Terms & conditions

By creating an account, or by continuing to use the service after we notify you of a change to these terms, you accept them on behalf of the organisation you represent. If you do not have authority to bind that organisation, do not use the service.

Vault is currently offered as a demo/beta product. Features may change, and these terms are a template pending formal legal review (see the note at the foot of this page).

Vault provides cloud software for running self-storage sites: space and customer records, agreements, billing and payments, delinquency workflows, access-control integrations, reporting, a public booking storefront and a tenant portal. We may add, change or retire features; we will not materially reduce the core service you pay for during a paid term without notice.

We provide software only. We are not a storage operator, do not take possession of any goods, and are not a party to any storage agreement between you and your customers.

• You must keep credentials confidential and ensure each user has an individual account.
• You are responsible for actions taken under your accounts. We strongly recommend enabling two-factor authentication (Settings → Security), and may later require it for privileged roles.
• Organisation owners control user roles and deactivation; a deactivated user is signed out immediately.
• Tell us promptly at [[email protected]] if you suspect unauthorised access.

You must not:

• break or attempt to break the service, probe other customers' data, or bypass security or rate limits;
• upload unlawful, defamatory or malicious content, or use the service to send spam;
• use the service for anything other than managing a legitimate storage or similar business;
• misrepresent your identity or your organisation;
• reverse engineer the service except as permitted by law;
• infringe others' intellectual property or data-protection rights.

We may suspend accounts that breach this section, proportionately and with notice where practicable.

• Subscriptions are billed [monthly/annually] in advance in pounds sterling, plus VAT where applicable.
• Demo/beta accounts may be provided free of charge; we will give at least [30] days' notice before charging for a previously free tier.
• Fees are non-refundable except where required by law or expressly stated.
• Overdue amounts may accrue interest at 4% above the Bank of England base rate, and we may suspend the service after [14] days of non-payment following a reminder.
• Payments you collect from your own customers through the storefront are processed by your chosen payment processor under your agreement with them; we are not the merchant of record.

Each party complies with the UK GDPR and the Data Protection Act 2018. As described in the privacy policy, for the personal data you store about your own customers and staff in Vault you are the controller and we are the processor. In that role we will:

• process personal data only on your documented instructions, including these terms;
• keep it confidential and apply appropriate technical and organisational security measures;
• use only the subprocessors listed in the privacy policy, with notice of changes;
• assist you, so far as reasonably practicable, with data-subject requests, breach notifications and impact assessments;
• delete or return personal data at the end of the contract, at your choice, unless the law requires retention.

You warrant that you have a lawful basis for the personal data you place in the service, including any data imported from legacy systems.

We target [99.5%] monthly availability for the hosted service, excluding planned maintenance (announced in advance where practicable) and events beyond our reasonable control. During the demo/beta period the service is provided on a best-efforts basis and no service-level commitment applies. Support is available at [[email protected]] during UK business hours.

We own the service, the Vault name and marks, and all software and documentation. You own your data. You grant us a licence to host and process your data solely to provide the service; we grant you a non-exclusive, non-transferable right to use the service during your subscription. Feedback you send us may be used freely to improve the product.

• Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be excluded.
• We are not liable for loss of profits, revenue, business, contracts, goodwill or anticipated savings, nor for indirect or consequential loss.
• Subject to the above, our total aggregate liability arising out of or in connection with the service in any 12-month period is capped at the fees you paid us in that period (or £1,000 for free/demo accounts).
• You are responsible for the accuracy of the records you keep in Vault, for your own tax and legal compliance as a storage operator, and for the goods you store for your customers.

You may cancel at any time with effect from the end of your current billing period. We may terminate or suspend immediately for material breach, insolvency or unlawful use, and on [60] days' notice for any other reason. On termination we make your data available for export for [30 days], after which it is deleted in line with our retention schedule. Sections that by their nature should survive (including payment of accrued fees, liability and governing law) survive termination.

• These terms, together with the privacy and cookie policies, are the whole agreement between us about the service.
• If a provision is found unenforceable, the rest continue in force.
• You may not assign the contract without our consent; we may assign it to an affiliate or in connection with a merger or sale.
• No waiver is effective unless in writing; failure to enforce a right is not a waiver.
• These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that consumers resident elsewhere in the UK may bring proceedings in their local courts.