Terms of Service

1. About us and these terms

Vera is provided by Perpetual AI Solutions Ltd, a company registered in Ireland under company number 767280, with its registered office at Units 1201 & 1202, City Gate, 1000, Mahon, Cork, T12 W7CV, Ireland. References to “we”, “us” and “our” mean that company. Contact us at support@askvera.ie.

These terms apply to business and organisational use of Vera, our hosted knowledge-assistant service. “Customer” or “you” means the organisation subscribing; “users” means the people it authorises. The person accepting an order must have authority to bind the customer. The service is not offered under these terms for personal consumer use.

A subscription contract is formed when we accept an order that incorporates these terms, whether by a signed order form or an online acceptance process. Merely visiting this website does not create a paid subscription. A separately signed agreement takes precedence; otherwise an agreed order form prevails over these terms, and an applicable data processing agreement prevails on personal-data processing matters. The Privacy Policy explains processing and is not a request for blanket consent.

2. Access to Vera

During the paid subscription term, we permit your authorised users to access Vera for your organisation’s internal business purposes within the agreed plan and usage limits. This permission is non-exclusive and may not be resold, sublicensed or transferred except as these terms allow.

You are responsible for accurate account information, appropriate user roles, protecting credentials and removing access when it is no longer required. Each account is for its assigned user. Tell us promptly about suspected compromise. We remain responsible for our own security obligations.

The order identifies the features, users, query allowances, document capacity and connector entitlement purchased. A connector entitlement does not promise identical functionality across providers or access to content outside authorised scopes. Trials, pilots and evaluation features are limited to their agreed purpose and period; no paid conversion occurs unless you expressly agree to it.

3. Acceptable use

Use Vera lawfully and only with information you have authority to provide. Do not upload malicious code, infringe intellectual-property or privacy rights, bypass access controls, probe other customers’ information, share credentials, or interfere with service availability. Security testing requires our prior written authorisation.

Do not extract or reverse engineer the service except to the extent permitted by a law that cannot be excluded. Do not use it to mislead others, carry out unlawful surveillance or make prohibited automated decisions.

Do not submit special-category personal data, criminal-offence data or other highly sensitive material unless its use is expressly covered by the agreed service scope, appropriate safeguards and a lawful basis. Your organisation remains responsible for its users, source permissions and instructions.

4. AI answers and connected sources

Vera generates responses using the information and tools available in the workspace. Answers can be inaccurate, incomplete or out of date. Citations identify supporting material where available; they do not guarantee accuracy, currency or suitability. Users must verify relevant sources and apply appropriate human judgement before acting.

Vera does not replace legal, medical, financial or other professional advice, document-control procedures, required approvals or regulatory obligations. Do not use an answer as the sole basis for a decision with legal or similarly significant effects on a person.

Connections depend on third-party services, permissions and available content. Indexed documents, live queries and channel or app interactions have different coverage. Provider restrictions, API changes and revoked permissions can affect functionality. We will use reasonable efforts to address material changes but do not guarantee continued access to every third-party feature.

You retain responsibility for the accuracy and lawful use of your source material and for checking the scope of any action you authorise through a connected tool.

5. Your content and our intellectual property

You retain your rights in documents, prompts and other information supplied to Vera (“Customer Content”). You grant us and our authorised service providers permission to host, copy, retrieve, transmit and process it only as needed to deliver, secure and support the agreed service, comply with law and carry out your documented instructions.

As between you and us, you may use outputs generated for you for your lawful business purposes. To the extent we own assignable rights in those outputs, we assign those rights to you. Outputs may not be unique or eligible for intellectual-property protection, and neither this clause nor an output grants rights in third-party material.

We retain ownership of Vera’s software, design, documentation, trademarks and underlying technology. We may use voluntary product feedback to improve the service, but this does not transfer ownership of your Customer Content or authorise disclosure of confidential information.

6. Confidentiality and data protection

Each party will protect the other’s non-public business, technical and customer information using reasonable care, use it only for this agreement, and disclose it only to people or providers who need it and are bound by appropriate confidentiality obligations. These duties do not apply to information lawfully public, already known, independently developed or lawfully received without restriction.

If disclosure is legally required, the receiving party will disclose only what is required and, where permitted, give notice. Confidentiality obligations continue after termination; trade secrets remain protected while they retain that status.

Where we process personal data on your behalf, you determine the purposes and lawful basis and we act on your documented instructions. The parties must put an applicable GDPR Article 28 data processing agreement in place before that processing begins. These general terms and the Privacy Policy do not replace it.

We will not treat the service licence as permission to train general-purpose AI models on Customer Content. Any separately requested model-training or retrieval-tuning activity must be expressly documented, with the relevant data scope, purpose and safeguards. Customer Content remains subject to the agreed processing instructions.

7. Fees and payment

Fees are stated in the accepted order or checkout, in euro unless otherwise agreed. Prices exclude VAT and other applicable transaction taxes unless expressly stated otherwise. You are responsible for those taxes, but not taxes on our income.

Subscriptions are payable in advance for the selected monthly or annual period. Where we agree to invoice rather than collect an authorised recurring payment, invoices are due within 30 days unless the order states otherwise. Recurring charges require an agreed payment mandate.

We will not impose unspecified overage charges. If you reach a limit, access to the affected feature may be restricted until usage resets or you agree to additional capacity. Any paid upgrade and its effective date must be agreed. Downgrades normally take effect at renewal.

Report a genuine billing dispute promptly with enough detail to investigate, and pay undisputed amounts when due. We will work in good faith to resolve billing errors.

8. Renewal, cancellation and refunds

Unless the order says otherwise, monthly subscriptions renew for successive months and annual subscriptions renew for successive years. You can stop monthly renewal at any time before the next billing date. Give at least 30 days’ written notice before an annual renewal. Send notice through the contact form or to support@askvera.ie; no telephone call is required.

Cancellation ends the subscription at the end of the current paid term and does not normally entitle you to a refund for unused time. This does not affect refunds for our uncured material breach, an applicable warranty remedy, an adverse mid-term change under these terms, or rights that cannot lawfully be excluded.

We will give at least 30 days’ notice of a renewal price increase and, for annual subscriptions, enough notice to exercise the non-renewal right before its deadline. Prices do not change during an agreed paid term without your agreement.

9. Support and service commitments

Contact support@askvera.ie for service assistance. We will provide the service with reasonable skill and care and use reasonable efforts to keep it available. Planned maintenance, security work and events outside our reasonable control can interrupt access.

A specific uptime target, response time, service credit or certification applies only if expressly included in your agreement. Evaluation features do not carry production service-level commitments.

If the paid service materially fails to meet the agreed description, notify us with sufficient detail. We will use reasonable efforts to correct it. If we cannot correct a material failure within a reasonable time, you may terminate the affected service and receive a proportionate refund of prepaid fees for the unused period. Nothing here limits a remedy that cannot lawfully be excluded.

10. Suspension and termination

We may restrict affected access where reasonably necessary to address a security threat, unlawful use or material breach. We will give notice and an opportunity to resolve the issue where practical, limit suspension to what is necessary and restore access once the cause is resolved.

For undisputed overdue fees, we may suspend access after written warning and at least 14 days to remedy the non-payment. We will not suspend solely over a genuine, promptly raised billing dispute while you cooperate and pay undisputed amounts.

Either party may terminate for a material breach not remedied within 30 days of written notice. An irremediable material breach may justify immediate termination. Insolvency-related termination rights apply only to the extent permitted by law.

On termination, access ends subject to applicable retrieval and switching rights. Accrued fees remain payable. Ownership, confidentiality, liability and other provisions intended to survive continue. If you terminate for our uncured material breach, we will refund prepaid fees for the unused affected term.

11. Data retrieval, switching and deletion

You may request an export or assistance switching service through support@askvera.ie. The request should identify your workspace, authorised contact, destination and required data. We will cooperate in good faith, explain available formats and limitations, and agree a secure transfer process. Source-system originals remain subject to the source provider’s terms.

Where the EU Data Act’s switching provisions apply, you may switch provider or move exportable data to your own infrastructure. Notice will not exceed two months; the normal transition will not exceed 30 calendar days after notice. A technically necessary extension will be explained within 14 working days and handled within the Act’s limits. You will have at least 30 calendar days for retrieval after the transition. We do not charge switching fees. Statutory switching rights prevail over conflicting renewal or exit provisions.

Exportable data covers Customer Content and customer-generated service data within the applicable statutory scope, excluding our protected software and trade secrets where law permits. We will not withhold customer data merely because we own the platform. Switching does not require us to reproduce a different provider’s functionality.

At the end of the applicable retrieval period, we will delete or return personal data processed for you as required by the data processing agreement and law. Restricted residual backup copies are removed through the applicable backup cycle and must not be restored to ordinary use without reapplying deletion. Records independently required for legal, tax or dispute purposes remain subject to the Privacy Policy. Cancellation or disconnection alone is not a promise of immediate erasure.

12. Liability

Neither party excludes liability for fraud, fraudulent misrepresentation, wilful misconduct, death or personal injury caused by negligence, or any liability that law does not allow it to exclude or limit. These terms do not limit an individual’s GDPR rights or a regulator’s powers.

Subject to those exceptions, neither party is liable to the other for indirect or consequential loss. Each party’s total aggregate liability arising from this agreement is limited to the fees paid or payable for the affected service in the 12 months before the event giving rise to the claim.

For a party’s breach of confidentiality or its personal-data protection obligations, that aggregate cap is twice those fees. The caps do not excuse your obligation to pay properly due subscription fees. Losses must be reasonably mitigated. Any separately negotiated liability provisions in a signed agreement take precedence.

13. Changes to the service or terms

We may improve or update the service without materially reducing the functionality purchased for the current term. We will notify you of material adverse changes. If a change materially reduces the paid service and cannot reasonably be resolved, you may end the affected service and receive a refund for its unused prepaid period.

Updated terms normally apply at renewal or when you place a new order, with at least 30 days’ notice of material changes. Changes required sooner by law or an urgent security need will be explained as soon as reasonably possible. Where an adverse contractual change must apply mid-term, you may reject it and terminate the affected service with a refund for unused prepaid time. Posting new terms does not silently rewrite a separately signed agreement.

14. General provisions and Irish law

Neither party is responsible for delay caused by an event beyond its reasonable control, provided it takes reasonable steps to mitigate the effects. This does not excuse payment for services already supplied or remove mandatory data protection duties. If the event prevents substantial performance for more than 30 days, either party may end the affected service and prepaid unused fees will be refunded.

Neither party may assign this agreement without consent, not unreasonably withheld, except to a successor in a merger or sale of the relevant business that assumes the obligations and does not materially reduce the other party’s protections. No agency, partnership or employment relationship is created.

If a provision is unenforceable, the remainder continues where legally possible. Failure to enforce a provision is not a waiver. This agreement and the documents expressly incorporated into it contain the agreed terms for the service.

Irish law governs this agreement. The courts of Ireland have exclusive jurisdiction, subject to mandatory rights and jurisdiction rules that cannot be excluded. Before proceedings, the parties will try in good faith to resolve a dispute through their authorised representatives; either may seek urgent protective relief when necessary.

Send contractual notices to support@askvera.ie or our registered office. We will send notices to the customer’s designated account contact. Both parties must keep those details current.