Terms of Service

Effective date: April 24, 2026 · Last updated: April 24, 2026

Welcome to Vaultic Back Office. These Terms of Service ("Terms") govern your access to and use of the Vaultic Back Office software-as-a-service platform, website, and related services (collectively, the "Service") operated by Vaultic Back Office ("Vaultic," "we," "us," or "our"), based in Gallatin, Tennessee.

By creating an account, subscribing to, or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

1. Eligibility and Account

You must be at least 18 years old and able to form a legally binding contract to use the Service. You agree to provide accurate, current information when creating an account, and to keep it accurate. You are responsible for all activity under your account and for maintaining the confidentiality of your login credentials.

2. Subscription, Trial, and Billing

2.1 Free Trial

New subscribers receive a 14-day free trial. A valid payment method is required to start the trial. You will not be charged during the trial. If you do not cancel before the trial ends, your subscription automatically converts to a paid plan at the then-current rate.

2.2 Pricing

The current subscription price is $29.99 USD per store, per month, billed monthly. We may change pricing with at least 30 days' notice to existing subscribers; changes take effect at your next billing cycle.

2.3 Payment and Auto-Renewal

Subscriptions are billed in advance on a recurring basis. By subscribing, you authorize us (through our payment processor, Stripe) to charge your payment method on each renewal date. Subscriptions renew automatically unless cancelled.

2.4 Cancellation and Refunds

You may cancel your subscription at any time from your account dashboard. Cancellation takes effect at the end of the current billing period; you retain access until that date. We do not offer refunds for partial months except where required by law.

3. Your Data

Your data belongs to you. You retain all rights to the transactional data, invoices, and operational records you or your point-of-sale system upload to the Service. By using the Service, you grant us a limited license to process, store, and display this data solely for the purpose of operating the Service for you.

We do not sell your data. We do not use your data to train AI models for other customers. When you cancel, we retain your data for up to 90 days in case of re-activation, after which it is permanently deleted. You may request immediate deletion at any time.

4. Acceptable Use

You agree not to:

• Upload data you do not have lawful rights to
• Attempt to reverse-engineer, decompile, or extract the source code of the Service or installed agent
• Use the Service to transmit malware, viruses, or malicious code
• Circumvent rate limits, authentication, or any technical restriction
• Share your account credentials or API keys with unauthorized parties
• Use the Service for any unlawful purpose or in violation of applicable laws
• Probe, scan, or test the vulnerability of the Service without our prior written permission

5. Hardware Agent and Installation

The Service includes a software agent installed on your point-of-sale back-office PC. The agent is licensed to the hardware it is installed on and may not be copied, transferred, or reverse-engineered. Installation tokens are single-use and expire after 30 days.

6. Service Availability

We aim for high availability but do not guarantee uninterrupted service. We perform scheduled maintenance and may experience unplanned outages. We are not liable for losses resulting from downtime, data delays, or service interruptions.

7. Disclaimers

The Service is provided "AS IS" and "AS AVAILABLE." We make no warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be error-free, secure, or meet your specific requirements.

Financial and compliance disclaimer: The Service presents data from your point-of-sale system and vendor invoices. You are responsible for verifying the accuracy of reports, tax filings, rebate submissions, and any financial decisions made based on the Service. We are not a tax advisor, accountant, or auditor.

8. Limitation of Liability

To the maximum extent permitted by law, Vaultic's total liability for any claim arising from or related to the Service is limited to the amounts you paid us in the 12 months preceding the claim. In no event will we be liable for indirect, incidental, special, consequential, or punitive damages, including lost profits or lost data.

9. Termination

You may stop using the Service at any time. We may suspend or terminate your account if you violate these Terms, fail to pay, or if continued service would expose us to legal or security risk. Upon termination, your right to use the Service ends immediately; your data retention follows Section 3.

10. Changes to These Terms

We may update these Terms from time to time. Material changes will be announced by email to your account email address at least 30 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

11. Governing Law and Disputes

These Terms are governed by the laws of the State of Tennessee, without regard to its conflict-of-law rules. Any disputes will be resolved in the state or federal courts located in Sumner County, Tennessee, and you consent to that jurisdiction.

12. Contact

These Terms are provided in draft form pending legal counsel review. If you require a final executed version or have legal questions, please contact us.