Terms of service

VI-Labs is run by Daniel Downes, a sole trader, at 23a Oaks Lane, Bradshaw, Bolton BL2 3BR (“we”). These terms are between us and the organisation that subscribes, such as a local authority sensory support team or a school (“your service”). Whoever subscribes confirms they may agree to them for their service. Each person who signs in also agrees to sections 5 to 8.

• Every tool in the Tool Library, the Community Lab, and Vision in 5 for the schools your service supports.
• Up to 5 people in your service, each with their own sign-in. A seat is for one named person and is not to be shared.
• Lantern and Vision in 5 · Rooms are free for anyone, without a subscription. These terms still apply to them.

We may improve, change or retire individual tools. If we withdraw the subscription altogether, we will refund the unused part of your year.

• The subscription costs £300 a year for a service. We are not registered for VAT, so no VAT is added.
• A promotion code reduces the first year only, unless it says otherwise.
• By card: payment is taken through Stripe when you subscribe, and on each renewal.
• By invoice: we check each request and approve it within one working day. Stripe then emails the invoice, payable by bank transfer within 30 days, and access starts on approval. We may decline a request, for example if we cannot confirm the service.
• If an invoice is still unpaid 30 days after its due date, access is paused until it is paid. Paying it restores access.
• We will tell you about any price change at least 30 days before it applies to your renewal.

• The subscription renews automatically each year until you cancel. Card payers get a reminder from Stripe a month before; invoice payers receive the next invoice at renewal.
• Your service’s admin can cancel at any time under Manage billing. Access continues to the end of the year you have paid for, and is then removed.
• We do not refund part-years, except as set out in section 2 and section 12.

• Keep your sign-in details to yourself, and tell us at dan@vi-labs.co.uk if you think someone else has used them.
• Your service’s admin decides who joins, and is responsible for removing people who leave.
• We may suspend an account that breaks these terms, and will tell your service’s admin why.

• The tools support a qualified professional’s judgement; they do not replace it. Their outputs describe functional vision and the demands of an environment. They are not medical assessments or diagnoses.
• You are responsible for what you record, the conclusions you draw, and what you put in reports and plans.
• The Vision in 5 lessons and simulations show what an environment asks of anyone in it. They are not to be presented as a portrayal of any particular pupil.

• Work about pupils made in the tools stays in the browser on your device and is not sent to us. Your service (or your employer) is responsible for it under data protection law.
• Keep devices used for the tools secure, and clear a tool’s saved work when you finish on a shared device.
• Never post information that could identify a pupil or family in the Community Lab.

Do not use VI-Labs unlawfully, try to get round its access checks, copy or resell the tools, or post anything abusive, misleading or confidential. The Community Lab’s own rules also apply there.

• We own the tools, their text, designs, illustrations (including Lars) and code.
• You may use what the tools produce (reports, cards, figures, printed sheets and staffroom materials) freely in your work with pupils, families and schools.
• You keep ownership of what you write in the Community Lab, and allow us to show it to other members.

We aim to keep VI-Labs available, but cannot promise it will never be interrupted, for example during maintenance or a provider’s outage. Keep your own copies of anything important, such as finished reports.

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow us to limit.
• Otherwise, we are not liable for indirect or consequential loss, or for loss of data held on your devices.
• Our total liability to your service in any year is limited to the amount it paid us in the 12 months before the claim.

We may update these terms. We will email your service’s admin at least 30 days before a significant change takes effect; if you do not accept it, you can cancel and we will refund the unused part of your year.

These terms are governed by the law of England and Wales, and disputes go to its courts. How we handle personal data is set out in the privacy notice. Questions: dan@vi-labs.co.uk.