The six clauses customers ask about
Tap any card to jump straight to the full clause. The complete agreement follows below.
Parties
Velstrian Systems Ltd (England & Wales) and you, the customer.
Subscription
Monthly or annual, GBP, cancel any time, no partial refunds.
Acceptable use
Permitted vs prohibited activities on the platform.
AI disclaimer
AI outputs are drafts you check before use. They are not legal or professional advice.
Liability
Up to 12 months' fees, or twice that for data protection, never more than £250,000.
Governing law
England & Wales. Courts of England & Wales.
Full terms of service
The complete agreement, written in plain language. Jump to any clause, or contact us for a Data Processing Agreement.
1. Parties and Agreement
These Terms of Service (“Terms”) form a legally binding agreement between Velstrian Systems Ltd (a private company limited by shares incorporated in England and Wales, “Velstrian”, “we”, “us”) and the individual or organisation accessing or using the Velstrian platform (“Customer”, “you”). By creating an account or using the platform, you agree to these Terms.
Velstrian is sold to businesses and other organisations for use in their trade, business or profession. A sole trader buying for their business is a business customer. By signing up you confirm you are buying for that purpose.
These Terms include the Acceptable Use rules in section 3 and the Data Processing Agreement described in section 7. People who only answer, sign or review through a link someone sent them have their own short Terms for suppliers and guests.
2. Subscription and Access
- Access to the platform is provided on a subscription basis as described on our Pricing page.
- Subscriptions are billed monthly or annually in advance via Stripe. All prices are quoted in GBP.
- There is no free plan. You can sign up and start a plan yourself on our website, paying by card, or for qualifying plans by invoice with a purchase order.
- A free trial is available when you start a plan. It runs for 7 days at the Starter feature set for 1 user, with 30 AI credits, and needs a card to start. No charge arises during a trial, and you can cancel before it ends.
- Trials are limited to one per organisation. When a trial period ends, access stops unless a subscription is taken, and your data is retained.
- Paid plans are subject to the limits specified on the Pricing page.
- Velstrian may modify plans or pricing with 30 days’ written notice to subscribers.
- Cancellation & refunds
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You may cancel your subscription at any time from Settings → Billing. Access continues until the end of the current billing period.
No refunds are issued for partial periods. Pro-rated refunds are not available for unused days within a billing cycle.
- AI outputs and refunds
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Because you review every AI output before you use it, we do not refund or credit fees because an output is inaccurate or incomplete. This applies to every customer. We will still look into any answer you think is wrong and help put it right. This does not limit our support, your right to cancel, or any right the law does not allow us to limit.
Subscription rules at a glance
| Item | Detail |
|---|---|
| Billing cycle | Monthly or annual, in advance |
| Currency | GBP |
| Payment processor | Stripe |
| Cancellation | Self-serve from Settings → Billing, any time |
| Effective date of cancellation | End of current billing period |
| Refunds | Not issued for partial periods, or because an AI output is inaccurate or incomplete |
| Pricing changes | 30 days' written notice to subscribers |
3. Acceptable Use
Use of the Velstrian platform is conditional on staying within the boundaries below. The list applies to every account, whether on a paid subscription or an evaluation trial.
Permitted
- Using outputs to prepare your own bids, tenders and proposals for public and private work, and to support your procurement and social value work.
- Inviting colleagues to your workspace under your subscription’s seat limit.
- Sharing reports with clients with proper attribution to Velstrian where AI outputs are reproduced.
- Exporting your own data at any time from Settings → Data.
Prohibited
- Using the platform for any unlawful purpose or in violation of any applicable regulation.
- Reverse-engineering, scraping, or systematically extracting data from the platform beyond your authorised quota.
- Sharing account credentials or reselling access without a separate reseller agreement.
- Submitting content that is defamatory, fraudulent, or infringes third-party intellectual property rights.
- Using AI outputs to misrepresent your experience, capability or compliance in a bid, tender or regulatory filing.
- Uploading malware or anything designed to harm the platform or other users.
- Misusing the AI, for example by trying to extract its instructions or using outputs to build a competing product or model.
Export and sanctions
You confirm that you and your users are not on a UK, US or EU sanctions list and are not in a country under a trade embargo, and you will not use Velstrian in breach of export or sanctions law.
Acceptable Use, full enforcement detail
Velstrian reserves the right to suspend or terminate access for material breach of these terms, with or without prior notice depending on severity.
For first-time, low-severity breaches we typically issue a written warning and a 7-day remediation window. For severe breaches (data scraping, credential resale, regulatory fraud) access may be suspended immediately and accounts terminated without refund.
- Warnings are sent to the account's billing email address.
- Appeals can be raised by replying to the warning email within 14 days.
- Final termination decisions rest with Velstrian's legal officer.
4. AI Output Disclaimer
- Important, AI outputs are not advice
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The Velstrian platform uses artificial intelligence models from Google (Gemini) and Anthropic (Claude), the AI providers listed in our Data Processing Agreement, to generate PPN 026 social value scores and bid content, and, for existing customers, legacy sustainability and security-evidence guidance. We add another AI provider only after giving the notice our Data Processing Agreement sets out. We use trusted AI providers, and a change at one of them can affect the service.
AI outputs are drafts to help you. Please check them before you rely on them or submit them. These outputs do not constitute legal, surveying, financial, or professional advice. They are provided for informational and decision-support purposes only.
- No guarantee of winning
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Velstrian helps you write better bids, faster. Whether a bid or tender wins is decided by the buyer, so we cannot promise any result.
AI Disclaimer, model behaviour, accuracy, professional review
You should not rely solely on AI outputs to make compliance decisions, submit regulatory returns, or advise clients. Velstrian strongly recommends that all significant compliance or procurement decisions are reviewed by a qualified professional before action is taken.
AI model outputs may contain errors, omissions, or outdated information. Velstrian does not warrant the accuracy, completeness, or fitness for purpose of any AI-generated content.
- Outputs reflect the model's training data and may not capture the latest regulatory changes.
- Confidence scores indicate model certainty, not factual accuracy.
- Always cross-check material thresholds and dates against the source legislation.
- For regulated submissions, obtain a sign-off from a qualified surveyor, lawyer, or compliance officer.
5. Intellectual Property
- The Velstrian platform, branding, and underlying software are the intellectual property of Velstrian Systems Ltd. No licence to copy or distribute the software is granted.
- You retain ownership of all data and content you submit to the platform. You grant Velstrian a limited licence to process that data solely to provide the service.
- AI outputs generated from your inputs are provided to you for your internal use. You may not represent AI outputs as your own original professional opinion.
- You are responsible for your content and for how you use Velstrian. You will cover us for losses, including reasonable legal costs, that we suffer from a claim by someone else that your content, or your use of Velstrian in breach of these Terms, infringes their rights or breaks the law.
- We do not give an indemnity for claims about your use of AI output. You are responsible for checking AI output before you use it. If someone claims that part of the Velstrian software itself infringes their rights, tell us and we will, at our choice, fix it, replace it or end your subscription and refund the fees for the period you cannot use it.
6. Limitation of Liability
- General liability cap
- In these Terms, Annual Fees means the fees you paid or must pay for the 12 months before the event that led to the claim. If you have subscribed for less than 12 months, it means the fees for the first 12 months of your current plan. Our total liability to you for all claims arising under or in connection with these Terms, whether in contract, negligence or otherwise, will not be more than the Annual Fees.
- Data protection and security cap
- For claims arising from a personal data breach, a breach of our Data Processing Agreement or of our security obligations, our total liability will not be more than twice the Annual Fees, and never more than £250,000. This replaces the general cap for those claims and does not add to it. If you need a higher limit, ask us and we may agree one for an extra charge.
Liability limits at a glance
| Category | Treatment |
|---|---|
| General cap (all claims together) | The Annual Fees: the fees paid or payable for the 12 months before the event |
| Data protection and security claims | Twice the Annual Fees, never more than £250,000, replacing the general cap for those claims |
| Loss of profit, revenue, savings, goodwill, customers, business or contracts | Excluded |
| Loss of a bid, tender or opportunity, or a buyer's decision | Excluded |
| Indirect or consequential loss | Excluded |
| Loss or corruption of data | We restore your data from our most recent backup |
| Regulatory fines or penalties (for example from the ICO) | No indemnity |
| Time to bring a claim | 12 months from when you knew, or should have known |
| Death or personal injury (negligence) | Not limited |
| Fraud / fraudulent misrepresentation | Not limited |
Liability, full clause text
In these Terms, Annual Fees means the fees you paid or must pay for the 12 months before the event that led to the claim. If you have subscribed for less than 12 months, it means the fees for the first 12 months of your current plan. Our total liability to you for all claims arising under or in connection with these Terms, whether in contract, negligence or otherwise, will not be more than the Annual Fees.
For claims arising from a personal data breach, a breach of our Data Processing Agreement or of our security obligations, our total liability will not be more than twice the Annual Fees, and never more than £250,000. This replaces the cap in the paragraph above for those claims and does not add to it. In any 12 month period our total liability for all claims together will not be more than twice the Annual Fees. If you need a higher limit, ask us and we may agree one for an extra charge.
We are not liable for loss of profit, revenue, savings, goodwill, customers, business or contracts, for the loss of a bid, tender or opportunity, or for any decision a buyer makes about your bid, whether the loss is direct or indirect. We are not liable for indirect or consequential loss. We are not liable for loss or corruption of data except that we will take reasonable steps to restore your data from our most recent backup.
Velstrian gives no indemnity to you for regulatory fines or penalties imposed by any supervisory authority (for example the ICO).
Any claim against us must be brought within 12 months of the date you first knew, or should reasonably have known, of the event behind it.
Nothing in these Terms limits our liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow us to limit or exclude.
7. Data Processing
Personal data is processed in accordance with our Privacy Policy. If we process personal data on your behalf, our Data Processing Agreement forms part of these Terms. It sets out how we handle that data for you under Article 28 UK GDPR. The liability limits in section 6 also cover the Data Processing Agreement, and are stated only there. If you would like a copy for your records, request one using the buttons below.
8. Service Availability and Warranties
Velstrian targets 99.5% monthly uptime. The figure is a target, not a promise, and no credits are due if we miss it. We may perform maintenance with reasonable prior notice. Planned downtime is excluded from uptime calculations.
We provide Velstrian with reasonable skill and care and so that it works materially as described in our documentation. If it does not, tell us within 30 days of noticing. We will fix it. If we cannot fix it within 30 days, either of us can end your subscription and we will refund the fees you paid for the period after that date. This is your only remedy for that failure. An AI output that is inaccurate or incomplete is not such a failure, because you check every output before use (sections 2 and 4). Apart from this, Velstrian is provided as it is and as available, and we give no other warranty the law lets us leave out.
99.5%
Monthly uptime target across all production services. Independent public status monitoring is published at status.velstrian.com.
9. Governing Law and Disputes
These Terms are governed by the laws of England and Wales. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
10. Changes to These Terms
We may update these Terms from time to time. We will give you at least 30 days’ notice of a material change to these Terms by email. If you do not accept it, you can cancel before it takes effect. Using Velstrian after the date means you accept the change.
11. Contact
| Topic | Channel |
|---|---|
| General enquiries | [email protected] |
| Legal & DPA requests | [email protected] |
| Product support | [email protected] |
| Status & incidents | status.velstrian.com |
| Registered entity | Velstrian Systems Ltd, England & Wales |