1. Parties and formation

This Subscription Agreement is between Labbayk and the subscriber identified in an approved agency application, quotation, order, or subscription record. It becomes binding when Labbayk approves the application and the subscriber accepts these documents electronically, activates the administrator account, signs an order, pays an applicable fee, or first uses the service—whichever valid acceptance event occurs first.

This Agreement incorporates the Terms of Service and Privacy Policy. The subscriber confirms that its administrator is authorized to accept them on its behalf.

2. Approval and activation

Registration is a request and does not guarantee approval. Labbayk may verify application information, request clarification, set appropriate account limits, or reject an application. On approval, Labbayk creates an agency workspace and sends the administrator a time-limited, single-use account-setup link.

3. Subscription plan and limits

The subscriber's plan, start date, end date if any, maximum users, maximum pilgrims, usage rate, included features, and special conditions are those shown in Labbayk's approved subscription record, quotation, order confirmation, or written amendment. Plan names alone do not override the specific limits recorded for the subscriber.

The subscription is for the subscriber's internal Hajj and Umrah operations and authorized personnel. It may not be transferred, shared with another organization, sublicensed, or used to operate an unauthorized service bureau without written approval.

4. Completed-pilgrim usage billing

Unless a quotation or plan states a different billing method, Labbayk measures billable usage per completed pilgrim. A usage charge is generated when the system records both of the following conditions at the time usage is synchronized:

1. the pilgrim's booking status is Confirmed; and
2. the related trip status is Completed.

Pending or cancelled bookings do not qualify under this rule. Complimentary, discounted, or fully paid pilgrim packages may still represent completed-pilgrim usage because subscriber billing measures operational use, not the pilgrim's package price or payment status.

The applicable rate is the rate shown in the billing settings or commercial terms for the relevant period. If a qualifying status was entered incorrectly and is legitimately corrected, Labbayk may reverse or adjust the related usage charge while preserving an audit trail. Deliberately keeping completed activity in an inaccurate status to avoid charges is a material breach.

5. Invoices and payment

• Usage may be synchronized and invoiced periodically as stated in the subscriber's plan or invoice.
• Invoices identify the covered period, applicable rate, summarized usage, payments, due date, and outstanding balance.
• The subscriber must pay undisputed amounts on or before the stated due date using an accepted payment method.
• Bank fees, transfer charges, withholding documents, and applicable taxes are handled as stated in the invoice or applicable law.
• Recorded subscriber payments may be voided only to correct a genuine error and must remain visible in the audit history.

6. Billing questions and corrections

The subscriber should report a suspected billing error within fifteen days after receiving the invoice, identifying the trip, period, pilgrim count, and disputed amount. The parties will review system records in good faith. Raising a dispute does not suspend payment of undisputed amounts.

7. Refunds and credits

Accrued usage charges are generally not refundable once validly incurred. Duplicate payments, erroneous charges, service credits, or other refunds will be handled under the applicable quotation, written approval, invoice adjustment, or mandatory law. Refunds and travel credits owed by a subscriber agency to its pilgrims are separate from the subscriber fees owed to Labbayk.

8. Term and renewal

The subscription begins on the approved start date and continues until its stated end date or until terminated under this Agreement. Renewal is not automatic unless the commercial terms expressly say so. Continued use after an offered renewal is subject to the renewed plan and then-current accepted terms.

9. Suspension

Labbayk may suspend access after reasonable notice for overdue undisputed invoices, plan-limit violations, unlawful activity, security threats, material misuse, or breach of the incorporated Terms. Immediate protective action may be taken when reasonably necessary to protect data, users, or infrastructure.

10. Termination

Either party may terminate at the end of the subscription term by declining renewal. Either party may terminate earlier for a material breach that remains uncured after reasonable written notice. Termination does not cancel fees or other obligations that accrued before the effective termination date.

11. Data access and transition

The subscriber should generate or request available exports before access ends. On a timely written request and subject to account verification, payment of undisputed amounts, technical feasibility, security, and applicable law, Labbayk will reasonably assist with return or export of agency-controlled data. After the applicable transition, retention, legal-hold, and backup periods, data may be deleted or anonymized according to the Privacy Policy and written processing arrangements.

12. Service changes

Labbayk may introduce improvements and security changes during the subscription. A material reduction of core subscribed functionality will receive reasonable notice where practicable. Custom development, migration, training, or unusually extensive support requires a separate written scope unless expressly included in the plan.

13. Relationship of the parties

The parties are independent contractors. This Agreement does not create a partnership, employment, fiduciary, travel-agency, or joint-venture relationship. Neither party may bind the other except as expressly authorized in writing.

14. Entire agreement and amendments

This Agreement, the incorporated Terms and Privacy Policy, and any accepted quotation, order, plan confirmation, or written amendment are the entire agreement concerning the subscription. Material commercial changes require written or electronic agreement by authorized representatives.

15. Notices and contact

Labbayk may send subscription notices to the administrator or recovery email recorded for the subscriber. Subscriber notices, billing questions, and termination requests should be sent to admin@labbayk.ph from an authorized account and should identify the agency name and code.