Terms of service

Last updated 11 September 2026

These are the terms on which vaOS is provided. They are written in plain English on purpose, because terms you cannot read are terms you cannot rely on. By creating an account or using vaOS you agree to them, and if you are agreeing on behalf of a business, you confirm you are able to bind that business.

vaOS is run by Rory Manning, trading as Virtually Rory, of Suite 45, 4 Blenheim Court, Peppercorn Close, Peterborough, Cambs PE1 2DU in the United Kingdom. "We" means vaOS, "you" means the account holder, and "your clients" means the people you serve through it.

What vaOS is

vaOS is a working platform for virtual assistants: clients, requests, time, prepaid hours, invoice records, client portals and the automations described on the features page. It is sold to businesses for business use, not to consumers.

vaOS records invoices you raise elsewhere. It does not generate invoices and it is not an accounting tool or a substitute for one.

Your account

You must be at least 18 and give accurate details. The account is yours: keep your sign-in to yourself, and anything done under it is treated as done by you. Tell us promptly if you believe somebody else has access.

Where you invite other people in, such as associates you assign work to or clients using your portal, you are responsible for what you give them access to and for how they use it. Each account is for one business.

Plans and payment

Current plans, prices and limits are on the pricing page. Paid plans are billed monthly in advance through Stripe, and we never see or store your card details.

If a payment fails we will retry and let you know. If it keeps failing we may move the account to the free plan or suspend it until payment is sorted out.

We can change prices. If a change affects a plan you pay for, we will give you at least 30 days' notice by email before it applies, and you can cancel before it does.

Cancelling

You can cancel a paid plan at any time from your account. The plan runs to the end of the period you have already paid for and then does not renew. We do not give refunds for part of a month. After cancelling a paid plan the account moves to the free plan, and features beyond the free plan's limits stop being available.

Your data and your clients' data

Your data stays yours. For the personal data of your clients that you hold in vaOS, you are the controller and we act as your processor: we only handle it to run the service for you, as described in the privacy policy, which forms part of these terms. You are responsible for having the right to put that data into vaOS in the first place.

When your account closes, we keep your data for 30 days so you can change your mind or take a copy, and then delete it, except anything we are required to keep for legal or accounting reasons. Backups age out on their own cycle shortly afterwards.

Data processing

This section is the data processing agreement between you and vaOS for the personal data of your clients that you hold in the service. You are the controller of that data and vaOS is your processor. Where these commitments and anything else in these terms disagree, this section wins for that data.

As your processor, we commit to the following:

• We process your clients' personal data only to provide vaOS to you and on your documented instructions, which these terms and your use of the service's features are. If the law ever requires us to process it otherwise, we will tell you first unless the law forbids that.
• Everyone with access to the data on our side is bound by confidentiality.
• We apply appropriate technical and organisational security measures, including encrypted connections, access controls, and daily backups.
• We will help you, so far as is reasonable, respond to your clients exercising their rights under UK GDPR, and meet your own security and breach obligations.
• If we become aware of a personal data breach affecting your data, we will tell you without undue delay.
• When your account closes, we delete the data as described in the section above, and on request before then we will provide it to you using the service's export tools.
• We will make available the information reasonably needed to show these commitments are met.

Sub-processors. We use a small number of providers to run the service, and by using vaOS you authorise them: Hostinger International Ltd for hosting and storage, Google for backup copies held in Google Drive, and Stripe for subscription billing, which involves your own details rather than your clients'. We will give you at least 30 days' notice by email before adding or changing a sub-processor that handles your clients' data, and each one is bound by data protection obligations equivalent to these.

Where data lives. The service is hosted in the United Kingdom. Some providers may process limited data outside the UK, in which case a recognised transfer safeguard applies, such as the UK's adequacy arrangements or the UK Addendum to standard contractual clauses.

Connected Google services

You can connect a Google account for calendar features and, where offered, backups to your own Google Drive. The connection is optional, is also governed by Google's own terms, and can be disconnected at any time either in vaOS or from your Google account settings. Our use of Google user data is described in the privacy policy and is limited to providing those features.

Email you send through vaOS

vaOS can send email on your behalf, including booking invitations, reminders and outreach, using your own email account. Those messages are yours: you are responsible for making sure you have a lawful basis to contact each recipient under UK GDPR and PECR, and for honouring the stop links vaOS includes. If your sending causes problems for your email provider or for the service, we may pause the feature on your account while it is sorted out.

Fair and lawful use

Use vaOS lawfully and decently. Do not use it to send spam, store or send anything unlawful, infringe anyone's rights, probe or disrupt the service, or resell access to it.

The service itself

We work to keep vaOS fast and available, and it is backed up daily, but no online service can promise perfection and we do not guarantee uninterrupted availability. We may change, add or retire features as the product develops, and if we retire something material to a paid plan we will tell you in advance. Keep your own copies of anything critical; the export tools exist for exactly that.

Ownership

We own vaOS: the software, the design and the name. You own your data and your branding, and you grant us the licence needed to host and display them, which is simply what running the service means. Feedback and feature requests are welcome and we may use them without obligation.

When we can end it

We can suspend or close an account that seriously or repeatedly breaks these terms, does not pay, or puts the service or other users at risk. Where it is reasonable to do so we will warn you first and give you a chance to put things right. The data section above still applies on the way out.

Liability

Nothing in these terms limits liability that cannot lawfully be limited, including for fraud or for death or personal injury caused by negligence.

Beyond that, vaOS is a tool for your business and you use it on that basis. We are not liable for loss of profits, business or goodwill, or for indirect losses, and our total liability to you in any 12 month period is capped at the amount you paid us in that period. These terms are for business use, so consumer protection legislation does not apply.

Changes to these terms

We can update these terms as vaOS develops. Material changes will be announced by email or in the app at least 30 days before they apply. Continuing to use vaOS after that counts as acceptance, and if you do not agree, you can cancel before the change takes effect.

The law, and where to ask questions

These terms are governed by the law of England and Wales, whose courts have exclusive jurisdiction. If part of these terms turns out to be unenforceable, the rest still stands. Questions are welcome at support@vaos.uk or through the contact page.