Legal

Terms of Services

Last updated

These Terms of Services ("Terms") govern your access to and use of Vaia.Space, including the website at vaia.space, the application at app.vaia.space, and any related services (collectively, the "Service"). By creating an account, signing in, or otherwise using the Service, you agree to these Terms. If you do not agree, do not use the Service.

The Service is currently in a pre-release ("beta") phase. Features, availability, and these Terms may change as the Service evolves. Material changes will be communicated by email or in-product notice; continued use after the effective date of an update means you accept the revised Terms.

1. Who may use Vaia.Space

You must be at least 18 years old and able to form a binding contract under applicable law. If you sign in with a work email or on behalf of an organization, you represent that you are authorized to bind that organization to these Terms, and "you" includes that organization.

2. What Vaia.Space provides

Vaia.Space is a workspace tool for time tracking, project planning, leave management, and related team operations. Specific modules available to your organization depend on what your administrator has enabled. We may add, modify, or remove features at any time, though we will avoid materially degrading paid features without reasonable notice.

3. Your account

3.1 Sign-in methods

You can create or access a Vaia.Space account using any of the following methods. By choosing a method, you authorize Vaia.Space to process the information described below.

  • Magic code by email. We send a one-time numeric code to your email address. Possession of the code authorizes sign-in; treat it like a password and do not share it. Codes expire and are single-use.
  • Sign in with Google. If you choose this option, Google asks for your consent to share your account identifier, primary email address, name, profile photo, and locale with Vaia.Space (the openid, email, and profile OAuth scopes). Vaia.Space does not request access to your Gmail, Google Calendar, Google Drive, Contacts, or any other Google service, and will not silently expand these scopes without an updated consent screen.
  • Sign in with Microsoft. If you choose this option, Microsoft asks for your consent to share your account identifier, primary email/UPN, display name, and profile photo with Vaia.Space (the openid, email, profile, and User.Read Microsoft Graph scopes). Vaia.Space does not request access to your Outlook mail, Calendar, OneDrive, Teams messages, or any other Microsoft 365 data, and will not silently expand these scopes without an updated consent screen.

You may revoke Vaia.Space's access at any time from your Google or Microsoft account settings. Revoking access disables single sign-on from that provider but does not by itself delete your Vaia.Space account — see Section 11.

3.2 Workspace membership and roles

Your account exists within one or more organization "workspaces." Your workspace administrator controls invitations, role assignments (which determine what you can see and do), removal of members, and the configuration of integrations and modules. An administrator may have access to data you record in the workspace, including time logs, notes, and HR records, in line with the administrator's responsibilities as data controller for that workspace.

3.3 Account security

You are responsible for safeguarding the credentials and email inbox associated with your account, for activities that occur under your account, and for notifying us promptly at [email protected] if you suspect unauthorized access.

4. Acceptable use

You agree not to:

  • use the Service to violate any applicable law or the rights of others;
  • upload, store, or transmit content that is unlawful, infringing, defamatory, or designed to harass any person;
  • attempt to gain unauthorized access to the Service, other users' accounts, or any underlying infrastructure;
  • probe, scan, or test the vulnerability of any system, or circumvent any rate-limiting, security, or authentication mechanism, except under a written security-research agreement with us;
  • reverse engineer, decompile, or disassemble any part of the Service, except as expressly permitted by applicable law;
  • use automated means (scripts, scrapers, bots) to access the Service except via documented APIs and within published rate limits;
  • resell, sublicense, or provide the Service to third parties as a standalone offering;
  • share magic codes, session tokens, or OAuth tokens with anyone else, including by storing them in shared inboxes or chat channels.

5. Third-party services and integrations

The Service can connect to third-party services that you or your administrator authorize, including Google, Microsoft, and Slack. Each integration is governed by its provider's own terms and privacy policies, which we do not control. The scope of what we request from each provider is described in our Privacy Policy. Specifically:

  • Slack. When your administrator installs the Vaia.Space Slack app for your workspace, we receive a bot token scoped to post messages in the channels you select for delivery, read your workspace's basic profile, and resolve channel and user names for routing. We do not request the channels:history, groups:history, im:history, or mpim:history scopes, and we therefore cannot read the contents of any channel, including channels we post to. Uninstalling the Slack app from your Slack workspace immediately revokes the bot token.
  • Google and Microsoft sign-in. Used only for authentication. See Section 3.1.
  • Future integrations. When we add a new integration, the consent screen of the third-party provider will spell out the exact scopes requested, and our Privacy Policy will be updated to describe what we receive and how we use it. You authorize each new integration explicitly the first time you enable it.

You are responsible for the lawfulness of any data you instruct Vaia.Space to retrieve from, or send to, an integration on your behalf.

6. Your content and license to us

You and your organization retain ownership of all data and content you submit to the Service, including time logs, projects, notes, files, HR records, and integration content ("Customer Content"). You grant Vaia.Space a worldwide, non-exclusive, royalty-free license to host, copy, process, transmit, and display Customer Content solely as needed to provide and operate the Service for you, to maintain backups, and to comply with legal obligations. This license ends when you delete the relevant content, except for retained backups subject to the retention windows described in our Privacy Policy.

We will not use Customer Content to train artificial intelligence or machine learning models, sell it, or otherwise use it for our own commercial purposes outside of providing the Service to you.

7. Workspace ownership and administrator authority

The organization that owns a workspace controls that workspace. Administrators may invite or remove members, change roles, change data-export and deletion settings, and configure or disconnect integrations. If your employment or contractual relationship with the workspace owner ends, the workspace owner — not you — continues to control Customer Content associated with that workspace, including content you contributed.

8. Fees and billing

During the beta phase, the Service is provided free of charge unless we have agreed otherwise in writing with your organization. We will give your organization reasonable advance notice before introducing fees, and continued use after the announced effective date constitutes acceptance of those fees.

9. Beta features and confidentiality

Beta or preview features may be unstable, incomplete, or removed without notice and are provided "as is." Features explicitly marked as confidential or non-public must not be shared outside your organization without our written consent.

10. Suspension and termination

You may stop using the Service and request deletion of your account at any time. Your administrator may also remove you from a workspace at any time. We may suspend or terminate your access, in whole or in part, if we reasonably believe you have violated these Terms, if doing so is necessary to protect the Service or other users, or if required by law. We will give reasonable notice where doing so is practical and lawful. Upon termination, the licenses granted in these Terms end, except provisions that by their nature survive (including Sections 6, 11, 12, 13, 14, and 15).

11. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, statutory, or otherwise, including any implied warranties of merchantability, fitness for a particular purpose, non-infringement, or any warranty arising out of course of dealing or usage of trade. We do not warrant that the Service will be uninterrupted, secure, or error-free, that defects will be corrected, or that the Service will meet your requirements. Some jurisdictions do not allow the exclusion of certain warranties; in those jurisdictions the foregoing exclusions apply to the maximum extent permitted by law.

12. Limitation of liability

To the maximum extent permitted by applicable law, Vaia.Space and its affiliates, officers, employees, agents, and licensors will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, lost data, business interruption, or substitute-services costs, arising out of or related to the Service or these Terms, even if advised of the possibility of such damages.

Our aggregate liability for any claim arising out of or related to the Service or these Terms will not exceed the greater of (a) the amount your organization paid us for the Service in the twelve months preceding the event giving rise to the claim, and (b) one hundred euros (EUR 100). Nothing in these Terms limits liability that cannot be limited under applicable law (for example, for gross negligence, willful misconduct, or personal injury caused by negligence).

13. Indemnification

You will defend, indemnify, and hold harmless Vaia.Space and its affiliates from and against any third-party claims, damages, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to (a) your use of the Service in violation of these Terms or applicable law, (b) Customer Content you submit, (c) your or your organization's use of an integration you authorized, or (d) your violation of any third party's rights.

14. Governing law and disputes

These Terms are governed by the laws of the Republic of Serbia, without regard to its conflict-of-laws rules. The courts of Novi Sad, Serbia have exclusive jurisdiction over any dispute arising out of or related to these Terms or the Service, except that either party may seek injunctive relief in any court of competent jurisdiction. If you are a consumer resident in the European Union, you also have the protection of mandatory provisions of the law of the country in which you reside.

15. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or in-product notice at least thirty (30) days before the changes take effect, unless a shorter notice period is required by law or by a security or integration provider. The most current version is always available at https://vaia.space/terms.

16. Miscellaneous

These Terms are the entire agreement between you and Vaia.Space regarding the Service and supersede any prior agreements on the same subject. If any provision is held unenforceable, the remaining provisions remain in effect. Our failure to enforce a provision is not a waiver of our right to do so later. You may not assign these Terms without our prior written consent; we may assign them in connection with a merger, acquisition, or sale of assets. No agency, partnership, joint venture, or employment is created by these Terms.

17. Contact

Questions about these Terms can be sent to [email protected].