Terms of Service

These terms are an agreement between Novix Technologies (“we”, “us”) and the person or organisation that creates or uses a Vectrox workspace (“you”). By creating an account, accepting an invitation to a workspace, or using the service, you agree to them. If you use Vectrox for an organisation, you confirm that you may bind it, and “you” means that organisation.

If you have signed a separate written agreement with us, that agreement takes priority where the two differ.

Vectrox is an online customer-relationship management service: client records, assets and renewals, a sales pipeline, quotes and invoices, tasks, email filed from mailboxes you connect, workflows, reporting and AI-assisted features. What it does and does not do is described in the User guide.

We may add, change or remove features. We will not remove a feature you are paying for during a paid term without notice, and if a change materially reduces the service you may cancel and receive a pro-rata refund of fees paid in advance for the remaining term.

• You must give accurate information, keep your password confidential, and tell us promptly if you believe an account has been compromised. You are responsible for what is done under the accounts in your workspace.
• The person who creates a workspace is its Owner. The Owner and Admins decide who joins, what role each person has and therefore what each person can see and do. Managing that is your responsibility.
• You must have the legal capacity to enter into a binding contract to register for and use an account. You confirm this when you agree to these terms. The service is intended for business and commercial use.
• One person, one account. Accounts may not be shared between people.
• A business registers with a work email address at a domain it controls. We may refuse a registration made from a free consumer mailbox, a disposable address, or a domain that cannot receive mail.

Some plans are paid. If you choose one, the following applies.

• Fees and billing period. The price, the billing period (monthly or yearly) and what is included are shown before you subscribe. Fees are charged in advance for each period.
• Renewal. A subscription renews automatically for the same period at the then-current price unless you cancel before the renewal date. We will tell you in advance of any price change, which applies from the next renewal.
• Cancelling. You may cancel at any time; the subscription then runs to the end of the period already paid for. Except where the law gives you a right to a refund, or as stated in “The service” above, fees already paid are not refunded.
• Payment processing. Payments are handled by an authorised third-party payment processor. Your card details go directly to the processor, which is PCI-DSS certified; we never see or store full card numbers. By paying you also agree to the processor’s terms, and authorise it to charge your payment method for the fees due, including on renewal.
• Failed payments. If a payment fails we will tell you and may try again. If it remains unpaid after reasonable notice we may suspend the workspace until it is paid.
• Taxes. Prices exclude taxes unless stated. You are responsible for sales, value-added, goods-and-services and similar taxes on your purchase, other than taxes on our income.

For clarity: the quotes and invoices you create in Vectrox for your clients are records. Vectrox does not collect payments from your clients on your behalf.

You agree not to, and not to let anyone else:

• use the service to break the law, or to store or send content that is unlawful, infringing, fraudulent or that you have no right to hold;
• send unsolicited bulk or marketing email through the service, or use automated emails and workflows in a way that breaks anti-spam, telemarketing or consumer-protection law (including CAN-SPAM, the GDPR and ePrivacy rules, and India’s TCCCPR). You are the sender of every email sent from your workspace and your connected mailboxes;
• upload personal data about people without a lawful basis for doing so, or store data that sector rules forbid you from keeping in a general-purpose tool (for example full payment-card numbers);
• probe, scan or test the security of the service without our written permission, bypass access controls, or try to reach another workspace’s data;
• copy, resell, sublicense, reverse-engineer or build a competing product from the service, except where the law gives you a right we cannot exclude;
• overload the service, use it to distribute malware, or access it by automated means other than the features provided;
• use a connected Gmail or Outlook mailbox in breach of Google’s or Microsoft’s own terms.

We may suspend an account that breaks these rules, with notice where that is practical, and immediately where there is a security risk or a legal requirement.

• It is yours. You keep all rights in the data you put into Vectrox. You give us only the permission we need to host it, process it and display it to the people in your workspace in order to provide the service.
• Personal data. For personal data about your clients and contacts, you are the controller (data fiduciary) and we are your processor. We process it only on your instructions — which are these terms, your configuration of the service and your use of it — as described in our Privacy Policy, which lists our sub-processors. You are responsible for having a lawful basis to hold that data and for the notices you owe to those people. A data-processing agreement is available on request.
• Getting it out. You can export your clients and your audit log at any time. For 30 days after a workspace is closed we will, on request, provide an export of its data; after that it is deleted as described in the Privacy Policy.
• Backups. We take reasonable measures to protect data, but you are responsible for keeping your own copies of anything you cannot afford to lose. Deletions you make — including “Delete all clients” — are permanent.

AI features, including the in-app assistant (“Vectrox Agent”), produce suggestions, summaries and drafts. They can be wrong, incomplete or out of date. You are responsible for checking anything an AI feature produces before relying on it or sending it to a client. Nothing an AI feature or Vectrox Agent says is legal, tax, financial or other professional advice. Vectrox Agent describes how the product works and can pass a request to our support team; it cannot make commitments on our behalf.

A client can accept a quote through its link by typing their name; we record the name, time, IP address and browser. That is a record of acceptance provided for your convenience. Whether it is a sufficient signature for your purposes, in your country and for your kind of contract, is for you to determine. We are not a party to the agreements you make with your clients.

The service works with third-party services you choose to connect (Gmail / Google Workspace, Outlook / Microsoft 365) and relies on others to operate. Your use of a connected service is governed by your agreement with its provider. We are not responsible for a third-party service’s availability or for changes it makes that affect the integration.

We and our licensors own the service, its software, design and documentation. These terms give you a non-exclusive, non-transferable right to use the service for your internal business purposes while your account is active, and nothing more. If you send us feedback, we may use it without obligation to you.

If any party believes content held in a workspace infringes intellectual property rights, notice may be sent to our Data Governance & Grievance Desk at mayureshchaturvedi@gmail.com for prompt review and resolution.

So that we can act on it, a notice should identify the work or right concerned, describe the content and where it is held as precisely as the sender can, give the sender’s contact details and their authority to act for the rights holder, and state that the information is accurate and given in good faith. We will review it, pass it to the business that controls the workspace where appropriate, and may remove or disable access to content, or suspend an account, where the notice is well founded or the law requires it.

We work to keep the service available and secure, and to give notice of planned maintenance, but we do not promise it will be uninterrupted or error-free, and no service-level commitment applies unless we have agreed one with you in writing. Support is available through Vectrox Agent’s “Talk to a person” form in the app and through mayureshchaturvedi@gmail.com.

• You may stop using the service and ask us to close your workspace at any time.
• We may end the agreement on 30 days’ notice; or at once if you materially break these terms and do not put it right within 14 days of being told, if you do not pay fees that are due, or if the law requires it. If we end it without cause, we refund fees paid in advance for the unused period.
• When the agreement ends your right to use the service stops. The sections on your data, payment of amounts due, intellectual property, disclaimers, liability and disputes continue to apply.

To the fullest extent the law allows, the service is provided “as is” and “as available”, without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that reminders, renewal emails, workflows or synced email will always be delivered or delivered on time; they depend on third-party email providers and on the mailbox you connect. Do not rely on the service as your only safeguard for a deadline that matters.

To the fullest extent the law allows:

• neither of us is liable to the other for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or data, however caused;
• our total liability arising out of or relating to the service or these terms, whatever the legal theory, is limited to the greater of the fees you paid us for the service in the twelve months before the event giving rise to the claim, and one hundred US dollars (USD 100).

Nothing in these terms limits liability that cannot be limited by law — including for death or personal injury caused by negligence, for fraud, or for a consumer’s statutory rights.

You will defend and indemnify us against claims by third parties arising from the data you put into the service, the emails sent from your workspace, or your breach of the Acceptable use section, provided we tell you promptly of the claim and let you control its defence.

Talk to us first. If you have a complaint, write to mayureshchaturvedi@gmail.com. Each of us will try in good faith to resolve a dispute by discussion for at least 30 days before starting formal proceedings.

Governing law and forum. These terms are governed by the laws of India, without regard to conflict-of-law rules. Disputes that are not resolved by discussion are subject to the exclusive jurisdiction of the courts of Uttar Pradesh, India.

Your local rights are kept. If you are a consumer, nothing here takes away rights under the mandatory law of the country where you live, including the right to bring proceedings in your local courts. Either of us may seek urgent injunctive relief from any competent court to protect confidential information or intellectual property.

Time limit. Unless the law gives you longer, a claim must be brought within one year of when it could first have been brought.

• Changes to these terms. We may update these terms. We will change the date above and, for a material change, tell workspace Owners by email or in the app at least 30 days before it takes effect. Continuing to use the service after that date means you accept the change; if you do not, you may close your workspace.
• Assignment. You may not transfer this agreement without our consent. We may transfer it to a successor to our business.
• Force majeure. Neither of us is liable for failure caused by events beyond reasonable control.
• Severability. If part of these terms is found unenforceable, the rest stays in effect.
• Entire agreement. These terms, the Privacy Policy and any order or written agreement between us are the whole agreement about the service.
• Notices. We send notices to the email address of the workspace Owner. Send notices to us at mayureshchaturvedi@gmail.com, or by post to Novix Technologies, Uttar Pradesh, India.