Valacia® Subscription Terms

These Subscription Terms ("Terms") govern each website you publish and run on Valacia, the platform operated by Linko Vectis Ltd. They apply from the moment you sign up. They are written to be read: plain English, every figure the total payable, and nothing hidden in a schedule.

These Terms cover Valacia only. If we are designing and building a custom SaaS application for you, that is a different agreement: see our custom SaaS application terms. The prices are on the Valacia price list page.

1. Who These Terms Are Between

• Us: Linko Vectis Ltd ("Linko Vectis®", "we", "us", "our"), a company registered in England and Wales, company number 17200208, registered address Office 1193, 60 Tottenham Court Road, Fitzrovia, London, W1T 2EW, United Kingdom. Registered with the Information Commissioner's Office (ICO) under reference ZC153121.
• You: the business or organisation that opens an Account with us ("you", "your", the "Subscriber"): a company, a partnership or another organisation, or a sole trader. For a sole trader, the Subscriber is the individual who runs the business, and for a partnership, its partners, whatever name the business trades under. Valacia is sold for use by businesses and organisations, and we do not sell it to anyone for their personal use. By opening an Account, you confirm that you are opening it for your business or organisation, and not for your personal use, and, if you are a sole trader or a partner, that you are acting wholly or mainly for the purposes of your trade, business, craft or profession. If you are opening it for a company, a partnership or another organisation, you confirm you are authorised to accept these Terms on its behalf.
• Contact: connect@linkovectis.com.

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2. Definitions

• "Valacia" or the "Platform" means the platform on which your Site is built, published and hosted, together with Valacia Studio, which you sign in to at valacia.app.
• "Site" means the website you publish on the Platform, including the content you supply for it. An Account may hold more than one Site.
• "Account" means what you open when you sign up to Valacia. It holds your Sites and your seats, and you and the people you give seats to manage them from it in Valacia Studio.
• "Account Holder" means the person who opens your Account, or the person to whom the current Account Holder later hands that role in Valacia Studio. The Account Holder holds the Management Account Seat your Account includes. Where these Terms refer to the email address on your Account (clauses 3.3, 5.2 and 15.5), they mean the Account Holder's email address.
• "Business Type" means the kind of business a Site is set up for, chosen when the Site is set up, from those in clause 3.5. It decides the Site's templates, the pages it offers, and how Valacia Studio is set out for it.
• "Valacia Studio" means the part of the Platform where you and your staff sign in to manage your Sites, their customers and, where the Plan includes them, bookings and payments. It is set out for the Business Type of the Site you are managing.
• "The customer relationship management (CRM) system" or the "CRM" means the part of Valacia Studio that holds an entry for each customer and what they have sent you, as clause 3.7 sets out.
• "Plan" means Pro or Business, as clause 3.3 sets them out. Each Site has its own Plan.
• "Trial" means the free trial of fourteen days, one for each email address, that a new Site can start with, as clause 3.3 sets it out and clause 6.4 ends it. Unless a clause says otherwise, these Terms apply during a Trial as they apply to a Subscription, except that a Trial has no fee.
• "Valacia Platform Licence" (the "Licence") means the right to use the Platform and the Valacia Platform Services that you hold for a Site while its Subscription is active or its Trial is running, as clause 11.2 sets out.
• "Valacia Platform Services" means the services we provide to you through the Platform under your Licence: publishing and hosting your Site, Valacia Studio, and the features of your Plan or your Trial, and of the Business Type your Site is set up for, as section 3 sets them out.
• "Valacia Management Access Licence" (a "Management Account Seat") means the right for one person you choose to sign in to Valacia Studio and manage your whole Account, as clause 3.3 sets out.
• "Valacia Site Access Licence" (a "Site Seat") means the right for one person you choose to sign in to Valacia Studio for one Site, with the permissions you choose for them from the set we provide, as clause 3.3 sets out.
• "Payment Account" means your own account with Stripe, our payment processor, through which your Site takes payments, as clause 3.9 sets out.
• "Payment Fee" means the fee on each payment taken through your Site, as clause 4.8 sets out.
• "Point-Of-Sale Link" means a connection between a Site and a point-of-sale system you use, as clause 3.10 sets out.
• "Subscription" means a paid Plan for one Site: the monthly or yearly service that keeps that Site published, hosted and looked after, as section 3 sets out.
• "Subscription Period" means the month or the year, as applicable, that you have paid for in advance.
• "Seat Billing Period" means the month or the year, as you choose, that you have paid for in advance for your Management Account Seats, as clause 3.3 sets out.
• "End-User Data" means personal data about your own customers and visitors that reaches us through your Site - For example an enquiry, a booking, a payment or a note you keep in the CRM.
• "UK Data Protection Law" means the UK GDPR and the Data Protection Act 2018, as amended or replaced.

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3. What Valacia Gives You

3.1 You sign up and choose the Business Type for your Site. Valacia Studio asks you about your business, you choose the look from the templates made for that Business Type, and your Site is set up from your answers. Valacia Studio also walks you through the pages your Business Type offers, and you choose which of the optional ones your Site shows (clause 3.11). There is no page builder to learn and there are no boxes to drag. You check it and publish, and from then on you and your staff run it from Valacia Studio. You need nobody from us to do any of it. The Platform runs on Google Cloud.

3.2 Every Plan, and the Trial, gives you:

• Hosting, served and secured. We keep your Site online around the clock on Google Cloud (clauses 8.1 and 8.3), and it is served over a secure connection.
• Valacia Studio. You and your staff sign in and manage your Site and your customers from a phone, a tablet or a computer. When your Account holds more than one Site, you choose which one to manage, and Valacia Studio changes to that Site's Business Type.
• Set up for your kind of business. Your Site's pages come from the templates for its Business Type, as clauses 3.5 and 3.11 set out, and we look after its technical search set-up.
• The CRM. Every enquiry sent through your Site is kept in the CRM against the person who sent it (clause 3.7).
• Listings, where your Business Type shows them. Visitors can search and filter your listings. A listing you mark sold stays on your Site as a record until you take it down.
• Click to call, your service area and a photo gallery. A visitor can ring you from the page, see where you work and look through your photographs.
• The footer the law asks for. Your registered company name, your company number and your registered office render on every page of your Site.
• Monitoring, backups and patching. We watch whether your Site is up, we keep managed backups on Google Cloud, and we keep the Platform and its libraries current.
• No advertising. We put no advertising, of ours or of anyone else's, on your Site, on any Plan or during the Trial. The one mention of us is the small Powered By Valacia badge that clause 3.3 describes.

3.3 The two Plans, and the Trial before them. Every Plan, and the Trial, includes everything in clause 3.2. They differ as follows:

• Pro. A live website, on your own domain if you connect one, with the Powered By Valacia badge in its footer until you switch it off; contact and enquiry forms; and the pages that clauses 3.5 and 3.11 give every Plan. Each enquiry sent from a form is emailed to the address you give us, and it also appears in Valacia Studio, with the page it came from, and in the CRM against the person who sent it.
• Business. Everything in Pro, plus bookings with email confirmations and a booking page (clauses 3.8 and 3.11), card payments taken with a booking or an invoice (clause 3.9), invoices your customers can pay online and your branding on what your Site sends to your customers (clause 3.15), a Point-Of-Sale Link (clause 3.10), marketing email campaigns you send from Valacia Studio, and two Site Seats.

The Trial. A new Site starts with a Trial of fourteen days if neither your Account nor the email address on your Account has had one before, and the Trial is free. It gives you everything in Business for that Site, on a valacia.site address, except that payments run in test, with test cards and no real money, and a marketing campaign or an invoice can be sent only to the people who hold a Management Account Seat in your Account or a Site Seat on that Site; both open fully when you choose Business. You do not give us a payment card to start it. While the Trial runs, your Site asks search engines not to list it, because it may not stay published after the Trial ends. Each email address can have one Trial, and a Site has one Trial, so any other Site starts when you choose a Plan for it. Deleting a Site or your Account does not give the address another Trial. To keep to this after an Account is deleted, we keep a coded record of the email address, as our Privacy Policy explains. You can connect your own domain once you choose a Plan (clause 4.7). Clause 6.4 sets out what happens at the end of the Trial.

The Powered By Valacia badge. While the Trial runs, every page of your Site shows a small "Powered By Valacia" badge that links to our website, and it cannot be switched off. When you choose a Plan, the badge comes off your Site automatically. On a Plan, the same badge sits in your Site's footer, and you can switch it off in Valacia Studio, and on again, at any time. It is on when a Plan starts, and once you switch it off, we never switch it back on.

Seats. Each person who signs in to Valacia Studio for your Account holds a seat of their own, of one of two kinds. A Management Account Seat lets the person who holds it manage your whole Account: every Site, its Plan and its Site Seats, and the billing for your Account, apart from the actions kept to the Account Holder. Your Account includes one Management Account Seat at no charge, which the Account Holder holds, and while a Site in your Account has a Plan, you can buy more at the price in clause 4.2. A Site Seat lets the person who holds it manage one Site, with the permissions you choose for them from the set we provide. You cannot write permissions of your own. Business includes two Site Seats for each Site, and on Pro or Business you can buy more for a Site at the price in clause 4.2. Site Seats belong to a Site: a Site's Site Seats are those its Plan includes and any you have bought for it. One person can hold a Site Seat on more than one of your Sites, and uses one on each. You give each seat to one person who works for or with your business, and you can take it back and give it to someone else at any time, at no charge. Some actions are kept to the Account Holder, such as deleting your Account, buying, lowering, giving and taking back Management Account Seats, and handing the Account Holder role to another person who holds one. You are responsible for what the people you give seats to do in your Account, and anything a person holding a Management Account Seat buys there is bought on your behalf. During the Trial, a Site has the two Site Seats that Business includes, and no more, because the Trial takes no payment. While a Site has neither a Plan nor a Trial, its Site Seats are switched off and nothing is charged for them. When a Site has a Plan again, or moves from its Trial to a Plan, it has the Site Seats that Plan includes and any further ones that you choose to buy at the price in clause 4.2, and you choose who holds them.

Paying for seats. Each Site Seat beyond those its Plan includes is charged with that Site's Subscription, monthly or yearly as the Subscription is, in every Subscription Period, whether or not anyone is using it. Each Management Account Seat beyond the one included is billed on its own, monthly or yearly as you choose when you first buy one, in every Seat Billing Period, whether or not anyone is using it and whether or not any Site has a Plan; you can change that choice from the next renewal. Giving a seat to someone, or taking it back, does not change what you pay. We charge for more only when you choose to buy them, and Valacia Studio shows the exact amount before you confirm. The first Management Account Seat you pay for starts its own billing on the day you buy it, and is charged then for the month or the year ahead; it can be used once that payment is made. The same applies to the first one you buy after that billing has ended. Any other seat is charged as follows. When you buy a seat that is billed monthly, a share of the monthly price for the rest of its current period (the Subscription Period for a Site Seat, the Seat Billing Period for a Management Account Seat) is added to your next monthly invoice. When you buy a seat that is billed yearly, a share of the yearly price for the rest of its current period is charged when you buy it, on an invoice of its own, and the seat can be used once that payment is made. Every renewal invoice, starting with the next, charges each seat beyond those included that you have at that time. You can lower the number of seats you pay for at any time, down to those included. The lower number starts at the next renewal, and until then you keep every seat you have paid for. We do not refund the rest of the period. If more people hold seats than the lower number allows, you choose who keeps access before it starts, and anyone you have not chosen loses access on that date. Ending a Site's Subscription ends its Site Seats with it, and does not change your Management Account Seats. If a monthly Subscription ends before the invoice that would carry a part-period charge for a Site Seat, we do not charge it.

Marketing campaigns. On Business, you can send marketing email from Valacia Studio. Each campaign goes to your marketing list: the people the CRM shows have agreed to hear from you, apart from anyone who has unsubscribed or whom you have taken off the list. You are responsible for having permission to email each person you send to, as section 7 sets out, and we do not write, check or send your campaigns for you.

The limits on each Plan. These limits apply to each Site, whatever its Business Type:

The photographs and logos limit counts each file at the size you upload it, and one file can be up to 30 MB. A campaign email is one email to one person, and the monthly count goes back to zero when each calendar month begins, at midnight UK time. Valacia Studio shows how much of each limit a Site has used. For photographs and logos, the marketing list, campaign emails and page views, we email you when a Site reaches 80% of the limit and again when it reaches it. At the limits for photographs and logos, the marketing list and campaign emails, only the next thing you start yourself is held back. An upload that would go over can go ahead once you delete enough photographs or logos. A campaign that would take the month past its count can be sent once the next month begins, and its draft is kept. While your marketing list is over its limit, the CRM still records everyone who agrees to hear from you, and campaigns can be sent again once you take enough people off the list. Reaching a limit never deletes anything, never takes your Site offline and never adds a charge you have not chosen. There is no monthly limit on the bookings or enquiries your Site takes, on the people the CRM keeps, or on the emails that confirm a booking or deliver an enquiry. The Trial has the limits of Business. A Site that has neither a Plan nor a Trial, such as one you are still setting up, holds 1 GB for photographs and logos until a Plan is chosen for it, and otherwise has the limits of Pro. Clause 3.12 sets out how a limit can change, and clause 3.13 the technical ceilings that protect the Platform.

Page views. A page view is one page of your Site sent in answer to a request, whether a person or a program made it. The photographs and files a page loads are part of it, and are not counted on their own. We do not count requests from search engines that say what they are, or requests that are blocked, or that fail a check, under clause 3.13. We count without cookies and without reading anything from a visitor's device. Each Site has the page views in the table above for each calendar month, on a monthly and on a yearly Subscription alike, and the count goes back to zero when each calendar month begins, at midnight UK time. During the Trial, a Site has the page views of Business for the whole Trial, counted across its fourteen days, and when you choose a Plan the count starts again for the rest of that calendar month. Valacia Studio shows how many page views a Site has used. When a Site has used its page views, it stays online and every page, form, booking and payment keeps working, but its photographs show at a lower resolution, at most 800 pixels wide, until the calendar month ends, or during the Trial until a Plan is chosen or the Trial ends. Its words, its logo and its contact details stay as they are, and nothing is deleted. On Pro and Business, once in each calendar month, you can add 100,000 more page views to a Site for the rest of that month, at the price in clause 4.2. You add them yourself in Valacia Studio, which shows the amount before you confirm, and offers them only while they would bring back, or keep, the Site's full photographs. We take the payment when you confirm, on an invoice of its own, and email you a receipt. Once it is paid, the Site's photographs return to full resolution within minutes. If the Site uses those page views too, its photographs show at a lower resolution again until the calendar month ends. More page views are never added automatically or more than once in a calendar month, and none can be added during the Trial. Page views you add and do not use end with the calendar month. At high volumes our count is an estimate, so we leave a margin in your favour before a Site's photographs change. If you think a Site's count includes an attack or other automated traffic, tell us within thirty days. We will check it against our records, and remove from the count any requests they show came from an attack or from automated software.

3.4 We may improve the Platform, add features and change how it works. We will not remove a material feature from the Subscription you are paying for without telling you first (see section 13).

3.5 Business Types. You choose a Business Type for each Site when you set it up. The Business Types, and what each gives on each Plan, are:

The Restaurants Business Type covers restaurants, cafés and takeaways, and the Hotels Business Type covers hotels, B&Bs and guest houses. From launch, a Site can be set up as Hotels, Restaurants or Every Other Business. The Aviation (General Aviation and Flight Simulation) and Showrooms Business Types follow after launch. Until Valacia Studio offers one of them, it cannot be chosen for a Site. There is one published price list for every Business Type: the Plan sets the price, and the Business Type decides which pages your Site can show (clause 3.11). Where a Business Type offers something you do not need, such as the restaurant module for a hotel with no restaurant, you can switch it off. The Point-Of-Sale Link, marketing email campaigns, invoices, your branding on what your Site sends to your customers and the two Site Seats that Business includes are part of Business for every Business Type.

3.6 Several Sites in one Account. An Account can hold more than one Site, each with its own Business Type and its own Plan or Trial. Holding several Sites costs nothing beyond the Plan of each one. You move between them in Valacia Studio.

3.7 The CRM. The CRM keeps an entry for each person who contacts or books with you through your Site, and for anyone you add yourself. It holds their contact details, every enquiry they have sent and, on Business, their bookings, invoices and payments, in the order they happened. You can add notes, set a follow-up date, see the follow-ups that are due, and record whether the person has agreed to receive your marketing email. What the CRM holds is your data (clause 9.1). You can download it from Valacia Studio as CSV files, and delete a person's entry, at any time (clause 10.6). The invoices, receipts and credit notes already sent to that person stay among your documents (clause 3.15).

3.8 Bookings. On Business, visitors can book through your Site in the way clause 3.5 sets out for its Business Type. You set the times and places that can be booked. Each booking is confirmed to the visitor by email, with a receipt for any payment taken with it, and appears in Valacia Studio and in the CRM. We charge nothing on a booking (clause 4.3).

3.9 Payments. On Business, your Site can take a card payment with a booking (a deposit or the full price, as you choose) and for an invoice you send from Valacia Studio (clause 3.15). Payments are made to your own Payment Account with Stripe, which you open and verify with Stripe from Valacia Studio. Your Site starts taking payments with real money once the business details for your documents are complete (clause 3.15). You are the seller, and every payment is yours: it goes to your Payment Account and Stripe pays it out to your bank. It does not pass through us, and card details never reach us (clause 9.5). Payment processing services for Valacia subscribers are provided by Stripe and are subject to the Stripe Connected Account Agreement (opens in a new tab), which includes the Stripe Terms of Service (opens in a new tab) (together, the Stripe Services Agreement). By agreeing to these Terms you agree to be bound by the Stripe Services Agreement, as Stripe may change it from time to time. Stripe processes your data as its Privacy Policy (opens in a new tab) explains. You agree to give us accurate and complete information about you and your business, and you authorise us to share it, and information about your payments, with Stripe. You can refund a payment, and see and answer a dispute, from Valacia Studio. Stripe screens each card payment for fraud, at no charge beyond the Payment Fee. Screening lowers the risk of a fraudulent payment and does not remove it, and a dispute stays between you, your customer and Stripe. Each payment carries the Payment Fee in clause 4.8.

3.10 Point-Of-Sale Links. On Business, you can link a Site to a point-of-sale system you use, where it is one Valacia Studio lists as supported. Valacia Studio shows what the link exchanges before you connect it. You need your own account with that system's provider; its terms and its fees are between you and them, and the link works only while their service does (clause 8.1). We charge nothing for the link beyond your Plan.

3.11 Your pages. Your Site is made of pages from the templates for its Business Type. Each page has a set layout for your own words and photographs, and it appears on your Site once you have added them. When you set up a Site, Valacia Studio asks about your business and switches on the pages that fit your answers. From then on, you can switch any page on or off in Valacia Studio whenever you like, apart from the pages the table below marks as always shown. A page you switch off disappears from your Site when you publish the change, and we keep what you wrote for it for as long as your Site exists. Each page comes with the Plans the table shows for it, at no charge beyond your Plan:

If you choose Pro when the Trial ends, we switch off the pages that come only with Business and keep what you wrote for them. You also choose what shows on every page of your Site. That can be the button that rings you, your opening times, links to your social media pages and a short notice that stops showing on the date you set. On Business and during the Trial, it can also be a booking button. The company details in your footer always show (clause 3.2). We do not write, generate or check your privacy policy or your cancellation and refund terms: they are your own words. We may add pages to this clause under clause 3.4. We will only limit how many pages a Site can show to protect the Platform from misuse, and only as clause 3.13 sets out.

3.12 Changes to a limit. We may raise a limit in clause 3.3 at any time. We lower one only where a company whose service the Platform relies on (clause 8.1) raises its charges for what that limit covers or changes its own limits, or where the law requires it. A lower limit applies to everyone on the same Plan, and only from the start of a Subscription Period that begins at least thirty days after we email you about it, so a yearly Subscription keeps its limits until its renewal date. If you cancel before a lower limit applies, you are never bound by it, and you can cancel at no charge. Where the law requires a lower limit sooner, we tell you as soon as we can, and you can cancel at once and have the unused part of the Subscription Period you paid for refunded. A lower limit never deletes anything a Site already holds: if a Site is over a new limit for photographs and logos, the marketing list or campaign emails, only its new uploads or campaigns wait. A lower number of page views first applies from the start of the next calendar month after it takes effect, and a Site that then uses more than the new number stays online with lower-resolution photographs, as clause 3.3 sets out. This clause takes precedence over clause 13.2 for the limits.

3.13 Protecting the Platform. To protect the Platform and every Site on it from misuse, faults and attacks, we set technical ceilings. They cover how often one visitor can send a form, how many forms and emails one Site can handle in an hour or a day, how many new Sites an Account can be setting up at once before choosing a Plan for them, how many people can be added to the CRM by hand in a day, how many seats an Account and each Site can hold and how many invitations to them can be sent in a day, how many photographs and logos can be uploaded to a Site in a day, how often a folder of all a Site's photographs and logos can be prepared, how much of them can be downloaded in a day, and how fast an Account can use Valacia Studio. They are not Plan limits. Each one sits well above what a busy small or medium-sized business uses, and we never use one to ration ordinary use. A visitor who sends forms faster than a person could is asked to wait. If an Account uses Valacia Studio far faster than a person could, we pause that Account's access to Valacia Studio while a person at Linko Vectis checks it, and its Sites stay online throughout. These ceilings also cover how fast one visitor can ask for pages and photographs, and traffic that shows the signs of an automated attack. A visitor who asks for pages or photographs far faster than a person could may be asked to pass a short automatic check, or be blocked for up to an hour. When traffic to a Site, or to valacia.site addresses as a whole, shows the signs of an automated attack, such as very many requests from a few networks, every visitor to that Site, or to the Sites on valacia.site addresses, may be asked to pass the same check before a page opens, for up to a day at a time. Most people pass it in a moment, and we tell you when it starts and when it stops. Passing the check stores a cookie in the visitor's browser, so that they are not asked again straight away. A photograph is served as part of your Site's pages, and a request for it from another website's page may be refused. Requests that are blocked, or that fail the check, never count towards a Site's page views (clause 3.3). When a Site reaches a ceiling, we keep every enquiry and booking it receives, we tell you, and a person at Linko Vectis checks what happened. An email held at a ceiling shows in Valacia Studio as waiting to send, and we send it once we have checked it. Reaching a ceiling never takes your Site offline. We add a new kind of ceiling to these Terms, with notice under section 13, before it applies.

3.14 Pausing work to protect the Platform. If an attack, a fault or misuse sharply raises the work the Platform does or what it costs to run, we may pause, across the Platform and for as short a time as we can, the work that can wait: sending campaigns, preparing new photographs and logos for your Site, uploads to Sites that have no Plan, downloads and folders of photographs and logos, setting up new Accounts, Trials and Sites, and access to Valacia Studio for Accounts that have no Plan. If the email the Platform sends nears a limit set by the company that sends it for us, we may also hold emails that confirm a booking, deliver an enquiry, or carry an invoice, a receipt or a credit note. A held email shows in Valacia Studio as waiting to send, and we send it once we have checked it. Your Site stays online throughout and keeps taking enquiries and bookings, and nothing is deleted. Valacia Studio shows while a pause is in place, and anything paused can go ahead once it ends. If a pause falls within the fourteen days before we delete a Site under clause 6.4 or 6.9, we do not delete it until fourteen days have passed after the pause ends. A pause is not a Plan limit, and we never use one to ration ordinary use.

3.15 Invoices, receipts and your branding. On Business, once your Payment Account can take payments and the business details for your documents are complete, you can send an invoice from Valacia Studio to a person in the CRM, and during the Trial you can send practice invoices as the last paragraph of this clause sets out. Your customer opens it on a page of your Site and pays it in full by card on Stripe's own payment page (clause 9.5). That payment carries the Payment Fee in clause 4.8 and nothing else, and we charge nothing to send an invoice.

Each invoice takes the next number in your Site's own series when you send it. A sent invoice cannot be changed, and it is deleted only with your Site's data (clause 10.6). You cancel an unpaid invoice, or refund a paid one, with a credit note that Valacia Studio numbers and sends for you. If your customer pays you another way, you can mark the invoice paid, and no Payment Fee applies. Each card payment for an invoice is confirmed to your customer with a receipt, and each booking confirmation carries a receipt for any payment taken with the booking (clause 3.8).

You can add a tax registration number to your business details. It then prints on your invoices, receipts and credit notes, and you set the rate of tax for each line of an invoice. You confirm that the number is registered to your business. We may check it with HMRC, and we may decline to print, or stop printing, a number HMRC does not recognise.

Your invoices, receipts and credit notes, your booking confirmations and the marketing campaigns you send carry your branding: your business's name and the business details you give us for your documents in Valacia Studio, with the logo, colours, fonts and header images you upload there, or the colours of your Site's look where you upload none. Header images count towards the photographs and logos limit in clause 3.3. A font you upload is used only in the ways you choose for it in Valacia Studio, and you confirm there that you hold the right to use it in each of them. Where a font cannot show, for example because of the email app your customer uses or the font's own settings, another font takes its place. Your Site itself keeps the look you chose. These emails are sent in your business's name from a Valacia sending domain (clause 10.4), not from your own email address or domain, and replies go to the email address you give us.

Each invoice, receipt and credit note is your document, and you are responsible for what it says (clause 7.5). You can download them from Valacia Studio at any time while we hold your Site's data (clause 10.6). During the Trial, an invoice can be sent only to the people who hold a seat (clause 3.3) and is marked as a practice invoice, and a receipt for a payment in test says that no money was taken.

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4. Billing And Payment

4.1 When you pay. The Trial is free: nothing is charged during it, and nothing is charged when it ends unless you choose a Plan. Each Site's Subscription is charged in advance for each Subscription Period - Monthly on each monthly renewal date, yearly once a year on the yearly renewal date. There is nothing to pay up front and nothing to pay before your Site goes live. Management Account Seats beyond the one your Account includes are charged in advance for each Seat Billing Period. A seat bought part-way through a period, and the first Management Account Seat you pay for, are charged as clause 3.3 sets out.

4.2 Every published figure is the total payable. The prices below are the current published prices:

4.3 We take nothing out of a booking or an enquiry. We take no commission on a booking, a sale or a hire that starts on your Site, and we charge no fee per listing, per booking, per invoice or per enquiry received. When a customer pays through your Site, the Payment Fee in clause 4.8 applies to that payment and nothing else. Money your customers pay you goes to your own Payment Account; it does not pass through us.

4.4 Paying yearly. A yearly Subscription is paid twelve months up front, at eleven times the monthly price, so one month of the year is free. It runs to the end of the twelve months you have paid for.

4.5 Currency. All prices are in pounds sterling.

4.6 Failed payment. If a payment fails, we will tell you and give you a reasonable opportunity to put it right. If it is still unpaid after that, we may suspend your Site, and clause 6.5 describes what that means.

4.7 Your own domain. On Pro and Business you can connect your own domain to your Site. The domain is registered to you and billed by your registrar, and its registration and renewal fees are yours to pay, separate from the prices above.

4.8 The Payment Fee. Each payment taken through your Site carries one fee, taken from the payment when it is made. That fee is Stripe's fee for the payment on your Payment Account, passed on at cost, plus 1% of the payment, which is ours. On a standard UK card that comes to 2.5% + 20p.

Stripe's figures are its published standard UK rates on the day this clause was last updated. Stripe sets them. If Stripe changes them, or agrees different rates with you, its part changes with them, and Valacia Studio shows the rates that apply to you.

Our 1% is a price under section 5. There is no Payment Fee on a booking that takes no payment, on an enquiry, or on money you take any other way.

If you refund a payment in full, we refund our 1% in full. If you refund part of a payment, we refund the same share of our 1%. Stripe does not return its own fee when a payment is refunded. A dispute about a payment is between you, your customer and Stripe. Stripe's own dispute fee is charged to your Payment Account, and we add nothing to it.

4.9 Each Site is billed on its own. Each Site's Subscription has its own Plan, its own renewal date and its own invoice. Cancelling one Site's Subscription does not affect another. Management Account Seats beyond the one your Account includes are billed together, on an invoice of their own.

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5. Price Changes

5.1 This is the clause every other page quotes. Where a price change is mentioned anywhere else on this website, it means exactly this and never more:

Published prices can change. Any change to the price of an active subscription is notified at least thirty days ahead by email, and you may cancel before it takes effect at no charge. There is one published price list for everyone, and a yearly Subscription renews at the price published on its renewal date.

5.2 How notice works. We send notice of a price change by email to the address on your account, at least thirty days before the first Subscription Period the changed price applies to. If you cancel before that date, you are never charged the changed price. A Subscription Period you have already paid for is never re-priced.

5.3 One rule for everyone. We do not run individual or negotiated pricing: every subscriber pays the published price, and a change applies to everyone on the same notice.

5.4 Paying yearly. A yearly Subscription is paid twelve months up front, and money already paid is never re-priced. A changed price can reach it only at renewal, at the published price in effect at that time. If that renewal price differs from the price you last paid, the thirty days' notice in clause 5.1 arrives before the renewal date.

5.5 Which prices this section governs. This section covers the fee for a Plan, the price of a Site Seat, of a Management Account Seat and of more page views (clause 4.2), and our 1% of the Payment Fee (clause 4.8), which changes only on the same notice and with the same right to cancel. Stripe's part of the Payment Fee is set by Stripe.

For Management Account Seats, this section applies to each Seat Billing Period as it applies to a Subscription Period: once you have paid for a Seat Billing Period, it is never re-priced, and you may lower the number of Management Account Seats before a changed price applies, at no charge. The Trial is free, so it has no price to change; where we change what the Trial includes, section 13 governs that.

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6. Cancellation And Refunds

6.1 The monthly Subscription is rolling. There is no minimum term, no notice period and no cancellation fee. You may cancel at any time with the Cancel Plan button in Valacia Studio, or by emailing connect@linkovectis.com. Your Site stays published until the end of the month you have already paid for, and you are not charged again for that Site. Management Account Seats are billed on their own (clause 3.3).

6.2 A yearly Subscription runs to the end of the year paid for. If you cancel part-way through, it continues until the end of that twelve-month period and then stops; it does not renew.

6.3 What cancelling refunds. Cancelling a Subscription stops its future charges; it is not a refund of the period you have already paid for. We do not refund the unused part of a month, or the unused months of a year paid up front. If we get something badly wrong, ask us - We would rather sort it out than hide behind this clause. Nothing here removes any statutory right you have that cannot lawfully be excluded.

6.4 When the Trial ends. To keep your Site published when the Trial ends, choose Pro or Business. We hold no payment card, so nothing is charged unless you choose a Plan. No real payment is taken during the Trial (clause 3.3), so nothing needs refunding when it ends. If you do not choose a Plan:

• Your Site stops being published. A visitor to its valacia.site address sees a plain holding page saying that the website is not available at the moment. It does not say that your Trial has ended.
• We tell you. We email you, and Valacia Studio shows you, that the Trial has ended, the date we will delete your Site, and how to choose a Plan or download your customer records and bookings. Once your Site has been deleted, we email you again.
• We keep it for fourteen days after the Trial ends. Your Site, its content and its data are kept for fourteen days after the Trial ends. Bookings your Site took during the Trial stay yours to keep or cancel with your customers, and Valacia Studio keeps them for those fourteen days with the rest of your Site. Choose a Plan within that time and nothing is lost. Until then you can still sign in to download your customer records and bookings (clause 10.6) and the photographs and logos you uploaded (clause 8.1). After those fourteen days we delete them, and backups age out on their normal cycle.

You can end a Trial early, and delete your Site and its data sooner, in Valacia Studio or by emailing connect@linkovectis.com.

6.5 What happens to your Site. If your Subscription ends, your Site stops being published, and stops taking bookings and payments, including payments for invoices you have sent, at the end of the Subscription Period you have paid for. We will tell you the date before it arrives. Your Payment Account stays yours with Stripe, and a payment already taken for a booking or an invoice is yours to honour or refund. We then keep your Site, its content and its customer records for up to two years, as clause 6.9 sets out.

6.6 Your domain stays yours. Your domain remains registered in your name. You can point it wherever you like, whenever you like, and you do not need our permission to do it.

6.7 Cancellation by us. We may end or suspend your Subscription on reasonable written notice, and immediately where section 7 (acceptable use) is seriously or repeatedly breached. Where we end a Subscription for a reason that is not your breach, we refund the unused part of the Subscription Period you have paid for. We may end your Management Account Seats in the same way, and where we end them for a reason that is not your breach, we refund the unused part of the Seat Billing Period you have paid for.

6.8 Your Payment Account, and several Sites. You can end one Site's Subscription without ending another. Ending a Subscription does not close your Payment Account, which is between you and Stripe. If Stripe restricts or closes your Payment Account, your Site stops taking payments; the rest of your Plan continues, and we tell you.

6.9 How long we keep your Site and your Account. When a Site's Subscription ends, however it ends, including when we end it under clause 6.7, we keep that Site, its content and its End-User Data for two years from the day it ends, in case you choose a Plan for it again. During those two years:

• Your Site is not published. A visitor sees the plain holding page that clause 6.4 describes. Your Site takes no enquiry, booking or payment, and sends no campaign.
• You can still sign in. In Valacia Studio you can read what we keep, download your customer records and bookings (clause 10.6), and delete the Site and its data.
• You can bring it back. Once you choose a Plan for the Site, we publish it again, using its templates as they are at that time.

If no Plan is chosen, we delete the Site, its content and its End-User Data when the two years end. We delete your Account, with anything still in it, once two years have passed without any Site on it having a Subscription or a Trial, and without any Management Account Seat being paid for. Before we delete a Site or your Account, we email you thirty days and fourteen days ahead, and we email you again once we have deleted it.

When a Trial ends without a Plan being chosen, clause 6.4 applies instead. You can delete a Site, its data or your Account sooner at any time, in Valacia Studio or by emailing connect@linkovectis.com.

We keep our invoices to you, and the record of what we billed, for six years after the end of the financial year they relate to, as UK law requires. We also keep the coded record of your email address that clause 3.3 describes, for the period our Privacy Policy states. Backups age out on their normal cycle.

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7. Acceptable Use

7.1 You are responsible for what is on your Site, including the accuracy of a listing, its description and photographs, and confirming that you have the right to publish them.

7.2 You agree not to use Valacia to publish, host, send or do any of the following:

• Anything unlawful, or that infringes the intellectual property, privacy or other rights of anyone else.
• Offering goods you do not have the right to sell or hire.
• Content that is defamatory, harassing, discriminatory, or that promotes violence or self-harm.
• Adult content, or anything unsuitable for a general audience arriving from a search result.
• Malware, phishing pages, deceptive redirects, or anything designed to mislead a visitor about who they are dealing with.
• Invoices or other requests for payment for anything you have not supplied or agreed to supply, or sent in the name of a business that is not yours.
• Pages made only to draw visitors from search engines, such as near-copies of the same page written for different towns or areas.
• Unsolicited bulk email, or the use of any Valacia sending domain to send marketing you have no permission to send.
• Attempts to probe, scan, overload or gain unauthorised access to the Platform, to another customer's Site or data, or to the underlying infrastructure.
• Reselling, sublicensing or reproducing the Platform itself, or scraping it in bulk, without our written agreement.

7.3 You confirm that any personal data you publish or collect through your Site is handled lawfully, and that you have given your own customers the privacy information UK Data Protection Law requires.

7.4 If we believe a Site breaches this section, we may remove the offending content or suspend the Site. Unless the breach is serious, unlawful or ongoing, we will tell you first and give you a chance to put it right.

7.5 Taking payments. If your Site takes payments, you are the seller. You describe accurately what a customer is paying for and your cancellation and refund terms; you honour the rights your customers have in law; you add no charge for paying by card where the law forbids it; and you take payments only for things Stripe allows on your Payment Account. You are also the issuer of every invoice, receipt and credit note your Site sends. You are responsible for what each one says, including any tax details you add, for giving your customers the information the law asks of your business, and for keeping your own records. We lay them out and send them on your instructions.

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8. Availability And The Honest Limits

8.1 We will provide the Platform with reasonable skill and care. We are equally clear about what a Subscription does not promise:

• Uptime. Valacia is built on Google Cloud, whose infrastructure is designed for high availability, and we act quickly when something goes wrong. Even so, we do not guarantee the Platform or your Site will be available without interruption or entirely free of faults. Availability depends in part on Google Cloud and other third parties we do not control. Clause 8.3 sets out how we schedule maintenance.
• Payments come with a booking or an invoice. On Business, your Site can take a deposit or the full price with a booking, and payment for an invoice you send (clauses 3.9 and 3.15). Your Site has no basket and no checkout, and we never hold your money.
• Listings are what you put on. Your staff keep them up to date in Valacia Studio. Your Site does not read from an accounts package, a hire system or a supplier feed, and we do not keep it in step with one. Apart from your Payment Account (clause 3.9), the only link to another company's system is a Point-Of-Sale Link under clause 3.10.
• Pages are the ones on offer. Your Site's pages are determined by clauses 3.5 and 3.11. There is no blank page to fill and no layout to design, and a page the Platform does not offer cannot be added. You can let us know in Valacia Studio which page you would like.
• Booking portals. Your Site does not exchange bookings or availability with booking portals or other booking systems. If you sell a room or a table somewhere else, you must close it in Valacia Studio yourself.
• Your Site stays on Valacia. Valacia has no way to export your Site, its pages or its design, and we do not move a Site to another platform or provider. Your domain stays yours (clause 6.6), and so do the words and photographs you supply (clause 11.1). Your customer records and bookings come back to you as clause 10.6 sets out. Until we delete your Site, you can download the photographs and logos you uploaded from Valacia Studio, one at a time or all together, as the files you uploaded.
• Search rankings. Every Site ships with metadata, a canonical URL, a sitemap and structured data, and its pages reach visitors through a global content delivery network. That is a speed and quality standard, and it is not a promise about where you rank in search, which no honest provider can guarantee.
• Third parties. The Platform relies on third-party services, including Google Cloud, the company that runs the content delivery network for every Site, Stripe and the provider of any point-of-sale system you link. Their terms, availability and pricing are outside our control, and we are not responsible for their acts, omissions or outages.

8.2 Except as expressly stated, and to the fullest extent permitted by law, all other warranties, conditions and terms, whether express or implied, are excluded. Nothing in these Terms excludes any statutory right you have that cannot lawfully be excluded.

8.3 Scheduled maintenance. We keep the Platform and the software it runs on up to date and patched (clause 3.2). Most of that work causes no interruption, so it needs no notice. Where we expect that planned work could interrupt any part of the Platform, we tell you at least fourteen days before it starts (or when you sign up, if that is later), by email and in Valacia Studio. The notice says when the work starts and ends, and what may be unavailable. We do that work out of hours, between midnight and 8am UK time, and keep any interruption as short as we can. Your Site's pages normally stay online during maintenance, because they reach visitors through the content delivery network that clause 8.1 describes. Valacia Studio, and the forms, bookings and payments on your Site, may not work for some or all of the time the notice gives, and emails from the Platform may be sent late.

The one exception to that notice and those hours is an urgent fix for a critical security vulnerability: a weakness that puts the Platform, your Site or its data at serious risk if the fix waits. We make that fix as soon as it is needed, out of hours where the risk allows, and keep any interruption as short as we can. We give you as much notice as we safely can, by email and in Valacia Studio. If there is no time to tell you first, we tell you as soon as we can. If planned work or an urgent fix stops you downloading from Valacia Studio within the fourteen days before we delete a Site under clause 6.4 or 6.9, we do not delete it until fourteen days have passed after that work ends. Putting right a fault or an outage that cannot wait is not maintenance under this clause, and we do it as quickly as we can.

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9. How Your Data Is Handled

9.1 Two different roles. For the account and billing data we hold about you as our Subscriber, and about the people you give seats to, we are the Controller. Our Privacy Policy explains what we collect, why, and how long we keep it. For End-User Data that reaches us through your Site, you are the Controller and we act as your Processor. What you keep in the CRM is End-User Data: you decide what goes into it, and we process it for you. Section 10 sets out the processing terms.

9.2 Separation between customers. Your Site, its content and its data are hosted on Google Cloud and kept logically isolated from every other customer on the Platform, with access controlled by Google's own identity and security rules. Valacia is designed so that one customer cannot reach another customer's Site or data.

9.3 Security. We use appropriate technical and organisational measures to protect the data we process, including encryption in transit, access control and least-privilege administrative access. No system is perfectly secure, and we do not claim that ours is.

9.4 We do not sell your data. We do not sell, rent or share your data or your End-User Data for anyone else's marketing, ever.

9.5 Card details. Card details are entered on Stripe's own payment page, or in Stripe's own payment fields on our pages. They never reach us, and we never store them.

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10. Data Processing Terms

This section is the data processing agreement required by Article 28 of the UK GDPR, for the End-User Data we process on your behalf. It also covers any personal data in the content you supply for your Site, such as the name or photograph of a member of your staff, and treats it as End-User Data.

10.1 Subject Matter And Duration

We process End-User Data: (a) for as long as your Subscription is active or your Trial is running; (b) for the fourteen days after a Trial ends that clause 6.4 describes; and (c) for the two years after a Subscription ends that clause 6.9 describes. While a Subscription is active or a Trial is running, we process it only to operate, host and support your Site. After that, we process it only to store it for you and to let you read, download and delete it. This section applies for as long as we hold End-User Data.

10.2 Nature, Purpose And Types Of Data

The processing is hosting, transmission, storage and email delivery. While a Site is kept under clause 6.4 or 6.9 after its Trial or Subscription ends, the processing is storage alone, with your own access to read, download and delete. The personal data is what your own visitors submit through your Site and what you add to the CRM. Typically, that is a name, an email address, a telephone number, a postal address, a message, the listing or booking it is about, the amount and date of a payment (never a card number), the invoices, receipts and credit notes sent to them, the notes you write, whether a person has agreed to receive your marketing email, and the campaigns sent to them. It also includes any personal data in the content you supply for your Site. The data subjects are your customers and prospective customers, and anyone named or shown in the content you supply. You must not use your Site to collect special category data or criminal offence data.

10.3 Our Obligations

• We process End-User Data only on your documented instructions, unless UK law requires otherwise; in that case, we will tell you first where the law allows us to. Unless you tell us otherwise in writing, your documented instructions are these Terms and your use of the Platform.
• Everyone with access is bound by a duty of confidentiality.
• We maintain the technical and organisational measures described in clause 9.3.
• We will help you, so far as is reasonable, with data subject requests, security incidents, breach notification and data protection impact assessments. If one person makes a request about their data, Valacia Studio lets you download that person's details or delete their entry.
• We will tell you without undue delay if we become aware of a personal data breach affecting End-User Data.
• We will make available the information you reasonably need to show we meet these obligations.

10.4 Sub-Processors

You authorise us to use sub-processors to deliver the service. Today those are Google Cloud, which provides the hosting and platform infrastructure; the company that runs the content delivery network for every Site, which receives each visitor's request and internet address to deliver the Site's pages, photographs and fonts, including the page for each invoice you send, and to keep attacks away from it; and our email provider, which delivers enquiry emails, booking confirmations, invoices, receipts, credit notes and the marketing campaigns you send, from a Valacia sending domain. When an email app loads the images or fonts in an email your Site sends, the company that runs the content delivery network also receives that app's request and internet address. We remain responsible to you for what they do with End-User Data. If we intend to add or replace a sub-processor, we will tell you in advance so you can object, and you can ask for the current list at any time at connect@linkovectis.com. Stripe is not our sub-processor: it processes payment data under its own agreement with you and its own Privacy Policy (clause 3.9). The same applies to the provider of any point-of-sale system you link.

10.5 International Transfers

Where a sub-processor processes End-User Data outside the United Kingdom, that transfer is made under a lawful safeguard: either UK adequacy regulations for the destination country, or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

10.6 Deletion At The End

When a Site's Subscription ends, however it ends, we keep its End-User Data for the two years that clause 6.9 describes, and then delete it. When a Trial ends without a Plan being chosen, clause 6.4 sets the period instead. At any time while we hold End-User Data, you choose whether we return it to you or delete it. To have it returned, download it from Valacia Studio as CSV files, one for each kind of record: your customers, their enquiries, bookings, invoices, receipts, credit notes, payments, notes, follow-ups and marketing email choices, and the campaigns sent to them, with each invoice, receipt and credit note also as the PDF your Site sent. If you cannot download them yourself, we send you the same files on written request, at no charge, together with any personal data in the content you supplied for your Site, as the files and words you gave us. To have it deleted sooner, delete it in Valacia Studio or ask us in writing. We keep End-User Data for longer, or withhold it, only where UK law requires or permits us to. Backups age out on their normal cycle.

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11. Intellectual Property And Our Marks

11.1 Your content is yours. You keep ownership of the text, photographs, logos and other material you supply for your Site. You grant us a non-exclusive licence to host, reproduce, adapt technically and publish that material, solely so we can build, publish and serve your Site, send the documents and emails it sends to your customers, and give your logo and colours to Stripe so that the payment pages and receipts for your Payment Account carry them, and to store it while clause 6.4 or 6.9 keeps your Site. The licence ends when we delete your Site.

11.2 The Platform is ours. Valacia itself (the Platform, its code and everything underlying it) belongs to us or our licensors. While a Site's Subscription is active you hold the Valacia Platform Licence for that Site: a licence to use the Platform and the Valacia Platform Services, and not a transfer of ownership of any part of them. During a Site's Trial you hold the same Licence for that Site for the length of the Trial, and it ends with the Trial unless you choose a Plan. The Licence is yours alone and may not be passed to anyone else without our written consent (clause 15.2). Valacia is a hosted platform, and the Licence does not include a copy of its source code.

11.3 Third-party and open-source components remain subject to their own licences, and the Google Cloud terms apply to the underlying platform. Stripe's terms apply to your Payment Account, and a point-of-sale provider's terms apply to any Point-Of-Sale Link.

11.4 Our marks. Linko Vectis is a registered UK trade mark of Linko Vectis Ltd. Valacia is also a registered UK trade mark of Linko Vectis Ltd. Nothing in these Terms gives you the right to use either.

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12. Liability And Caps

12.1 Nothing in these Terms limits or excludes our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot lawfully be limited or excluded.

12.2 Subject to clause 12.1, we are not liable for loss of profit, revenue, business, goodwill or anticipated savings, for loss or corruption of data beyond our reasonable control or that of Google Cloud, or for indirect or consequential loss, whether in contract, tort (including negligence), breach of statutory duty or otherwise.

12.3 Subject to clause 12.1, our total aggregate liability arising out of or in connection with your Site in any twelve-month period is limited to the total fees you have paid us, including our 1% of the Payment Fee, in the twelve months immediately before the event giving rise to the claim.

12.4 You are responsible for, and agree to indemnify us against, claims arising from the content you publish through your Site or from your breach of section 7.

12.5 We are not liable for failures or delays caused by matters beyond our reasonable control, including the acts, omissions or outages of third parties such as Google Cloud, Stripe, the provider of a point-of-sale system or your domain registrar.

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13. Changes To The Service And To These Terms

13.1 We may update these Terms from time to time. The version in force is the one published on this page, and its "Last Updated" date shows the latest revision.

13.2 Where a change materially reduces what your Subscription gives you, or materially increases your obligations, we will give you at least thirty days' notice by email, and you may cancel before it takes effect at no charge. Price changes are governed by section 5, and changes to a Plan's limits by clause 3.12. Each takes precedence over this clause.

13.3 Minor changes (clarifications, corrections and changes required by law) take effect when published.

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14. Governing Law And Jurisdiction

14.1 These Terms, and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims), are governed by and construed in accordance with the law of England and Wales.

14.2 The courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim.

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15. General And How To Contact Us

15.1 Entire agreement. These Terms, together with our Privacy Policy and the published prices, form the entire agreement between us for Valacia. Your Payment Account is a separate agreement between you and Stripe.

15.2 Assignment and subcontracting. You may not assign your rights under these Terms without our written consent. We may assign our obligations provided your level of service is not adversely affected. Valacia is designed, built and managed by our own directors and employees, and we do not subcontract that work to another firm or to a freelancer. Companies that supply services the Platform relies on (clause 8.1), such as hosting on Google Cloud and email delivery, are suppliers and not subcontractors. Our Privacy Policy names those that process personal data.

15.3 Severance and waiver. If any provision is found unenforceable, the rest remain in full force, and a failure or delay in exercising a right is not a waiver of it.

15.4 Third parties. No one other than you and us has any right to enforce these Terms.

15.5 Notices. We send notices to the email address on your account. You can send notices to connect@linkovectis.com.

15.6 Contact. Questions about these Terms, your Subscription or how we handle data can be sent to connect@linkovectis.com. A real person reads that inbox.

See also our Privacy Policy, our custom SaaS application terms and the Valacia prices.

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