These Terms and Conditions ("Terms") govern access to and use of the Profivanta platform, available at https://profivanta.co.uk (the "Platform" or "Service"), provided by Profivanta ("Profivanta," "we," "us," or "our"). By creating an account, purchasing a plan, or otherwise using the Service, you ("Customer," "you," or "your") agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Service.
1. About Profivanta
Profivanta is a web-based business management platform designed for small businesses, freelancers, sole traders, consultants, agencies, and other service-based businesses. The Service provides tools to manage customer records, leads, sales pipelines, follow-ups, invoices, payments, income, expenses, projects, tasks, deadlines, team assignments, employee records, leave, onboarding, employee documents, and business reports, all from a single connected dashboard. Access to specific tools and services depends on the plan purchased by the Customer.
2. Acceptance of These Terms
By registering for an account, accessing the Platform, or paying for a plan, you confirm that you have read, understood, and agree to be bound by these Terms, as well as any other policies referenced within them, including our Privacy Policy and Refund Policy. You must be at least 18 years old and have the legal authority to enter into these Terms on behalf of yourself or the business you represent.
3. Eligibility and Account Registration
To use the Service, you must register for an account and provide accurate, current, and complete information during the registration process. You are responsible for keeping your account information up to date.
3.1 Account Security
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us promptly of any unauthorized use of your account or any other breach of security. Profivanta is not liable for any loss or damage arising from your failure to safeguard your account credentials.
3.2 Business Use
The Service is intended for business use by small businesses, freelancers, sole traders, consultants, and service-based businesses. By registering, you confirm that you are using the Service for legitimate business purposes.
4. Plans and Fees
Access to the Service is provided through a one-off, lifetime-access purchase. There are no subscriptions, no billing cycles, and no automatic renewals. Customers select a plan — Starter, Growth, Team, or Pro — that includes the specific modules and tools relevant to their business needs, and pay a single fee for that plan to gain permanent, lifetime access to it.
4.1 Plan Selection
Profivanta currently offers four plans: Starter (£89 one-off), Growth (£99 one-off), Team (£119 one-off), and Pro (£139 one-off). Each plan provides access to a different combination of modules, including Customer Relationship Management (CRM), leads and sales pipeline tools, invoicing and payment tracking, income and expense tracking, project and task management, employee records and leave management, onboarding tools, and business reporting. Full details of what is included in each plan are set out on our pricing page and may be updated from time to time.
4.2 Fees and Payment
Plan fees are one-off payments, charged in full in pounds sterling (GBP) at the time of purchase. There is no recurring billing: once your payment is successfully processed, you are granted lifetime access to the modules included in your plan, and you will not be charged again for that plan.
4.3 Changes to Fees
We may change plan fees from time to time. Any fee change will apply only to new purchases made after the change takes effect, and will not affect the lifetime access already granted under a plan you have already purchased.
4.4 Upgrades and Downgrades
You may upgrade to a higher-tier plan at any time, subject to the options made available on the Platform, by making an additional one-off payment for that plan. Upgrades take effect immediately. Because plans provide lifetime access, downgrading does not reduce or refund fees already paid; you will retain lifetime access to the modules included in your original plan unless you separately purchase a different plan.
5. Payment Processing
All payments made through the Service, including one-off plan payments, are processed securely through Stripe, a third-party payment processor. Where available, payments may also be made via Bacs Direct Debit.
5.1 Third-Party Processor
By providing payment details, you agree to Stripe's applicable terms of service and privacy policy in addition to these Terms. Profivanta does not store full payment card details on its own systems; such information is handled directly within Stripe's secure payment infrastructure.
5.2 Failed or Reversed Payments
If your payment for a plan fails to complete, you will not be granted access to that plan until a successful payment is made. If a payment is later reversed — for example, due to a chargeback — we may suspend or restrict the access granted by that payment until the matter is resolved. We may also apply reasonable administrative charges in connection with failed or reversed payments, where permitted by law.
5.3 Taxes
Plan fees are exclusive of any applicable taxes, including VAT, unless otherwise stated. You are responsible for any taxes associated with your use of the Service, other than taxes based on Profivanta's income.
6. Refunds and Money-Back Guarantee
Profivanta offers a 14-day money-back guarantee for eligible purchases. If you are not satisfied with the Service, you may request a refund within 14 days of your initial purchase, subject to the eligibility criteria set out in our published Refund Policy, available on the Profivanta website.
Refund requests outside of the eligibility window, or that do not otherwise meet the criteria of the Refund Policy, will be considered at Profivanta's discretion. Refunds, where approved, will be processed back to the original payment method within a reasonable period.
7. Closing Your Account and Termination
7.1 Closing Your Account
Because each plan is a one-off purchase that grants lifetime access, there is no subscription to cancel and nothing renews or is charged again. If you no longer wish to use the Service, you may close your account at any time through your account settings or by contacting us directly. Closing your account does not entitle you to a refund of fees already paid, except where required by our Refund Policy or applicable law.
7.2 Suspension or Termination by Profivanta
We may suspend or terminate your access to the Service, with or without notice, if you breach these Terms, misuse the Platform, or engage in conduct that we reasonably believe poses a risk to Profivanta, other customers, or third parties.
7.3 Effect of Termination
Upon termination of your account, your right to access and use the Service will cease. We may retain your data for a limited period following termination in accordance with our Privacy Policy, after which it may be deleted. You are responsible for exporting or backing up any data you wish to retain before your account is terminated.
8. Your Data and Content
8.1 Ownership
You retain ownership of all data and content you upload, input, or store within the Platform, including customer records, financial data, project information, and employee records ("Customer Data"). We do not claim ownership over your Customer Data.
8.2 Licence to Profivanta
You grant Profivanta a limited, non-exclusive licence to access, host, store, and process your Customer Data solely for the purpose of providing, maintaining, and improving the Service, and as otherwise permitted under our Privacy Policy.
8.3 Your Responsibilities for Data You Store
You are responsible for the accuracy, legality, and appropriateness of any data you input into the Platform, including customer, financial, and employee information. Where you store personal data belonging to your own customers or employees within Profivanta, you are responsible for complying with applicable data protection laws in relation to that data, including having a lawful basis for processing it.
8.4 Backups
While we take reasonable measures to protect and back up data on the Platform, you are encouraged to maintain your own copies of critical business records where practical. Profivanta does not guarantee the recovery of any specific piece of data in the event of accidental deletion, corruption, or data loss.
9. Acceptable Use
When using the Service, you agree not to:
- Use the Platform for any unlawful purpose or in violation of any applicable laws or regulations;
- Upload or store data that infringes the rights of any third party, including intellectual property or privacy rights;
- Attempt to gain unauthorized access to the Platform, other accounts, or Profivanta's systems;
- Interfere with or disrupt the integrity or performance of the Service, including through malware or excessive automated requests;
- Reverse engineer, decompile, or attempt to extract the source code of the Platform, except as permitted by law;
- Resell, sublicense, or otherwise make the Service available to any third party outside the scope of your plan without our prior written consent; or
- Use the Service to process or store customer funds, act as a payment institution, or otherwise provide regulated financial services through the Platform.
We reserve the right to investigate suspected violations of this section and to take appropriate action, including suspension or termination of your account.
10. Scope of the Service and Important Disclaimers
Profivanta is a business management and organizational software platform. The following limitations on the scope of the Service are an important part of these Terms and should be read carefully.
10.1 No Custody of Funds
Profivanta does not hold, custody, or take possession of customer funds at any point. All payments processed through the Service are handled by Stripe, a third-party payment processor, which manages the movement of funds between payer and payee. Profivanta's role is limited to providing the software tools that facilitate invoicing and payment collection.
10.2 No Payroll Processing
Profivanta does not process payroll. The employee record, leave, onboarding, and document tools available within certain plans are administrative and organizational in nature and do not calculate, process, or remit wages, payroll taxes, or statutory payroll deductions. Customers requiring payroll services must engage a separate, dedicated payroll provider.
10.3 No Accounting or Tax Advice
Nothing within the Service, including any income and expense tracking tools or business reports, constitutes accounting, tax, financial, or legal advice. Any information or reports generated by the Platform are provided for general organizational purposes only and should not be relied upon as professional advice. Customers should consult a qualified accountant, tax adviser, or other relevant professional for advice specific to their circumstances.
10.4 No Tax Filing Services
Profivanta does not prepare or file tax returns on behalf of customers. Customers remain solely responsible for meeting their own tax obligations, including filing accurate and timely returns with the relevant tax authorities.
10.5 Not a Regulated Financial Service
Profivanta is not a bank, electronic money institution, payment institution, or provider of regulated financial services. Payment processing functionality made available through the Platform is provided by Stripe, which is separately regulated as a payment services provider. Your use of payment features within Profivanta is also subject to Stripe's own terms and conditions.
11. Intellectual Property
All rights, title, and interest in and to the Platform, including its software, design, trademarks, logos, and underlying technology, are owned by Profivanta or its licensors. These Terms do not grant you any rights to use Profivanta's trademarks, branding, or intellectual property except as necessary to use the Service as intended.
12. Service Availability
We aim to keep the Service available and operating reliably, but we do not guarantee uninterrupted or error-free access. The Platform may be unavailable from time to time due to maintenance, updates, or circumstances beyond our reasonable control. We will endeavor to give reasonable notice of planned maintenance where practical.
13. Limitation of Liability
To the maximum extent permitted by applicable law, Profivanta shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or business opportunity, arising out of or in connection with your use of, or inability to use, the Service.
Nothing in these Terms shall exclude or limit our liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law. Subject to the foregoing, our total aggregate liability arising out of or in connection with these Terms shall not exceed the total fees paid by you to Profivanta for the plan(s) giving rise to the claim.
14. Indemnity
You agree to indemnify and hold Profivanta harmless from and against any claims, losses, liabilities, damages, and expenses, including reasonable legal fees, arising out of your breach of these Terms, your misuse of the Service, or your violation of any applicable law or the rights of a third party.
15. Changes to These Terms
We may update these Terms from time to time to reflect changes to the Service, legal or regulatory requirements, or our business practices. Where changes are material, we will provide reasonable notice before they take effect, such as by email or a notice within the Platform. Continued use of the Service after any updated Terms take effect constitutes acceptance of those Terms.
16. Third-Party Services
The Service relies on and integrates with certain third-party services, including Stripe for payment processing. Your use of such third-party services may be subject to their own separate terms and privacy policies, and Profivanta is not responsible for the acts, omissions, or availability of third-party providers.
17. Privacy
Our collection and use of personal data in connection with the Service is described in our Privacy Policy, available on the Profivanta website. By using the Service, you acknowledge that you have read and understood our Privacy Policy.
18. General
18.1 Entire Agreement
These Terms, together with our Privacy Policy and Refund Policy, constitute the entire agreement between you and Profivanta regarding your use of the Service, and supersede any prior agreements or understandings.
18.2 Severability
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
18.3 No Waiver
No failure or delay by Profivanta in exercising any right under these Terms shall operate as a waiver of that right.
18.4 Assignment
You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.
18.5 Governing Law
These Terms are governed by and construed in accordance with the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction over any disputes arising out of or in connection with these Terms, unless otherwise required by applicable consumer-protection law.
19. Contact Us
If you have any questions about these Terms, please contact us using the details below.
20. Trial Periods and Promotional Offers
From time to time, Profivanta may offer free trials, promotional pricing, or introductory discounts on certain plans. Where such offers are provided, additional terms specific to that offer may apply and will be made available at the time the offer is presented. Unless otherwise stated, any free trial will simply end at the conclusion of the trial period; it will not automatically convert into a paid purchase or charge you, and continuing to use the Service afterwards requires purchasing a plan. We reserve the right to modify, suspend, or withdraw any promotional offer at any time, without affecting plans already purchased.
21. Support and Communications
21.1 Customer Support
We provide customer support to help you use the Service effectively. Support is generally available through the contact channels published on the Profivanta website, and we aim to respond to enquiries within a reasonable timeframe. Support does not extend to providing accounting, tax, payroll, or legal advice, and any guidance provided is limited to helping you use the Platform's features.
21.2 Service Communications
By creating an account, you consent to receive communications from us relating to your account, plan purchases, and the Service, including administrative notices, payment confirmations, and updates to these Terms or our policies. You may separately opt out of non-essential marketing communications at any time, without affecting your receipt of essential service-related notices.
22. Feedback and Suggestions
If you choose to provide feedback, suggestions, or ideas about the Service, you agree that we may use such feedback for any purpose, including to improve or develop the Platform, without any obligation to compensate you or attribute the feedback to you. You should not submit feedback that you consider confidential or that you wish to retain exclusive rights over.
23. Force Majeure
Profivanta shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond its reasonable control, including but not limited to acts of God, natural disaster, war, civil unrest, telecommunications or internet failures, failures of third-party providers such as Stripe, or government action. In such circumstances, our obligations under these Terms will be suspended for the duration of the event, and we will take reasonable steps to resume normal service as soon as practicable.
24. Export of Your Data
Where technically available, you may request an export of your Customer Data stored within the Platform. We encourage customers to periodically export or back up important records, particularly before closing your account or making significant changes to their plan. Following termination of your account, we may retain a copy of your data for a limited period in accordance with our Privacy Policy, after which it may be permanently deleted and may not be recoverable.
25. Relationship Between the Parties
Nothing in these Terms shall be construed as creating a partnership, joint venture, agency, or employment relationship between you and Profivanta. You are solely responsible for your own business operations, decisions, and compliance with applicable laws, and Profivanta's role is limited to providing the software tools described in these Terms.
Website: https://profivanta.co.uk
Contact: Ram Bikash Yadav, Account representative
Address: 91 Carlyle Road, Newham, E12 6BW, United Kingdom
Email: rambikashyadav98@gmail.com / support@profivanta.co.uk
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