VOTIS STANDARD TERMS & CONDITIONS

Version: 2.0
Effective: September 2025
Classification: Public
Contact: hello@votis.io

1. AGREEMENT STRUCTURE

These Terms apply to all Order Forms. Order Form + These Terms = Complete Agreement.

2. SERVICES

2.1 Platform Services

The Votis Platform ("Services") provides intelligent implementation automation for business software systems, comprising:

a) Configuration Services

  • Template creation and management for system configurations

  • AI-powered configuration assistant that guides end users through requirements

  • Field mapping and validation for industry and country-specific needs

  • Export of validated configurations in implementation-ready formats (JSON, CSV, XML)

b) Data Migration Services

  • Automated data extraction from multiple file formats (CSV, Excel, PDF)

  • Intelligent field mapping and data transformation

  • Data validation and quality checks against business rules

  • Error reporting and remediation workflows

  • Bulk data processing and formatting for target systems

c) Onboarding & Education Services

  • Interactive training modules for end users

  • System adoption tracking and analytics

  • Customizable onboarding workflows

  • Knowledge base and documentation management

d) Project Management

  • Implementation project creation and tracking

  • External customer portal with secure access links

  • Progress monitoring and completion tracking

  • Multi-stakeholder collaboration tools

2.2 AI-Powered Features

The Services include artificial intelligence capabilities for:

  • Conversational interfaces that guide users through complex configurations

  • Automatic detection and extraction of configuration fields from documents

  • Intelligent validation rule generation based on context

  • Smart data transformation and mapping suggestions

  • Natural language processing for requirement gathering

2.3 External Customer Interface

We provide secure, shareable links enabling your customers to:

  • Access assigned implementation projects without creating accounts

  • Complete configuration requirements through guided workflows

  • Upload and validate data for migration

  • Track progress and receive real-time feedback

  • Export completed configurations for import into target systems

2.4 Service Availability

2.4.1 Availability Target

We target 99.5% platform availability measured monthly. This is a target only and not a guaranteed service level.

2.4.2 Planned Maintenance

We may perform planned maintenance with 48 hours advance notice via email. Planned maintenance windows will not exceed 4 hours per month and will typically be scheduled outside UK business hours.

2.4.3 Emergency Maintenance

We reserve the right to perform emergency maintenance without notice to address security issues, critical bugs, or system failures.

2.5 Support Services

2.5.1 Support Levels

Support services are provided as specified in your Order Form. Different support tiers may include varying response times, communication channels, and service levels.

2.5.2 Standard Support (unless otherwise specified in Order Form)

  • Email support via hello@votis.io

  • UK business hours (Monday-Friday, 9am-5pm GMT, excluding bank holidays)

  • Response within 2 business days for general queries

  • Response within 1 business day for system access issues

  • Access to online documentation and knowledge base

2.5.3 Early Adopter Support (if applicable per Order Form)

  • All Standard Support features plus:

  • Direct access to product team

  • Weekly check-ins during first month

  • Monthly service reviews

  • Priority feature requests

  • Beta access to new features

2.6 Service Modifications

2.6.1 Modifications

We may modify the Services provided that:

  • Core functionality is maintained

  • 30 days notice is given for material adverse changes

  • Immediate changes may be made for security or legal compliance

  • New features may be added at any time

2.7 Limitations and Exclusions

The Services do not include:

  • Custom software development or bespoke integrations

  • Direct API integration development with third-party systems

  • Manual data entry or configuration services

  • Legal, tax, or regulatory compliance advice

  • Storage of customer data beyond 90 days post-project completion

  • Guaranteed uptime or service level agreements (unless separately agreed)

  • Support outside of agreed support hours

3. PAYMENT

3.1 Fees

Fees per Order Form. Paid via Stripe or invoice.

3.2 Billing

Monthly billing is via Stripe using customers debit/credit card. Annual billing can be via Stripe or invoice. Annual payment due 15 days from order form signature.

3.3 Late Payment

Service suspension + 4% above Bank of England base rate.

3.4 VAT

Prices exclude VAT. May increase with 30 days notice.

3.5 Annual Discount

Annual payments attain to 10% discount to the usage fees.

3.6 Monthly Billing

Monthly billing the first payment will be one month subscription fee plus annual support fee.

4. YOUR OBLIGATIONS

You shall not: reverse engineer, resell without permission, exceed limits, transmit malware, or use for illegal purposes.

5. INTELLECTUAL PROPERTY

5.1 Ownership

We own the platform. You own your data.

5.2 Data Usage

We can use anonymized/aggregated data.

5.3 Feedback

Feedback becomes ours to use freely.

6. DATA PROTECTION

6.1 Roles

We're the Processor, you're the Controller.

6.2 DPA

See separate DPA at votis.io/data-processing-agreement

6.3 Security

TLS 1.3+, AES-256, Cloud Hosting.

6.4 Retention

30-day retention post-termination.

6.5 Updates

Data Processing Agreement is subject to change upon the advice of Security Advisor we are currently consulting with.

7. LIABILITY

7.1 Cap

12 months fees paid.

7.2 Exclusions

No indirect/consequential damages.

7.3 Exceptions

Excludes: death/injury, fraud, data breaches, gross negligence.

8. CONFIDENTIALITY

Both parties keep confidential info secret for 5 years post-termination.

9. TERMINATION

9.1 Notice

Either party: 30 days notice (monthly) or 60 days (annual).

9.2 Breach

Immediate for material breach not cured within 30 days.

9.3 Data Export

Data available for export for 30 days post-termination.

10. WARRANTIES

10.1 Service Warranty

Service performs substantially as described.

10.2 Disclaimer

OTHERWISE "AS IS" - NO OTHER WARRANTIES.

11. FORCE MAJEURE

Neither party liable for delays beyond control (AWS outages, acts of God, etc).

12. GENERAL

12.1 Governing Law

English law governs. London courts.

12.2 Third Parties

No third-party rights.

12.3 Entire Agreement

Entire agreement with Order Form.

12.4 Amendments

Changes require written agreement.

13. EARLY ADOPTER PROGRAM

13.1 Obligations

Early Adopters agree to:

  • Monthly feedback sessions

  • Act as reference (3x per year max)

  • Case study participation if KPIs met

  • Logo usage in marketing (with approval)

13.2 Benefits

Discounted pricing, enhanced support, priority features.

13.3 Extended Discount

Annual payment before 31/12/25 grants additional 12 months discounted pricing.

14. IMPLEMENTATION SERVICES

14.1 Scope

We provide implementation support including:

  • Initial requirements gathering and planning

  • Configuration of templates and workflows

  • Data migration setup and testing

  • User training and documentation

  • Go-live support and handover

14.2 Implementation Approach

  • Services provided remotely unless otherwise agreed

  • Standard implementation: 2-6 weeks depending on complexity

  • Agile methodology with weekly reviews

  • Customer feedback incorporated iteratively

14.3 Customer Responsibilities

Customer must:

  • Designate a project sponsor with decision authority

  • Provide timely access to systems and data

  • Respond to queries within 2 business days

  • Participate in scheduled reviews and testing

  • Accept or reject deliverables within 5 business days

14.4 Deliverables & Acceptance

  • Deliverables deemed accepted if not rejected within 5 business days

  • Rejection must specify non-conformities in writing

  • We'll remedy valid non-conformities and resubmit

  • After 2 rounds, deliverables accepted if materially conforming

14.5 Timeline & Delays

  • Timelines are estimates only, not binding commitments

  • Delays caused by Customer extend timeline accordingly

  • We'll notify of any anticipated delays promptly

  • No liability for delayed implementation

14.6 Limitations

  • No warranty on business outcomes or ROI

  • Customer retains responsibility for business decisions

  • We don't guarantee compatibility with all systems

  • Implementation advice is not legal/tax/regulatory guidance

15. INSURANCE

15.1 Coverage

We maintain comprehensive business insurance including:

  • Professional Indemnity Insurance (including technologies errors and omissions)

  • Public and Product Liability Insurance

  • Employers Liability Insurance

  • Cyber Security Liability Insurance with industry-standard coverage including:

    • Data breach response and notification

    • Business interruption coverage

    • Network security liability

    • Regulatory defence support

15.2 INSURANCE DETAILS

Insurance provided by leading specialist underwriters. Certificates of insurance available upon request for prospects and customers under NDA.