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 working area associated with a registered account.
      3. Super-Manager: The person who registers the account on the platform and manages the workspace, including subscriptions.
      4. Manager: A user managing a workspace without Super-Manager privileges. Managers can manage tasks and workers but not other managers.
      5. Worker: A user performing tasks assigned by the Super-Manager or Manager. Workers have access to actions such as accepting, pausing, and completing tasks.
      6. Standard User: Can be either a Manager or a Worker.
      7. Free Account: A no-cost account with limited application functionality.
      8. Standard Account: A paid subscription account with extended functionalities.
      9. Premium Account: A paid subscription account with all functionalities, including advanced analytics.
    3. Account Registration and Types
      1. Any visitor can create an administrative account (workspace). During registration, the user can choose between a Free, Standard, or Premium account.
      2. Registration is only possible as a Super-Manager. Workers and additional Managers are added by the Super-Manager.
      3. Super-Managers have administrative privileges, including inviting users to the workspace and managing subscriptions.
      4. Workers can delete their accounts from the account information panel. Only the Super-Manager can delete the entire workspace. Managers can also delete their individual accounts.
      5. Users can reset their passwords from the account information panel or the login panel if the password is forgotten.
    4. Subscription Management
      1. The Super-Manager manages the workspace subscription. Subscriptions can be paid monthly or annually.
      2. Subscriptions can be upgraded or downgraded anytime, except for downgrading to the Free plan. Downgrading the team size is not allowed, but upgrading to a higher plan to accommodate team size is possible.
      3. The Standard subscription costs €5.15 per user per month, excluding tax. The Premium subscription costs €11.20 per user per month, excluding tax. All amounts are before taxes.
      4. A Free account can be upgraded to a paid subscription (Standard or Premium) at any time. A 14-day trial period is activated if the workspace has not previously used a trial. If no payment method is added by the end of the trial, the subscription will be paused.
      5. If the subscription plan is changed mid-billing cycle (e.g., from Standard to Premium), the account will be immediately converted, and prorated billing will be applied.
      6. To opt for annual billing, contact the support team.
      7. Switching from a Free plan to any paid plan does not require any additional actions or acceptance of terms, as a free trial period starts immediately (if the trial has not been used before). When switching between paid plans (Standard and Premium), acceptance of the current privacy policy and terms and conditions is required.
      8. If the Super-Manager transitions from a Free account to a Premium or Standard account, and the trial period expires (if they have not previously used a trial and requested a refund within 30 days of the trial ending), automatic switching between paid subscription plans is not allowed. The only option is to revert to the Free plan after reducing registered users to 4 and the number of teams to 1. To switch from Premium to Standard after the trial, the Super-Manager must contact support to discuss their needs.
      9. Users can switch between Standard and Premium plans without restrictions, even during the trial period. Switching to the Free plan requires meeting specific conditions: a maximum of 4 users and 1 team, and no active workers can belong to more than 1 team.
    5. User Management
      1. The Free account can have up to four users, with a maximum of one team. Standard and Premium accounts have no limit on the number of users or teams.
      2. Users are invited via email. The invitee receives a registration link, and upon clicking, they are redirected to Vailo.io to complete the registration. They must change their password during the first login.
      3. Each user can view their account information, including user ID, email address, verification status, account creation date, and workspace association.
      4. Users can be added via a form in the 'users' section, filling in the name, email, and account type. Invited users are listed under the 'Invited' tab.
      5. Re-inviting the same email address is not allowed.
      6. The user list includes details like full name, email, team association, account type, and actions like removing the user from the workspace.
      7. Only the Super-Manager can see and manage all users in the workspace. Managers cannot see or manage Super-Managers and can only manage workers.
      8. Upon workspace deletion by the Super-Manager, all users are removed from the teams and the database, their sessions are terminated, and the subscription is canceled.
    6. Task Management
      1. To add a task, users must first complete information about teams and projects.
      2. Tasks are added by clicking the green '+' button on the dashboard, filling in the task name, project, team, priority status, description, previous worker information, and optional links, then clicking 'publish.'
      3. Tasks can only be worked on by one worker at a time.
      4. Task statuses include New, Active, Paused, Pending, Returned, Completed, and Archived.
      5. Managers and Super-Managers see tasks in a list with details like ID, status, task name, links, worker information, team, and actions (edit, clone, archive, decision, statistics, description).
      6. Workers see tasks with actions to start, pause, or complete tasks. Tasks initially have a status of 'New' and no assigned worker.
      7. When a worker starts a task, the status changes to 'Active,' the worker is assigned, and work time tracking begins.
      8. Completed tasks by workers change status to 'Pending' for manager verification. A notification is sent to the workspace.
      9. Managers verify tasks via the decision icon, choosing 'Approve' (changing status to 'Completed' and notifying the worker) or 'Decline' (providing feedback, changing status to 'Returned,' and notifying the worker).
      10. Archived tasks can only be cloned or have their descriptions viewed. Tasks cannot be permanently deleted as they are included in statistics.
    7. Notifications
      1. Notifications are available in paid subscriptions (Standard and Premium) and have three tabs: New, Unread, and Archived.
      2. Notifications include information on the date, read/unread status, and archiving status. New notifications have a red dot indicating unread status.
      3. Notifications are generated when a worker starts or completes a task. Notifications for managers are sent to the whole workspace, while those for workers are personalized.
      4. Both managers and workers can see notifications by clicking the bell icon next to the menu.
    8. Payment Methods and Billing
      1. Currently, subscriptions are available only with monthly payments. Annual payment options will be introduced in the future.
      2. Accepted payment methods: MasterCard, Visa, American Express, PayPal, and Apple Pay.
      3. Billing and payment history are managed through the Stripe payment system, which also handles subscription payments, addresses, and ensures billing data security.
      4. Subscriptions can be canceled via the Stripe system.
    9. Trial Accounts
      1. Free trials last for 14 days.
    10. Refund Policy
      1. Refunds are available within 30 days of payment if you are dissatisfied with the service. To request a refund, please contact us.
    11. Miscellaneous
      1. All user data is stored securely and managed according to our privacy policy.
      2. These terms and conditions are subject to change. Users will be notified of significant changes.
Last update: 3.10.2024