Legal
Terms of Service
The terms governing use of the site, the client portal, and our service engagements.
Effective date: September 7, 2026
These Terms of Service ("Terms") govern your use of vaprostudio.com and the VA Pro Studio client portal (the "Site") operated by VA Pro Studio LLC, a North Carolina limited liability company ("VA Pro Studio," "we," "us"). By using the Site or engaging our services, you agree to these Terms.
Where you have signed a separate written service agreement, statement of work, or license agreement with us, that document controls in the event of any conflict with these Terms.
1. Our services
VA Pro Studio builds custom websites, CRM and operational systems, AI assistants, and related software for service businesses. The Site describes our services and gives clients a portal to track their project, invoices, and payments. The Site itself is not the software we build for you.
2. Accounts
You must be at least 18 and authorized to act for your business. You are responsible for keeping your login credentials confidential and for all activity under your account. Notify us immediately of any unauthorized use. We may suspend or close accounts that violate these Terms.
3. Engagements, scope, and changes
Work begins only after a written proposal or statement of work is accepted and the initial payment is received. Deliverables, timelines, and fees are defined in that document. Requests outside the agreed scope are quoted separately and are not started until approved in writing. Timelines depend on your timely feedback, content, and access; delays on your side extend the schedule accordingly.
4. Payment terms
- Invoicing. We invoice by email or through the portal. Payment is made outside the portal by the method stated on the invoice (bank transfer or other invoiced method). The portal does not process card or bank payments.
- Recording payments. After paying, you may record the payment amount, date, and reference in the portal. This creates a "payment reported" status. Payment is considered received only when we confirm it against our bank records.
- Due dates. Invoices are due on the date stated on the invoice; if none is stated, within 14 days of issue. Build fees are typically split into a deposit and milestone payments as set out in your proposal.
- Late payment. If an invoice is more than 10 days overdue, we may pause work and portal access until the balance is settled. Balances more than 30 days overdue accrue interest at 1.5% per month (or the maximum permitted by law, whichever is lower), and you are responsible for reasonable collection costs. Final deliverables, source code, and credentials are released only after all outstanding invoices are paid.
- Monthly retainers are billed in advance and are due at the start of each billing period.
5. Cancellation and refunds
- Deposit. The initial deposit reserves our schedule and covers discovery, planning, and setup work performed immediately after acceptance. The deposit is non-refundable.
- Cancellation before work starts. Amounts paid beyond the deposit are refunded in full.
- Cancellation after work starts. Provide written notice by email. We stop work on receipt of notice. Completed and in-progress work is billed at the milestone rates in your proposal, or pro rata for the current milestone; any prepaid amounts beyond that are refunded, and any shortfall is invoiced. We hand over all deliverables completed and paid for as of the cancellation date.
- After launch or acceptance. Once a deliverable has been launched or accepted in writing, fees for it are final and non-refundable.
- Retainers and managed services. Either party may cancel with 30 days' written notice. Fees for the current billing period are not prorated or refunded.
- License model. Fees for source-code licenses are non-refundable once code has been delivered.
- Cancellation by us. If we terminate an engagement other than for your breach or non-payment, we refund any prepaid amounts for work not yet performed.
- Chargebacks. Please contact us first about any billing concern. Disputing a valid charge through your bank does not replace the process above.
6. Ownership and intellectual property
Ownership of deliverables, source code, and background intellectual property is defined in your service or license agreement. In general: on full payment, you own the content, data, and configuration created for your business, and your systems are deployed on infrastructure in your own accounts. Reusable frameworks and tools we bring to the project remain ours and are licensed to you as stated in your agreement. Nothing in these Terms transfers ownership of our background IP.
7. Client responsibilities
You are responsible for the accuracy of content and information you provide, for having the rights to any materials you supply, for maintaining your own accounts with third-party providers (hosting, telephony, AI services), and for costs those providers charge you. You agree not to use the Site or our deliverables for unlawful purposes or to infringe anyone's rights.
8. Third-party services
Our deliverables rely on third-party platforms and services you contract with directly. We are not responsible for their availability, pricing, terms, or changes, and we make no guarantee about the results of any advertising, search, or AI service.
9. Warranties and disclaimer
We warrant that we will perform services in a professional and workmanlike manner. Except for that, the Site and our services are provided "as is" and "as available," without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee any specific business result, revenue, ranking, or traffic.
10. Limitation of liability
To the maximum extent permitted by law, VA Pro Studio's total liability arising out of or relating to the Site, our services, or these Terms will not exceed the fees you paid us in the twelve months before the claim arose. We are not liable for indirect, incidental, consequential, special, or punitive damages, or for lost profits, revenue, or data, even if advised of the possibility. Some jurisdictions do not allow certain limitations; in that case these limits apply to the fullest extent allowed.
11. Indemnification
You agree to defend and hold VA Pro Studio harmless from claims arising from content or materials you supply, your use of the deliverables, or your breach of these Terms.
12. Termination
We may suspend or terminate access to the Site for breach of these Terms or non-payment. Sections on payment, ownership, warranties, liability, indemnification, and disputes survive termination.
13. Governing law and disputes
These Terms are governed by the laws of the State of North Carolina, without regard to conflict-of-law rules. Before filing any claim, both parties agree to attempt to resolve the dispute in good faith by direct discussion for at least 30 days. Any dispute not resolved that way will be brought exclusively in the state or federal courts located in Mecklenburg County, North Carolina, and you consent to their jurisdiction.
14. General
If any part of these Terms is unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our written consent. These Terms, together with any signed agreement, are the entire agreement between us regarding the Site.
15. Changes and contact
We may update these Terms; continued use after changes take effect means you accept them. Questions: vaprostudio.nc@gmail.com · +1-704-281-8851