importo del servizio acquistato direttamente alla società di welfare, la quale decurterà tale credito dalla disponibilità del cliente, b) il pagamento verrà effettuato solamente mezzo credito welfare ed avverrà al momento della prenotazione del servizio, c) nel caso in cui il cliente scegliesse un servizio con cancellazione gratuita, la cancellazione gratuita prevede l'emissione di un credito da parte di Book For Work da utilizzare all'interno del sito. Non verranno effettuati rimborsi tramite la società di welfare che ha erogato il credito e non verranno effettuati rimborsi in denaro.

14. Privacy

14.1. By registering on the Website, customers authorize BFW to process their personal data in compliance with EU Regulation 2016/679 (GDPR), in accordance with the provisions of the privacy policy available on the Website at the following link: https://bookforwork.com/privacy-policy.

14.2. The Customer also guarantees the accuracy and completeness of the personal data provided at the time of registration and undertakes to inform BFW of any subsequent changes.

15. Jurisdiction, applicable law, and competent court

15.1. The relationship between BFW and customers in connection with the use of the Website is governed by Italian law, under which these General Conditions shall also be interpreted and applied.

15.2. Any dispute concerning the application of these General Conditions and, more generally, arising from the use of the Website is subject to Italian jurisdiction and, in particular, to the exclusive competence of the Court of Treviso, without prejudice to any different jurisdiction established by law for Private Customers.

16. Customer account deactivation

16.1. A customer who no longer wishes to use the Website may request the deletion of their account by sending a written communication to the email address support@bookforwork.com. In this case, the user’s personal data and/or information will be deleted within the following 48 (forty-eight) hours. In any case, BFW reserves the right to retain the user’s personal data even after the account has been closed, if reasonably necessary to comply with legal obligations (including law enforcement requests), meet regulatory requirements, resolve disputes, maintain security, or prevent fraud and abuse.

16.2. Any information retained after the account closure will be depersonalized.

16.3. The profile of a user who has not accessed the Website for a period exceeding 365 (three hundred sixty-five) days will be deleted, following the procedure and precautions indicated in section 16.1 above.

17. Limitation of liability

17.1. The Services provided through the Website are intended solely for customers—whether Business Customers (who may use them within their organization and for the benefit of managers, staff, collaborators, etc.) or Private Customers—and therefore, the use of the Website and its services may not be transferred to third parties.

17.2. None of the provisions contained in these General Conditions may be interpreted as a transfer to the Customer of the rights to use the Book For Work trademark or the rights to exploit the Website and the IT infrastructure on which it is based, which are and shall remain the exclusive property of BFW. Likewise, the dissemination, distribution to third parties, or use of the data, information, service conditions, and content (photographs, videos, etc.) of the Website for purposes other than those provided for in these General Conditions is not permitted.