Terms and Conditions

VantixOS provides cloud-based software for CRM, lead management, pipeline management, conversation management, team collaboration, workflow automation, analytics, AI-powered assistance, email and messaging workflows, and related business operations. These Terms apply to the platform, documentation, websites, trial accounts, support, and any related services provided by Vantix Operational Systems.

If a separate written agreement or order form is signed by Vantix Operational Systems and the customer, that agreement will control to the extent of any conflict with these Terms.

Account means the customer workspace, tenant, administrative account, or user account used to access VantixOS. Affiliate means an entity that controls, is controlled by, or is under common control with a party. Customer means the organisation that subscribes to or uses VantixOS. Customer Data means data, content, records, communications, files, leads, contact information, CRM entries, messages, analytics inputs, and other materials submitted to or processed through VantixOS by or on behalf of the customer.

Documentation means product documentation, usage instructions, technical information, security materials, and other written guidance made available by VantixOS. Services means the VantixOS platform and related support or professional services. Users means employees, contractors, agents, administrators, managers, staff, and other individuals authorised by the customer to use the Services.

The customer accepts these Terms by using the Services, creating an account, approving an order, clicking an acceptance mechanism, or allowing users to access VantixOS. The individual accepting these Terms represents that they have authority to bind the customer.

If the customer does not agree to these Terms, the customer must not access or use VantixOS.

The Services are intended for business use and are not intended for children, consumers acting solely in a personal capacity, or persons prohibited from using the Services under applicable law. The customer must ensure that all users are legally permitted to access and use the Services.

The customer and its users must provide accurate, complete, and current registration information. The customer is responsible for maintaining accurate administrator, billing, security, and contact details. VantixOS may rely on account contact information for notices, security communications, billing, operational messages, and legal communications.

The customer is responsible for all use of the Services by its users and for ensuring that users comply with these Terms, the Acceptable Use Policy, applicable laws, and the customer's internal policies. The customer is responsible for the legality, accuracy, quality, integrity, and appropriateness of Customer Data.

The customer must obtain and maintain all consents, permissions, notices, lawful bases, and rights necessary to collect, upload, store, process, contact, and use leads, prospects, customers, employees, and other individuals through VantixOS.

The customer is responsible for safeguarding credentials, configuring appropriate access controls, managing user permissions, promptly disabling access for departing users, and maintaining the confidentiality of passwords and authentication mechanisms. VantixOS is not responsible for unauthorised access caused by the customer's failure to protect credentials or manage user access.

The customer must notify VantixOS promptly at legal@vantixos.com or support@vantixos.com of suspected unauthorised access, credential compromise, or misuse of the Services.

Subscriptions provide access to the Services for the applicable subscription term, plan, usage limits, features, and authorised users identified in the applicable order, plan page, invoice, or administrative interface. VantixOS may provide different plans, feature levels, limits, usage entitlements, and support levels.

VantixOS may offer trial accounts for evaluation purposes. Trial accounts are not free-forever plans and may be limited by duration, user count, lead volume, AI usage, feature availability, support level, or other operational limits. Trial access may be modified, suspended, or terminated at any time if VantixOS reasonably believes the trial is being misused.

Trial users must comply with these Terms and the Acceptable Use Policy. Data entered during a trial may be deleted, restricted, exported, or converted into a paid subscription according to the applicable trial terms and retention practices.

The customer must pay all fees when due. Fees may be charged monthly, annually, in advance, in arrears, or according to an applicable order form. Payment obligations are non-cancellable except as expressly stated in a written agreement signed by VantixOS.

If payment is overdue, VantixOS may suspend access, downgrade functionality, restrict features, charge late fees where lawful, or terminate the subscription after reasonable notice.

Fees are exclusive of taxes, levies, duties, withholding, assessments, and governmental charges unless expressly stated otherwise. The customer is responsible for all applicable taxes other than taxes based on VantixOS income. If withholding is required by law, the customer must gross up payments so VantixOS receives the full amount invoiced, unless prohibited by law.

Subscriptions may renew automatically unless cancelled in accordance with the applicable order, billing setting, or written agreement. Renewal pricing may reflect the then-current plan, usage, support level, and feature availability. VantixOS may provide renewal notices where required by law or contract.

The customer may request plan upgrades or downgrades where available. Upgrades may take effect immediately and may result in additional fees. Downgrades may take effect at renewal or at the end of the then-current billing period unless otherwise agreed. Downgrading may result in loss of features, limits, capacity, support, integrations, or data access.

All fees are non-refundable except where required by applicable law or expressly stated in a written agreement signed by VantixOS. No prorated refunds are required. Failure to use the Services, failure to configure an integration, changes in business requirements, or partial use of a subscription does not entitle the customer to a refund.

VantixOS may improve, modify, discontinue, replace, or update features, interfaces, workflows, integrations, AI models, infrastructure, documentation, and support processes. VantixOS will use commercially reasonable efforts to avoid material degradation of core subscribed functionality during an active subscription term.

VantixOS may suspend access to the Services if the customer or a user violates these Terms, fails to pay fees, creates security risk, uses the Services unlawfully, exceeds usage limits, infringes third-party rights, misuses AI or communication systems, or otherwise threatens the integrity, availability, or security of VantixOS or its customers.

Where reasonable under the circumstances, VantixOS will provide notice and an opportunity to cure. Immediate suspension may occur where delay could cause harm, legal exposure, security risk, or service disruption.

Either party may terminate a subscription if the other party materially breaches these Terms and fails to cure the breach within a reasonable cure period after written notice. VantixOS may terminate immediately for non-payment, unlawful use, severe security risk, fraudulent activity, or repeated policy violations.

Upon termination, the customer's right to access the Services ends, subject to any applicable export or retention window. Termination does not relieve the customer of payment obligations accrued before termination.

The customer and users must comply with the VantixOS Acceptable Use Policy. Prohibited conduct includes illegal activity, spam, phishing, malware, unauthorised access, scraping, harassment, deceptive marketing, misuse of communication channels, regulatory violations, and abuse of AI systems.

Customer Content includes Customer Data, lead records, messages, files, notes, prompts, templates, reports, configurations, and other materials submitted to or generated through use of the Services. The customer is solely responsible for Customer Content and must ensure that Customer Content does not violate law, third-party rights, contracts, privacy rights, communication rules, or industry obligations.

As between the parties, the customer retains all rights, title, and interest in Customer Data. VantixOS does not acquire ownership of Customer Data. VantixOS processes Customer Data to provide, secure, support, maintain, improve, and administer the Services and as otherwise described in these Terms, the Privacy Policy, and the Data Processing Addendum.

The customer grants VantixOS a worldwide, non-exclusive, limited licence to host, copy, process, transmit, display, analyse, and use Customer Data as necessary to provide, secure, support, maintain, troubleshoot, and improve the Services and to perform obligations under these Terms.

VantixOS and its licensors retain all rights, title, and interest in the Services, platform, software, source code, object code, workflows, user interfaces, designs, documentation, templates, AI tooling, analytics, models, know-how, inventions, and related intellectual property. No rights are granted except as expressly stated in these Terms.

VantixOS, Vantix Operational Systems, associated logos, marks, trade names, product names, and brand elements are protected trademarks or brand assets. The customer may not use VantixOS marks without prior written permission except to identify VantixOS as a service provider in a truthful and non-misleading manner.

If the customer or users provide feedback, suggestions, ideas, improvements, or recommendations, VantixOS may use them without restriction or compensation. Feedback does not create confidentiality, ownership, or payment obligations unless expressly agreed in writing.

The Services may interoperate with third-party services, applications, messaging platforms, email providers, telephony providers, AI providers, analytics services, payment processors, and infrastructure providers. Third-party services are governed by their own terms, policies, uptime commitments, and data practices.

VantixOS is not responsible for third-party services, third-party outages, changes to third-party APIs, third-party security incidents, or data processing performed by third parties outside VantixOS control.

The customer is responsible for authorising, configuring, monitoring, and disabling integrations. By enabling an integration, the customer instructs VantixOS to exchange Customer Data with the applicable third-party service as necessary for the integration. The customer must ensure it has the right to connect each integration and transfer relevant data.

VantixOS may include AI-powered assistance, lead scoring, conversation analysis, suggested replies, summaries, follow-up recommendations, workflow assistance, and other AI-enabled features. AI outputs are generated from available data, prompts, models, system instructions, and context and may be inaccurate, incomplete, biased, outdated, or unsuitable for a particular purpose.

AI outputs are provided for informational and operational assistance only. VantixOS does not guarantee sales outcomes, lead conversion, revenue results, regulatory compliance, financial performance, investment results, or business success. Customers and users are responsible for human review, independent judgment, validation, and final decisions.

AI features do not provide financial advice, investment advice, legal advice, tax advice, regulatory advice, credit advice, or professional advice. Customers in financial services, brokerage, marketing, sales, or regulated sectors must ensure that use of AI outputs complies with all applicable laws, internal policies, customer communication rules, recordkeeping duties, and supervisory obligations.

VantixOS will use commercially reasonable efforts to maintain availability of the Services. Availability may be affected by maintenance, updates, third-party services, force majeure events, internet conditions, customer systems, security incidents, or circumstances outside VantixOS reasonable control. No specific uptime commitment applies unless expressly stated in a signed service level agreement.

VantixOS maintains administrative, technical, and organisational measures designed to protect Customer Data against unauthorised access, loss, misuse, disclosure, alteration, and destruction. Measures may include access controls, authentication controls, encryption, audit logging, monitoring, secure development practices, backups, and vendor management.

The customer remains responsible for secure configuration, user access decisions, lawful data collection, endpoint security, credential protection, and security practices within its own organisation.

Each party may receive confidential information from the other. The receiving party must use confidential information only to perform under these Terms, protect it with reasonable care, and disclose it only to personnel, advisers, contractors, or service providers who need to know and are subject to confidentiality obligations.

Confidential information does not include information that is publicly available without breach, independently developed, lawfully received from a third party, or already known without confidentiality restrictions.

The customer must comply with applicable export control, trade sanctions, and embargo laws. The customer may not use the Services in prohibited jurisdictions, for prohibited end uses, or by or for prohibited persons. The customer represents that it is not restricted from receiving the Services under applicable sanctions or export laws.

The customer must comply with applicable anti-bribery, anti-corruption, anti-money laundering, and financial crime laws. The customer may not use the Services to facilitate bribery, corruption, money laundering, fraud, terrorist financing, sanctions evasion, or other unlawful financial activity.

To the maximum extent permitted by law, VantixOS aggregate liability arising out of or relating to the Services, these Terms, or any related claim will not exceed the fees paid or payable by the customer to VantixOS for the Services giving rise to the claim during the twelve months before the event giving rise to liability. If no fees were paid, VantixOS aggregate liability will not exceed GBP 100.

Nothing in these Terms limits liability that cannot be limited under applicable law, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot lawfully be excluded.

To the maximum extent permitted by law, VantixOS will not be liable for indirect, incidental, special, consequential, exemplary, punitive, or enhanced damages, loss of profits, loss of revenue, loss of goodwill, loss of anticipated savings, business interruption, loss of business opportunity, loss of data, or cost of substitute services, whether based in contract, tort, negligence, strict liability, statute, or otherwise, even if advised of the possibility of such damages.

The customer will indemnify, defend, and hold harmless Vantix Operational Systems from and against claims, damages, liabilities, penalties, costs, and expenses arising from Customer Data, customer use of the Services, violation of these Terms, violation of law, unauthorised communications, infringement of third-party rights, misuse of AI outputs, or use of the Services in regulated activities without appropriate controls.

VantixOS will defend the customer against third-party claims alleging that the core VantixOS platform, as provided by VantixOS and used in accordance with these Terms, infringes a third party's intellectual property rights, and will pay final damages awarded by a court or agreed settlement amounts, subject to prompt notice, control of defence, reasonable cooperation, and exclusions for Customer Data, modifications, third-party services, unsupported use, or combinations not provided by VantixOS.

Neither party is liable for delay or failure to perform caused by events beyond its reasonable control, including natural disasters, war, terrorism, civil unrest, labour disputes, internet failures, utility failures, governmental action, epidemics, cyberattacks, cloud provider outages, or third-party service disruptions.

The customer may not assign or transfer these Terms without VantixOS prior written consent, except to a successor in connection with a merger, acquisition, corporate reorganisation, or sale of substantially all assets, provided the successor assumes all obligations. VantixOS may assign these Terms to an affiliate or successor in connection with a merger, acquisition, reorganisation, financing, or sale of assets.

VantixOS may use affiliates, contractors, subprocessors, infrastructure providers, and other service providers to deliver, support, secure, and improve the Services. VantixOS remains responsible for its subcontractors' performance as required by applicable law and written customer agreements.

The primary data hosting region for VantixOS is the United States. Customer Data may be transferred to, stored in, or accessed from other jurisdictions where VantixOS, its affiliates, service providers, or subprocessors operate, subject to applicable data protection safeguards and the Data Processing Addendum where applicable.

The customer consents to receiving notices and communications electronically, including by email, in-product messages, administrative notices, website notices, or account notifications. Electronic communications satisfy any legal requirement that communications be in writing unless applicable law requires otherwise.

VantixOS may change, enhance, suspend, discontinue, or replace parts of the Services. Where a change materially reduces core functionality during a paid subscription term, the customer's exclusive remedy is to terminate the affected subscription and receive any remedy expressly required by the applicable written agreement or applicable law.

VantixOS may update these Terms from time to time. Material changes will be posted on the website or communicated through reasonable channels. Continued use of the Services after the effective date of updated Terms constitutes acceptance of the updated Terms. If the customer does not agree, it must stop using the Services and, where applicable, terminate in accordance with the subscription terms.

These Terms and any dispute or claim arising out of or in connection with them, their subject matter, or formation are governed by the laws of England and Wales, without regard to conflict of law rules.

The courts of England and Wales have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Services, unless the parties agree otherwise in writing.

Legal notices to Vantix Operational Systems must be sent to legal@vantixos.com. Business and support enquiries may be sent to support@vantixos.com. The VantixOS website is https://www.vantixos.com.