Beta Terms

1. Agreement and contracting party

This agreement is between your business (“you”) and VANVOX LTD (“we”, “us”), a company registered in England and Wales under company number 17225704. Our registered office is Suite RA01, 195–197 Wood Street, London, E17 3NU. VanVox is the name of the product and service; VANVOX LTD is the company that provides it.

You agree to these terms when you set up a VanVox account, or when you continue to use the service after we have made these terms available to you. If you do not agree, please do not use VanVox. During the beta we may improve how we record your acceptance; where the current onboarding does not capture a separate tick-box acceptance, these published terms and your continued use govern your use of the service.

These terms are effective from 24 July 2026 and were last reviewed on 24 July 2026.

2. Business-use eligibility

VanVox is a service for businesses. By using it, you confirm that:

• you are a UK business, sole trader, or an authorised representative acting for one;
• you have authority to enter into this agreement on behalf of that business;
• you are using the service for your business, not for personal or household purposes.

The service is intended for business use and is not designed for personal consumer use.

3. Beta service

VanVox is in beta. That means we are still building and improving it, and you should expect:

• features to change, be added, or be removed as we iterate;
• occasional interruptions, defects, or unexpected behaviour;
• us to give you reasonable notice of material changes where it is practical to do so.

Being in beta does not remove our legal responsibilities to you, including our obligations under data-protection and consumer law. We do not ask you to accept the service entirely at your own risk.

4. What the service does

VanVox currently lets you:

• use the service through WhatsApp and a web dashboard;
• send requests as typed messages or voice notes;
• have voice notes transcribed and details extracted with AI assistance;
• receive draft quotes, invoices and expense records built from your request;
• answer clarifying questions and make corrections before anything is finalised;
• confirm a draft explicitly before it becomes a record;
• generate PDFs of confirmed documents;
• view your history and use dashboard and export features.

We describe the service as it works today. We do not promise features that are not currently part of the service.

5. WhatsApp and other providers

VanVox depends in part on services we do not control, including WhatsApp, which is operated by Meta, and other providers we use to run the service.

• outages or policy changes at these providers may affect whether, or how, VanVox is available;
• your use of WhatsApp remains subject to your own agreement with WhatsApp or Meta where that applies;
• the current providers we rely on are listed in our subprocessor register.

We choose and manage these providers responsibly and remain responsible for that selection; we do not disclaim all responsibility for them.

6. Your account and security

To keep your account and business safe, you agree to:

• give accurate account and business information and keep it up to date;
• keep your login details and devices secure;
• tell us promptly if you suspect your account has been accessed without permission;
• take responsibility for people you allow to use the service on your behalf;
• not bypass, disable, or interfere with the security controls that protect the service.

7. Customer and supplier information

When you use VanVox you may give us information about other people, such as a customer’s name and address on a quote, or a supplier’s details on a receipt. For that information:

• you confirm you have the authority and a lawful basis to provide it to us;
• you are normally the data controller for that content, and VANVOX LTD acts as your processor, handling it only on your instructions to deliver the service;
• we process it as described in our Privacy Notice and any applicable data processing agreement.

This does not make you solely responsible for data protection. VANVOX LTD remains responsible for its own controller activities and for meeting its processor obligations. These roles reflect our current position and remain subject to final legal review.

8. AI-assisted drafts and your review

VanVox uses AI to help transcribe voice notes and extract details from your messages and receipts. This saves you time, but it is not perfect.

• AI can make mistakes, and drafts always need your review;
• we may ask you clarifying questions when something is missing or unclear;
• you should check names, addresses, quantities, prices, VAT, dates, bank details and the document type before you confirm.

VanVox never finalises a quote or invoice without your explicit confirmation. Nothing becomes a confirmed record until you say yes. Once you confirm a document, it is your business’s commercial record. VanVox does not provide legal, accounting, or tax advice.

9. Documents and tax responsibilities

You remain responsible for your commercial records and your tax affairs:

• you are responsible for the commercial accuracy of your documents and for the tax treatment you apply;
• VanVox’s support for VAT is a convenience feature and is not tax advice;
• VanVox is not approved or endorsed by HMRC;
• VanVox does not currently submit tax returns or Making Tax Digital (MTD) filings on your behalf;
• you should get professional advice from an accountant or adviser where you need it.

If any of this changes in future — for example if VanVox later supports a filing feature — we will describe that feature accurately at the time.

10. Acceptable use

When using VanVox, you must not:

• create unlawful, fraudulent, or misleading records;
• provide personal data about others that you have no authority to share;
• upload malware or use the service for abusive automation;
• attempt to compromise, reverse engineer, or disrupt the service;
• impersonate another person or business;
• use the service in a way that breaks WhatsApp’s terms or any applicable law.

These rules are meant to keep the service safe and lawful for everyone who uses it.

11. Your content and our platform

• you keep ownership of your business records and the content you send us;
• you grant us a limited licence to process that content in order to provide, secure and improve the service, within the lawful basis and role model described in our Privacy Notice;
• we keep ownership of the VanVox software, branding and platform materials;
• your confirmed quotes, invoices and expenses remain yours — using VanVox does not transfer ownership of your customer documents to VANVOX LTD.

The licence you grant is only what we need to run the service for you. It is not a broad or perpetual transfer of your content.

12. Confidentiality

We treat your confidential business information as confidential. We use it only to provide and support the service, and we protect it with access and security controls. We may disclose information where the law requires it, or to protect the rights and safety of the service. Relevant confidentiality obligations continue to apply after this agreement ends. No online service can promise absolute confidentiality, and we do not.

13. Data protection

How we handle personal information is explained in full in our Privacy Notice, our subprocessor register, and our data deletion instructions. In summary:

• VANVOX LTD is the data controller for the account, website, security, support and service-operation information it decides how to use;
• for the customer and supplier content you enter about other people, you are normally the controller and VANVOX LTD acts as your processor;
• where a data processing agreement applies, it will set out our processor obligations in more detail.

These roles reflect our current position and remain subject to final legal review. Nothing in these terms uses beta status to reduce our data-protection or security obligations.

14. Keeping and deleting information

Our retention and deletion approach, described in full in the Privacy Notice, is:

• source files such as voice notes, transcripts and receipt images may expire under configured retention schedules;
• confirmed business records remain available as your records until you delete them or another applicable lifecycle event applies;
• we aim to action verified deletion requests within 30 days, subject to identity verification and any lawful retention we must apply;
• backup copies and copies held by external providers may expire on separate cycles;
• when a receipt image expires, the confirmed expense record you chose to keep is not automatically removed with it;
• closing your account is not necessarily immediate erasure from every backup copy.

We are honest about this rather than promising complete removal from every system at once. To make a request, see our data deletion instructions.

15. Free beta and future charges

• access to the beta is currently free;
• no payment card is required to use the beta;
• we may introduce paid plans in future;
• we will give you reasonable advance notice before any charges apply to you;
• if a paid plan begins, your continued use of a paid feature will require an appropriate purchase or acceptance step at that time.

We have not announced a price or a date for paid access. Any future pricing will be explained clearly before it takes effect. See our pricing page for the current position.

16. Availability, maintenance and support

• there is no formal service level agreement (SLA) during the beta;
• maintenance windows and occasional outages may occur;
• we will use reasonable efforts to operate the service and to support you;
• you can reach us at support@vanvox.co.uk or through the Contact page.

We do not promise guaranteed response times or round-the-clock support during the beta.

17. Suspension and ending the service

We may suspend or limit your access where it is reasonable and proportionate, for example because of:

• a security risk to you, to us, or to the service;
• unlawful or abusive use;
• a material breach of these terms;
• a restriction imposed by a provider or platform we depend on;
• a legal requirement.

Where it is reasonably possible, we will give you notice. In an urgent case, such as an active security risk, we may act first and explain afterwards. You can stop using VanVox and close your account at any time by contacting support@vanvox.co.uk. After your account ends, our retention and deletion approach in section 14 and the Privacy Notice applies to your information.

18. Our responsibility to you

Nothing in these terms limits or excludes any liability that cannot be limited or excluded under the law — for example liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit.

Subject to that, and because VanVox is a beta business service that relies on your review and explicit confirmation of every document and on third-party providers we do not control:

• we are responsible for foreseeable loss and damage we cause by breaking this agreement or by failing to use reasonable care and skill;
• we are not responsible for loss or damage that is not foreseeable, or that arises because you did not review or confirm a draft before relying on it;
• as a business user, you accept that we are not liable for indirect or consequential losses, or for loss of profit, revenue, business, goodwill or anticipated savings, to the extent the law allows this to be excluded.

The overall limit of our liability under this agreement is being finalised with our legal advisers and will be stated here before it is relied upon. Until then, this section applies subject to the mandatory legal limits above and is not a cap on any liability the law does not permit us to exclude.

19. Changes to these terms

We may update these terms from time to time. When we make a material change, we will update the effective date at the top of this page and, where appropriate, let you know through the service. If you do not accept a material change, you can stop using VanVox. Continuing to use the service after a change means you accept the updated terms, to the extent our notice and acceptance steps support that at the time.

20. Governing law and disputes

This agreement is governed by the law of England and Wales, and the courts of England and Wales have jurisdiction over any business dispute arising from it. This position is subject to final legal review.

Before starting court proceedings, we ask that you contact us through the formal legal-notice route at support@vanvox.co.uk so we can try to resolve the matter in good faith.

21. Contact and notices

VanVox is operated by VANVOX LTD (company number 17225704), registered in England and Wales, registered office Suite RA01, 195–197 Wood Street, London, E17 3NU.

• General and support enquiries: support@vanvox.co.uk;
• Privacy and data-protection requests: privacy@vanvox.co.uk;
• Formal legal notices: support@vanvox.co.uk or postal service at the registered office;
• Company details: the Companies House register.

Ordinary support requests are separate from contractual and legal notices. WhatsApp is a product interface and should not be used as the only route for formal notices. The Contact page explains the current routes.