Terms of service

1. Acceptance of these terms

By accessing the Vexsai website or using the Vexsai platform (the "Service"), you agree to these Terms of Service. If you use the Service on behalf of an organisation, you confirm that you have authority to bind that organisation, and "you" refers to that organisation.

If you do not agree to these terms, do not use the Service.

2. The Service

Vexsai is an audit management platform. It lets you create audit types, categories and questions; register the vendors, employees, products, machinery and other subjects you audit; send password-protected audit links to other parties; collect Yes/No answers, reasons and supporting documents; and generate reports, including AI-assisted analysis.

We may add, change or remove features over time. Where a change materially reduces the Service you pay for, we will give you reasonable notice.

3. Accounts and security

• You must give accurate information when you sign up and keep it up to date.
• You are responsible for keeping your login details, and the passwords for any audit links you create, confidential.
• You are responsible for everything that happens under your account, including the actions of users you invite.
• Tell us promptly at the email below if you suspect unauthorised access.

4. Audit links and respondents

When you send an audit link to a vendor, employee or other third party ("Respondent"), you are responsible for:

• having a lawful basis to collect the information you request from them;
• telling them how their answers and documents will be used; and
• sharing the link password only with the intended Respondent.

Respondents who complete an audit through a link agree to use it only for that audit and to provide information that is accurate to the best of their knowledge.

5. Your content

You keep ownership of everything you and your Respondents put into the Service, including audit templates, answers, reasons, uploaded documents and reports ("Customer Content").

You grant Vexsai a limited licence to host, process and display Customer Content only as needed to provide, secure and support the Service, including running AI analysis you request. We do not sell Customer Content or use it to advertise to anyone.

You are responsible for Customer Content and confirm you have the rights needed to upload it.

6. AI-generated analysis

The Service can generate scores, summaries, risk findings and recommendations using artificial intelligence. AI output is produced automatically from the data in an audit and may be incomplete or incorrect. It is provided to support, not replace, your own professional judgement. You are responsible for reviewing AI output before relying on it or sharing it. See our Disclaimer.

7. Acceptable use

You agree not to:

• use the Service for anything unlawful, fraudulent or harmful;
• upload malware or content you have no right to share;
• try to gain unauthorised access to the Service, other accounts or audit links;
• probe, scan, overload or disrupt the Service or its infrastructure;
• copy, resell or reverse engineer the Service, except where the law allows; or
• use the Service to harass, discriminate against or unlawfully monitor any person.

We may suspend access that breaches this section to protect the Service and other customers.

8. Plans, fees and payment

Paid plans are billed in advance for the period shown when you subscribe. Fees exclude taxes unless stated. Unless agreed otherwise in writing, subscriptions renew automatically, and you may cancel at any time with effect from the end of the current billing period. Fees already paid are non-refundable except where required by law or stated in your order.

We may change prices for future billing periods with at least 30 days' notice.

9. Our intellectual property

The Service, the website, the Vexsai name and logo, and our predefined audit templates are owned by Vexsai or its licensors. These terms give you a right to use the Service; they do not transfer any ownership to you. You may adapt our predefined templates for use within the Service.

10. Suspension and termination

You may stop using the Service and close your account at any time. We may suspend or end your access if you materially breach these terms, fail to pay, or if we are required to by law.

After termination you can request an export of your Customer Content for 30 days, after which we may delete it in line with our Privacy Policy.

11. Disclaimer of warranties

We work hard to keep the Service reliable and secure, but it is provided "as is" and "as available". To the extent permitted by law, we make no warranties, express or implied, including fitness for a particular purpose, merchantability or that the Service will be uninterrupted or error-free.

12. Limitation of liability

To the extent permitted by law, Vexsai will not be liable for indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, data or goodwill, arising from your use of the Service, including decisions made based on audit results or AI analysis.

Our total liability for any claim relating to the Service is limited to the amount you paid us for the Service in the 12 months before the claim arose. Nothing in these terms limits liability that cannot be limited by law.

13. Indemnity

You agree to indemnify Vexsai against claims arising from Customer Content, from your collection of information from Respondents, or from your breach of these terms.

14. Changes to these terms

We may update these terms from time to time. We will post the new version on this page and update the date above. If a change is material, we will notify account holders by email or in the Service. Continuing to use the Service after a change takes effect means you accept the updated terms.

15. Governing law

These terms are governed by the laws of the country in which Vexsai is registered. The courts of that jurisdiction have exclusive jurisdiction over any dispute arising from them, unless mandatory law where you live provides otherwise.