itsaplan
Terms and Conditions
Please read these Terms carefully before creating an account or using itsaplan.
Educational prototype notice. itsaplan is currently a student-developed research practicum prototype, not a finished commercial product. Features may be incomplete, experimental, unavailable, or changed during testing. The Service does not make bookings, guarantee venue availability, or provide live safety or occupancy information.
By accessing or using the Service, you agree to these Terms. If you do not agree, do not use the Service.
1. Who we are and what these Terms cover
These Terms and Conditions (the "Terms") govern access to and use of the itsaplan website, web application, mobile application, APIs and related prototype features (together, the "Service").
itsaplan is a student-developed social planning prototype created by Team 3 as part of the COMP47360 Research Practicum at University College Dublin ("we", "us" or "itsaplan"). The Service is not presented as an official University College Dublin service.
The Service is intended to help groups coordinate social plans by collecting availability and preferences and presenting possible times, activities or venues. These Terms apply to registered users, invited group participants and anyone who otherwise accesses the Service.
A separate Privacy Policy should explain how personal data is collected, used, shared, retained and protected. These Terms do not replace that Privacy Policy.
2. Eligibility and acceptance
You must be at least 18 years old and legally able to enter into a contract to use the Service. The Service is not directed to children.
You accept these Terms when you create an account, join an event, select an acceptance box, or otherwise use the Service after being given access to the Terms. If you use the Service on behalf of an organisation, you confirm that you have authority to bind that organisation.
If you are invited to a group event but do not wish to accept these Terms, do not join the event or submit information through the Service.
3. Prototype status and current price
The Service is currently provided as a free educational prototype for demonstration, evaluation and user testing. No subscription fee, booking fee or in-app purchase is currently charged by itsaplan.
Because the Service is a prototype, some screens may use test data, controlled fallback data or incomplete integrations. We may limit access, reset test accounts, remove test events, or discontinue the Service when the academic project or testing period ends.
If paid features or commercial services are introduced later, we will provide additional pricing, payment, cancellation and consumer information before any payment obligation arises.
4. Accounts and security
You may need to create an account using an email address and password or an approved sign-in method. You must provide accurate information and keep it reasonably up to date.
You are responsible for protecting your login credentials and for activity carried out through your account. Do not share passwords or authentication links. Tell us promptly if you believe your account has been accessed without permission.
You must not create accounts for other people without their permission, impersonate another person, or use misleading account information. We may require you to verify your email address or re-authenticate for security reasons.
5. How the Service works
Depending on the version and features available, the Service may allow users to:
- create or join a private group event using an event ID, invitation code, link or similar method;
- submit availability manually, through calendar-based free/busy information, or through natural-language input;
- choose preferences such as budget, activity type, atmosphere, distance, accessibility-related options or desired busyness;
- vote or swipe on proposed options;
- receive ranked times, venues or activity recommendations; and
- confirm and share a proposed plan with other participants.
Features shown in mock-ups, presentations or future-work materials are not necessarily available in the current Service. The current interface and feature set are authoritative.
6. Group events, invitations and shared information
An event organiser may invite other people to participate. Organisers are responsible for sending invitations only to people they are entitled to contact and for explaining the purpose of the group event.
Information submitted to a group event may be used to identify overlapping availability, calculate group preferences, display participation status, and generate recommendations. Other event participants may see information reasonably necessary to coordinate the event, such as your display name, whether you have submitted availability or preferences, voting status, selected options, and the final proposed plan.
Do not post invitation codes or private event links publicly. Anyone with a working invitation may be able to request access to the event. Tell the organiser or contact us if an invitation has been shared without permission.
itsaplan does not guarantee that every invited person will respond or that the group will reach agreement. The organiser and participants remain responsible for confirming the final time, venue, attendees and practical arrangements.
7. Calendar and availability information
Where calendar integration is available, the intended design is to use availability or free/busy information rather than expose event titles, descriptions, attendees or private notes to other group members. The exact data accessed and retained must be described in the Privacy Policy and in any third-party permission screen.
You should review calendar permissions before connecting an account. You may use manual availability input instead where that option is available. Disconnecting a calendar may stop future access but may not automatically remove availability already submitted to an existing group event; use the account or event controls, or contact us, to request deletion.
You must not connect or submit another person's calendar or availability without their permission. Availability information is used for planning convenience and should not be treated as proof that a person is definitely free, willing to attend or located in a particular place.
8. AI-assisted availability and recommendations
The Service may use generative AI or other automated tools to interpret natural-language availability, structure time blocks, produce short explanations, or support recommendations. For example, the Service may attempt to convert "I'm free after 7 most evenings except Thursday" into proposed availability blocks.
AI-generated or automatically parsed output can be incomplete, inaccurate or based on a misunderstanding. You must review and confirm any proposed availability, time, venue or recommendation before relying on it. Manual editing or alternative input methods may be available.
Do not include unnecessary confidential, sensitive or highly personal information in free-text inputs. The Service is not designed to make legal, medical, employment, financial, emergency or similarly significant decisions, and its outputs must not be used for those purposes.
Recommendations are suggestions, not instructions. They reflect the information and preferences available to the Service and may not represent every participant's personal view.
9. Busyness estimates and venue information
The busyness feature is an estimate. In the current prototype, busyness may be predicted at an area or taxi-zone level using historical and proxy signals such as transport activity, time, weather and calendar factors. It is not a measurement of live occupancy inside a specific venue.
A "quiet", "moderate" or "busy" label may therefore differ from actual conditions. Unexpected events, closures, local conditions, data gaps and model limitations can affect the result. Do not use the estimate for crowd safety, emergency planning, security decisions or any purpose where an inaccurate estimate could cause harm.
Venue details, including opening hours, price level, ratings, location, photographs, accessibility attributes and contact information, may come from third-party datasets and may be incomplete or out of date. You should check important details directly with the venue before travelling or making arrangements.
Accessibility needs are individual. A filter or attribute in the Service is not a guarantee that a venue will be accessible for a particular person. Contact the venue directly to verify entrances, toilets, seating, sensory conditions and any other required adjustments.
10. Third-party services and venues
The Service may integrate with or link to third-party services such as calendar providers, maps, place-information services, authentication providers, AI providers, hosting providers and venue websites. Those third parties operate under their own terms and privacy policies.
itsaplan does not own, operate, endorse or control listed venues and is not a booking agent. A recommendation does not create a contract between you and a venue. Any reservation, purchase, cancellation, admission requirement, age restriction, price, refund or dispute with a venue is between you and the relevant third party.
We are not responsible for third-party service availability, content, security practices or changes. A third-party integration may stop working or require renewed permission without notice from us.
11. Your responsibilities and acceptable use
You must use the Service lawfully, respectfully and only for genuine social-planning purposes. You must not:
- harass, threaten, deceive, discriminate against, or unlawfully monitor another person;
- submit unlawful, defamatory, infringing, malicious, misleading or abusive content;
- use invitations, group names or event information to spam people or contact them without a lawful basis;
- upload personal data about another person without appropriate permission;
- attempt to gain unauthorised access to accounts, systems, databases, APIs or administrative functions;
- probe, scan, overload, disrupt, scrape or automatically extract data from the Service except where we expressly allow it;
- introduce malware, harmful code or fraudulent links;
- reverse engineer or circumvent technical restrictions except to the extent the law expressly permits;
- use the Service to organise unlawful or knowingly unsafe activities.
You remain responsible for your own travel, personal safety, conduct, legal compliance and decisions before, during and after any activity arranged through the Service.
12. Content you provide
You retain ownership of content and information you submit, such as event names, availability, preferences, votes and feedback ("User Content"). You give us a limited, non-exclusive licence to host, process, reproduce and display User Content only as reasonably necessary to operate, secure, test and improve the Service and to provide the relevant group event.
You confirm that you have the rights and permissions needed to submit User Content and that it does not violate law or another person's rights. We may remove User Content that breaches these Terms, creates a security risk, or must be removed by law.
Feedback or suggestions may be used to improve the student project without payment or obligation to implement them. Do not include confidential information in general feedback. Formal research interviews or testing sessions are governed by separate participant information and consent materials.
13. Intellectual property
The Service, including its software, interface, visual design, text, logos, models, documentation and original project materials, is owned by the relevant itsaplan team members or used under licence from third parties. Third-party datasets, maps, venue information, libraries, APIs and trademarks remain the property of their respective owners.
Subject to these Terms, we grant you a limited, personal, non-exclusive, non-transferable and revocable right to access and use the Service for its intended purpose. No ownership rights are transferred to you.
You may not copy, commercially exploit, redistribute or create a competing service from protected parts of the Service unless you have permission or the law allows it. Open-source components remain subject to their applicable licences.
14. Privacy and research participation
Use of the Service may involve personal data such as account details, group membership, event participation, availability blocks, preferences, votes, device or technical logs, and information sent to connected providers. The Privacy Policy must identify the controller, purposes, legal bases, recipients, international transfers, retention periods and user rights.
Joining or using the Service is not, by itself, consent to participate in an academic research study, to be recorded, or to have identifiable information published. Any formal interview, usability study, recording, questionnaire or research use that requires consent should be explained separately and should use separate consent materials.
Where project findings are used in reports, presentations or demonstrations, the team should use anonymised or aggregated information unless a participant has separately and explicitly agreed otherwise.
15. Availability, updates and changes to the Service
We aim to keep the Service available during the project and testing period, but we do not promise uninterrupted or error-free operation. Maintenance, deployment changes, security issues, third-party outages, academic deadlines or resource limits may cause temporary or permanent interruption.
We may add, remove, test or change features for valid reasons, including user feedback, security, technical constraints, legal compliance, cost, data availability or project scope. Where a change materially reduces an active user's rights or access, we will provide reasonable notice where practical.
You are responsible for keeping copies of information you need outside the Service. The prototype should not be used as the only record of an important event or commitment.
16. Suspension, termination and account deletion
You may stop using the Service at any time. Where an account-deletion function is available, you may use it; otherwise, you may contact us to request account deletion. Some limited information may need to be retained for security, legal compliance, dispute handling or to protect other users, as explained in the Privacy Policy.
We may restrict or suspend access where reasonably necessary to investigate security concerns, protect users, comply with law, respond to misuse, or address a material breach of these Terms. Where practical and appropriate, we will explain the reason and provide an opportunity to correct the issue.
We may end the prototype or close accounts when the academic project, demonstration or testing period ends. We will provide advance notice where practical, but urgent security or legal circumstances may require immediate action.
17. Disclaimers
The Service is a prototype and is provided on an "as available" basis. To the extent permitted by law, we do not promise that the Service will always be available, secure, accurate, complete, suitable for a particular purpose, or compatible with every device, browser, calendar or third-party service.
We do not guarantee that a proposed plan will suit every participant; that a venue will be open, safe, affordable, accessible or available; that an AI interpretation will be correct; or that a busyness estimate will match actual conditions.
Nothing in the Service constitutes professional advice. You should independently verify important information and use reasonable judgement.
18. Liability
Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability for fraud or fraudulent misrepresentation, death or personal injury caused by negligence, or rights and remedies that cannot be excluded under applicable consumer law.
Subject to the previous paragraph and to the fullest extent permitted by law, we are not responsible for losses that were not reasonably foreseeable when you accepted these Terms, or for indirect or consequential loss, loss caused by inaccurate information supplied by a user or third party, or acts and omissions of venues, event organisers, participants or external service providers.
You are responsible for confirming arrangements and taking reasonable precautions. The fact that a venue or plan appears in the Service does not transfer responsibility for travel, personal safety, supervision, purchases, reservations or attendance to itsaplan.
19. Consumer rights
These Terms do not remove or reduce any mandatory rights you have under applicable consumer or data-protection law. If a term conflicts with a mandatory legal right, that right will apply and the remaining Terms will continue where possible.
The Service is currently free. If the Service later becomes paid or is offered commercially, additional consumer information and remedies may apply, and the Terms must be updated before launch.
20. Governing law and disputes
These Terms are governed by the laws of Ireland. If you are a consumer living in another country, this choice does not deprive you of mandatory protections that apply in your country of habitual residence.
Please contact us first so we can try to resolve a concern informally. Nothing in these Terms prevents you from contacting a regulator, exercising a statutory remedy, or bringing a claim in any court that has jurisdiction under applicable law.
21. Changes to these Terms
We may update these Terms for valid reasons, including changes to the Service, project status, third-party integrations, security, law or regulatory guidance. The updated version will show a new "last updated" date.
For material changes, we will provide reasonable notice through the Service, website or account email where practical. Changes will apply from the stated effective date. If you do not agree to an updated version, you should stop using the Service and request account deletion.
22. Contact us
Questions, complaints, security reports, account-deletion requests and data-protection queries may be sent to: info@itsaplanofficial.com