Last updated: June 2026
1. Introduction
These Terms and Conditions (“Terms”) govern your use of the CareVanto platform and website at carevanto.co.uk. By creating an account, starting a free trial, or subscribing to any of our services, you agree to be bound by these Terms.
CareVanto is operated by CareVanto Ltd, registered in Ireland. Our contact email is [email protected].
Please read these Terms carefully before using our platform. If you do not agree to these Terms, you must not use our services.
2. Definitions
In these Terms, the following words have specific meanings:
- “Platform” — the CareVanto cloud-based care management software, including any associated website and mobile applications.
- “Services” — the subscription services provided by CareVanto, including access to the Platform, documentation, templates, and support.
- “Customer” — the organisation or individual who subscribes to the Services.
- “Authorised Users” — employees or agents of the Customer who are permitted to access and use the Services under the Customer’s subscription.
- “Customer Data” — any data entered into the Platform by the Customer or its Authorised Users.
- “Subscription Term” — the period during which the Customer has access to the Services, including any renewal periods.
- “Subscription Fees” — the fees payable by the Customer for access to the Services as set out at the time of purchase.
3. Our services
CareVanto provides cloud-based care management software designed for care homes, supported living, and domiciliary care providers. Our platform helps care providers manage compliance, documentation, staff records, and day-to-day operations.
We will use commercially reasonable efforts to make the Platform available 24 hours a day, seven days a week. However, we may occasionally need to carry out maintenance or updates, and we will provide reasonable notice of any planned downtime where possible. We do not guarantee that the Services will be uninterrupted or error-free.
4. Free trial
We offer a 7-day free trial so you can evaluate CareVanto before committing to a paid subscription. No payment details are required to start a trial.
During the trial period, we grant you a limited, non-exclusive, non-transferable licence to use the Services solely for the purpose of evaluating whether they are suitable for your needs. Trial access includes a representative selection of features so you can experience how the Platform works, but does not include full access to all features available on paid plans.
Access to the Platform will automatically cease at the end of the 7-day trial period. If you wish to continue using CareVanto and unlock the full platform, you will need to subscribe to a paid plan. We are under no obligation to retain any data entered during the trial period after it expires, though we will endeavour to preserve it for a reasonable time.
5. Subscription and renewal
Paid subscriptions begin on the date you complete payment and continue for the initial term selected at the time of purchase.
Unless you notify us of your intention to cancel at least 30 days before the end of your current subscription period, your subscription will automatically renew for successive periods of the same length. You may cancel your subscription at any time by contacting us at [email protected].
We may adjust subscription fees upon renewal. We will give you at least 30 days’ written notice of any price increase. If the increase is not acceptable to you, you may cancel your subscription before the new pricing takes effect.
6. Authorised Users and account security
You are responsible for ensuring that only Authorised Users access the Platform under your subscription. You must not allow more users than your subscription permits.
Each Authorised User must have their own login credentials. Sharing of passwords between individuals is not permitted. You are responsible for keeping login credentials secure and for all activity that occurs under your account.
If you become aware of any unauthorised access to your account, you must notify us immediately at [email protected].
7. Acceptable use
You agree to use the Platform only for lawful purposes and in accordance with these Terms. In particular, you must not:
- Use the Platform for any purpose that is unlawful, harmful, or fraudulent.
- Attempt to gain unauthorised access to the Platform, other accounts, or our systems.
- Introduce any virus, malware, or other harmful code.
- Use the Platform to store, distribute, or transmit material that is defamatory, obscene, discriminatory, or otherwise objectionable.
- Copy, modify, reverse-engineer, or create derivative works from the Platform or its underlying software.
- Use the Platform to build a competing product or service.
- Resell, sublicence, or make the Platform available to any third party outside of your Authorised Users.
We reserve the right to suspend or restrict access to any account that we reasonably believe is in breach of these Terms.
8. Charges and payment
You agree to pay the Subscription Fees at the frequency and by the method agreed at the time of purchase. All fees are exclusive of VAT, which will be added where applicable.
If payment is not received by the due date:
- We may suspend your access to the Platform until the outstanding amount is paid.
- Interest may accrue on overdue amounts at a rate of 4% per annum above the Bank of England base rate, calculated daily from the due date until payment is received.
All Subscription Fees are non-refundable except where required by law or as otherwise stated in these Terms.
9. Customer Data
You retain full ownership of all Customer Data. We will not access, use, or share your data except as necessary to provide the Services, resolve issues you report, or comply with legal obligations.
You are responsible for the accuracy and lawfulness of all data you enter into the Platform, and for ensuring you have all necessary consents and permissions to process that data (including personal data relating to service users and staff).
We will process any personal data in accordance with our Privacy Policy and in compliance with the Data Protection Act 2018 and UK GDPR.
Upon termination of your subscription, we will provide a reasonable period (no less than 30 days) for you to export your data. After this period, we may delete your Customer Data from our systems.
10. Data protection
Where we process personal data on your behalf as part of the Services, we act as a data processor and you act as the data controller. In this capacity, we will:
- Process personal data only on your documented instructions.
- Ensure that all personnel authorised to process personal data are subject to appropriate confidentiality obligations.
- Implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage.
- Not transfer personal data outside the United Kingdom or European Economic Area without appropriate safeguards in place.
- Notify you without undue delay upon becoming aware of any personal data breach.
- Assist you in responding to data subject access requests and in meeting your obligations under data protection legislation.
- Delete or return all personal data to you on termination of the contract, unless we are required by law to retain it.
We may use sub-processors to help deliver the Services. We will maintain a list of current sub-processors and notify you of any changes. If you have a reasonable objection to a new sub-processor, we will work with you to find an acceptable solution.
11. Intellectual property
All intellectual property rights in the Platform, including its software, design, content, documentation, and branding, belong to CareVanto (or our licensors). Nothing in these Terms transfers any intellectual property rights to you, except the limited licence to use the Services as described.
You must not copy, modify, distribute, sell, or create derivative works from any part of the Platform or its content without our prior written consent. You must not remove any copyright, trademark, or other proprietary notices from any materials we provide.
Any feedback, suggestions, or ideas you provide to us about the Platform may be used by us without restriction or obligation to you.
12. Confidentiality
Each party may receive confidential information from the other in connection with the Services. Both parties agree to:
- Keep the other party’s confidential information secure and not disclose it to third parties without prior written consent.
- Use confidential information only for the purposes of performing obligations under these Terms.
- Take reasonable steps to prevent unauthorised disclosure by employees or agents.
These obligations do not apply to information that is publicly available, was already known to the receiving party, was independently developed, or must be disclosed by law.
Your Customer Data is treated as your confidential information. Details of our Services and any performance data constitute our confidential information.
13. Limitation of liability
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.
Subject to the above, we shall not be liable for any indirect, incidental, special, or consequential damages, including but not limited to loss of profits, loss of business, loss of goodwill, or loss or corruption of data, however arising.
Our total aggregate liability arising under or in connection with these Terms shall not exceed the total Subscription Fees paid by you during your current subscription year.
During any free trial period, our liability to you is excluded to the fullest extent permitted by law.
You are solely responsible for the results obtained from using the Platform and for any decisions made based on those results. The Platform is a management and compliance tool — it does not replace professional judgement, clinical decision-making, or your legal obligations as a regulated care provider. CareVanto accepts no liability for the care, safety, or welfare of service users, staff, or any third party at your service. Responsibility for the delivery of safe and effective care remains entirely with you at all times.
We do not accept liability for errors or omissions in any information or instructions you provide to us, or for any actions taken based on templates, documentation, or outputs generated through the Platform.
14. Termination
You may cancel your subscription at any time by giving us at least 30 days’ notice before the end of your current subscription period.
Either party may terminate the contract with immediate effect if the other party:
- Fails to pay any amount due and does not remedy the default within 14 days of written notice.
- Commits a material breach that is not remedied within 14 days of written notice.
- Becomes insolvent, enters administration, or ceases to carry on business.
On termination:
- Your access to the Platform will cease immediately.
- We will provide you with a reasonable period to export your data (see clause 9).
- Each party will return or destroy any confidential information belonging to the other.
- Any rights or liabilities that have accrued before termination are not affected.
15. Equality and compliance
Both parties agree to comply with all applicable laws, including but not limited to the Equality Act 2010, the Human Rights Act 1998, the Modern Slavery Act 2015, and the Bribery Act 2010. Neither party will discriminate against any person on the basis of any protected characteristic.
16. Force majeure
Neither party shall be liable for any failure or delay in performing its obligations where such failure or delay results from circumstances beyond its reasonable control, including but not limited to natural disasters, pandemics, war, industrial disputes, utility failures, or government action.
If a force majeure event continues for more than three months, either party may terminate the contract with immediate effect by giving written notice.
17. General provisions
Entire agreement. These Terms, together with any order or subscription agreement, constitute the entire agreement between the parties and supersede all previous agreements, representations, and understandings.
Amendments. We may update these Terms from time to time by giving you at least 30 days’ written notice. Continued use of the Services after the updated Terms take effect constitutes acceptance. Material changes will be clearly communicated.
Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights to a successor or affiliate.
Waiver. A failure by either party to exercise any right under these Terms does not constitute a waiver of that right.
Severability. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
Third-party rights. These Terms do not confer any rights on any third party under the Contracts (Rights of Third Parties) Act 1999.
Notices. Any notice under these Terms should be sent by email to [email protected]. Notices sent by email are deemed received at the time of transmission.
18. Governing law and jurisdiction
These Terms are governed by and construed in accordance with the laws of England and Wales, regardless of the country in which CareVanto Ltd is incorporated. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
19. Contact us
If you have any questions about these Terms, please contact us at [email protected].