Terms & Conditions

Vulpio (operated by Vulpio Pty Ltd, registered in New South Wales, Australia) provides a software-as-a-service platform for event planning, venue operations, and guest coordination. By creating an account or using the platform you agree to these Terms & Conditions.

Acceptable use. You agree to use Vulpio only for lawful purposes and in a way that does not infringe the rights of, restrict, or inhibit anyone else's use of the platform.

Account responsibility. You are responsible for all activity that occurs under your account, for keeping your credentials confidential, and for promptly notifying us of any unauthorised access.

Account security. You must use a strong, unique password and keep contact information up to date. We may suspend access if we reasonably suspect a security risk.

Prohibited activity. You may not:

• Attempt to gain unauthorised access to the platform or other users' accounts;
• Upload viruses, malware, or any code designed to disrupt the platform;
• Use the platform to send spam, harassment, or unlawful communications;
• Reverse engineer, scrape, or systematically copy material from the platform;
• Use Vulpio to store or process content that is illegal, defamatory, or infringes third-party rights.

Venue / business responsibility. If you operate a venue, catering business, or events team using Vulpio, you are responsible for the accuracy of all menus, pricing, capacities, policies, and communications you publish through the platform.

User permissions. Business owners may invite team members and assign roles. The business owner is responsible for the actions of all members they invite.

Staff account management. You must promptly remove members who no longer require access. We are not liable for actions taken by current or former members of your business.

Ownership of uploaded content. You retain ownership of menus, photos, branding, documents, and other content you upload. You grant Vulpio a non-exclusive, worldwide licence to host, process, display, and back up that content solely for the purpose of providing the platform to you and your invited users.

Collection of guest information. Vulpio enables business users to collect information from event clients and guests (e.g. names, contact details, RSVPs, dietary requirements). The business user acting as the event host is the controller of this data; Vulpio acts as a processor on their instructions.

Dietary & allergy information. Allergy and dietary data is treated as sensitive information. You must only collect it where necessary, communicate it appropriately to operational staff, and not use it for unrelated purposes.

Uploaded files & photos. You confirm you have the right to upload any photo, document, or file submitted through the platform, including allergy confirmation photos.

Invitation management. Invitation links are intended for the specific event and recipients you designate. You are responsible for distributing invitations appropriately and respecting guests' choices to accept, decline, or update their details.

Subscription fees. Paid plans are billed in advance on a monthly or annual cycle as selected. Fees are non-refundable except where required by law.

Stripe / Xero integrations. Vulpio may integrate with third-party services such as Stripe (payment processing) and Xero (accounting). Use of those services is subject to the third party's own terms and privacy policies.

Payment processing disclaimer. Vulpio does not store full card numbers and is not a payment processor. Any payment dispute, refund, or chargeback is governed by the relevant processor's terms.

Third-party service limitations. Integration availability, fees, and behaviour are controlled by the relevant third-party. We are not responsible for downtime, errors, or changes outside our control.

Invoice / payment accuracy disclaimer. Invoices, totals, and figures generated by Vulpio are based on data you enter. You are responsible for reviewing financial figures before sharing them with clients or remitting them for tax purposes.

Privacy principles. We handle personal data in line with the Australian Privacy Principles (APPs) and, where applicable, the EU General Data Protection Regulation (GDPR). See our Privacy Policy for full details.

Data storage. Data is stored with our cloud infrastructure providers. We apply reasonable technical and organisational measures to protect it against loss, misuse, and unauthorised access.

Cookies & session handling. We use cookies and similar technologies to maintain login sessions and improve the platform. You can manage cookies through your browser settings.

Communication preferences. Transactional emails (e.g. password resets, invoices, RSVPs) are part of the service. You may opt out of optional product or marketing emails at any time.

Uptime disclaimers. We aim for high availability but do not guarantee that Vulpio will be uninterrupted or error-free.

Maintenance windows. Planned maintenance may temporarily affect availability. We will provide reasonable notice for significant maintenance where practical.

Feature changes. We continuously improve the platform. Features may be added, modified, or removed; where a change materially reduces a paid feature, we will provide reasonable notice.

Beta functionality. Features marked as beta, preview, or experimental are provided "as is" and may change or be withdrawn without notice.

To the maximum extent permitted by law:

• Vulpio is provided on an 'as is' and 'as available' basis;
• We are not liable for operational disruptions, lost profits, or indirect/consequential damages arising from your use of the platform;
• We are not responsible for the acts, omissions, or content of third-party integrations;
• You remain solely responsible for the accuracy of data you enter, including menus, prices, capacities, guest details, and financial figures;
• Our aggregate liability in any 12-month period is limited to the fees you paid us during that period.

Nothing in these terms excludes any consumer guarantees or rights that cannot lawfully be excluded under the Australian Consumer Law.

Vulpio ownership. The platform, including its software, design, branding, and trademarks (including the Vulpio name and logo), is owned by Vulpio Pty Ltd or its licensors.

User-generated content. You retain ownership of content you upload. By uploading, you grant us a limited licence to host and display that content to deliver the platform to you and your invited users.

Brand protection. You may not copy, mimic, or use Vulpio branding without our prior written consent.

Termination by you. You may cancel your subscription at any time from within your account.

Suspension & termination by us. We may suspend or terminate accounts that breach these terms, engage in fraudulent or abusive behaviour, or pose a security or legal risk.

Misuse handling. Serious or repeated breaches may result in immediate termination without refund.

Data deletion. After termination, business data may be retained for a reasonable period for backup and legal-compliance purposes before being permanently deleted, subject to your applicable data-deletion rights.

These Terms are governed by the laws of New South Wales, Australia. You and Vulpio agree to submit to the non-exclusive jurisdiction of its courts.

If any provision of these Terms is found unenforceable, the remaining provisions remain in full effect.

Questions about these Terms? Contact us at [contact email].