Terms of service

Last updated: 26 October 2026

1. Who we are

SupplierVault is a trading name of Gary Callaway, a sole trader, of 61 Harcourt Gardens, Bath, BA1 4DL, United Kingdom ("we", "us"). Email: hello@suppliervault.co.uk.

2. Who these terms are for

SupplierVault is for businesses and other organisations, not consumers. By creating an account, you confirm you are using it for your organisation and have authority to agree to these terms on its behalf ("you").

3. Accounts and organisations

• Each customer has an organisation in SupplierVault. The person who creates it is its first admin.
• Admins can invite colleagues and choose their role: admin, editor, view only, a custom role you define, or time-limited auditor access.
• Keep sign-in details secure and don't share accounts. Tell us straight away if you think an account has been misused.
• You are responsible for what happens under your organisation's accounts.

4. Free trial

New organisations get a free trial of 1 month, with everything included, or longer where we agree it in writing (for example our founding customer offer). We don't take payment details for the trial, and nothing is charged unless you choose a paid plan. Before the trial ends, we'll tell you the options. If you don't choose a paid plan, your organisation can still view and export its data but can't make changes, and we may then close it as set out in section 12.

5. Paid plans

Prices are shown on our pricing page. If you choose a paid plan, we'll confirm the price, billing period and payment method before you are charged.

Plans are billed monthly, or yearly in advance at 12 months for the price of 10. Each plan includes the features, number of suppliers and monthly AI assistant allowance (fair use) shown on the pricing page. Closed suppliers don't count towards the limit. If you need more, you can add 25 more suppliers for £49 a month on any plan, or move to a larger plan. If a paid plan isn't renewed, your organisation can still view and export its data but can't make changes.

Prices exclude VAT. We are not VAT registered at the moment, so no VAT is charged. If we register for VAT, VAT will be added to your plan at the standard rate from the date of registration, and we will tell you before it applies.

The AI assistant and the contract and invoice readers are optional. Their answers, drafts and suggestions are a guide: check anything important before you rely on it. Nothing they suggest is saved until a person confirms it.

6. Acceptable use

You must not:

• use SupplierVault for anything unlawful, fraudulent or harmful
• try to access another organisation's data, or get around the security of the service
• upload malware, or anything you don't have the right to use
• overload, disrupt or reverse-engineer the service
• resell the service without our written agreement

We may suspend access if we reasonably believe these terms have been broken. Where we can, we will tell you first.

7. Your data

• The information you put into SupplierVault belongs to you.
• For personal data in it, you are the controller and we are your processor. We only process it to provide the service, on your instructions.
• Our data processing agreement, which covers UK GDPR Article 28, forms part of these terms and applies to every customer.
• Our privacy notice explains how we handle our own customers' account information.

8. Information about your suppliers

You are responsible for the information you enter about suppliers and other people, including having a lawful basis to hold it and telling them how it is used where required. Only store what you need. SupplierVault is designed to hold only the last 4 digits of bank account numbers, and you should not enter full account numbers.

9. Payments and money

SupplierVault records checks and decisions. It never moves money, makes payments or holds funds. All payments are made through your own banking and finance systems, and you remain responsible for them.

10. Templates and guidance

Templates, guides and suggested settings are starting points only. They must be completed and checked by your legal team before use. They are not legal, financial or regulatory advice.

Standards. Some features help you prepare for standards and certifications, such as ISO/IEC 42001 (AI management systems), ISO/IEC 27001 and ISO 9001. SupplierVault is not affiliated with or endorsed by ISO, IEC or any certification body. Our descriptions of a standard's requirements and controls are our own summaries, not the standard's text, and may not cover everything it requires; you should buy the standard and check your approach against it. Using SupplierVault does not by itself make your organisation compliant with any standard or law, or certified. Only an accredited certification body can certify you, after its own audit, and whether you pass depends on how your organisation runs its management system. We are not responsible for the outcome of any audit or certification.

11. Availability and changes

We work to keep SupplierVault available and secure, but we don't guarantee it will be uninterrupted or error-free. During the free trial, there is no uptime commitment. We may change or improve features. If we remove something important to a paid plan, we'll give you reasonable notice.

12. Ending your account

• You can stop using SupplierVault at any time.
• Before closing, export the registers and reports you need from the app, or ask us for a copy of your data.
• After an organisation is closed, we delete its data within 30 days. Backups are overwritten within 7 days after that.
• We may close an organisation if these terms are seriously broken, or if we stop providing the service, giving reasonable notice where we can.

13. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
• We are not liable for loss of profits, revenue, business or goodwill, or for indirect or consequential loss.
• Our total liability to you in any 12 months is limited to the amount you paid us in those 12 months. During a free trial, that amount is £100.
• You are responsible for decisions you make using SupplierVault, including about suppliers and payments.

14. Changes to these terms

We may update these terms. If a change is significant, we'll tell you by email or in the app at least 30 days before it takes effect. If you keep using SupplierVault after that, the new terms apply.

15. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

16. Contact

Questions about these terms: hello@suppliervault.co.uk.