Velaris legal
These business subscription terms govern the Velaris desktop platform, mobile site companion, hosted services, project records and reports. They are presented before a trial or paid subscription is accepted.
This is a business contract. By accepting it, the person accepting confirms that they are acting for a business and have authority to bind the subscriber. Velaris is not offered under these terms for personal, family or household use.
These terms apply to Velaris's current United Kingdom business service. Availability in additional territories may be governed by supplementary or replacement terms.
These Terms and Conditions (the Terms) are between Velaris Technologies Ltd, trading as Velaris (Velaris, we, us or our), and the business identified in the order, checkout or workspace record (the Subscriber, you or your).
Velaris Technologies Ltd is registered in England and Wales under company number 17527140. Its registered office is Seneca House, Amy Johnson Way, Blackpool, England, FY4 2FF.
These Terms also apply to each person the Subscriber authorises to use Velaris (an Authorised User). The Subscriber is responsible for its Authorised Users.
The agreement consists of: (a) the order, Stripe checkout or written proposal identifying the plan, price and billing frequency; (b) these Terms; (c) the Privacy Notice; (d) the data-processing terms in section 20; and (e) any written special terms expressly agreed by Velaris. If there is a conflict, written special terms and the order take priority, followed by these Terms.
The agreement begins when the Subscriber ticks the acceptance box and creates a workspace, completes checkout, signs an order, or first uses paid access, whichever occurs first. Electronic acceptance and records may be used as evidence of agreement.
Velaris supplies hosted project-controls software, including company and project administration, programmes, resource and labour planning, site records, photographs, drawings, notices, commercial records, client or trade links, evidence logs and PDF or data exports. Features available depend on the plan, role, device and project configuration.
During the applicable trial or subscription term, Velaris grants the Subscriber a limited, non-exclusive, non-transferable and revocable right for its Authorised Users to access and use the service for the Subscriber's internal business operations. The Subscriber must not resell, sublicense, copy, reverse engineer, scrape or use the service to build a competing product, except to the extent such restriction is prohibited by law.
The mobile site companion is part of the Subscriber's workspace service and is not a standalone consumer product. A compatible device, supported operating system and internet connection may be required.
Velaris may offer a limited free trial, currently up to three projects unless the offer states otherwise. Trial features, storage, duration and support may be restricted. Velaris may end or change a trial where reasonably necessary, but will not charge without the Subscriber completing the paid acceptance process.
Paid plans may include an annual project allowance. A project is counted when created, including a project later archived or deleted, unless Velaris agrees otherwise. Where an upgrade is required, the revised allowance and price will be shown before acceptance.
The price, currency, taxes, billing frequency, service term and project allowance are shown before checkout or in the order. Unless expressly stated otherwise, prices are in pounds sterling and exclude VAT and any other applicable tax.
Business subscriptions are arranged through Velaris Desktop or an agreed business order and processed by Stripe. The Velaris Site Companion does not offer subscription purchase, checkout or an external purchase link. Payment-card details are handled by Stripe under its own terms and privacy notice. The Subscriber authorises Stripe to take the amounts and at the frequency displayed before confirmation.
For the same 12-month service term, the Subscriber may be offered either: (a) an annual price paid upfront; or (b) 12 monthly instalments. Instalments are a payment arrangement for a fixed 12-month commitment, not a month-to-month service. For a custom arrangement, the annual upfront price is based on ten monthly equivalents and the instalment arrangement is 12 monthly equivalents, so the instalment total costs two monthly equivalents more. Exact instalment and total prices are shown before acceptance.
Velaris may correct an obvious pricing error before providing paid access. Fees are non-refundable except where these Terms or applicable law require otherwise.
The initial paid service term is 12 months from the paid start date shown in the subscription record. Unless automatic renewal is switched off before the renewal date, the subscription renews for a further 12-month term at the price notified before renewal. Velaris will give reasonable advance notice of a material price change.
Turning off automatic renewal prevents a new term from starting. It does not end the current fixed term, refund an annual payment, or cancel unpaid instalments due for that term. Access continues until the end of the paid term, subject to these Terms.
Deleting the mobile app or an individual user account does not itself cancel the subscribing organisation's Velaris service agreement or Stripe payment plan. An authorised company administrator must contact Velaris separately about workspace closure or renewal.
If payment is overdue or fails, Velaris or its payment provider may retry collection and notify the Subscriber. Velaris may, after reasonable notice where practicable, restrict new records, suspend access or terminate the service until payment is resolved. The Subscriber remains responsible for fees due for the agreed fixed term.
The Subscriber is responsible for keeping billing and tax information accurate. Velaris may issue electronic invoices, receipts and payment notices to the billing contact.
The Subscriber appoints one or more company administrators who control invitations, roles, permissions and project access. It must promptly remove users who no longer require access and ensure that each user has an individual account.
Users must protect passwords, devices, one-time links and exported records; must not share credentials; and must promptly report suspected unauthorised access to support@velarishq.com. The Subscriber is responsible for activity carried out through its accounts unless caused by Velaris's breach.
The Subscriber retains ownership of information, documents and other material it or its users submit to Velaris (Subscriber Data). It grants Velaris and its subprocessors a limited right to host, copy, transmit, display, back up and otherwise process Subscriber Data only as needed to provide, secure and support the service, meet legal obligations and follow documented instructions.
The Subscriber warrants that it has the rights, notices, consents and lawful basis needed to upload and use Subscriber Data, including personal data, photographs, plans, client and workforce details, commercial records and third-party correspondence.
The Subscriber and its users must not upload unlawful, malicious, infringing or knowingly false material; compromise another workspace; probe or bypass security; introduce malware; overload the service; harass another person; or use Velaris unlawfully.
Client links, trade links and review links may allow invited third parties to view or submit limited information. The Subscriber is responsible for choosing recipients, checking the content shared and revoking links when no longer needed. Recipients must not share a link with an unauthorised person.
Velaris may remove or restrict access to material reasonably believed to breach this section and may preserve and disclose records where required by law.
Velaris is a record-keeping and workflow tool. It does not provide legal, quantity-surveying, accountancy, health-and-safety, contract-administration or other professional advice, and does not determine contractual entitlement.
The Subscriber must review dates, calculations, notices, variations, valuations, programmes, evidence reports, PDFs and exports before issue or reliance. Automated totals, apportioned values, progress figures and suggested text depend on information entered by users and may require professional checking.
Velaris does not guarantee that a report, photograph, timestamp, evidence log or electronic record will be accepted by a client, tribunal, adjudicator, court, insurer or regulator.
Velaris and its licensors own the software, branding, designs, databases, documentation and all related intellectual-property rights, excluding Subscriber Data. No ownership transfers under these Terms.
If the Subscriber gives suggestions or feedback, Velaris may use them without restriction or payment, provided it does not identify the Subscriber or disclose confidential Subscriber Data without permission.
Each party must protect the other's confidential information using reasonable care and use it only to perform the agreement. This duty does not apply to information lawfully public, already known without restriction, independently developed, or lawfully obtained from another source.
A party may disclose confidential information where required by law, court or regulator, and should give advance notice where legally permitted. These confidentiality obligations continue after the agreement ends.
Velaris will provide the service with reasonable skill and care and take reasonable measures to protect it. The service is not guaranteed to be uninterrupted or error-free. Internet, device, browser, app-store, hosting, database, email, mapping, weather and payment services may affect availability.
Velaris may carry out maintenance and deploy security or feature updates. Where practicable, it will give notice of planned material disruption. Support is provided through the contact route published on the website unless an order states a different service level.
Velaris may improve, replace or retire features. It will not knowingly remove the service's core project-controls purpose during a paid term without a reasonable alternative or remedy.
Velaris may update these Terms for law, security, app-store requirements or service changes. Material changes will be notified in advance and normally apply from renewal. A change required urgently by law or security may apply sooner. Continued use after the effective date constitutes acceptance where legally permitted.
Velaris uses managed infrastructure and reasonable backup measures, but the Subscriber should retain copies of formally issued contractual documents and other critical records in accordance with its own governance.
Before the term ends, the Subscriber should export records it needs to retain. After termination or account deletion, Velaris may retain data only for the periods and purposes described in the Privacy Notice and section 20, including backups, fraud prevention, accounting and legal claims. Data not required to be retained will be deleted or anonymised in accordance with those provisions.
Either party may terminate for a material breach that is not remedied within 14 days after written notice, or immediately where the breach cannot be remedied, involves serious security misuse, insolvency, fraud or unlawful activity. Velaris may suspend first where reasonably necessary to protect users, data or the service.
Termination does not affect rights and sums accrued before termination. Sections concerning payment, confidentiality, intellectual property, data protection, liability, records and general legal terms survive where their nature requires.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.
Subject to the preceding sentence, neither party is liable for indirect or consequential loss. Velaris is not liable for loss of profit, revenue, anticipated savings, contract, opportunity, goodwill, or loss or corruption of data, except to the extent directly caused by Velaris's failure to use reasonable skill and care.
Subject to liabilities that cannot be limited, Velaris's total aggregate liability arising from the agreement in any 12-month period will not exceed the fees paid or payable by the Subscriber for the service in that period. The parties agree that this allocation is reasonable for a business software subscription, taking account of the fees and the Subscriber's ability to maintain exports and insurance.
The Subscriber will reimburse Velaris for reasonable losses, costs and third-party claims arising from the Subscriber's unlawful use of the service, infringement by Subscriber Data, or material breach of sections 8 to 10, except to the extent caused by Velaris. Velaris must notify the Subscriber promptly and allow reasonable control of the defence and settlement, with no admission or settlement imposed on Velaris without consent.
For personal data in a Subscriber workspace, the Subscriber is normally the controller and Velaris is the processor. Velaris may act as an independent controller for its own account administration, security, legal compliance, support and billing records, as explained in the Privacy Notice.
The subject matter is delivery and support of Velaris. Processing lasts for the agreement and the limited retention period afterwards. Its nature and purpose include hosting, organising, securing, backing up, transmitting, reporting on and deleting project-control data. Data may include identity, role, business contact, workforce, project, location supplied by users, photographs, correspondence, programme, commercial and usage information. Data subjects may include Authorised Users, employees, workers, subcontractors, client personnel, consultants, suppliers and other project participants.
The Subscriber gives general authorisation for Velaris to use reputable subprocessors for hosting, authentication, database, storage, email, payments, analytics and support. Velaris will impose materially equivalent data-protection duties, remain responsible for their processing under this section, and give reasonable notice of a new subprocessor so the Subscriber may raise a reasoned data-protection objection. The current providers and processing purposes are published on the Velaris Subprocessors page. International transfers will use an applicable adequacy decision, the UK International Data Transfer Agreement/Addendum, or another lawful safeguard.
An individual may request deletion through the in-app account settings when available or at velarishq.com/account-deletion. A company administrator may request closure of a workspace, but Velaris may verify authority before deleting shared company records.
Deletion does not automatically cancel the subscribing organisation's Velaris service agreement or Stripe payment plan. An authorised company administrator must separately request workspace closure or switch off renewal. Velaris will delete or anonymise associated personal data unless it must retain limited records for tax, accounting, fraud prevention, dispute, security or other legal purposes. Shared project records may belong to the Subscriber and may be retained under its instructions even when an individual user's account is deleted.
If the mobile app is downloaded from Apple, the agreement is between the Subscriber and Velaris, not Apple. Apple has no obligation to provide maintenance or support. The licence is limited to use on Apple-branded products controlled by the user as permitted by the App Store Usage Rules. To the extent a warranty applies and the app fails to conform, the user may notify Apple and Apple may refund any app purchase price; to the maximum extent permitted by law, Apple has no other warranty obligation. Velaris, not Apple, is responsible for the app, product claims, legal compliance and intellectual-property claims. Apple and its subsidiaries are third-party beneficiaries of this section and may enforce it.
If the app is obtained through Google Play, use is also subject to the Google Play Terms of Service and applicable Play policies. Google is not responsible for Velaris support, Subscriber Data or claims concerning the service.
The user confirms they are not in a country subject to applicable government embargo, are not prohibited or restricted from receiving the app, and will comply with applicable third-party terms, including mobile-network and device terms.
Velaris may interoperate with Stripe, app marketplaces, hosting, authentication, mapping, weather, email and other third-party services. Their own terms and privacy notices may apply. Velaris is not responsible for a third party's independent service, but remains responsible for its own obligations and for subprocessors as stated in section 20.
Neither party is liable for delay caused by events beyond its reasonable control, excluding payment obligations. The Subscriber may not assign the agreement without Velaris's consent; Velaris may assign it as part of a genuine reorganisation, financing or sale of the service, provided the Subscriber's material rights are not reduced.
The agreement is the entire agreement about the service and replaces earlier discussions, without excluding liability for fraud. Delay in enforcing a right is not a waiver. If a provision is invalid, it will be adjusted or removed only to the minimum extent necessary. No person other than the parties and Apple under section 22 has a right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
Operational and contractual notices may be sent to the email or in-app contact recorded for the account. Notices to Velaris should be sent to support@velarishq.com. A notice is treated as received on the next business day after email transmission unless a delivery failure is received.
The agreement and any non-contractual dispute are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.
Velaris / Velaris Technologies Ltd, Seneca House, Amy Johnson Way, Blackpool, England, FY4 2FF. Registered in England and Wales. Company number 17527140. Email: support@velarishq.com.
Terms version: 2026-10-19. Last updated: 19 October 2026.