Terms and Conditions

These terms form a contract between you and Valkyrie Consultants Group Ltd ("we", "us") for use of VCG Site Records ("the Service"). By creating an account, accepting an invitation, or using the Service you agree to them. If you use the Service for a company, you agree on that company's behalf and confirm you are able to bind it. If you do not agree, do not use the Service.

The Service lets construction teams keep daily site diaries: operatives, plant, equipment and materials, weather and shift details, works carried out, delays and notes, plus photos, map pins, voice notes and optional AI assistance. Diaries can be exported as PDF. The Service is a record-keeping tool. It is not a substitute for professional, contractual or legal advice, and it does not by itself prove what happened on site.

The Service is for businesses and their staff recording their own site work. Each person needs their own account: either a personal subscription, or access through a company subscription using that company's code. Every account holds a role on each project (admin, editor or viewer) which controls what they can see and change. Admins are responsible for who they invite and what role they give them.

Do not share your sign-in details or your device with others, and tell us promptly if you think someone has used your account without permission.

The Service is provided on a paid subscription. Prices are:

• £10 per user per month (monthly subscription), or
• £100 per user per year (annual subscription, equivalent to two months free).

Prices are in pounds sterling and are charged per user place. A company subscription covers a number of user places, and staff use those places by joining with the company code. Only the first members to join your code — up to the number of places you pay for — are covered; anyone beyond that needs an extra place. One person holding two places (for example, personally and through a company) does not create two subscriptions.

Where we are required to charge VAT, it is added at checkout. We may change our prices with notice; a change does not apply to a period you have already paid for.

Payment is taken in advance by card through our payment provider, Stripe. We never see or store your full card number.

A monthly subscription runs from the date you pay to the same day of the following month (for example, paid on 20 October runs to 20 November). An annual subscription runs from the date you pay to the same day of the following year. On each renewal date we automatically take payment for the next period, so you do not need to do anything to keep access.

Adding user places takes effect immediately and we charge for them from that date. Removing places takes effect from your next renewal. Changes to card details or your subscription can be made at any time through "Manage billing" in the app.

Access to the Service depends on payment being up to date. If a payment fails, we will tell you and try again; during that time your access may be held. If payment is still not made, the subscription ends and the account — and any staff using its company code — is blocked from the Service until payment is made.

Blocking access does not delete your records. Your diaries, photos and exports are kept under section 13 so you can settle payment and pick up where you left off.

You can cancel at any time through "Manage billing". Cancelling stops the next payment; your access continues until the end of the period you have already paid for, then ends. Because the Service is billed in advance for a period you cannot go back over, we do not refund unused time, except where the law says we must or where we agree to. If you cancel and later return, your records are available under section 13 and you pay the prices then in force.

You agree to use the Service only for lawful business purposes and not to:

• use it to record or store unlawful, harmful, discriminatory or harassing material;
• upload other people's personal information without a proper reason to do so;
• upload malware, or try to break, disable or gain unauthorised access to the Service;
• resell or give public access to the Service, or copy it to build a competing product;
• use automated tools to scrape data or overload the Service;
• interfere with other users' access, or use another person's account or company code without permission.

You are responsible for the accuracy of the diaries, operatives, plant, materials and photos you record, and for keeping site records as your contracts and the law require. Diary entries are often used later in disputes and claims, so they should be made by someone with knowledge of the day's work. Do not use the Service for anything you are not entitled to record.

You keep ownership of the diaries, photos and other content you add. You give us the permission we need to store, process, back up, display and export that content in order to provide the Service to you — and you confirm you have the right to provide it. Please respect privacy on site: photos may show identifiable people, vehicles or registration plates, and it is your responsibility to have a proper basis for capturing them.

The app itself, its design, the VCG Site Records name, slogan and logo, and our software remain ours or our suppliers'.

AI features are optional: tidying written notes, turning a voice note into a diary entry, captioning photos and answering questions about past diaries. Results are generated automatically and can be wrong, incomplete or misleading. They are a draft, not a record — the person who saves them is responsible for checking and correcting the entry before it is relied on. We do not train AI models on your data, and we do not keep voice recordings once a transcript has been made (see our Privacy Policy).

Diaries and photos can be drafted without a signal and are stored on your device until they sync. It is your responsibility to keep your device secured and its operating system updated, and to make sure unsent drafts have been synced before you rely on them or give the device to someone else. We are not responsible for drafts lost because a device is reset, damaged, lost or its app data cleared before syncing.

We aim to keep the Service available and to maintain backups, but we do not promise uninterrupted or error-free operation. Planned maintenance, faults, network loss or a suspension under section 15 can interrupt access.

You can export diaries as PDF at any time. If the Service stops, or you close your account, you may ask us for a copy of your project's diaries in a usable format for a reasonable period after the account ends; after that we may delete them. Keeping your own copies of anything you need for contract or legal purposes is your responsibility.

The Service is provided "as is". To the fullest extent the law allows, we exclude all implied terms about quality, fitness for a particular purpose and compatibility, and we are not responsible for loss of profits, revenue, contracts, business opportunity, goodwill, or for business records you fail to keep or export.

Otherwise, our total liability for anything arising from these terms is limited to the amount you have paid us in the 12 months before the claim. Nothing here limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot lawfully be limited.

We can suspend or end access if payment is not made (section 6), if these terms are seriously or repeatedly broken, if we are required to by law or a court, or if continued use risks the Service, our other customers, or us. We will tell you where we reasonably can, and where the problem can be fixed we will give you a fair chance to do so. You can stop using the Service and ask us to close your account at any time.

We handle personal data as set out in our Privacy Policy, which also applies to these terms. Where a company uses the Service for its own records, that company is responsible for telling its staff and others what is recorded, and for answering any requests about that content.

We may update these terms to reflect new features, pricing or legal requirements. We will post the revised terms here with a new date and, for significant changes, tell you in the app or by email before they take effect. Continuing to use the Service after that date means you accept the revised terms.

If any part of these terms cannot be enforced, the rest still stands. We may transfer our rights and duties under these terms, for example if the business is sold; you may not transfer yours without our written agreement. No delay in enforcing a right is a waiver of it. These terms do not give rights to anyone outside this contract, except as stated here.

These terms are governed by the laws of England and Wales, and any dispute is subject to the courts of England and Wales. Questions about these terms, your subscription or your account: tomwilkin@valkyrieconsultantsgroup.com.