Terms and Conditions

Guidelines for Using Vailo.io
    1. Introduction
      1. Vailo.io is a service provided by CodeWizard, a registered business entity. All legal responsibilities related to Vailo.io are managed by CodeWizard.
      2. Welcome to Vailo.io. These Terms and Conditions outline the rules and regulations for the use of Vailo.io's services.
    2. Definitions
      1. Application: Vailo.io, available at https://www.vailo.io.
      2. Workspace: The organizational area associated with a registered account where teams collaborate on projects.
      3. Owner: The person who creates the workspace and has full administrative privileges, including subscription management, user management, and workspace settings.
      4. Manager: A user with elevated privileges who can manage projects, tasks, teams, and workers. Managers cannot manage other managers or workspace settings.
      5. Finance Manager: A user with permissions to view billing information, manage subscriptions, and access invoices.
      6. Worker: A standard team member who can work on assigned tasks, add comments, and collaborate with team members.
      7. Free Plan: A no-cost account limited to 10 users with unlimited teams and projects, 200MB storage, 90-day task history, and no audit logging.
      8. Standard Plan: A paid subscription at €5.15 per user per month with unlimited users, teams, and projects, 10GB storage, unlimited task history, and 30-day audit log retention.
      9. Premium Plan: A paid subscription at €11.20 per user per month with all Standard features plus advanced analytics, custom branding, priority support, 250GB storage, and lifetime audit log retention.
    3. Account Registration and Types
      1. Any visitor can create a workspace account through registration at Vailo.io. New workspaces automatically start with the Free plan.
      2. Registration creates an Owner account. Additional users (Managers, Finance Managers, Workers) are invited by the Owner or Managers.
      3. Single Workspace Limitation: Each user can only be a member of one workspace at a time. Attempting to accept an invitation to a different workspace while already registered will fail. Users must be removed from their current workspace before joining a different one.
      4. Owners have full administrative privileges including workspace settings, branding, user management, subscription management, and workspace deactivation.
      5. Managers can manage projects, teams, tasks, and invite workers to the workspace.
      6. Finance Managers can view billing information, manage subscriptions, and access invoices.
      7. Users can delete their individual accounts from their profile settings. Account deletion is processed asynchronously and may take up to 60 seconds.
      8. Only the Owner can deactivate the entire workspace. Workspace deactivation requires removal of all members (except owner) and archiving all active projects.
      9. Workspace deactivation is a soft delete process - data is preserved for audit and compliance purposes and can be recovered by contacting support within 90 days.
      10. Upon workspace deactivation: all member access is revoked, Stripe subscription is cancelled, owner account is disabled, and data is archived.
      11. Password reset is available through the login page or profile settings. Email verification is required for new accounts.
      12. All users must verify their email address before accessing workspace features.
      13. Users removed from a workspace receive email notification with details of the removal and contact information for support.
    4. Subscription Management
      1. Workspace Owners and Finance Managers can manage subscriptions through the billing dashboard.
      2. Subscriptions are billed monthly. Annual billing options may be available by contacting support.
      3. Pricing: Free (€0), Standard (€5.15 per user/month), Premium (€11.20 per user/month). All prices exclude applicable taxes.
      4. Free plan limitations: 10 users maximum, unlimited teams and projects, 200MB storage, 90-day task history, no audit logging. Standard and Premium plans offer unlimited users, teams, and projects with greater storage limits and audit logging.
      5. New paid subscriptions include a free trial period (30 days for Standard, 90 days for Premium in beta mode). One trial per workspace. No payment method required during trial.
      6. After trial expiration without payment method, the workspace reverts to Free plan automatically.
      7. Plan upgrades (Free→Standard, Standard→Premium) take effect immediately with prorated billing for the current cycle.
      8. Plan downgrades (Premium→Standard, Standard→Free) require meeting plan limitations before downgrade.
      9. To downgrade to Free plan: reduce workspace to 10 users and ensure storage usage is under 200MB. Teams and projects are unlimited on all plans.
      10. Subscription changes can be made at any time through the billing dashboard.
      11. Cancellations are processed through Stripe and take effect at the end of the current billing period.
    5. Member Management
      1. Free plan allows up to 10 users with unlimited teams and projects. Standard and Premium plans have unlimited users, teams, and projects.
      2. Users are invited via email with a secure invitation link. Invitations expire after 7 days.
      3. Invited users must complete registration by creating a password and verifying their email address. Email verification is mandatory before accessing workspace features.
      4. User Workspace Limitation: Each email address can only be registered in one workspace at a time. Users attempting to join a different workspace while already a member elsewhere will receive an error. To switch workspaces, users must first be removed from their current workspace.
      5. User roles (Owner, Manager, Finance Manager, Worker) determine access permissions within the workspace.
      6. Owners can view and manage all workspace members. Managers can invite and manage Workers but cannot manage other Managers or Owners.
      7. Each user has a profile with personal information, job title, avatar, and email preferences.
      8. Users can be assigned to multiple projects and teams within the workspace.
      9. Removing a user from the workspace revokes their access immediately and removes them from all projects and teams. Removed users receive email notification.
      10. User removal is processed asynchronously through a background worker system and may take up to 60 seconds to complete. During removal, the user's status is marked as 'removing' and Firebase Auth account is disabled.
      11. Pending invitations can be viewed and canceled by Owners and Managers in the user management panel.
      12. Users can self-delete their accounts from profile settings. Self-deletion immediately logs out the user and processes removal asynchronously.
      13. Upon workspace deactivation by the Owner: all member sessions are terminated, access is revoked, Stripe subscription is cancelled, and data is archived for 90 days.
      14. Deactivated workspaces can be recovered by contacting support within 90 days. After 90 days, data may be permanently deleted.
      15. Users receive email notifications for workspace invitations, removals, task assignments, mentions, deadline reminders, and subscription changes (configurable in preferences).
    6. Task Management
      1. Tasks are created within projects and assigned to teams. Projects must be created before adding tasks.
      2. Tasks include: title, description (rich text editor with formatting), priority (Low, Medium, High, Urgent), assignee, team, deadline, and custom tags.
      3. Task workflow follows a Scrumban methodology: To Do → In Progress → In Review → Ready To Test → Testing → Blocked → Done → Archived.
      4. Users can view tasks in Board view (kanban-style) or List view (table format) with filtering and search capabilities.
      5. Task details include: task ID, creation date, status history, assigned team, priority, deadline, description, comments, and file attachments.
      6. Comments support rich text formatting, @mentions, and file attachments. Mentioned users receive in-app and email notifications.
      7. File uploads are supported for task descriptions and comments (images, PDFs, documents). Storage limits: 200MB (Free), 10GB (Standard), 250GB (Premium).
      8. Deadline reminders are sent via in-app notification and email 24 hours before the due date.
      9. Task history is retained for 90 days on Free plan, unlimited on Standard and Premium plans.
      10. Archived tasks remain in the system for reporting and analytics. Tasks cannot be permanently deleted to preserve historical data.
      11. Task reports and analytics are available in Premium plan, showing completion rates, team performance, and project progress.
      12. Tasks can be filtered by status, priority, assignee, team, deadline, and custom tags.
    7. Time Tracking and Timesheets
      1. Time Tracking is available on all plans: basic time tracking on Free plan, full timesheet management with approval workflow on Standard plan, and advanced time analytics with export capabilities on Premium plan.
      2. Workers can log time on tasks they are working on. Time entries are recorded per task per day and measured in seconds.
      3. Time entry formats supported: hours (2h), minutes (30m), combined (2h 30m), and decimal hours (2.5).
      4. Workers can edit and delete time entries until they are locked. Locked entries cannot be modified.
      5. Timesheet Approval Transparency: All approval and rejection actions are tracked with metadata including: manager name, timestamp, and rejection reason. Workers can view approval/rejection details by hovering over status badges for full transparency and accountability.
      6. Timesheets are submitted weekly for manager approval. Each week is independent and can be submitted separately.
      7. Timesheet workflow: Draft → Submit for Approval → Manager Review → Approve/Reject → Entries Locked/Unlocked.
      8. Timesheet statuses include: Draft (editable, not submitted), Submitted (under review, locked), Approved (manager approved, permanently locked), and Rejected (returned for corrections, unlocked).
      9. Workers can withdraw submitted timesheets before manager approval to make corrections. Once approved, timesheets cannot be withdrawn or edited.
      10. Managers receive notifications when timesheets are submitted and can view all pending timesheets in the Approval Queue accessible from workspace navigation.
      11. Managers can approve or reject timesheets. Approval locks all time entries permanently. Rejection unlocks entries and allows worker to make corrections and resubmit.
      12. Managers must provide a note when rejecting timesheets to explain what needs to be corrected.
      13. Email notifications are sent to workers when managers approve or reject their timesheets. Email notifications are sent to managers when workers submit timesheets (both configurable).
      14. Multi-week overview allows workers to view and edit multiple weeks simultaneously. Managers can view team time tracking across multiple weeks.
      15. Time tracking data is used for reporting purposes and is retained according to plan: 90 days on Free plan, unlimited on Standard and Premium plans.
      16. All timesheet approval actions are logged in audit logs (Standard: 30-day retention, Premium: lifetime retention) for transparency and compliance.
      17. Time tracking data is never shared with third parties and is accessible only to the worker who logged it, assigned managers, and workspace owners.
    8. Notifications
      1. Notifications are available across all plans and accessible via the bell icon in the navigation bar.
      2. Notification types include: task assignments, task status changes, @mentions in comments, deadline reminders, project updates, team changes, timesheet approvals, timesheet rejections, timesheet submissions (for managers), subscription limit warnings, and user removals.
      3. Notifications are categorized as: Personal (for specific users), Project (for project members), and Workspace (for all members or managers).
      4. Users can view notifications in three tabs: New, Unread, and Archived. Unread notifications display a red indicator badge.
      5. Email notifications are sent for important events including workspace invitations, user removals, task assignments, @mentions, deadline warnings, timesheet approvals, timesheet rejections, timesheet submissions (for managers), subscription changes, and subscription alerts.
      6. Email notification preferences can be customized in user profile settings for each notification type and digest frequency.
      7. Notification history is preserved for 90 days before automatic archival.
      8. Managers receive additional notifications for subscription limits (75% and 100% usage), workspace-wide events, and timesheet submissions from their team members.
      9. Users can mark notifications as read, archive them, or dismiss them individually or in bulk.
    9. Payment Methods and Billing
      1. All payments are processed through Stripe, a secure PCI-compliant payment processor.
      2. Accepted payment methods: Visa, MasterCard, American Express, Discover, PayPal, Apple Pay, and Google Pay.
      3. Subscriptions are billed monthly on the same day each month. Annual billing may be available by contacting support.
      4. Invoices are automatically generated and sent via email after each successful payment.
      5. Billing history, invoices, and payment methods can be managed in the workspace billing dashboard (accessible to Owners and Finance Managers).
      6. Failed payments result in automatic retry attempts. After multiple failed attempts, the subscription may be paused, requiring manual action to resume service.
      7. Paused subscriptions maintain data integrity but restrict workspace access until payment issue is resolved.
      8. Payment information is stored securely by Stripe and never directly by Vailo.io.
      9. Refunds are processed through Stripe according to our refund policy.
      10. Subscription changes (upgrades/downgrades) are prorated and reflected in the next billing cycle.
      11. Tax rates are automatically calculated based on billing address and applied to all invoices.
      12. All subscription changes are logged in the audit trail (available on Standard and Premium plans) for transparency and compliance.
    10. Trial Accounts
      1. Free trials are available when upgrading from Free plan to Standard (30 days) or Premium (90 days in beta mode).
      2. Each workspace is eligible for one free trial per lifetime. Trials cannot be restarted or extended.
      3. No payment method is required to start a trial. Trial begins immediately upon plan upgrade.
      4. Full access to paid plan features is available during the trial period.
      5. Email notifications are sent 3 days before trial expiration.
      6. If no payment method is added before trial expiration, the workspace automatically reverts to Free plan.
      7. Data is preserved when reverting to Free plan, but access may be limited based on Free plan restrictions (10 users, 200MB storage).
    11. Refund Policy
      1. Refunds are available within 30 days of the first payment if you are dissatisfied with the service.
      2. To request a refund, contact support@vailo.io with your workspace name and reason for refund.
      3. Refunds are processed within 5-10 business days to the original payment method via Stripe.
      4. Partial refunds may be granted for unused months in annual subscriptions (contact support).
      5. No refunds are provided after 30 days from initial payment or for subsequent monthly charges.
      6. Upon refund approval, the workspace is immediately downgraded to Free plan (10 users, 200MB storage, unlimited teams and projects).
    12. Miscellaneous
      1. All user data is stored securely using industry-standard encryption in Firebase Cloud Firestore.
      2. File uploads are stored in Firebase Cloud Storage with plan-specific storage limits: 200MB (Free), 10GB (Standard), 250GB (Premium).
      3. Data backups are performed automatically daily.
      4. Workspace deactivation uses a soft delete process - data is preserved for 90 days for audit and compliance purposes.
      5. Deactivated workspace data can be recovered by contacting support within 90 days of deactivation.
      6. After 90 days, deactivated workspace data may be permanently deleted as per GDPR requirements.
      7. User account deletions are processed asynchronously with data removal completed within 30 days.
      8. Users can export their data at any time by contacting support.
      9. Upon user removal from workspace, notification emails are sent automatically with removal details and support contact information.
      10. Subscription change confirmations are sent via email for all plan upgrades, downgrades, and cancellations.
      11. Audit Logging: Standard plan includes 30-day audit log retention, Premium plan includes lifetime retention. Audit logs track all workspace activities including member changes, project updates, team modifications, and billing events for security and compliance purposes.
      12. Audit logs are accessible only to Workspace Owners and Managers through the dedicated audit logs interface.
      13. These terms and conditions are subject to change. Users will be notified via email and in-app notification of significant changes.
      14. Continued use of Vailo.io after changes constitutes acceptance of updated terms.
      15. For questions or concerns, contact support@vailo.io or visit our support page.
Last update: 31.10.2025