Affiliate Partner Terms

1. Acceptance of Affiliate Partner Terms

By registering for, accessing, or using the BookMediFly Platform as an operator or affiliate organization, or by acting as an authorized affiliate team member, you agree to these Affiliate Partner Terms ("Affiliate Terms"). If you accept on behalf of an organization, you represent that you are authorized to bind that organization.

2. Relationship to the Public Terms of Use

These Affiliate Terms are in addition to the Public Terms of Use, which also apply to your use of the Platform. Where these Affiliate Terms and the Public Terms of Use conflict on an affiliate-specific matter, these Affiliate Terms control for that matter.

3. Independent Operator Status

You are an independent operator. Nothing in these Affiliate Terms creates an employment, agency, partnership, joint venture, or franchise relationship between you and BookMediFly. You retain sole responsibility and control over your aircraft, crew, operations, pricing, and services. BookMediFly does not operate, dispatch, crew, broker, insure, or medically evaluate your services and does not certify or guarantee them.

4. Affiliate Eligibility

Participation is limited to operators and organizations that hold valid operating authority appropriate to the services they offer and that provide accurate documentation as described below. BookMediFly supports fixed-wing aircraft only; helicopter transport is not supported. BookMediFly may decline, suspend, or remove participation at its discretion, consistent with §15.

5. Documentation & Operational Authority

You must provide and maintain truthful, current, and verifiable documentation, including:

• FAA Part 135 documentation and operational authority (or the applicable operating authority for your jurisdiction);
• Insurance documentation evidencing coverage appropriate to your operations;
• Accreditation documentation, if provided (for example CAMTS, NAAMTA, EURAMI), which is optional and displayed only as submitted.

BookMediFly makes reasonable efforts to review operator-submitted documentation ("documentation on file" / "documentation reviewed"). Review does not constitute certification, endorsement, guarantee, or independent verification, and you remain solely responsible for the accuracy and validity of all documentation.

6. Accuracy of Operational & Profile Information

You are responsible for the accuracy of all information you submit, including aircraft and fleet information, service capabilities, coverage areas, and public profile information. You agree to promptly update any information that becomes inaccurate, outdated, or incomplete. False, misleading, or incomplete documentation or information is a material breach (see §14).

7. Quote Response Conduct

You control whether and how you respond to quote requests. Your operator-submitted quotes and any operator-provided documents (including PDFs) control pricing, validity, inclusions, exclusions, and payment terms. BookMediFly does not set, negotiate, or guarantee your pricing and is not a party to any agreement between you and a requester. You agree to respond professionally, accurately, and in compliance with applicable law.

8. Direct Payment Relationship

The payment relationship for transport is directly between you and the requester. You are responsible for invoicing, collection, refunds, and disputes with requesters under your own policies. BookMediFly is not a payment processor, broker, or escrow agent for transport services.

9. Subcontracting, Substitute Operators & Multi-Leg Transport

You may use subcontracted operators, substitute aircraft, partner operators, vendors, or multi-leg arrangements only when legally permitted and operationally appropriate. BookMediFly supports fixed-wing aircraft only; helicopter transport is not supported.

• Your responsibility for the operating party. You are solely responsible for ensuring that any subcontracted or substitute operator holds the required operating authority, FAA Part 135 documentation (or applicable foreign authority), insurance coverage, aircraft, crew, permissions, and operational approvals for the leg they operate.
• You remain fully responsible. You remain fully responsible to the requester and to BookMediFly for the full quote, pricing, customer communications, payment coordination, subcontractors, vendors, transfer points, handoffs, documentation, and performance of the arranged transport.
• Insurance for subcontracted operations. You are responsible for ensuring that subcontracted operations are covered by your insurance program or by the subcontracted operator's insurance in a manner acceptable to you and the requester.
• Multi-leg coordination. If a transport involves multiple aircraft, multiple operators, hostile or high-risk regions, international legs, remote extraction, ground transfers, or other handoffs, you are responsible for clearly coordinating those arrangements directly with the requester.
• Disclosure. When practical before booking, and otherwise as soon as reasonably possible, the affiliate should disclose to the requester if one or more legs will be operated by a subcontracted, substitute, or partner operator.
• BookMediFly is not the operator. Subcontracting does not make BookMediFly the operator, broker, dispatcher, medical provider, insurer, payment processor, or party responsible for any transport leg. BookMediFly does not verify, approve, supervise, dispatch, or maintain documentation for subcontracted or substitute operators unless that operator separately participates on the Platform. The affiliate remains solely responsible for confirming each subcontracted or substitute operator's authority, insurance, aircraft, crew, permissions, approvals, and suitability for the applicable leg.
• No circumvention. Subcontracting, substitute operators, or multi-leg arrangements may not be used to avoid platform fees, anti-circumvention obligations, or platform integrity rules.

These provisions apply broadly — for example, to a subcontracted fixed-wing leg, a substitute aircraft due to maintenance, range, crew, or availability, an operator-to-operator handoff, a hostile or dangerous-area extraction followed by additional aircraft or operators, an international multi-leg transport, or a ground-transfer handoff between legs.

10. Platform Fees

• No affiliate membership fee. There is no fee to join or maintain affiliate participation on the Platform.
• Platform fees are billed separately from transport payment. Platform fees are owed to BookMediFly as described in your applicable fee terms and are invoiced separately by BookMediFly. Customer transport payments remain handled directly between the customer/requester and the selected affiliate/operator; BookMediFly does not collect customer transport payments on behalf of affiliates.
• Invoicing. Platform-fee invoices may be issued directly by BookMediFly or through a billing provider, including Mercury or another provider selected by BookMediFly.
• Standard timing. Unless otherwise stated on the invoice or agreed in writing, platform fees are generally due within ten (10) business days after the affiliate confirms receipt of customer, facility, insurance, or other payer funds for the applicable booked transport.
• Real-world payer flexibility. Medical transport is often paid by insurers, facilities, or other third-party payers on their own timelines. If customer, facility, insurance, or third-party payer payment is delayed, partial, disputed, or staged, BookMediFly may extend, defer, adjust, or otherwise document an alternate payment timeline in writing. Where payment is received in stages, BookMediFly may invoice based on amounts received or according to a written payment arrangement. A platform fee is not treated as late solely because an insurer or other third-party payer has not yet paid.
• Payment-status communication. Affiliate agrees to provide reasonable payment-status updates upon request when customer, facility, insurance, or other payer funds are delayed, disputed, partial, or staged.
• Account standing. Failure to communicate about payment status, failure to provide reasonable payment-status updates, or failure to pay platform fees after notice may result in delayed access to new case opportunities, suspension, delisting, or other account action.
• Optional future premium affiliate services may be offered by BookMediFly from time to time; any such services would be optional and subject to separately disclosed terms and pricing.

11. Anti-Circumvention & Platform Integrity

You may not use the Platform to circumvent booking or payment relationships established through the Platform, nor misuse Platform data. You may not collect, scrape, or harvest other users' information, interfere with Platform security, or use Platform data for any purpose other than responding to and fulfilling quote requests received through the Platform.

12. Quote Confidentiality & Marketplace Fairness

• Reasonable confidentiality. BookMediFly uses reasonable efforts not to share one affiliate's quote, pricing, quote PDFs, or proposal terms with competing affiliates or operators for competitive bidding purposes.
• Operating the Platform. BookMediFly may access, process, store, review, or disclose quote information as needed to operate the Platform, support users, audit activity, enforce these Affiliate Terms, resolve disputes, comply with law, maintain security, or improve Platform functionality.
• Aggregated and de-identified data. BookMediFly may use aggregated or de-identified quote data for internal analytics, marketplace review, fraud and security, platform improvement, or reporting, provided it does not disclose a specific affiliate's identifiable quote to another affiliate for competitive bidding purposes.
• Requester behavior. Requesters who receive quotes may download, forward, discuss, or share those quotes outside the Platform, and BookMediFly cannot control what a requester does with quote materials after the requester receives them.
• Minimize sensitive content. You should not upload unnecessary trade secrets or proprietary information beyond what is reasonably needed to provide a quote. If you mark a quote document as confidential, BookMediFly will make reasonable efforts to handle it accordingly within the Platform but cannot guarantee confidentiality once the requester receives or shares the document.
• No misuse of others' quotes. You may not misuse another affiliate's quote, pricing, proposal, or documents if you receive them.

13. No PHI; Handling Inadvertent PHI

If PHI is inadvertently submitted, you must notify BookMediFly immediately at support@bookmedifly.com so appropriate action can be taken. Where supporting documentation is needed (for example for a platform-fee refund review), submit redacted, non-PHI supporting documentation, or submit documentation outside the Platform where legally appropriate.

14. Material Breach; False or Misleading Documentation; Misuse

Providing false, misleading, or incomplete documentation or information, misusing Platform data, circumventing Platform relationships, or otherwise violating these Affiliate Terms constitutes a material breach and may result in immediate suspension, delisting, and permanent removal from the affiliate program.

15. Suspension, Delisting & Reinstatement

BookMediFly may suspend or delist an affiliate for material breach, non-payment of platform fees, documentation concerns, or risk to Platform integrity. To be considered for reinstatement after delisting, the affiliate must contact support@bookmedifly.com to address the cause of removal. Reinstatement is at BookMediFly's sole discretion and may require additional steps or costs associated with reactivation or renewed documentation review.

16. Platform-Fee Refund Review

Good-faith approach. BookMediFly recognizes that the medical transport industry occasionally faces unavoidable cancellations and will work with affiliate partners in good faith. When a booking is cancelled after an affiliate has paid its platform fee, refund eligibility for the platform fee is evaluated case-by-case by our administrative team.

• Evaluation criteria may include compassionate exceptions (patient death or documented critical medical status changes), operational issues (weather, mechanical failures beyond affiliate control, regulatory restrictions), timing (notice period before the scheduled flight), and redacted, non-PHI supporting documentation (for example operational documentation, weather reports, maintenance logs, or an official cancellation notice), or documentation submitted outside the Platform where legally appropriate.
• Refund methods may include a direct refund to the affiliate's account or a credit applied toward future platform fees owed.
• Process. Submit refund requests through the affiliate dashboard or by emailing support@bookmedifly.com with the booking reference and supporting documentation; requests are typically reviewed within 3–5 business days.
• Scope. Platform fees are separate from customer payment arrangements. Refund eligibility relates solely to BookMediFly's platform fee and does not affect the affiliate's refund arrangements with customers, which are governed by the affiliate's own policies.

17. Public Profile Display & Network Listing

BookMediFly may display affiliate profile information and network listings on the Platform and public directory at its discretion, based on documentation on file and Platform standards. Listing, ordering, badges, and visibility are determined by BookMediFly and do not constitute certification, endorsement, or a guarantee of the operator. BookMediFly may adjust or remove listings consistent with these Affiliate Terms.

18. Termination

Either party may end participation as provided in these Affiliate Terms or applicable fee terms. BookMediFly may suspend or terminate participation immediately for material breach or risk to Platform integrity. Provisions that by their nature should survive termination — including documentation accuracy representations, anti-circumvention, no-PHI obligations, limitations of liability, and indemnification — survive termination.

19. Limitation of Liability

To the maximum extent permitted by law, BookMediFly's total aggregate liability to an affiliate for any claim shall not exceed the platform fees paid by that affiliate to BookMediFly in the twelve (12) month period preceding the claim, and BookMediFly shall not be liable for any indirect, incidental, consequential, special, punitive, or exemplary damages, including lost profits or lost business.

20. Indemnification

You agree to indemnify, defend, and hold harmless BookMediFly and its owners, affiliates, officers, directors, agents, service providers, and employees from any claim, demand, loss, damage, liability, or expense (including reasonable attorney fees) arising from your operations, your transport services, your breach of these Affiliate Terms, your documentation or information, your dealings with requesters, or your violation of any law or third-party right.

21. Updates to Affiliate Partner Terms

BookMediFly may modify these Affiliate Terms at its discretion. If a revision is material, we will endeavor to provide reasonable advance notice. Updates are posted with a new effective/"Last Updated" date, and continued participation after revisions take effect constitutes acceptance.

22. Contact