These Terms govern your use of Ventra. They set out what we provide, what you are responsible for, and where the limits of each sit. Read them before you put client work into the platform.

2. Definitions

3. What Ventra provides

Ventra provides software that lets you capture leads, issue quotations, convert approved leads into clients, run projects with assigned teams and milestones, communicate with your teams and End Clients, and generate invoices, all within one Workspace.

We grant you a non-exclusive, non-transferable, revocable right to access and use the Service for your internal business purposes, for the duration of your Subscription and subject to these Terms.

4. Accounts and eligibility

• You must be at least 18 years old and legally able to enter a binding contract.
• You must provide accurate account information and keep it current.
• You are responsible for all activity under your account and under the accounts of your Authorised Users, whether or not you authorised that activity.
• You must keep credentials confidential and notify us promptly at [support@oo-technologies.com] if you suspect unauthorised access.
• Accounts are for named people. Do not share a single set of credentials across multiple individuals.

We may refuse, suspend, or close an account where we reasonably believe these Terms have been breached.

5. Workspace roles and access

Ventra enforces role-based access control across six roles: Super Admin, Admin, Project Manager, Team Lead, Team Member, and Client. Chat and project visibility are additionally scoped by project assignment, so an End Client can reach your administrators and the teams assigned to their projects, and nobody else.

Assigning roles is your decision, not ours. You are responsible for granting each Authorised User the minimum access their work requires, for reviewing that access periodically, and for removing it promptly when someone leaves your organisation or an engagement ends.

We are not liable for exposure of Customer Content that results from a role or project assignment you made.

6. Your content and data

You own your Customer Content. We claim no ownership of your leads, clients, quotations, projects, milestones, invoices, messages, or files.

You grant us a limited licence to host, store, transmit, display, reformat, and back up Customer Content strictly to the extent necessary to operate the Service for you, to provide support you request, and to comply with law. That licence ends when the content is deleted, subject to the backup cycle described in the Privacy Policy.

• We do not sell Customer Content.
• We do not use Customer Content to train machine learning models.
• We do not use one customer's data to benefit another. Workspaces are isolated.

You warrant that you have the right to submit all Customer Content to the Service, and that doing so does not infringe anyone's rights or breach any law or contract you are bound by.

7. End Clients and portal accounts

When an End Client approves a quotation, Ventra automatically creates a client record, creates a portal account, generates credentials, and emails a welcome message containing the login details to the address on the lead record.

That automation runs on your instruction. You are solely responsible for the relationship with your End Clients, and specifically for:

• Having a lawful basis and any required consent to create an account on an End Client's behalf and to email them.
• Providing your own privacy notice to the people whose data you put into your Workspace.
• The accuracy of the email address a lead record holds, since credentials are delivered to it.
• Revoking portal access when an engagement ends.
• All commercial terms, deliverables, timelines, and disputes between you and your End Client.

8. Webhooks and API

Ventra accepts leads from your website through a webhook endpoint authenticated by a token issued to your Workspace, and through the API. Both are subject to these Terms.

• Token security. Treat your webhook token and API credentials as secrets. Do not embed them in client-side code, public repositories, or anything a third party can read. Rotate them if exposed.
• Payload responsibility. Ventra stores what your payload sends, including custom fields. You decide what your form collects, so you are responsible for the lawfulness of that collection and for what reaches us.
• Sensitive data. Do not send special category data — health, biometric, racial or ethnic origin, political opinions, religious belief, sexual orientation, trade union membership — or payment card data, government identity numbers, or credentials, through a webhook or the API. Ventra is not designed to hold that material.
• Fair use. We may apply rate limits and may throttle, suspend, or block traffic that degrades the Service for others.

Endpoints, payload schemas, and authentication may change as the Service develops. Where a change is breaking, we will give reasonable notice.

9. Quotations, invoices, and tax

Ventra lets you build quotations and invoices, applies the arithmetic to the line items, discount, and tax values you enter, and renders the result as a branded PDF that can be viewed, downloaded, and emailed.

• Payment status is a label you set. Marking an invoice paid in Ventra records your assertion. It is not confirmation that funds were received, and it is not evidence of settlement.
• Tax is your determination. Ventra applies the tax rate you type. We do not determine correct rates, verify tax registration numbers, apply place-of-supply rules, or assess whether a rate is right for any jurisdiction or transaction.
• Legal compliance is yours. Invoice numbering sequences, mandatory content, currency, language, e-invoicing mandates, archival format, and retention periods vary by jurisdiction. Confirming that a Ventra-generated document satisfies your obligations is your responsibility.
• Your terms are your terms. Any terms and conditions, notes, or scope text you place on a quotation are your own. We do not draft, review, or endorse them.
• Quotation approval. When an End Client clicks an approval link, Ventra records that action and converts the lead to a client. Whether that click forms a binding contract between you and your End Client is determined by your agreement with them and by applicable law, not by us.

You remain responsible for issuing, correcting, and cancelling your own commercial documents, and for filing and paying your own taxes.

10. Milestone approvals

Ventra records milestone workflow: a team completes work, an administrator approves internally, the End Client is notified, and the End Client approves or rejects with feedback.

Those records are a log of actions taken inside the Service. They are not a determination of whether work was delivered to contract, and we do not adjudicate between you and your End Client. An approval or rejection recorded in Ventra does not by itself create, vary, waive, or discharge any obligation between you and your End Client unless your own agreement with them says it does.

If milestone sign-off carries contractual weight in your engagements, say so explicitly in your own contract. Do not rely on the Service to establish it.

11. Acceptable use

You must not, and must not permit anyone else to:

• Use the Service in breach of any applicable law, including data protection, anti-spam, consumer protection, and export control law.
• Upload or transmit malware, or attempt to gain unauthorised access to the Service, another Workspace, or any underlying system.
• Probe, scan, or test the vulnerability of the Service without our prior written permission.
• Reverse engineer, decompile, or attempt to derive source code, except where that restriction is unenforceable by law.
• Resell, sublicense, rent, or provide the Service to third parties as a standalone product. Using Ventra to serve your own clients is permitted and intended. Reselling access to Ventra itself is not.
• Use the Service to send unsolicited bulk messages, or to contact people who have not given you a lawful basis to be contacted.
• Store or transmit material that is unlawful, defamatory, infringing, or that you have no right to hold.
• Interfere with, overload, or degrade the Service or its infrastructure.
• Remove, obscure, or alter any proprietary notice in the Service or in generated documents beyond the branding controls we provide.

12. Plans, billing, and renewal

Access to the Service is provided under the plan you select. Plan inclusions, limits, and prices are those published on our pricing page at the time you subscribe.

• Trial. Where a trial is offered, it runs for [7 days] days. At the end of the trial, access ends unless you subscribe.
• Billing period. Fees are billed in advance for each billing period and are non-refundable except where law requires otherwise or these Terms say so.
• Renewal. Subscriptions renew automatically for successive periods of the same length unless cancelled before the current period ends.
• Cancellation. You may cancel at any time. Cancellation takes effect at the end of the current billing period. You keep access until then.
• Upgrades and downgrades. An upgrade takes effect immediately and is charged pro rata. A downgrade takes effect at the next renewal. Downgrading may put you over a plan limit; you are responsible for reducing usage first.
• Price changes. We may change prices with at least [30 days] days notice before the change applies to your next renewal. If you do not accept a change, cancel before that renewal.
• Taxes. Fees exclude applicable taxes, duties, and withholdings, which are your responsibility unless we are legally required to collect them.
• Non-payment. If a payment fails or an invoice remains unpaid, we may suspend access after [10 days] days written notice, and may terminate if it remains unpaid thereafter.

13. Availability and changes to the Service

We work to keep Ventra available and performant, but we do not commit to a specific uptime level unless a service level agreement is separately agreed with you in writing. Access may be interrupted by maintenance, updates, third-party provider failure, or events beyond our reasonable control.

Ventra is under active development. We may add, change, or remove features. Where a change materially reduces functionality you depend on, we will give reasonable advance notice.

Features marked beta or preview are provided as-is, may be unstable, and may be withdrawn without notice.

14. Support

Support is provided by email at [support@oo-technologies.com] during our normal business hours. Response times vary with plan and volume, and are targets rather than guarantees unless separately agreed in writing.

Support covers the operation of the Service. It does not cover your own business processes, your contracts with End Clients, your tax position, or code you write against our API.

15. Intellectual property

The Service, including its software, interface, design, documentation, and the Ventra and OO Technologies names and marks, belongs to [OO Technologies — registered legal name] and its licensors. Nothing in these Terms transfers any of it to you beyond the limited right of use in Section 3.

Documents the Service generates for you — your quotation and invoice PDFs, carrying your logo and business information — are yours. The templates, layout engine, and software that produce them are ours.

If you send us feedback, feature requests, or suggestions, we may use them without restriction, attribution, or payment. You are not obliged to send feedback.

16. Confidentiality

Each party may receive information the other treats as confidential. Each party will protect the other's confidential information with at least reasonable care, use it only to perform under these Terms, and disclose it only to personnel and subprocessors who need it and are bound by equivalent obligations.

These obligations do not apply to information that is public through no fault of the receiving party, was already known without a duty of confidence, is independently developed, or must be disclosed by law. Where disclosure is legally compelled and we are permitted to tell you, we will.

17. Term, suspension, and termination

These Terms apply from the moment you first access the Service and continue until your account is closed.

Suspension

We may suspend access, in whole or in part, where we reasonably believe there is a security risk, a breach of Section 11, unlawful activity, non-payment after the notice period in Section 12, or a legal requirement to do so. Where practical we will notify you first and restore access once the cause is resolved.

Termination by you

You may terminate at any time by cancelling your Subscription and closing your account. Fees already paid are not refunded except where law requires.

Termination by us

We may terminate for material breach that is not cured within 30 days of written notice, immediately for a breach incapable of cure, or on reasonable notice if we discontinue the Service. If we discontinue the Service, we will refund any prepaid fees covering the period after discontinuation.

What happens to your data

After termination, Customer Content remains retrievable on request for [10 days] days. After that it is removed from active systems and cycles out of encrypted backups as described in the Privacy Policy. Export your data before you close your account.

Sections 6, 15, 16, 18, 19, 20, 21, and 23 survive termination.

18. Disclaimers

To the fullest extent permitted by law, the Service is provided as is and as available, without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that:

• The Service will be uninterrupted, timely, secure, or error-free.
• Any defect will be corrected.
• Documents the Service generates will satisfy any legal, tax, accounting, or regulatory requirement applicable to you.
• Results obtained from the Service will meet your expectations or business objectives.

Where law does not permit the exclusion of an implied warranty, that warranty is limited to the shortest period the law allows.

19. Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, goodwill, business opportunity, or anticipated savings, however caused, even if advised of the possibility.

Our total aggregate liability arising out of or relating to these Terms or the Service, whether in contract, tort, or otherwise, is limited to [the total fees you paid in the 12 months preceding the claim].

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

20. Indemnity

You will indemnify and hold us harmless against claims, damages, losses, and reasonable costs arising from:

• Customer Content you or your Authorised Users or End Clients submit to the Service.
• Your use of the Service in breach of these Terms or of applicable law.
• A dispute between you and an End Client, including any dispute over deliverables, milestone sign-off, quotations, invoices, or payment.
• Your failure to provide a required notice, or to obtain a required consent or lawful basis, in respect of people whose data you place in your Workspace.

We will notify you promptly of any such claim and will not settle it without your consent, which you will not unreasonably withhold.

21. Governing law and disputes

These Terms are governed by the laws of [Governing law jurisdiction], without regard to conflict of law rules. The parties submit to the exclusive jurisdiction of [Courts of competent jurisdiction in X].

Before starting proceedings, contact us at [legal@oo-technologies.com] and allow 30 days to resolve the matter directly. Either party may seek injunctive relief at any time to protect its intellectual property or confidential information.

If you are a consumer, mandatory protections and any right to bring proceedings in your place of residence under your local law are unaffected.

22. Changes to these Terms

We may update these Terms as the Service and our legal obligations change. The effective date at the top of the page always reflects the current version.

For material changes we will give reasonable notice before they take effect, by email or in-product notice. Continuing to use the Service after a change takes effect means you accept the updated Terms. If you do not accept them, cancel your Subscription before the effective date.

23. General terms

• Entire agreement. These Terms, together with the Privacy Policy and any order form or written agreement signed by both parties, are the entire agreement between us on this subject and supersede prior discussions.
• Order of precedence. Where a signed written agreement conflicts with these Terms, the signed agreement prevails to the extent of the conflict.
• Severability. If any provision is held unenforceable, it is modified to the minimum extent necessary and the rest remains in force.
• No waiver. A failure to enforce a provision is not a waiver of the right to enforce it later.
• Assignment. You may not assign these Terms without our written consent. We may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets, on notice to you.
• Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control.
• Notices. We may give notice by email to your account address or by in-product notice. You give notice to us at [legal@oo-technologies.com].
• No partnership. Nothing here creates a partnership, joint venture, agency, or employment relationship between us.
• Third parties. These Terms are between you and us. No third party has a right to enforce them.

24. Contact us

Questions about these Terms, or legal notices: