Terms & Conditions

These Terms and Conditions ("Terms") govern your use of RefVaultApp™ ("the Service"), provided by Vault41 Ltd ("we", "us", "our"), a company registered in England and Wales. By creating an account or using the Service, you agree to be bound by these Terms.

Please read these Terms carefully. If you do not agree with any part of them, you must not use the Service.

1. The Service

RefVaultApp™ is a professional reference management platform that allows users ("candidates") to request structured, verified references from colleagues or supervisors ("referees"), store those references securely, and share them with prospective employers.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable notice where practicable.

2. Eligibility

To use the Service you must:

• Be at least 18 years old (or the age of majority in your jurisdiction, whichever is higher)
• Have the legal capacity to enter into a binding agreement
• Not be prohibited from using the Service under applicable law

By registering, you confirm that all information you provide is accurate and complete.

3. Accounts

You are responsible for maintaining the confidentiality of your account credentials. You must notify us immediately at hello@refvaultapp.com if you suspect unauthorised access to your account.

You are responsible for all activity that occurs under your account. We are not liable for any loss arising from unauthorised use of your account where you have not taken reasonable steps to protect your credentials.

4. Subscriptions and Payments

The Service is available on a free tier and various paid subscription plans. Paid plans are billed in GBP via Stripe, our third-party payment processor.

• Monthly and annual subscriptions renew automatically until cancelled.
• One-time payments (Lifetime Vault, 3-Year Vault Pass) are non-refundable except as required by law.
• Cancellation of a subscription takes effect at the end of the current billing period. You retain access until then.
• Price changes will be communicated at least 30 days in advance for existing subscribers. Your locked-in price is protected for the duration of your current plan.
• VAT is applied where required by UK law and shown at checkout.

Payments are processed by Stripe. We do not store your card details. By subscribing you also agree to Stripe's terms of service.

5. Reference Storage

Once a reference has been received and stored in your vault, it is kept permanently regardless of your subscription tier. This is a core promise of the Service. References are not deleted if you downgrade or cancel, subject to clause 11 (account deletion).

The number of references you can actively request is determined by your subscription plan. References already in your vault are always accessible.

6. Acceptable Use

You agree not to use the Service to:

• Submit false, misleading, or fraudulent information
• Impersonate any person or entity
• Send unsolicited communications to referees
• Attempt to access another user's account or data
• Circumvent, disable, or interfere with security features
• Use the Service for any unlawful purpose
• Reverse engineer, decompile, or copy any part of the Service

Breach of these restrictions may result in immediate account suspension or termination.

7. Referee Terms

Referees who submit responses via the Service agree that:

• Their response is honest, accurate, and provided in good faith
• They have the authority to provide a reference on behalf of their organisation (where applicable)
• Their response may be stored permanently in the candidate's vault and shared with employers at the candidate's discretion
• Identity verification data they provide (name, date of birth, employment dates) is processed as described in our Privacy Policy

Referees who wish to retract a submitted reference should contact us at hello@refvaultapp.com. We will review requests on a case-by-case basis, balancing the referee's rights against the candidate's legitimate interests.

8. Employer Access

References shared with employers are provided for the sole purpose of verifying a candidate's professional history. Employers:

• Must use a professional work email to access references
• Must not share, copy, or reproduce reference content without the candidate's consent
• Access references as a third-party data recipient and assume responsibility for their own lawful handling of that data

9. Intellectual Property

All content, design, software, and functionality of the Service is owned by or licensed to Vault41 Ltd and protected by intellectual property laws. You may not copy, reproduce, or distribute any part of the Service without our written consent.

You retain ownership of any content you create or upload (your profile, reference request details). You grant us a non-exclusive licence to store, process, and display that content as necessary to provide the Service.

10. Limitation of Liability

To the maximum extent permitted by law:

• The Service is provided "as is" without warranty of any kind, express or implied
• We do not guarantee that the Service will be uninterrupted, error-free, or secure at all times
• We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service
• Our total liability to you in any 12-month period shall not exceed the amount you paid us in subscription fees during that period, or £50, whichever is greater

Nothing in these Terms limits our liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation, or any other liability that cannot be excluded by English law.

11. Account Termination

You may delete your account at any time by contacting us at hello@refvaultapp.com. Upon deletion:

• Your profile and personal data are deleted within 30 days
• Reference data may be anonymised or deleted on request
• Active subscriptions will continue until the end of the billing period; no partial refunds are issued
• Lifetime and one-time purchases are non-refundable upon account deletion

We may suspend or terminate your account without notice if you breach these Terms, or with reasonable notice for other reasons (e.g. discontinuation of the Service). If we close the Service permanently, we will give at least 30 days' notice and provide a reasonable means to export your data.

12. Promotions and Discount Codes

Promotional discount codes (such as "BETA15") are subject to the following conditions:

• One use per customer unless stated otherwise
• Cannot be combined with other offers
• Valid for new subscriptions only unless stated otherwise
• May be withdrawn at any time without notice
• Have no cash value

13. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes via email or an in-app notice at least 14 days before they take effect. Your continued use of the Service after that date constitutes acceptance of the updated Terms.

14. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any disputes arising from or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

We always prefer to resolve disputes amicably. If you have a complaint, please contact us first at hello@refvaultapp.com and we will do our best to resolve it.

15. Contact

For any questions about these Terms:

📧 hello@refvaultapp.com
📧 legal@vault41.org
🌐 refvaultapp.com