1. Agreement to Terms
These Terms of Service ("Terms") constitute a legally binding agreement between you ("you," "your") and FreelanceVault ("we," "us," "our"). By creating an account, accessing, or using FreelanceVault at freelancevault.app and its associated application (the "Service"), you agree to be bound by these Terms and our Privacy Policy, which is incorporated by reference.
If you do not agree to these Terms, you must not access or use the Service. If you are accessing or using the Service on behalf of a business or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms.
These Terms are available in English. You must be at least 18 years old (or the age of legal majority in your jurisdiction) to use the Service.
2. Description of the Service
FreelanceVault is a financial management and visualisation platform designed for freelancers. The Service allows you to:
- View a "safety margin" based on your cash, income, and expenses
- Track and manage invoices, including sending them to clients via email
- Record and categorise expenses
- Manage projects and associated payments
- View financial runway projections
- Optionally connect bank accounts for automatic balance and transaction imports
- Estimate and set aside tax obligations
3. No Financial, Tax, or Legal Advice
The Service is an information and management tool only. FreelanceVault does not provide financial advice, tax advice, investment advice, accounting services, or legal advice. Nothing in the Service constitutes a recommendation, endorsement, or opinion regarding any financial product, strategy, or course of action.
The figures displayed in the Service, including but not limited to your safety margin, tax set-aside estimates, runway projections, and income summaries, are calculated based on the data you enter or import. They are for informational purposes only and should not be relied upon as a substitute for professional advice.
Tax estimates provided by the Service are approximations based on general tax rates you configure. They do not account for all possible deductions, credits, reliefs, or the specific tax rules applicable to your circumstances. You are solely responsible for ensuring your tax compliance and should consult a qualified tax professional.
You are solely responsible for your financial decisions. We accept no liability for any loss or damage arising from decisions made based on information presented in the Service.
4. Your Account
To use the Service, you must create an account using a valid email address or by signing in with Google. You agree to:
- Provide accurate, current, and complete information when creating your account
- Keep your account credentials secure and confidential
- Notify us immediately at support@freelancevault.app if you suspect unauthorised access to your account
- Accept responsibility for all activity that occurs under your account
We reserve the right to suspend or terminate accounts that we reasonably believe have been compromised, are being used fraudulently, or are in violation of these Terms.
5. Acceptable Use
You agree not to use the Service to:
- Violate any applicable law, regulation, or third-party right
- Facilitate money laundering, terrorist financing, tax evasion, or any other financial crime
- Upload or transmit viruses, malware, or other malicious code
- Attempt to gain unauthorised access to our systems, other users' accounts, or any computer network
- Interfere with or disrupt the Service or the servers or networks connected to the Service
- Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service
- Use the Service in any manner that could damage, disable, overburden, or impair our infrastructure
- Scrape, data mine, or use automated means to access the Service without our written permission
- Create invoices or other documents for fraudulent purposes
- Impersonate any person or entity, or falsely state or misrepresent your affiliation with any person or entity
We may investigate violations of these terms and may refer matters to law enforcement authorities where we suspect criminal activity.
6. Bank Connections and Open Banking
The Service offers an optional feature to connect your bank account(s) through TrueLayer (UK users; US bank connection coming later). By using this feature, you acknowledge and agree that:
- You are authorising TrueLayer to access your bank account data on your behalf, in accordance with their terms and conditions.
- We obtain read-only access to your account balance and transaction history. We cannot initiate payments, transfers, or any other transactions on your account.
- We do not receive, store, or have access to your bank login credentials. Your bank credentials are entered directly into your bank's secure authentication interface.
- You can disconnect your bank at any time from the settings page. Disconnecting will stop future data imports but will retain previously imported transaction history.
- Bank data is synchronised automatically every 24 hours while the connection is active. You can also trigger a manual sync at any time.
- The accuracy and availability of bank data depends on your bank and the open banking provider. We are not responsible for errors, delays, or unavailability in bank data feeds.
- TrueLayer is authorised and regulated by the UK Financial Conduct Authority (FCA). Their terms of service and privacy policy apply to your use of their services.
7. Invoicing
The Service allows you to create, manage, and send invoices to your clients. By using the invoicing feature, you acknowledge that:
- You are responsible for the accuracy of all information contained in your invoices, including amounts, descriptions, tax rates, and client details.
- Invoices sent via the Service are sent from our email infrastructure on your behalf. The email will identify that it was sent via FreelanceVault.
- You are responsible for ensuring your invoices comply with all applicable invoicing requirements in your jurisdiction (e.g., UK HMRC requirements for VAT invoices, EU VAT Directive requirements, US state and federal invoicing requirements).
- We do not process payments. The Service is for invoice creation and tracking only. Payment collection is between you and your client.
8. Your Data and Content
You retain ownership of all data and content you input into the Service, including financial figures, invoice content, expense records, and any uploaded files (such as your business logo or receipt images).
By using the Service, you grant us a limited, non-exclusive, worldwide licence to store, process, and display your data solely for the purpose of providing the Service to you. This licence terminates when you delete your account (subject to our data retention obligations described in our Privacy Policy).
You are responsible for maintaining your own backups of your data. While we take reasonable measures to protect your data, we do not guarantee that data will never be lost.
We may use anonymised and aggregated data (which cannot identify you or any individual) to improve the Service, conduct research, or generate industry insights.
9. Intellectual Property
The Service, including its design, features, code, documentation, branding, and all related intellectual property, is owned by FreelanceVault and is protected by copyright, trademark, and other intellectual property laws in the UK, the EU, the US, and internationally.
You may not copy, modify, distribute, sell, lease, reverse engineer, or create derivative works of any part of the Service without our prior written consent.
"FreelanceVault" and the FreelanceVault logo are trademarks of FreelanceVault. You may not use our trademarks without our prior written consent.
10. Fees and Payment
Access to certain features of the Service may require payment of fees. If we introduce paid features:
- We will clearly display the applicable fees before you are required to pay
- Fees will be stated inclusive of applicable taxes unless otherwise indicated
- We will provide reasonable advance notice of any price changes
- For EU and UK consumers, we will comply with applicable consumer protection regulations regarding pricing transparency, cooling-off periods, and refund rights (see Section 17)
The Service is currently provided without charge. We reserve the right to introduce paid tiers or features in the future with appropriate notice.
11. Service Availability and Modifications
We aim to provide a reliable service but do not guarantee uninterrupted or error-free operation. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.
We reserve the right to modify, suspend, or discontinue any part of the Service at any time. Where we make material changes that affect your use:
- We will provide reasonable advance notice (at least 30 days for material changes)
- We will offer you the opportunity to export your data before discontinuation
- If you have a paid subscription, we will provide a pro-rata refund for any prepaid period affected by discontinuation
12. Disclaimer of Warranties
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. WE EXPRESSLY DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:
- IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT
- WARRANTIES THAT THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE
- WARRANTIES REGARDING THE ACCURACY, RELIABILITY, OR COMPLETENESS OF ANY INFORMATION PROVIDED THROUGH THE SERVICE
- WARRANTIES REGARDING THE ACCURACY OF TAX ESTIMATES, SAFETY MARGIN CALCULATIONS, OR RUNWAY PROJECTIONS
This disclaimer does not affect any statutory rights that cannot be excluded or limited under applicable law. In particular, if you are a consumer in the EU or UK, your statutory consumer rights are not affected by this disclaimer (see Section 17).
13. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:
- WE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, REVENUE, DATA, BUSINESS OPPORTUNITIES, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF OR INABILITY TO USE THE SERVICE.
- OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM; OR (B) ONE HUNDRED POUNDS STERLING (£100).
Nothing in these Terms excludes or limits our liability for:
- Death or personal injury caused by our negligence
- Fraud or fraudulent misrepresentation
- Any other liability that cannot be excluded or limited by applicable law
If you are a consumer in the EU or UK, this section does not affect your mandatory statutory rights under applicable consumer protection law (see Section 17).
14. Indemnification
To the extent permitted by applicable law, you agree to indemnify, defend, and hold harmless FreelanceVault and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:
- Your use of the Service in violation of these Terms
- Your violation of any applicable law or regulation
- Your violation of any third-party right
- Any content you input into the Service that is inaccurate, fraudulent, or misleading
This indemnification obligation does not apply to EU or UK consumers to the extent prohibited by applicable consumer protection law.
15. Termination
15.1 Termination by You
You may stop using the Service at any time. You may request deletion of your account by contacting us at support@freelancevault.app. Upon account deletion:
- Your account will be deactivated and your access to the Service will end
- We will delete your personal data in accordance with our data retention policy (see our Privacy Policy, Section 9)
- Certain data may be retained where required by law (e.g., financial records for tax compliance)
15.2 Termination by Us
We may suspend or terminate your access to the Service, effective immediately, if:
- You breach these Terms and fail to remedy the breach within a reasonable time after notice
- You engage in conduct that we reasonably believe is fraudulent, illegal, or harmful to other users or our systems
- We are required to do so by law or regulation
- We discontinue the Service (with reasonable notice as described in Section 11)
Where possible, we will provide you with notice and an opportunity to export your data before termination takes effect, unless immediate termination is necessary to prevent harm or comply with legal obligations.
15.3 Effect of Termination
Upon termination, the following sections survive: Section 3 (No Financial Advice), Section 8 (Your Data), Section 9 (Intellectual Property), Section 12 (Disclaimer), Section 13 (Limitation of Liability), Section 14 (Indemnification), Section 16 (Governing Law), and Section 21 (General Provisions).
16. Governing Law and Dispute Resolution
16.1 For UK Users
If you are based in the United Kingdom, these Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales, without prejudice to your right as a consumer to bring proceedings in your local courts.
16.2 For EU Users
If you are based in the European Economic Area, these Terms are governed by the laws of England and Wales, subject to any mandatory consumer protection provisions of the law of the EU member state in which you are habitually resident. You may bring proceedings in the courts of your habitual residence.
Under EU Regulation 524/2013, you may also submit disputes to the European Commission's Online Dispute Resolution platform at ec.europa.eu/consumers/odr.
16.3 For US Users
If you are based in the United States, these Terms are governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law provisions. Any disputes arising out of or in connection with these Terms shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, except that either party may seek injunctive or equitable relief in any court of competent jurisdiction.
CLASS ACTION WAIVER: TO THE EXTENT PERMITTED BY LAW, YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. IF FOR ANY REASON A CLAIM PROCEEDS IN COURT RATHER THAN IN ARBITRATION, YOU AND WE EACH WAIVE ANY RIGHT TO A JURY TRIAL.
17. Consumer Rights (EU and UK)
If you are a consumer (an individual acting for purposes outside of your trade, business, craft, or profession) in the EU or UK, the following applies:
17.1 Consumer Rights Directive (EU) / Consumer Rights Act 2015 (UK)
- Right of withdrawal: Under the EU Consumer Rights Directive (2011/83/EU) and the UK Consumer Contracts Regulations 2013, you have a 14-day right of withdrawal from the date of entering into a contract for digital content or services. For free services, this right of withdrawal applies if we introduce paid features. If you request that the service begins during the withdrawal period and subsequently exercise your right of withdrawal, you may be required to pay for the service received up to that point.
- Digital content quality: Under the Consumer Rights Act 2015 (UK) and the Digital Content Directive (EU) 2019/770, digital content and services must be of satisfactory quality, fit for purpose, and as described. If the Service does not conform to these requirements, you have the right to request that it be brought into conformity, or to receive an appropriate price reduction or terminate the contract.
- Unfair contract terms: Nothing in these Terms will be interpreted to the extent it would be considered an unfair contract term under the Consumer Rights Act 2015 (UK), the Unfair Contract Terms Directive (93/13/EEC), or equivalent national law in EU member states.
17.2 Statutory Guarantees
Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy conferred on you by the Consumer Rights Act 2015 (UK), the Australian Consumer Law, or any other applicable consumer protection legislation that cannot be excluded, restricted, or modified by agreement.
18. Electronic Communications
By using the Service, you consent to receiving electronic communications from us. These communications may include:
- Service-related emails (account confirmation, password resets, security alerts)
- Invoice delivery notifications
- Changes to these Terms or our Privacy Policy
- Important service announcements
We comply with applicable electronic communications laws including:
- UK: Privacy and Electronic Communications Regulations 2003 (PECR)
- EU: ePrivacy Directive (2002/58/EC) and applicable national implementations
- US: CAN-SPAM Act of 2003 and applicable state laws
We will not send you unsolicited marketing emails without your prior opt-in consent. All marketing emails (if any) will include a clear unsubscribe mechanism.
19. Data Protection
We process your personal data in accordance with our Privacy Policy. For the purposes of the EU GDPR and UK GDPR, we act as the data controller for personal data processed through the Service.
When you use the invoicing feature to send invoices to your clients, you are the data controller for your clients' personal data (e.g., their name and email address). We process this data on your behalf as a data processor. In this capacity, we process the data only on your instructions (i.e., to send the invoice) and implement appropriate technical and organisational measures to protect it.
20. Accessibility
We are committed to making the Service accessible to all users, including those with disabilities. We aim to comply with the Web Content Accessibility Guidelines (WCAG) 2.1 at Level AA. Under the European Accessibility Act (Directive (EU) 2019/882), the Equality Act 2010 (UK), and the Americans with Disabilities Act (ADA) (US), we endeavour to ensure our Service is accessible. If you encounter any accessibility barriers, please contact us at support@freelancevault.app.
21. General Provisions
- Entire agreement: These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and us regarding the Service and supersede all prior agreements, understandings, and representations.
- Severability: If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid while preserving its intent.
- Waiver: Our failure to enforce any right or provision of these Terms will not be considered a waiver of that right or provision. Any waiver must be in writing and signed by us.
- Assignment: You may not assign or transfer these Terms or any rights or obligations hereunder without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets, provided the assignee assumes our obligations under these Terms.
- Force majeure: We shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, pandemic, war, terrorism, government actions, power failures, internet or telecommunications failures, or third-party service provider outages.
- No third-party beneficiaries: These Terms do not confer any rights on any third party, except as specifically stated herein.
- Notices: We may send notices to you via email to the email address associated with your account. You may send notices to us at legal@freelancevault.app. Notices are deemed received when sent by email, on the date of transmission.
22. Changes to These Terms
We may revise these Terms from time to time. When we make changes:
- We will update the "Last updated" date at the top of this page
- For material changes, we will notify you by email or by displaying a prominent notice in the Service at least 30 days before the changes take effect
- If you do not agree with the revised Terms, you may stop using the Service and request account deletion
- Your continued use of the Service after the effective date of revised Terms constitutes acceptance of the changes
For EU and UK consumers, where required by law, we will seek your explicit consent to material changes.
23. Contact Us
If you have any questions about these Terms, please contact us:
- Legal enquiries: legal@freelancevault.app
- General support: support@freelancevault.app