Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User", "you", or "your") and VanillaPM ("we", "us", or "our") governing your access to and use of the VanillaPM platform, including all associated websites, APIs, and software (collectively, the "Service").

By registering an account, clicking "I agree", or otherwise accessing or using the Service, you confirm that:

• You are at least 16 years of age (or the age of digital consent in your jurisdiction, whichever is higher).
• You have read, understood, and agree to be bound by these Terms and our Privacy Policy.
• If you are accepting on behalf of an organisation, you have the authority to bind that organisation to these Terms.

2. Description of Service

VanillaPM is a web-based project management platform built around the PMBOK (Project Management Body of Knowledge) framework. The Service provides tools for:

• Work Breakdown Structure (WBS) creation and management
• Task management including Kanban board and Gantt chart views
• Risk Register with probability–impact scoring
• Budget tracking and variance reporting
• Stakeholder register and engagement tracking
• Team and organisation management with role-based access control

We reserve the right to modify, expand, or discontinue any features of the Service at any time. We will provide reasonable notice of material changes where practicable.

3. Accounts and Registration

3.1 Account creation

To access most features of the Service you must register an account using a valid email address. You agree to provide accurate, complete, and current registration information and to update it as necessary.

3.2 Account security

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately at [email protected] if you suspect any unauthorised use of your account.

We will not be liable for any loss or damage arising from your failure to safeguard your account credentials.

3.3 One account per person

Each account is for a single individual. Sharing account credentials between multiple people is not permitted. Organisations requiring multiple users must invite each user under an Organisation plan.

3.4 Email verification

You must verify your email address before you can use the Service. We may suspend or terminate accounts that use invalid or unverifiable email addresses.

4. Plans, Pricing and Billing

4.1 Available plans

VanillaPM offers the following plans, the current details and pricing of which are described on our Pricing page:

• Personal (Free) — for individual, non-commercial use. Up to 3 projects, 5 members per project, 1 organisation, 500 MB storage.
• Student (Free) — for students with a verified institutional email address. Permits limited commercial use up to $10,000 AUD per year in revenue.
• Organisation — a paid per-user subscription for commercial teams. Includes unlimited projects, members, organisations, and storage.
• Enterprise — custom pricing for larger organisations. Includes SSO, audit logs, custom SLA, and dedicated account management. Contact us for details.

4.2 Billing

Organisation plan subscriptions are billed monthly or annually in advance. Annual billing is discounted as stated on the Pricing page. By subscribing, you authorise us to charge your payment method on a recurring basis until you cancel.

4.3 Cancellation and refunds

You may cancel your paid subscription at any time. Cancellations take effect at the end of the current billing period — you will not be charged for subsequent periods, and your access will continue until the period ends. We do not provide pro-rata refunds for unused time in a billing period, except where required by applicable consumer protection law.

4.4 Price changes

We may change subscription prices with at least 30 days' notice delivered by email to your registered address. Continued use of the Service after the effective date of a price change constitutes acceptance of the new price.

4.5 Taxes

All prices are exclusive of applicable taxes (including GST, VAT, or sales tax). You are responsible for any taxes applicable to your subscription in your jurisdiction.

5. Acceptable Use

5.1 Permitted use

The Service is provided for legitimate project management purposes. You may use the Service for any lawful business, professional, educational, or personal project management activity, subject to the limits of your plan.

5.2 Prohibited conduct

You must not use the Service to:

• Violate any applicable law, regulation, or third-party rights
• Upload, store, or transmit content that is unlawful, harmful, defamatory, fraudulent, or infringing
• Attempt to gain unauthorised access to the Service, its infrastructure, or other users' accounts
• Reverse-engineer, decompile, or disassemble any part of the Service
• Use automated tools (bots, scrapers, crawlers) to access the Service without our prior written consent
• Introduce malware, viruses, or other harmful code
• Interfere with or disrupt the integrity or performance of the Service or its infrastructure
• Impersonate any person or entity, or misrepresent your affiliation with any person or entity
• Resell, sublicense, or provide access to the Service to third parties without our written consent

5.3 Commercial use restrictions

The Personal plan is for non-commercial use only. The Student plan permits commercial use up to $10,000 AUD per year in organisational revenue. If your organisation exceeds this threshold, you must upgrade to the Organisation plan. We rely on your honest self-assessment of your revenue.

6. Your Content and Data

6.1 Ownership

You retain full ownership of all data, content, and intellectual property that you upload or create within the Service ("Your Content"). These Terms do not transfer any ownership rights to us.

6.2 Licence to us

By using the Service, you grant VanillaPM a limited, non-exclusive, royalty-free licence to store, process, and display Your Content solely to the extent necessary to provide the Service to you. We do not use Your Content for any other purpose, including training machine learning models.

6.3 Your responsibilities

You are solely responsible for Your Content and for ensuring that it does not violate any applicable laws or third-party rights. We are not responsible for the accuracy, completeness, or legality of any content you upload.

6.4 Data export

You may export your project data (tasks, risks, budget, WBS, stakeholders) in CSV or JSON format. Self-serve export is available from within the Service. If the export feature is unavailable, you may request a data export by contacting us at [email protected] and we will deliver it within 5 business days.

6.5 Data retention after termination

Upon account termination, we will retain Your Content for 30 days to allow for reactivation. After 30 days, Your Content will be permanently deleted from our systems. Backups may persist for up to an additional 30 days before being overwritten.

7. Intellectual Property

The Service, including its design, code, algorithms, interfaces, documentation, and all content created by VanillaPM, is owned by or licensed to VanillaPM and is protected by copyright, trademark, and other applicable intellectual property laws.

Nothing in these Terms grants you any rights in VanillaPM's intellectual property other than the limited right to use the Service in accordance with these Terms.

The VanillaPM name, logo, and product brand are trademarks of VanillaPM. You may not use our trademarks without our prior written consent.

8. Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. By accepting these Terms, you also acknowledge and agree to our Privacy Policy.

9. Service Availability

We aim to keep the Service available and reliable, but we do not guarantee uninterrupted, error-free, or perfectly secure access. The Service is provided "as is" and "as available". Planned maintenance will be communicated via the application where reasonably practicable.

We are not responsible for any interruptions or failures caused by factors outside our reasonable control, including internet outages, hosting provider incidents, or force majeure events.

10. Disclaimers

To the maximum extent permitted by applicable law, the Service is provided without warranties of any kind, whether express, implied, or statutory, including any implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

We do not warrant that the Service will meet your specific requirements, that it will be free from errors or defects, or that any defects will be corrected.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under applicable law.

11. Limitation of Liability

To the maximum extent permitted by applicable law, VanillaPM and its affiliates, directors, employees, and agents shall not be liable to you for:

• Any indirect, incidental, consequential, special, or punitive damages
• Loss of profits, revenue, data, goodwill, or business opportunities
• Any damages arising from your use of or inability to use the Service

Our total aggregate liability to you for all claims arising out of or related to these Terms or the Service shall not exceed the greater of: (a) the total fees paid by you to VanillaPM in the 12 months preceding the claim, or (b) $100 AUD.

This limitation applies regardless of the form of action, whether in contract, tort, or otherwise, and even if we have been advised of the possibility of such damages.

12. Termination

12.1 Termination by you

You may close your account at any time from within the Service or by contacting us. Upon account closure, these Terms will terminate with respect to your account, except for provisions that by their nature should survive (including Sections 6.5, 7, 10, 11, and 14).

12.2 Termination by us

We may suspend or terminate your account if you violate these Terms, if your account is involved in fraudulent or abusive activity, or if we discontinue the Service. Where possible and lawful, we will give you reasonable notice before termination.

12.3 Effect of termination

Upon termination, your right to access and use the Service ceases immediately. We will handle your data in accordance with Section 6.5.

13. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email to your registered address and/or by a prominent notice within the Service, at least 14 days before the changes take effect.

Your continued use of the Service after the effective date of updated Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms, you must stop using the Service and may close your account.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of the jurisdiction in which VanillaPM operates, without regard to its conflict-of-law provisions. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of that jurisdiction.

Nothing in this clause prevents either party from seeking urgent injunctive or other equitable relief in any court of competent jurisdiction.

15. Contact

If you have questions about these Terms, please contact us: