Draft for legal review · updated 2 July 2026 · not yet in force
These Terms of Service ("Terms") govern your use of Vailto, a personal receipts and product archive ("Service") provided by Meranex Ltd, a company registered in England and Wales (company number 13730629, registered office: 4 Hatchlands, Milton Keynes MK8 9DN, United Kingdom) ("we", "us", "Meranex"). By accessing or using the Service, you agree to these Terms. If you do not agree, please do not use the Service.
In brief: Vailto captures and organises your receipts and expenses and passes them to whoever keeps your official records. It works alongside your accountant, not in their place.
Vailto is a Progressive Web App for storing receipts, product information, warranties and maintenance reminders in one place. It uses artificial intelligence (AI) to extract data from receipt images — including the individual purchased items — and to help you with questions about your archive. On dedicated plans it also offers expense and reimbursement management and sharing with a studio or a family, which you choose to enable.
Vailto works alongside your accountant, not in their place. Vailto captures and organises your receipts and expense data and passes them to your accountant, bookkeeper or the accounting or management software you choose. Vailto is not an accounting or bookkeeping system and is not your official system of record. The authoritative copies of your accounts and tax records remain with you, your accountant or your accounting software, and you are not locked in. You remain solely responsible for your own bookkeeping, accounting and tax filings.
Vailto is a storage and organisation tool. It is not a tax, financial, legal or accountancy adviser. Any tax-category suggestion (Italian "730", UK SA103) is generated by AI as an aid and must be reviewed by you or by a qualified professional before it is used in any official filing.
In brief: You must be 18 or over. Choose how you sign in, and keep your credentials secure.
You must be at least 18 years old (or the age of majority in your jurisdiction) to use Vailto.
You may create an account by: (i) a magic link we email you, (ii) an email and password, or (iii) a supported third-party sign-in (currently Google). Where you use a third-party provider, you authorise it to share your basic profile information (name, email, profile picture) with us, as described in our Privacy Policy. You are responsible for safeguarding access to your email, your authentication-provider account and any password you set. Please notify us at legal@vailto.com if you suspect unauthorised access.
In brief: Vailto is in beta and free. It may change, so we recommend you export your data regularly.
Vailto is currently in beta and provided free of charge. During this phase, the Service may change, be temporarily unavailable, or be discontinued at any time without prior notice. We recommend that you periodically export a backup of your data via Settings → Export my data.
In brief: Your content remains yours, and you can export it at any time. We keep disaster-recovery backups, and keeping your own copy is your responsibility.
You retain ownership of all receipts, images, notes and other content you upload to Vailto ("User Content"). You grant us a limited, non-exclusive licence to store, display and process your User Content solely as required to provide the Service to you. We do not use your User Content to train AI models, and we do not sell your data. You are responsible for ensuring your User Content does not infringe any third-party rights or applicable law.
Your data and your backups. Your User Content remains yours, and you can export all of it at any time via Settings → Export my data. We maintain disaster-recovery backups, but Vailto is not a backup service and should not be relied upon as the only place your data is stored. Keeping an independent, up-to-date copy of your data is your responsibility.
Sharing, forwarding and connected services. When you share, forward or export your User Content — for example to your accountant, to another person, or to a connected service (including any Bring-Your-Own-Storage provider or third-party tool you enable) — it leaves our systems and our control. You are responsible for that sharing and its consequences. We are not responsible for how your accountant, any recipient, any third party or any connected service stores, uses or processes your data, nor for their acts or omissions.
In brief: AI extracts your receipt data to save you time. It is not infallible, so please verify the results before you rely on them.
When you upload a receipt or use the conversational assistant, the relevant content is sent to our AI provider, which processes it on our behalf and does not use it to train its models. Inputs may be retained briefly for trust and safety checks under the provider's policy, then deleted. See our Privacy Policy for details.
AI extraction is not infallible and may be inaccurate (amount, date, store, category). You should verify AI-extracted data before relying on it. We do not guarantee its accuracy.
In brief: A short set of rules to keep the Service secure and lawful for everyone.
You agree not to:
We may suspend or terminate your account if you breach these rules.
In brief: The Service is free during the beta. Paid plans, when introduced, will be shown with their price and terms before you subscribe.
During the beta, the Service is free. When paid plans are introduced, the applicable price, billing cycle and renewal terms will be displayed before you subscribe, and we will ask you to accept any new commercial terms separately at that point.
In brief: We aim to keep the Service available but cannot guarantee uninterrupted operation. If it is unavailable on a paid plan, your remedy is a pro-rata refund for the affected period.
We aim to keep Vailto available, but we do not guarantee uninterrupted, error-free or secure operation. The Service depends on third-party providers (cloud hosting, AI processing, email and payment providers) whose outages may affect availability.
Downtime and your remedy. If the Service is materially unavailable to you for a continuous period, we will, on request, provide a pro-rata credit or refund of the fees attributable to the period during which the Service was unavailable. During the beta, where the Service is provided free of charge, no fees are payable and so no credit arises. If you are a business user (for example a Pro Studio), this credit is intended as your primary remedy for unavailability, and — to the maximum extent permitted by law and subject to clause 10 — we are not otherwise liable for loss arising from the Service being unavailable, delayed or interrupted. If you are a consumer, this credit is provided in addition to, and does not replace or limit, any statutory right you have that cannot be excluded by law.
In brief: The Service is provided "as is". Your statutory rights as a consumer are unaffected.
To the maximum extent permitted by law, the Service is provided "as is" and "as available", without warranties of any kind, whether express, implied or statutory, including warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy of AI outputs, or uninterrupted operation.
If you are a consumer, your statutory rights under the Consumer Rights Act 2015 (UK) or equivalent EU consumer-protection law are unaffected.
In brief: Our liability is capped and certain losses are excluded. If you are a consumer, your statutory rights stay fully intact and these limits apply only on top of them; liabilities the law does not allow us to limit remain unaffected.
Consumers and business users. How the limits in this clause apply depends on who you are. If you are a consumer — an individual using Vailto for personal or self-employed purposes (for example a parent or a sole trader) — your mandatory statutory rights remain fully intact, including under the Consumer Rights Act 2015 (UK), the Italian Consumer Code (D.Lgs. 206/2005) and other non-excludable EU consumer law; the caps and limitations in this clause apply in addition to, and never in place of, those rights. If you are a business user — for example a Pro Studio that uses Vailto to process the personal data of its own clients — the caps and limitations in this clause apply in full, as is customary between businesses (B2B); in that case the controller/processor relationship and the Data Processing Agreement described in our Privacy Policy also apply.
To the maximum extent permitted by law, our total aggregate liability arising out of or in connection with the Service in any 12-month period is limited to the amount you actually paid us for the Service in the 12 months preceding the event giving rise to the claim (or, during the beta where no fees are paid, £100 / €100).
We are not liable for:
Nothing in these Terms excludes or limits our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; wilful misconduct or gross negligence; any breach of our data-protection obligations under applicable law; or any other liability that cannot be excluded or limited under applicable law — including, where you are a UK consumer, under the Consumer Rights Act 2015, and where you are an EU or Italian consumer, under the Italian Consumer Code (D.Lgs. 206/2005) and other mandatory EU consumer law.
Free and beta use. Where you use the Service free of charge (including during the beta), it is provided "as is" and our liability to you is limited to the maximum extent permitted by law (during the beta, the £100 / €100 figure above). This does not affect the liabilities set out above that cannot be excluded — including death or personal injury caused by our negligence, fraud, wilful misconduct or gross negligence, our data-protection obligations, and your non-excludable rights as a consumer.
In brief: Vailto's brand and software are ours; your content remains yours.
The Vailto name, logo, software, design and content (other than User Content) are owned by Meranex or its licensors. Nothing in these Terms transfers intellectual-property rights to you beyond the limited right to use the Service.
In brief: You may delete your account at any time. Export your data first if you wish to keep a copy.
You may delete your account at any time via Settings → Delete account. We may suspend or terminate your account if you breach these Terms or for safety reasons. On termination, your User Content is deleted as described in our Privacy Policy, so please export anything you wish to keep beforehand.
In brief: We will give you at least 30 days' notice of any material change.
We may update these Terms. For material changes (for example, new data uses or changes to the liability limits) we will give you at least 30 days' notice by email and via an in-app banner. Continued use of the Service after the effective date constitutes acceptance, and you may close your account if you disagree.
In brief: How we handle your personal data is set out in the Privacy Policy.
How we handle personal data is described in our Privacy Policy.
In brief: These Terms are governed by the law of England and Wales; where you are a consumer, the mandatory protections of your country of residence still apply.
These Terms are governed by the laws of England and Wales, and any dispute is subject to the exclusive jurisdiction of the courts of Milton Keynes, United Kingdom, except where mandatory consumer-protection law in your country of residence provides otherwise.
In brief: For any question about these Terms, contact legal@vailto.com.
For questions about these Terms, please write to legal@vailto.com.