VBO HQVirtual Back Office
Headquarters

Terms of Service

Effective date: September 30, 2026

These Terms of Service (the “Terms”) are a binding agreement between VBO HQ, a member of the ARV family of companies (“VBO HQ”, “we”, “us” or “our”), and the business that creates an account or uses the Service (“Customer”, “you” or “your”). They govern your access to and use of the VBO HQ platform at app.vbohq.net, the website at vbohq.net, and any related software, connections and support we provide (together, the “Service”).

Section 20 contains a binding arbitration agreement and a waiver of class actions and jury trials. Please read it carefully.

1. Accepting these Terms

You accept these Terms by creating an account, accepting them in the Service, signing an order form that references them, or using the Service. If you accept on behalf of a business, you confirm that you are at least 18 years old and have the authority to bind that business, and “you” refers to that business. If you do not have that authority, or do not agree to these Terms, do not use the Service.

The Service is offered to businesses for business purposes only, not to consumers.

2. Accounts and access

Access is by request and approval, and we may approve, decline or limit any request at our discretion. Once approved, your business is set up as an organisation, and the people you invite become its users with a role: owner, admin, member or advisor.

  • Every user must be at least 18 years old and must use their own login. Credentials may not be shared.
  • You are responsible for all activity under your organisation, including actions taken by your users, your advisors and any AI or application you connect.
  • You must keep account information accurate, keep API tokens and connection links secure, and tell us promptly at admin@vbohq.net if you believe any of them has been compromised.

3. The Service

VBO HQ is a hosted operating layer for running a business. Depending on your plan, it includes planning tools, a knowledge bank, an intelligence layer and “Ask” that answer questions over your own data, AI agents across your departments, Content Studio, audiences, campaigns and journeys across email, SMS and calls, a pipeline, integrations with third-party applications, and the ability to connect your own AI assistant.

We may add, change or retire features. If we remove a feature that is material to your plan, we will give you reasonable notice.

4. Plans, fees and billing

4.1 Plans. The Service is offered on the plans shown on our pricing page at the time you subscribe: Starter ($97 a month), HQ ($297 a month) and HQ Pro ($497 a month). Annual subscriptions are priced at ten times the monthly fee. Add-ons include an extra entity (+$97 a month) and an extra connected account (+$11 a month). Enterprise is offered on custom terms set out in an order form. If an order form conflicts with these Terms, the order form controls for that order.

4.2 Billing. Fees are billed in advance at the start of each monthly or annual term. Payments are processed by Stripe, and you authorise us and Stripe to charge your payment method for all fees, add-ons, credit top-ups and applicable taxes. Fees are exclusive of taxes, which you are responsible for other than taxes on our income.

4.3 Renewal and cancellation. Subscriptions renew automatically for successive terms of the same length until cancelled. You may cancel at any time in the Service or by writing to admin@vbohq.net. Cancellation takes effect at the end of the current term, and you keep access until then.

4.4 No refunds. Fees are non-refundable, including for partial terms, unused features and unused credits, except where refunds are required by law.

4.5 Price changes. We may change prices by giving you at least 30 days' notice. New prices apply from your next term. If you do not agree to a new price, you may cancel before it takes effect.

4.6 Late payment. If a payment fails, we may suspend the Service after notice until it is paid.

5. Credits

Credits are the unit the Service uses to measure work. One credit equals $0.01 of list value. Credits are spent on agent actions, data and finished outcomes, and the credit price of an action is shown before it runs.

  • Each plan includes a monthly credit allowance.
  • Unused plan credits roll over for one month, and your rolled-over balance is capped at twice your monthly allowance. Rolled-over credits that are not used in the following month expire.
  • Purchased top-up credits do not expire while your subscription is active.
  • Balances cannot go below zero. When your balance reaches zero, credit-based work pauses until you add credits, unless you have turned on auto top-up. With auto top-up on, we charge your payment method for additional credits at that month's volume rate, up to the monthly cap you set.
  • Credits have no cash value, cannot be redeemed for money, cannot be transferred or sold, and lapse when your account closes.

6. Fair use

Plans include fair-use limits on storage and on calls made by AI assistants and applications you connect to the Service. Usage beyond those limits is metered and charged in credits. We may throttle usage that threatens the stability or security of the Service.

7. Your data

“Customer Data” means the data, documents, media, contacts, messages and other content that you or your users upload to, create in or connect to the Service. As between you and us, you own Customer Data.

You grant us a worldwide, non-exclusive, royalty-free licence to host, copy, process, transmit and display Customer Data only as needed to provide, secure, support and improve the Service for you. We may create aggregated and de-identified usage statistics that do not identify you or any individual, and use them to operate and improve the Service.

We do not use Customer Data to train AI models, and we do not sell personal information. Our handling of personal information is described in our Privacy Policy.

You are responsible for the accuracy, quality and legality of Customer Data, and for having every right, notice and consent needed for us to process it as these Terms describe.

8. AI output, approvals and advice

The Service uses AI to draft, summarise, forecast, answer questions and propose actions. AI output can be incomplete or wrong, including when it cites a source. You are responsible for reviewing output before you rely on it or act on it.

Agents propose changes, and a person in your organisation approves them. Any approval given in your organisation, by any user with authority to approve, is your decision, and you are responsible for its results.

The Service does not provide legal, tax, accounting, investment or other professional advice, and nothing in it creates a professional relationship. Advisory services from ARV advisors are separate engagements governed by their own agreements, not by these Terms, even when an advisor works with you inside the Service.

9. Connected accounts, publishing and communications

When you connect an email, SMS, calling, social or other account, you authorise the Service to act through it as you direct and approve. You are the sender and publisher of everything sent or published through your connected accounts.

You are solely responsible for complying with every law and platform rule that applies to your communications and content, including:

  • the CAN-SPAM Act and other email marketing laws;
  • the Telephone Consumer Protection Act and state equivalents, including obtaining the consent required before sending texts or placing calls and honouring opt-outs and do-not-call rules;
  • privacy and consumer protection laws that apply to the contacts you reach; and
  • the terms, policies and rate limits of each platform you publish or send through.

We may pause or block a campaign, journey or publication that we reasonably believe breaks the law or a platform's rules.

10. Third-party services and connected AI

The Service works with third-party services, including the integrations you connect (such as QuickBooks, Xero, Stripe, Gusto, Google Workspace, Microsoft 365, HubSpot, Slack, social platforms and Twilio). Your use of a third-party service is governed by your agreement with its provider. We are not responsible for third-party services, their availability, or what they do with data you share with them.

If you connect your own AI assistant (for example Claude, ChatGPT or Codex) through a connection link or API token, it acts on your behalf with the access you grant, and your use of it is governed by your agreement with its provider. You are responsible for what it does, and you can revoke its access at any time.

11. Acceptable use

You will not, and will not allow anyone else to:

  • use the Service for any unlawful, fraudulent, harassing, defamatory or infringing purpose;
  • send spam, or contact people without the consent the law requires;
  • scrape or harvest data about others without authorisation, or violate anyone's privacy or intellectual property rights;
  • upload malware, interfere with the Service, or probe, scan or test its security or bypass any access control without our written permission;
  • reverse engineer, decompile or attempt to derive the source code or underlying models of the Service, except where the law expressly permits it;
  • resell, sublicense, white-label or provide the Service to third parties except under a written agreement with us;
  • abuse credits, rate limits, trials or promotions, or circumvent metering, fair-use limits or billing;
  • access the Service to build a competing product or to copy its features or design; or
  • use the Service in a way that violates the terms of any third-party service connected to it.

12. Our intellectual property

We and our licensors own the Service, including its software, design, agents, workflows, templates, documentation and trademarks, and all improvements to them. Subject to these Terms and payment of fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable right to use the Service for your internal business purposes during your subscription. All rights not expressly granted are reserved.

If you send us feedback or suggestions, you grant us a perpetual, irrevocable, worldwide, royalty-free right to use them for any purpose without obligation to you.

13. Security

We use industry-standard measures designed to protect the Service and Customer Data, including encryption in transit (TLS), role-based access controls, hashed session and API tokens, and an audit history of changes. No system is perfectly secure, and we cannot guarantee that unauthorised access will never occur. If we become aware of a security breach affecting your Customer Data, we will notify you as required by law.

14. Suspension and termination

You may stop using the Service and cancel your subscription at any time, as described in Section 4. We may suspend or terminate your access, in whole or in part, if you breach these Terms, fail to pay, create a legal, security or operational risk to us or others, or if we are required to by law. Where practical, we will give notice first and a chance to fix the problem. We may also terminate for convenience at the end of your current term by giving you at least 30 days' notice.

On termination, your right to use the Service ends, credits lapse, and fees owed become due. Sections 5 (as to lapse of credits), 7, 8, 12 and 15 through 23 survive termination.

15. Export and deletion of your data

For 30 days after your account is terminated or cancelled, you may request an export of your Customer Data by writing to admin@vbohq.net. After that period, we will delete Customer Data from the Service, except where the law requires us to keep it. Copies held in backups are deleted as those backups expire.

16. Disclaimers

The Service is provided “as is” and “as available”. To the fullest extent permitted by law, VBO HQ disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, title and non-infringement, and any warranty that the Service or any AI output will be accurate, complete, uninterrupted or error-free, or that it will achieve any business, financial or tax result.

17. Limitation of liability

To the fullest extent permitted by law, neither VBO HQ nor its affiliates, officers, employees, agents or suppliers will be liable for any indirect, incidental, special, consequential, exemplary or punitive damages, or for any loss of profits, revenue, business, goodwill or data, or the cost of substitute services, arising out of or relating to these Terms or the Service, even if advised of the possibility of those damages.

Our total liability for all claims arising out of or relating to these Terms or the Service will not exceed the fees you paid us for the Service in the 12 months before the event giving rise to the claim. These limits apply to every theory of liability, including contract, tort (including negligence), strict liability and statute, and they apply even if a remedy fails of its essential purpose.

18. Indemnity

You will defend, indemnify and hold harmless VBO HQ, its affiliates and their officers, employees and agents from and against any claims, losses, liabilities, damages, fines, penalties, costs and expenses (including reasonable attorneys' fees) arising out of or relating to: (a) Customer Data; (b) any email, SMS, call, post or other communication sent or published through your connected accounts or at your direction; (c) approvals given in your organisation; (d) your use of third-party services or connected AI; or (e) your breach of these Terms or of any law. We will notify you of the claim, and you may not settle it in a way that imposes an obligation on us without our written consent.

19. Governing law

These Terms are governed by the laws of the State in which VBO HQ's principal place of business is located, without regard to conflict-of-laws rules, and by the Federal Arbitration Act as to Section 20.

20. Dispute resolution, arbitration and class-action waiver

20.1 Informal negotiation first. Before starting any arbitration or court proceeding, the party raising a dispute must send the other a written notice describing it. Notices to us go to admin@vbohq.net. The parties will negotiate in good faith for 30 days from that notice before either party begins a proceeding.

20.2 Binding arbitration. Any dispute, claim or controversy arising out of or relating to these Terms or the Service that is not resolved through negotiation will be resolved by final and binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, before a single arbitrator. The arbitration will be held in the county of VBO HQ's principal place of business, or by video conference if the parties agree. The arbitrator decides all questions of arbitrability, and judgment on the award may be entered in any court with jurisdiction.

20.3 Exceptions. Either party may bring an individual claim in small-claims court if it qualifies, and either party may seek injunctive or other equitable relief in court to protect its intellectual property, confidential information or the security of the Service.

20.4 Class-action and jury waiver. Disputes will be resolved only on an individual basis. Neither party may bring or take part in a class, collective, consolidated or representative action, and the arbitrator may not consolidate claims or award relief on a class basis. To the extent any dispute proceeds in court, each party waives its right to a jury trial.

20.5 Time to bring claims. Any claim arising out of or relating to these Terms or the Service must be brought within one year after it arises, or it is permanently barred, to the extent the law allows.

21. Changes to these Terms

We may update these Terms. We will post the updated Terms here with a new effective date and, for material changes, notify account owners by email or in the Service at least 30 days before they take effect. Continuing to use the Service after that date means you accept them; if you do not, you may cancel before then.

22. General

  • Force majeure. Neither party is liable for a delay or failure caused by events beyond its reasonable control, including failures of the internet, utilities or third-party providers. This does not excuse payment obligations.
  • Assignment. You may not assign or transfer these Terms without our prior written consent. We may assign them to an affiliate or in connection with a merger, acquisition, reorganisation or sale of assets.
  • Entire agreement. These Terms, any order form and the policies they reference are the entire agreement between the parties about the Service and replace all prior understandings on that subject. Terms in a purchase order you send us do not apply.
  • Severability. If any provision is held unenforceable, it will be enforced to the maximum extent permitted and the rest of these Terms remain in effect.
  • No waiver. A failure or delay in enforcing any provision is not a waiver of it.
  • Electronic notices. You agree to receive notices, agreements and other communications from us electronically, by email to the account owner or in the Service, and that they satisfy any requirement that they be in writing. Notices to us must be sent to admin@vbohq.net.
  • Relationship. The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture or agency.

23. Contact

Questions about these Terms, and all legal notices, go to admin@vbohq.net.