Terms of Service
Terms and conditions for using our AI workflow automation services
Last updated: 15 December 2025
Clear, Fair Terms
These Terms govern your use of VectisFlow's website and AI workflow automation services. We're committed to transparent, fair, and professional service delivery for UK public and private sector organisations.
London
Based
14 Days
Payment Terms
England & Wales
Governing Law
Our Services
VectisFlow provides AI workflow automation services for professional services firms.
Core Services
- •AI workflow automation design and implementation
- •AI model integration and optimisation
- •System integration and data flow automation
- •Workflow analysis and process consulting
Support & Guarantee
- •Adoption Guarantee: Included in Standard and Enterprise tiers
- •Ongoing technical support and training
- •Documentation and knowledge transfer
- •Performance monitoring and optimisation
Bespoke Solutions: All projects are scoped individually based on your requirements. Contact us for a detailed quote.
Engagement Process
Our structured approach ensures clarity and alignment before work begins.
1. Discovery Call
No-obligation consultation to understand your workflow challenges and determine if VectisFlow is the right fit.
2. Workflow Analysis
If we proceed, we analyse your current workflows and identify automation opportunities.
3. Statement of Work
Detailed SOW including scope, deliverables, timeline, pricing, and acceptance criteria. Work only commences after both parties sign.
4. Delivery & Testing
Implementation, testing, and deployment of your AI workflow automation with your team.
5. Adoption Support
Ongoing support through our Adoption Guarantee (Standard/Enterprise) to ensure successful integration.
Payment Terms
Clear, transparent pricing with flexible payment structures.
Bespoke Pricing
All projects are scoped individually based on your specific requirements. Pricing is determined during our discovery process and detailed in your Statement of Work (SOW).
Payment structures are agreed upon before work commences, typically split across project milestones (e.g., upfront deposit, mid-project, and completion payments).
Invoice Payment: All invoices are payable within 14 days of issue unless otherwise specified in the SOW.
Currency & VAT: All prices are in British Pounds (GBP) and exclude VAT unless stated otherwise.
Additional Services: Any work outside the agreed SOW will be quoted separately and requires written approval before commencement.
Intellectual Property Rights
Clear ownership and licensing terms for all deliverables.
Your Rights
- •Perpetual, non-exclusive licence to use the automation workflows we build for you
- •Full ownership of your business data and processes
- •Right to modify workflows for your internal use
- •Access to documentation and training materials
VectisFlow Retains
- •Ownership of underlying code, methodology, and framework components
- •Rights to reuse general patterns and non-client-specific code
- •All intellectual property in VectisFlow branding and materials
- •Right to create anonymised case studies (with your approval)
Website Content: All content on the VectisFlow website, including text, graphics, logos, and software, is owned by VectisFlow or licensed to us and protected by copyright law.
Confidentiality
We take the confidentiality of your business information seriously.
Mutual Confidentiality Obligations
Both parties agree to keep confidential any proprietary or sensitive information disclosed during the engagement, including but not limited to:
- •Business processes, workflows, and operational procedures
- •Client data, financial information, and business strategies
- •Technical implementations, code, and automation logic
- •System credentials, API keys, and access information
Duration: Confidentiality obligations remain in effect for 3 years after project completion or termination of the engagement.
Data Protection: Personal data is processed in accordance with UK GDPR and our Privacy Policy.
Limitation of Liability
Fair and reasonable limits on liability for both parties.
Liability Cap
Our total aggregate liability for any and all claims arising from or related to an engagement is limited to the total fees paid by you under the relevant Statement of Work in the 12 months preceding the claim.
Excluded Damages
Neither party shall be liable for indirect, consequential, special, incidental, or punitive damages, including but not limited to:
- •Loss of profits, revenue, or anticipated savings
- •Loss of business opportunities or goodwill
- •Loss of or damage to data (excluding data breaches)
- •Business interruption or downtime
Exceptions
Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law.
Website Use
Acceptable use guidelines for the VectisFlow website.
Acceptable Use
- Provide accurate information in contact forms
- Use the website only for lawful purposes
- Respect our intellectual property rights
- Report any security vulnerabilities responsibly
Prohibited Activities
- ✕Attempting unauthorised access to our systems
- ✕Transmitting viruses, malware, or malicious code
- ✕Copying or distributing content without permission
- ✕Sending spam or abusive messages through our forms
Governing Law
These Terms are governed by and construed in accordance with the laws of England and Wales.
Both parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales for any disputes arising from these Terms.
Contact Us
Questions about these Terms? Get in touch.
VectisFlow Limited is registered in England and Wales (Company No. 14990157). Registered office: 43 Fairfoot Rd, London E3 4EG.
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