Terms and conditions

Last updated 2 September 2026

These terms govern your use of the Vesopa Software website, the customer portal, and the Vesopa applications. Please read them; using any of those means you accept them.

1. Who we are

Vesopa Software Ltd ("Vesopa", "we", "us") is a company registered in England and Wales under company number 17362206, with its address at Baglan, Port Talbot, SA12 7AX, Wales, United Kingdom. You can reach us at support@vesopasoftware.com or +44 1792 316282.

2. Acceptance

By visiting this website, creating a portal account, or installing or using a Vesopa application, you agree to these terms. If you are agreeing on behalf of a business, you confirm you are authorised to bind it, and "you" means that business.

Where we have signed a separate written agreement, statement of work or order form with you, that document takes precedence over these terms to the extent the two conflict.

3. What we provide

Depending on what you have bought from us, the services may include:

• Applications — Vesopa EPOS, Vesopa Kitchen and Vesopa Customer Display, and any other software we publish.
• The customer portal — an account at vesopasoftware.com/portal showing your projects, files, messages, invoices and receipts.
• Project work — software we design, build, host or maintain for you under an agreed brief.
• Hosting and support — where you have bought them.

We may improve, change or discontinue features. Where a change materially reduces a paid service you rely on, we will tell you in advance and, if you would rather not continue, refund the unused part of anything you have paid in advance for it.

4. Accounts

You are responsible for the accuracy of the details on your account, for keeping your password confidential, and for everything done through your account. Tell us immediately at support@vesopasoftware.com if you believe an account has been used without your permission.

Accounts are for named people. Do not share one login between several people; invite them to the project instead, which is free and gives everyone their own record.

You must be at least 18 years old, or the age of majority where you live, to hold an account. Our services are built for businesses and are not directed at children.

5. Acceptable use

You agree not to:

• break the law, or use our services to help anybody else break it;
• upload malware, or anything designed to interfere with the service or another user;
• attempt to gain access to accounts, systems or data that are not yours, or to probe, scan or test our systems without our written permission;
• copy, resell, sublicense or reverse-engineer our software except where the law says you may despite this clause;
• use the service in a way that damages its availability or performance for anyone else, including automated scraping or load beyond a fair level;
• upload content you do not have the right to upload, or that is unlawful, defamatory or infringing.

Our AI assistant is a convenience, not an oracle: do not paste anything into it that you are not willing to send to a third-party model provider, and do not rely on its answers for legal, financial or safety decisions. See the privacy policy for where those messages go.

6. Quotes, projects and change

The estimate produced by the calculator on our website is an indication generated from what you ticked. It is not an offer, a quotation or a fixed price. A firm figure follows only after a person has read the brief, and is given in writing.

Project work proceeds against a written scope. Anything outside that scope is a change: we will tell you what it costs and how it affects the date before doing it, and we will not do it until you say yes.

Timescales we give are honest estimates. Where a date depends on something from you — content, access, credentials, a decision, a third-party approval — the date moves if that does.

7. Fees, invoices and payment

Prices are as quoted in writing or as shown on your invoice, and are exclusive of VAT unless stated otherwise. Invoices are issued through your portal and by email.

Unless your invoice says otherwise, payment is due within 14 days of the invoice date. We may charge statutory interest and reasonable recovery costs on late commercial payments under the Late Payment of Commercial Debts (Interest) Act 1998.

Subscription and hosting fees are billed in advance for the period shown on the invoice, and renew automatically unless cancelled before the renewal date. You can cancel a renewal at any time by writing to support@vesopasoftware.com; cancellation takes effect at the end of the period you have already paid for.

We do not take card payments through this website. Where a payment method is offered, it is operated by a regulated payment provider and your card details are handled by that provider, not by us.

A lapsed subscription does not switch your till off. If a payment fails we will chase it as a human being, not as a kill switch.

8. Intellectual property

We own, or are licensed to use, everything in our software, this website and our brand. Nothing here transfers that to you.

Where you buy a licence to a Vesopa application, you get a non-exclusive, non-transferable right to use it in your own business for as long as your licence or subscription is current, on the number of devices agreed.

For bespoke project work, ownership of the deliverables specific to you passes to you on full payment, except for our pre-existing tools, libraries and frameworks, which remain ours and which you get a perpetual licence to use as part of the deliverable. Third-party and open-source components keep their own licences.

We may name you and describe the work in our portfolio unless you ask us in writing not to.

9. Your data and your content

Your business data stays yours. We process it to provide the service, under our privacy policy, and where we process personal data on your behalf we do so as your processor on your documented instructions.

You can export or ask us to delete your data at any time — see data deletion. Some records, principally invoices and accounting entries, we are legally required to keep for six years even after an account closes.

Keep your own backups of anything you cannot afford to lose. We take backups, and they are for our own recovery; they are not a substitute for yours.

10. Third-party services and app stores

Our applications are distributed through the Microsoft Store and may be listed elsewhere. Where you obtain an application through a store, that store's own terms also apply to the download and to any purchase you make through it, and the store — not us — handles that payment.

Our services rely on third parties, including our cloud host, our email relay and the provider behind our AI assistant. We choose them carefully but we do not control them, and we are not liable for a failure that is entirely theirs beyond passing on any remedy we obtain.

11. Availability and support

We aim for continuous availability but do not guarantee it. Maintenance is normally scheduled outside UK trading hours and announced in advance where it will be noticeable.

Support is provided as described on our support page. Where you hold a written service level agreement, that document governs instead.

12. Warranties

We warrant that we will provide the services with reasonable care and skill, by suitably qualified people, and in accordance with the agreed scope.

Beyond that, and to the extent the law allows, the services are provided "as is": we do not warrant that they will be uninterrupted or error-free, or that they will meet a requirement you have not told us about.

13. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.

Subject to that, and where you are a business:

• we are not liable for loss of profit, loss of business, loss of anticipated savings, loss of goodwill, or for any indirect or consequential loss; and
• our total liability arising in any twelve-month period is limited to the total fees you paid us in that period.

Each of us must take reasonable steps to reduce any loss.

14. Term, suspension and termination

These terms apply for as long as you use the services. Either of us may end an ongoing service on 30 days' written notice unless a separate agreement says otherwise.

We may suspend or terminate access immediately where you materially breach these terms, where an invoice is seriously overdue and unanswered, or where we are legally required to. Where we can give warning first, we will.

On termination, you may export your data for 30 days. After that we delete it in accordance with the deletion policy, apart from records we must keep.

15. Consumers and cancellation

If you are a consumer rather than a business, you keep every right the law gives you, and nothing here reduces them. You normally have 14 days to cancel a distance contract. If you ask us to start work within that period, you may still cancel but you must pay for what has already been done; where a digital service is fully performed within the period with your consent, the right to cancel is lost.

16. Changes to these terms

We may update these terms. The date at the top always shows the current version. Where a change materially affects a paid service, we will give you at least 30 days' notice by email or in your portal before it applies to you.

17. Governing law

These terms and any dispute arising from them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If you are a consumer resident elsewhere in the UK, you may bring proceedings in your own jurisdiction.

18. Contact