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LEGAL

Terms of service

These terms apply from 8 October 2026 (the previous version was dated 7 October 2026) and govern your use of vFound: Lost & Found, Parcels, Checkroom, Equipment and Visitors.

What changed on 8 October 2026: section 9 no longer mentions a stopped server that held archives from before our September 2026 move. That server has been deleted. Nothing else about your rights or ours changed.

What changed on 7 October 2026: section 9 now names Resend, which sends our service email. Nothing else about your rights or ours changed.

What changed on 4 October 2026: section 15 now says what stays after an account is closed (billing records, the reserved venue code and the sign-in of an owner who still has another venue) and that owners and managers can download the exports listed in the Data Processing Agreement for 90 days. A venue’s owner can also take their venue out of a customer group at any time (section 15), which also says who else loses group access when a venue leaves, who becomes group owner if the owner has no venue left, and when venue owners are told about a new group manager. Nothing else about your rights or ours changed.

What changed on 3 October 2026: venues can keep minimal private hotel stay context for Lost & Found and Parcels. Room numbers help staff navigate records but never decide ownership. Rates, payments, loyalty data, ID documents, preferences and unrelated reservation notes are outside this feature. A customer that owns several venues can also place them in a group command centre, give group or regional access to existing team members, compare aggregate workload and policy settings, and apply a saved policy to each venue deliberately. A group manager may now opt into named, versioned operating policies, preview their effect, preserve local exceptions and monitor aggregate service-level counts. These controls remain hidden until the customer configures them. Venues can separately authorise a read-only stay sync from Cloudbeds and a read-only people sync from OfficeRnD Flex or Microsoft Entra ID. The venue supplies and controls each credential and can revoke it at either service. Cloudbeds access is limited toread:reservation; vFound does not change a reservation, guest profile or room assignment and does not read rates, payment data, loyalty data, identity documents, preferences or unrelated notes. vFound does not create or change OfficeRnD memberships, bookings, invoices or payments, and an Entra directory never creates vFound staff accounts, roles or access decisions. When a person is marked as departed, their private access ends and they cannot be selected for new work; authorised venue staff retain the open records they need to resolve.

What changed on 2 October 2026: Visitors can optionally use private visitor photos and photo badges, and a venue can require its staff to record a visual check of a physical photo ID. The terms state that vFound stores no image or number from the ID, does not verify its authenticity and leaves the venue responsible for when the check is appropriate.

What changed on 1 October 2026: optional paid return shipping has its own terms below. It is offered only when enabled for a venue and a reviewed route. Claims remain free, venue subscriptions stay separate, and your team still decides ownership and physically hands the parcel to the carrier. Existing venues accept shipping separately before using it.

What changed on 28 September 2026: section 3 now explains that Billing offers the trial only when Checkout includes it, that your workspace stays open while Stripe prepares a renewal invoice, and that cancelling after a failed renewal payment ends the subscription at once without charging that renewal. Section 7 covers the visitor sign-in sign and a visitor type that follows the venue's retention period. Section 15 now says that accounts are closed by email request and that every product's records can be downloaded for 90 days after closing. Section 7 no longer describes saving a Checkroom ticket to a phone wallet app, which vFound does not offer.

vFound is operated by Naltyx Data and Marketing Consulting (“Naltyx”, “we”, “us”, “our”). These terms are an agreement between Naltyx and the business or person using vFound (“you”, “your venue”). By creating an account, activating a plan, starting a trial or using vFound, you accept them. If you accept on behalf of an organisation, you confirm you have authority to bind it.

The short version. vFound is software. We never take custody of property, never decide who owns an item, and your venue physically sends each item. Your venue verifies every claim and decides every release. You keep ownership of your content. A trial requires a valid card, and Stripe automatically makes the selected yearly charge when that trial ends unless you cancel first. Our liability is limited, and you are responsible for how your venue uses the service. This summary is for convenience only. The sections below are what govern.

1. What vFound is, and what it is not

vFound lets your team manage found property, deliveries, checkroom items, equipment reservations and checkouts, and visitor entries, with optional private hotel stay context for found items and parcels. Lost & Found can publish a branded venue page where guests recognise belongings from photographs your team chooses to publish.

  • vFound performs no facial recognition or biometric processing and does not identify any person from an image. vFound AI may compare descriptions and photos of items to suggest possible matches and to help staff check a claim. These are suggestions: the guest confirms by looking at the photo, and a person at the venue decides every claim. Anything vFound AI suggests elsewhere, such as an action in Ask vFound, the visits in a pasted invite or the details read from a photo, is saved only when a person at the venue confirms it, and the venue remains responsible for what it confirms.
  • A claim is not proof of ownership. Your team alone decides whether a claim is genuine and whether to release an item.
  • We never take physical custody of property. vFound does not scan or automatically verify government identity documents. A venue may ask its staff to visually check a visitor’s physical photo ID; vFound records the staff member and time, not an image or number from the document, and does not claim that the document is authentic. The venue is responsible for deciding when that check is appropriate and for giving any notice or obtaining any legal basis its law requires. Optional return shipping buys postage for an approved claim; it does not buy ownership approval. We make no payouts to venues, hold no money on their behalf and do not act as escrow or decide disputes between a venue and claimant.
  • We do not provide legal advice. Lost-property obligations differ by jurisdiction and are yours to determine and meet.

2. Accounts and eligibility

You must be at least 18 and able to form a binding contract. Keep your account details accurate and your credentials secure. You are responsible for all activity under your account and for authorising, supervising and removing your staff members, and for the API keys you create, the property-system credentials you store and the AI assistants you connect to vFound. Each acts within the permissions you give it. Tell us promptly at armaan@vfound.io if you suspect unauthorised access. Each venue requires its own plan.

A venue owner may create a customer group from venues they own. A group owner or group manager can give an existing member of a grouped venue access across the whole group or only the venues assigned to one region. Group access can grant venue-manager or venue-viewer permissions; it does not transfer venue ownership, billing control or authority to close a venue account. The command centre shows aggregate counts. A person opens a venue only when their venue or regional access permits it, and record details stay inside that venue. Saving a group policy template changes no venue until a group manager explicitly applies the selected settings to that venue.

A group owner or manager may deliberately create a named operating policy. Each saved version is permanent. Before a version is assigned, vFound shows the selected venues the settings that would change and the active local exceptions it will preserve; the preview must still be current when the manager applies it. An acknowledgement records only that a team member read an assigned version. It does not grant access, change billing or approve an operational decision. Optional service-level targets are the customer's internal work goals, not a contractual vFound availability or response-time SLA. Their reports and escalation emails contain aggregate counts, and vFound never uses them to approve a claim, release property, hand over a parcel or admit a visitor automatically.

3. Trials, subscriptions and billing

A new venue receives one 14-day trial for the vFound products it selects. The trial starts only after email verification and Stripe confirms a valid card. Billing shows whether Checkout includes the trial; a venue that has already had a trial or a subscription is charged when it subscribes. No subscription charge is taken during the trial. Unless you cancel renewal in Billing before the trial ends, Stripe automatically charges the selected yearly subscription at the end of day 14. Each product has its own yearly price, shown before Checkout in USD, EUR, GBP, CAD or AUD. The currency you select when you first open Stripe Checkout is fixed for that venue and its subscription. Prices are per venue, billed yearly and paid upfront. The exact product and currency amounts are shown on the Pricing page and in Billing before you continue to Stripe.

A subscription renews automatically every year until you cancel it, and covers the products you chose. During the trial, an added product shares the remaining trial and a removed product closes at once. After the first payment, an added product is charged straight away for the time until your renewal date; removing one closes it at once and credits the unused time to your next invoice. If a charge for an added product is declined, your subscription stays as it was. You may cancel renewal at any time in Billing, and you keep access through the trial or paid period. If a renewal payment has failed, cancelling ends the subscription at once and that renewal is not charged. Cancellation does not automatically produce a prorated refund.

Stripe processes card validation and payments, and card details are entered on Stripe’s own pages; we do not store full card numbers. While Stripe prepares a renewal invoice, or the first invoice after a trial, your workspace stays open for up to one day past the paid or trial period. If a renewal payment fails, your workspace stays available for a short grace period and is then paused until payment succeeds. If the first payment after a trial fails, the workspace is paused until it succeeds. We will give at least 30 days’ notice before a price change affects a renewal; if you do not accept it, cancel before that renewal. For a billing error or an exceptional refund request, contact armaan@vfound.io. Rights you have under applicable consumer law are unaffected.

Referral credit. Each venue has its own referral link in Billing. When a new venue signs up through that link and pays its first yearly invoice, the new venue gets one month of its own subscription (a twelfth of its yearly price) as account credit, and the referring venue gets one month of its own subscription as account credit if it has a paid subscription at that time. Credit is held by Stripe in the venue’s billing currency, comes off the next invoice, has no cash value and cannot be transferred. A venue owned by the same person or email address as the referring venue does not earn credit, a referring venue earns at most twelve credits in any twelve months, and each new venue earns credit once. We may withhold or reverse credit obtained by misuse.

4. Allowances

Paid products include unlimited team members and storage; Lost & Found includes unlimited items, Parcels unlimited parcels, Checkroom unlimited tickets, Equipment unlimited items and Visitors unlimited visits, each with all of its features and vFound AI within a fair-use allowance. There is no free plan. File format and upload size checks still apply. Where a venue has an agreed allowance, archiving does not reset item usage, and at a limit adding capacity is blocked while existing records are preserved.

5. Your content

You keep ownership of everything you upload: item photographs, descriptions, notes and records (“your content”). You grant us a worldwide, non-exclusive, royalty-free licence to host, store, back up, reproduce, resize and display your content solely to operate, secure and support the service for you. That licence ends when the content is deleted, except for copies held in backups until they age out.

You confirm you have all rights and permissions needed to upload and publish your content, and that publishing it does not infringe anyone’s rights or breach privacy or data-protection law.

6. Acceptable use

You must not use vFound to:

  • publish unlawful, infringing, defamatory or harmful content;
  • publish images or text showing identity documents, payment card details, or sensitive personal information (such as health, biometric or financial data) found in or on an item;
  • publish an identifiable person’s face or personal data where doing so would breach privacy law;
  • advertise, sell or list anything that is not property held by your venue as found;
  • use claimant contact details for marketing or any purpose other than resolving that claim;
  • scrape, probe, overload or bypass security or bot protection, or access the service by automated bulk means;
  • resell, sublicense or white-label the service without our written agreement, or upload malware.

7. Your responsibilities as a venue

If you charge a Checkroom fee, you collect it outside vFound, such as in cash or through your own POS or card terminal, and record the method at the desk. vFound does not process, hold, refund or settle those Checkroom payments. You are responsible for the price notice, collection, receipt, refund, dispute and applicable-law requirements for those payments.

You are responsible for complying with the lost-property, consumer, privacy and data-protection laws that apply to you; for setting and following your own retention, return and disposal policy; for verifying ownership before releasing any item; for handling and storing property safely and lawfully; and for deciding what is published on your venue page and removing anything that should not be public. You are responsible for responding to claimants about their items and their personal data.

If you connect a people directory or CSV source, you confirm that you are allowed to provide those records and keep them current. You control that source and the people who receive signed My vFound links. Treat each link as private, and remove a person or reset their link when they should no longer have access. You remain responsible for resolving any parcel, equipment, reservation or visitor record that is still open when a person leaves.

If you use Visitors, you choose the questions and terms for each visitor type, whether a visit needs approval, whether it needs a private visitor photo or a staff visual check of a physical photo ID, who may pair a kiosk, what Wi-Fi or arrival details appear on a pass, and a retention period from 7 to 365 days for the venue, which a visitor type follows unless you give it its own. Self sign-in opens only from the address on your printed sign, which you can retire. You are responsible for asking only for information you are allowed to collect, keeping paired devices and printed signs secure, providing any notice or legal basis required for photos or checks, acting on visit requests and roll calls, and making sure calendar attendees are people you intend to invite. A private pass, registration or My vFound link must be treated as private.

If you use Equipment, you decide who may borrow or reserve each item, the category rules, limits, approvals and opening hours, and whether a paired kiosk may check equipment out. You are responsible for keeping borrower identifiers and asset details accurate, securing paired devices, reviewing extension and problem requests, and checking the identity and authority of a person before property is handed over. If your customer group enables location transfers, only an authorised owner or manager may prepare, send, reject, receive or report a problem. The source remains responsible until it records dispatch; the destination becomes custodian only when it records receipt. Both venues must verify the item, destination and arrival state.

7a. Optional paid return shipping

These terms apply when a venue enables this option and a guest chooses it. Paid shipping is not included in a venue subscription and is not available for every origin, destination, carrier or item. Manual returns remain available. The venue approves ownership first, packs and measures the parcel, checks its contents and customs details, and sends a private invitation. A guest then confirms their address, chooses an available service and agrees to the displayed price.

The seller is Naltyx, operating as vFound. We collect a one-time payment on Stripe for our return-shipping service, buy the label through our centrally funded Easyship account and make it available privately to the venue. There is no venue payout or venue bank-account setup. Stripe handles the card; we do not store the full card number. Payment is accepted only after Stripe confirms it, and label creation is not dispatch. The venue prints the label, attaches any customs documents and records physical handoff. We do not book carrier pickups.

Price: the checkout shows postage and a separate vFound service fee of 10% of postage, with a minimum of USD 5, CAD 7, GBP 4 or EUR 5 in the payment currency. This is a service fee, not a card surcharge. Quotes expire and only the agreed current price is charged. Delivery times are estimates. Customs authorities or the carrier may collect import charges separately on an international return. We cannot promise that a used item crosses a border without customs charges.

Cancellation and refunds: request cancellation from the private shipping page before the carrier has the parcel. A confirmed label failure, or an unused label successfully cancelled with the provider before handoff, receives a full refund of the shipping payment, including our service fee. An unconfirmed or pending cancellation is not a completed refund. We absorb unrecoverable postage and payment-processing costs in these cases. Stripe must confirm the refund; a bank may take several days to show the credit. Once the carrier has the parcel, contact the venue and vFound support about delivery problems; unused-label cancellation no longer applies. These terms do not limit mandatory consumer rights.

Changes: we absorb carrier measurement and weight corrections and never charge a guest automatically for them. If a guest asks to change their address or carrier service, the venue first confirms cancellation of the old unused label. The guest agrees to any postage difference through a new payment link, with no second service fee; a cheaper replacement refunds the difference. An unknown provider outcome is reconciled before another label is bought. No shipping change automatically charges a saved card.

Contents and customs: this release supports approved ordinary goods only, with no batteries, liquids or restricted goods. The venue supplies the real used value, item description, HS customs code and country of manufacture. It must not invent a zero value, mark every return as a gift, or misstate what is inside. The selected carrier's restrictions and delivery rules also apply. Do not use this flow for identity documents, hazardous goods, prohibited items or high-value goods outside an approved route's value limit.

Fulfilment and records: already-paid shipping can be completed or cancelled even if the venue's software subscription has ended; this does not reopen the rest of its workspace. Settle unfinished shipping before closing or deleting a venue account. Our Privacy Policy explains shipping addresses, provider sharing and retention. For a shipping payment, label or refund problem contact armaan@vfound.io. Contact the venue through the claim page about the item or physical dispatch.

8. Privacy and data protection

We are the controller for your account, billing and website data. For the claimant and item data you collect through your venue page, you are the controller and we act as your processor. Our Data Processing Agreement is incorporated into these terms and applies automatically. You do not need to sign anything separately. See our Privacy Policy for what we collect and why.

Optional Google Analytics on our public marketing pages operates only with your consent, as the Privacy Policy explains. Rejecting analytics does not change your product access, trial or subscription. It does not measure private venue, guest or staff workflows.

9. Third-party services

vFound relies on OVHcloud (hosting, in Singapore), Resend (sending our service email), Stripe (payments), Cloudflare (bot protection on public forms), ipapi.co (the approximate city of an IP address), OpenRouter and the AI model providers it uses (Google, with an OpenAI model as a backup run by OpenAI or Microsoft Azure) when vFound AI is switched on, and Google Workspace (our support mailbox). Services you connect yourself, such as Slack, Microsoft Teams, Google Chat, calendar apps, a directory or CSV source, a hotel property system such as Cloudbeds, coworking member system, or your own systems through our API and webhooks, are governed by your own agreements with them. When you connect one of these systems, you instruct vFound to read the minimum reservation, room or member context described in the Privacy Policy. Their own terms govern their services. From 25 October 2026, or sooner for a venue that has agreed to them as the Data Processing Agreement describes, optional browser alerts are delivered by the push service for the browser a person chooses: Google, Apple, Mozilla or Microsoft. A person turns these alerts on for each browser, and email continues independently. We remain responsible for our obligations as your processor, but we are not responsible for the independent acts or omissions of these providers.

10. Our intellectual property

The vFound software, brand, name, logo and designs remain ours. While your subscription is active we grant you a limited, non-exclusive, non-transferable right to use the service for your venue’s front desk operations. If you send us feedback or suggestions, we may use them without obligation to you.

11. Availability, support and changes to the service

We make reasonable efforts to keep vFound available, but we do not guarantee uninterrupted service and there is no uptime service-level guarantee. We may perform maintenance and may add, change or remove features; where a change is materially adverse to you, we will give reasonable notice. Support is provided by email without a guaranteed response time. Features marked beta or preview are provided as is.

12. Disclaimers

The service is provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and that the service will be uninterrupted, secure or error-free. We do not warrant that any item will be recovered or returned, that any claim or claimant is genuine, or that you will achieve any particular search-engine ranking or business result. Nothing here excludes a warranty or right that cannot be excluded under the law that applies to you.

13. Limitation of liability

To the fullest extent permitted by law, we are not liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill, business or data, however caused.

Our total aggregate liability arising out of or relating to vFound is limited to the greater of (a) the fees you paid us in the three months immediately before the event giving rise to the claim, or (b) US$100. This limit applies across all claims taken together, whatever the legal theory.

These limits do not apply to fraud or fraudulent misrepresentation, wilful misconduct, death or personal injury caused by negligence, or any other liability that cannot be limited or excluded under applicable law, including non-waivable rights you may have as a consumer. You and we agree that these limits are a reasonable allocation of risk and a basis of the bargain between us, reflecting the fees charged.

14. Your indemnity to us

You agree to defend, indemnify and hold harmless Naltyx and its people from third-party claims, losses and reasonable legal costs arising from: your content; your use of the service; your breach of these terms or of applicable law; your handling, release, retention or disposal of property; and your decisions about any ownership claim.

15. Suspension, termination and what happens to your data

You may cancel renewal at any time in Billing. To close your account, email armaan@vfound.io and we will close it for you. We may suspend or terminate access for non-payment, a material breach of these terms, a security threat, or where required by law, with notice where it is practicable to give it. When a trial or paid access ends, your workspace and public venue page are paused and your records are preserved.

Removing a venue from a customer group or closing the group removes that group relationship and access. It does not close a venue, cancel its plan, alter its guest page or delete its records. A venue’s own owner can also take their venue out of a group at any time: group managers lose access to it at once, anyone whose only link to the group was that venue loses their group access, and the group’s owners and managers are told by email. If the group owner has no venue left in the group, the owner of its longest-standing venue becomes the group owner and is told by email. When a group owner or manager gives someone manager rights, or moves a venue into a region that someone manages, the owners of the venues that person can then manage are told by email. The group owner can download an aggregate group summary before closing it. Venue exports and account closure continue separately for each venue under this section.

If your account is closed, your owners and managers can still sign in for 90 days to download the exports listed in the Data Processing Agreement, or you can ask us to reopen it. After 90 days we permanently delete your workspace data, except records we must retain to meet legal or accounting obligations, the venue code (which stays reserved so a printed QR sign can never lead to someone else’s venue), the sign-in of an owner who still has another venue (which goes when that venue is deleted), and copies in backups, which are deleted within 30 days (archives from our September 2026 server move are deleted once that move is confirmed complete). Sections that by their nature should survive termination, including content licences already granted, disclaimers, liability limits, indemnities and governing law, do survive.

16. Events outside our control

We are not liable for failure or delay caused by events beyond our reasonable control, including outages at our hosting or payment providers, network failures, natural events, epidemics, industrial action, war or government action.

17. Changes to these terms

We may update these terms. For material changes we will give at least 30 days’ notice by email to your account address or in the product, and the date at the top will change. Continuing to use vFound after a change takes effect means you accept it; if you do not, cancel before then.

18. Governing law and disputes

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there, without regard to conflict-of-laws rules. You and we submit to the exclusive jurisdiction of the courts of Ontario, Canada. Before starting proceedings, we both agree to try to resolve the dispute informally for 30 days by writing to armaan@vfound.io. If you are a consumer, this does not remove the protection of mandatory laws of the country where you live, or your right to bring a claim there.

19. General

These terms, with the Privacy Policy and the Data Processing Agreement, are the entire agreement between us about vFound and replace earlier understandings. We may assign them as part of a merger, acquisition or sale of assets; you may not assign without our written consent. If a provision is unenforceable, the rest continues in force. A delay in enforcing a right is not a waiver of it. Notices to you may be sent to your account email address. There are no third-party beneficiaries. The English version of these terms governs.

20. Contact

Naltyx Data and Marketing Consulting: for billing, exports, account assistance or any question about these terms, email armaan@vfound.io.