Terms and Conditions

In these Terms and Conditions:

"VELOZ Compliance", "we", "us" or "our" means VELOZ Compliance Ltd, a company registered in Scotland (Company No. SC436388).

"VELOZ Matrix" means the cloud-based compliance management platform operated by VELOZ Compliance Ltd and accessible at veloz-compliance.co.uk.

"You" or "your" means the individual or organisation subscribing to and using VELOZ Matrix.

"Account" means the account created by you to access and use VELOZ Matrix.

"Organisation" means the company or business entity you represent when registering for VELOZ Matrix.

"Subscription" means your paid or trial access to VELOZ Matrix under one of our available plans.

"Data" means any information, records, documents or content uploaded to or created within VELOZ Matrix by you or your users.

"Users" means individuals authorised by you to access your VELOZ Matrix account.

By registering for, accessing or using VELOZ Matrix, you confirm that you have read, understood and agree to be bound by these Terms and Conditions and our Privacy Policy.

If you are registering on behalf of a company or other legal entity, you represent that you have the authority to bind that entity to these Terms and Conditions.

If you do not agree to these Terms and Conditions, you must not use VELOZ Matrix.

3.1 To use VELOZ Matrix you must create an account by providing accurate and complete information including your name, email address and company details.

3.2 You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

3.3 You must notify us immediately at info@veloz-compliance.co.uk if you become aware of any unauthorised access to your account.

3.4 You must be at least 18 years of age to create an account.

3.5 We reserve the right to refuse registration or suspend accounts at our discretion, including where we believe information provided is inaccurate or where these Terms and Conditions have been breached.

4.1 Plans

VELOZ Matrix is offered on the following subscription plans:

• Starter — £79 per month
• Growth — £149 per month
• Business — £299 per month
• Enterprise — pricing on application

Each plan includes different features and usage limits as described on our pricing page at veloz-compliance.co.uk.

4.2 Free Trial

New subscribers are entitled to a 30-day free trial upon registration. During the trial period your payment method will be collected but no charge will be made. At the end of the trial period your subscription will automatically commence and your payment method will be charged at the applicable monthly rate unless you cancel before the trial ends.

4.3 Payment

All payments are processed securely via Stripe. By providing your payment details you authorise us to charge the applicable subscription fee on a monthly basis. All prices are exclusive of VAT where applicable.

4.4 Billing Cycle

Subscriptions are billed monthly in advance. Your billing date is set on the date your trial ends and your first payment is processed.

4.5 Add-ons

Additional workers, users, subcontractors and AI scanning credits are available as paid add-ons. Add-on fees are charged at the time of purchase.

4.6 Price Changes

We reserve the right to change our subscription prices. We will provide at least 30 days notice of any price changes by email. Continued use of VELOZ Matrix after the price change takes effect constitutes acceptance of the new price.

4.7 Taxes

You are responsible for all applicable taxes, duties and charges in connection with your subscription.

5.1 The 30-day free trial is available to new subscribers only. One trial per organisation.

5.2 During the trial period certain features may be restricted, including watermarked compliance pack PDFs and read-only Excel exports, unless your account has been set up with full trial access by VELOZ Compliance.

5.3 We reserve the right to terminate a trial at any time and without notice if we suspect misuse or abuse of the trial period.

5.4 At the end of the trial period your subscription will automatically begin. If you do not wish to continue, you must cancel before the trial ends via Settings → Billing & Plan → Manage Subscription.

6.1 Cancellation by you

You may cancel your subscription at any time via Settings → Billing & Plan → Manage Subscription in the platform. Upon cancellation your subscription will remain active until the end of your current billing period, after which your account will be locked. You will not be charged for subsequent billing periods.

6.2 No refunds

We do not offer refunds for partial months or unused portions of a subscription period. If you cancel mid-month you will retain access until the end of that billing period.

6.3 Reactivation

You may reactivate a cancelled subscription at any time. Reactivations are not eligible for a new trial period and your payment method will be charged immediately upon reactivation.

6.4 Cancellation by us

We reserve the right to suspend or terminate your account and subscription without notice if you breach these Terms and Conditions, fail to pay applicable fees, or if we reasonably believe your use of the platform poses a risk to other users or to VELOZ Compliance.

7.1 You agree to use VELOZ Matrix only for lawful purposes and in accordance with these Terms and Conditions.

7.2 You must not:

• Use VELOZ Matrix in any way that violates applicable UK or international law or regulation
• Upload, store or transmit any content that is unlawful, harmful, defamatory, obscene or otherwise objectionable
• Attempt to gain unauthorised access to any part of VELOZ Matrix or its related systems
• Reverse engineer, decompile or disassemble any part of VELOZ Matrix
• Use VELOZ Matrix to transmit unsolicited commercial communications
• Use VELOZ Matrix in a way that could damage, disable or impair the platform or interfere with other users
• Share your account credentials with individuals outside your organisation
• Misrepresent the compliance status of workers or certifications within the platform

7.3 You are solely responsible for the accuracy of data entered into VELOZ Matrix. We accept no liability for decisions made based on inaccurate data.

8.1 You retain ownership of all Data you upload to or create within VELOZ Matrix.

8.2 By using VELOZ Matrix you grant us a limited licence to store, process and display your Data solely for the purpose of providing the platform to you.

8.3 We will handle your personal data in accordance with our Privacy Policy, available at veloz-compliance.co.uk/privacy, and in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

8.4 We implement appropriate technical and organisational measures to protect your Data. However we cannot guarantee absolute security and you acknowledge that transmission of data over the internet carries inherent risks.

8.5 Upon termination of your account we will retain your Data for 30 days, after which it may be permanently deleted. You are responsible for exporting any Data you require before your account is terminated.

8.6 We act as a data processor in respect of personal data relating to your workers and employees. You act as the data controller and are responsible for ensuring you have the appropriate legal basis for processing such data within VELOZ Matrix.

9.1 VELOZ Matrix, including its software, design, features, content and documentation, is owned by VELOZ Compliance Ltd and is protected by intellectual property laws.

9.2 We grant you a limited, non-exclusive, non-transferable licence to access and use VELOZ Matrix during your subscription period solely for your internal business purposes.

9.3 You must not copy, modify, distribute, sell or lease any part of VELOZ Matrix or its content without our prior written consent.

9.4 The VELOZ and VELOZ Matrix names, logos and branding are trademarks of VELOZ Compliance Ltd. You must not use our trademarks without our prior written consent.

10.1 We will use reasonable endeavours to ensure VELOZ Matrix is available 24 hours a day, 7 days a week. However we do not guarantee uninterrupted access and may need to suspend the platform for maintenance, updates or reasons beyond our control.

10.2 We will endeavour to provide advance notice of planned maintenance where possible.

10.3 Support is available via email at info@veloz-compliance.co.uk. We aim to respond to support requests within 1 business day. Enterprise plan subscribers receive priority support.

10.4 We reserve the right to modify, update or discontinue features of VELOZ Matrix at any time. Where changes significantly affect functionality we will endeavour to provide reasonable notice.

11.1 To the maximum extent permitted by law, VELOZ Compliance Ltd shall not be liable for any indirect, incidental, special, consequential or punitive damages arising from your use of VELOZ Matrix, including but not limited to loss of profits, loss of data, loss of business or reputational damage.

11.2 Our total liability to you for any claim arising from these Terms and Conditions or your use of VELOZ Matrix shall not exceed the total subscription fees paid by you in the 6 months preceding the claim.

11.3 Nothing in these Terms and Conditions shall limit or exclude our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

11.4 VELOZ Matrix is provided as a compliance management tool. It is your responsibility to ensure your organisation meets all applicable legal and regulatory requirements. We do not warrant that use of VELOZ Matrix will ensure compliance with any specific regulation or standard.

12.1 We warrant that we will provide VELOZ Matrix with reasonable skill and care.

12.2 Except as expressly stated in these Terms and Conditions, VELOZ Matrix is provided "as is" without warranty of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose or non-infringement.

12.3 We do not warrant that VELOZ Matrix will be error-free, that defects will be corrected, or that the platform or the server that makes it available are free of viruses or other harmful components.

13.1 VELOZ Matrix integrates with third-party services including Stripe (payment processing), Supabase (data storage) and Resend (email delivery). Your use of these services is subject to their respective terms and privacy policies.

13.2 We are not responsible for the availability, accuracy or content of any third-party services.

14.1 These Terms and Conditions remain in effect for as long as you maintain an account with VELOZ Matrix.

14.2 You may terminate your account at any time by cancelling your subscription and contacting us at info@veloz-compliance.co.uk to request account deletion.

14.3 We may terminate your account immediately and without notice if you materially breach these Terms and Conditions, if you fail to pay applicable fees, or if we are required to do so by law.

14.4 Upon termination all licences granted to you under these Terms and Conditions will immediately cease.

15.1 We reserve the right to update these Terms and Conditions at any time. We will notify you of material changes by email and by posting the updated terms on our website.

15.2 Your continued use of VELOZ Matrix after the effective date of any changes constitutes your acceptance of the updated Terms and Conditions.

15.3 If you do not agree to the updated Terms and Conditions you must cancel your subscription and cease using VELOZ Matrix.

16.1 These Terms and Conditions are governed by and construed in accordance with the laws of Scotland.

16.2 For customers based in Scotland, any disputes shall be subject to the exclusive jurisdiction of the Scottish courts.

16.3 For customers based in England, Wales or Northern Ireland, any disputes shall be subject to the jurisdiction of the courts of England and Wales, though we reserve the right to bring proceedings in the Scottish courts where appropriate.

16.4 We will endeavour to resolve any dispute informally in the first instance. Please contact us at info@veloz-compliance.co.uk before commencing any legal proceedings.

17.1 These Terms and Conditions, together with our Privacy Policy, constitute the entire agreement between you and VELOZ Compliance Ltd in relation to VELOZ Matrix.

17.2 If any provision of these Terms and Conditions is found to be unenforceable, the remaining provisions will continue in full force and effect.

17.3 Our failure to enforce any right or provision of these Terms and Conditions shall not be deemed a waiver of that right or provision.

17.4 You may not assign or transfer your rights or obligations under these Terms and Conditions without our prior written consent.

If you have any questions about these Terms and Conditions please contact us:

VELOZ Compliance Ltd

Company No. SC436388

Email: info@veloz-compliance.co.uk

Website: veloz-compliance.co.uk