Who this policy covers
This policy applies to the agency services sold through vantaflows.com and forms part of our Terms of Service. It does not cover our separate products, such as Clinzo, Vantage offered as a product, and MoveM8. Two contracting parties share this website:
Vanta Flows LLC
A Wyoming limited liability company.
Registered address: 30 N Gould St, Ste N, Sheridan, WY 82801, USA.
Contracts with clients outside South Africa and bills in US dollars (USD). Governed by the laws of Wyoming.
Aidan Maguire trading as Vanta Flows
Based in Pretoria, South Africa.
Contracts with clients in South Africa and bills in South African rand (ZAR). Governed by the laws of South Africa.
Your contracting party is the one named on your proposal, service agreement or invoice. Where your service agreement sets out different cancellation or refund terms for your engagement, those terms apply.
1. How to cancel
- Email aidan@vantaflows.com from the email address on your account. Tell us which service you are cancelling and when you want the cancellation to take effect.
- We will confirm your cancellation in writing within one business day.
- If you do not receive our confirmation, treat your request as not received and contact us again.
- You do not need to give a reason, and there is no fee for cancelling. The one exception is the early exit fee in section 2, which applies if you end a custom hosted system, operations platform or chatbot before its minimum term is over.
2. Custom hosted systems, operations platforms and chatbots
- Minimum term. These services have a minimum initial term of 12 months from go-live, unless your service agreement says otherwise.
- Onboarding and setup fees are non-refundable once work has begun.
- Monthly fees are non-refundable, including for partial months. From the moment your system is provisioned, we incur third-party hosting, database and infrastructure costs to run it.
- Cancelling. You can cancel at any time by giving 30 days' written notice. If the minimum term has already passed, cancellation takes effect at the end of your notice period. During the minimum term, cancellation takes effect at the end of that term by default. You choose: you can let the subscription run to the end of the minimum term, or end it sooner by paying the early exit fee below.
- After the minimum term, your subscription continues month to month, and you can cancel with 30 days' written notice.
Early exit
If you cancel before the end of the minimum initial term, an early exit fee equal to three months of your subscription fee applies, capped at the number of months remaining in the term. The fee buys a wind-down period, not just an exit: your system remains live and fully accessible for the period the fee covers, we will assist you in exporting your data during that time, and the standard data export and retention window in these terms then applies. The fee is waived where your business has ceased or is ceasing to trade. If you would rather keep the system than cancel it, a buyout option to take it in-house is available at any time; buyout terms are set out in your service agreement.
3. Retainers
- Retainers have no minimum term and are billed monthly in advance.
- You can cancel with 30 days' written notice. The service continues until the end of the notice period, and the final month is billed as normal.
- There are no refunds for partial months.
4. Fixed-price projects
- Deposits are non-refundable once work has begun, because the audit and architecture work is delivered before the build starts.
- You can cancel a project part-way through. We will invoice for the work completed and delivered up to the cancellation date, and refund any amount you prepaid beyond that. You keep everything we have delivered.
- If we cancel a project for any reason other than your non-payment or breach, we will refund what you prepaid for work we have not delivered.
5. Hourly work
- Hours already worked and reported to you are non-refundable.
- You can stop hourly work at any time by telling us in writing.
6. Website builds
- The once-off build fee is non-refundable once design work has started.
- Monthly hosting and maintenance plans can be cancelled with 30 days' written notice. There are no refunds for partial months.
- If you cancel a monthly plan within 7 days of it starting, and no support, hosting usage or changes have occurred in that period, we will refund what you paid for the plan in full.
- When a monthly plan is cancelled, we will provide your site files on request. Hosting under our account ends at the close of your final paid month.
7. Audits
- Free audits carry no charge, so there is nothing to refund.
- Paid audits are refundable in full only if we have not yet delivered the written diagnosis.
8. Your data when you cancel
The same data export and retention window as in our Terms of Service applies. You can export your data in a standard format for up to 30 days after the end of your final paid period. We keep it for those 30 days, after which we may permanently delete it. If you need it kept for longer, ask us in writing before your final paid period ends.
9. Failed and disputed payments
- If a payment fails, we retry it and let you know.
- If it remains unpaid after reasonable notice, we may suspend the service.
- Suspension does not cancel your subscription. To cancel, you still need to give written notice as described in section 1.
- Please contact us before raising a dispute with your bank or card provider. We fix billing errors quickly, and where we are at fault, we resolve them in your favour.
10. Your statutory rights
Nothing in this policy limits any rights you have under the law that applies to you.
11. Contact
Email: aidan@vantaflows.com
Post: Vanta Flows LLC, 30 N Gould St, Ste N, Sheridan, WY 82801, USA