Terms of Service

1. Who we are

Two contracting parties share this website and trade as Vanta Flows:

Your contracting party is the one named on your proposal, service agreement or invoice. In these Terms, "Vanta Flows", "we", "us" and "our" mean that party, and "you" means the business or person buying our services.

These Terms apply to the agency services we sell through vantaflows.com. They do not cover our separate products, including Clinzo, Vantage offered as a product, and MoveM8, which will have their own terms. Section 10 covers the demonstration environments linked from this website.

Your proposal, service agreement or invoice sets out the scope, fees and term of your engagement. If it conflicts with these Terms, it takes precedence. Our Refund and Cancellation Policy forms part of these Terms, and our Privacy Policy explains how we handle personal information.

2. What we provide

• Systems and automation consulting. monday.com, Make.com, CRM structuring, dashboards and integrations, billed as fixed-price projects, by the hour, or as monthly retainers.
• Custom hosted systems. Bespoke CRM and operations platforms built for you and hosted by us on our infrastructure, which runs on Supabase and Netlify. Sold as an onboarding or setup fee plus a monthly subscription, from $750 per month.
• Chatbots and conversational tools, on a monthly subscription.
• Website design and builds. A once-off build fee, plus an optional monthly hosting and maintenance plan.
• Audits, which may be free or paid.

3. Fees and billing

• Your fees, billing currency and payment method are set out in your proposal, service agreement or invoice.
• Recurring charges, such as subscriptions, retainers and monthly plans, are billed monthly in advance.
• When you set up a recurring payment, you authorise us to charge your chosen payment method automatically for each billing period until the service is cancelled under our Refund and Cancellation Policy.
• We will give you at least 30 days' written notice before changing the price of a recurring service.
• If a payment fails, we will retry it and let you know. If it remains unpaid after reasonable notice, we may suspend the service until the account is brought up to date.
• Our fees do not include taxes, which are added where they apply, or the cost of third-party subscriptions and licences, such as monday.com or Make.com plans, unless your proposal says otherwise.

4. Hosted systems and availability

• We host custom systems on third-party infrastructure, currently Supabase and Netlify.
• We aim for continuous availability, but we do not guarantee any level of uptime.
• From time to time we need maintenance windows. Where practical, we give you notice before they happen.
• Your subscription covers hosting, maintenance, bug fixes, minor adjustments and support.
• Substantial new features are outside the subscription and are quoted separately.
• We back up the systems we host. You should still keep your own copies of any data that is critical to your business.

5. Your data

• You own your business data. We process it only to provide our services to you.
• When a hosted service is cancelled, you can export your data in a standard format for up to 30 days after the end of your final paid period.
• We keep your data for those 30 days. After that, we may permanently delete it.
• If you need us to keep your data for longer, ask us in writing before your final paid period ends.
• Our Privacy Policy explains how we handle personal information.

6. Your responsibilities

You agree to:

• give us timely access to the people, information, systems and accounts we need;
• hold, and pay for, your own licences for any third-party platforms we work in;
• make sure any data you give us, or put into systems we build or host, is lawfully collected and that you are entitled to use it; and
• keep your login credentials secure.

7. Third-party platforms

Much of our work runs on platforms we do not own, such as monday.com, Make.com, Supabase, Netlify and Stripe. We are not responsible for their availability, their pricing, or changes they make to their products or terms.

8. Intellectual property

• Your deliverables. Once you have paid in full, you own the custom deliverables we create for you. Hosted systems work differently and are covered below.
• Our tools. We keep ownership of our frameworks, templates, tooling and reusable components. Where any of these are incorporated into your deliverables, we grant you a perpetual, non-exclusive licence to use them as part of those deliverables.
• Hosted systems. Your licence to use a custom system we host lasts for as long as your subscription is active and paid. If you want to take the system in-house, buyout terms are set out in your service agreement.
• This website. The content of vantaflows.com belongs to us.
• Our portfolio. We may refer to our work with you in our portfolio, unless you tell us in writing that you would rather we did not.

9. Confidentiality

Each of us will keep confidential the other's non-public business information received during an engagement, and use it only for that engagement. This does not apply to information that is already public, that the receiving party already had, or that the law requires to be disclosed.

10. Demonstration environments

This website links to demonstration environments, such as the Vantage demo sandbox reached through "Try the demo". They are provided for evaluation only, and as is. They are reset periodically, which removes anything entered into them. Do not enter real personal information or client data into a demonstration environment.

11. Warranties and limitation of liability

• We will provide our services with reasonable skill and care. Apart from that, and to the extent the law allows, our services are provided as is.
• We are not liable for any indirect or consequential loss or damage.
• Our total liability to you for all claims arising from or relating to our services is limited to the fees you paid us in the three months before the event giving rise to the claim.
• Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded or limited.

12. Cancellation and refunds

How to cancel, minimum terms, early exit and refunds are set out in our Refund and Cancellation Policy, which forms part of these Terms.

13. Suspension and termination

We may suspend or end our services if:

• fees remain unpaid after we have given you notice;
• the services are being used unlawfully; or
• the services are being used in breach of the terms of a third-party platform they rely on.

Suspension does not cancel a subscription. When our services end, the data export and retention window in section 5 applies.

14. Changes to these Terms

We may update these Terms. If a change is material and affects an active engagement, we will give you at least 30 days' written notice before it takes effect. The effective date at the top of this page shows when these Terms last changed.

15. Governing law

• If your contracting party is Vanta Flows LLC, these Terms are governed by the laws of the State of Wyoming, USA.
• If your contracting party is Aidan Maguire trading as Vanta Flows, these Terms are governed by the laws of South Africa.

16. Contact

Email: aidan@vantaflows.com
Post: Vanta Flows LLC, 30 N Gould St, Ste N, Sheridan, WY 82801, USA