Terms and Conditions

Vantra UK
Effective date: 1 September 2026
Last updated: 1 September 2026

These Terms and Conditions (“Terms”) govern access to and use of the Vantra UK website, Vantra management platform, mobile applications and associated products and services.

By accessing, registering for or using Vantra, you agree to these Terms.

If you are using Vantra on behalf of a company or other organisation, you confirm that you have authority to use the services on behalf of that organisation and, where applicable, to accept these Terms on its behalf.

Please read these Terms carefully before using Vantra.

1. About Vantra

Vantra UK (“Vantra”, “we”, “us” or “our”) provides cloud-based workforce, staffing, compliance and operational management software.

Vantra is designed to support organisations including security companies, event operators, venues, hospitality businesses and other organisations responsible for managing people and operations.

Our services may include functionality relating to:

Workforce management.
Staff records.
Scheduling and rostering.
Events and venues.
Deployments.
Compliance management.
Licence and qualification records.
Briefings.
Control-room operations.
Incident management.
Ejection reporting.
Communications.
Timesheets.
Costings and financial information.
Subcontractor management.
Reporting and analytics.
Client portals.
Mobile workforce functionality.
Other operational management tools.

Features may be added, modified or removed as Vantra develops.

2. Contact Details

Questions regarding these Terms can be sent to:

Vantra UK
Email: support@vantra-uk.co.uk

3. Eligibility

You must be legally capable of entering into a binding agreement to create or administer a Vantra account.

Where an organisation creates accounts for employees, workers, contractors, subcontractors or other personnel, that organisation is responsible for ensuring those individuals are authorised to use the platform.

You must not use Vantra if your use would breach applicable law or regulation.

4. Accounts

Certain Vantra services require an account.

When creating or using an account, you must provide accurate and current information.

You are responsible for maintaining the confidentiality and security of your account credentials.

You must not:

Share your login credentials with unauthorised individuals.
Allow another person to impersonate you.
Attempt to access another user's account without permission.
Attempt to bypass security or permission controls.
Create accounts using false or misleading information.

You must notify Vantra promptly if you believe your account has been compromised or accessed without authorisation.

Vantra may suspend accounts where we reasonably believe there has been unauthorised access, misuse or a security risk.

5. Organisations and Administrators

Vantra allows organisations to manage multiple users.

Organisation owners and authorised administrators may be able to:

Create and remove users.
Assign roles and permissions.
Access information associated with their organisation.
Manage events, venues and deployments.
Configure platform functionality.
Control access to organisational information.

If your account is provided by an organisation, that organisation may control your access to Vantra and information associated with your organisational account.

Vantra is not responsible for internal permission decisions made by customer organisations.

6. Subscriptions and Services

Certain Vantra functionality may require a paid subscription or separate commercial agreement.

The applicable subscription, pricing, functionality, usage limits and billing arrangements will be communicated during purchasing, onboarding or through a separate order form or agreement.

Unless otherwise agreed, customers are responsible for paying applicable charges in accordance with the agreed billing terms.

Vantra may offer different subscription levels with different functionality, limits or services.

We may change our pricing from time to time. Changes affecting an existing paid subscription will be communicated in accordance with the applicable agreement and legal requirements.

7. Free Trials and Demonstrations

Vantra may provide trials, demonstrations, beta functionality or limited access to certain services.

Trial or beta functionality may:

Be provided for a limited period.
Have reduced functionality.
Be changed or withdrawn.
Contain features still under development.
Be subject to additional conditions.

Unless otherwise agreed, Vantra does not guarantee that trial or beta functionality will remain available or become part of the final commercial product.

8. Acceptable Use

You must use Vantra lawfully and responsibly.

You must not use Vantra to:

Commit or facilitate unlawful activity.
Upload knowingly false, fraudulent or misleading information.
Harass, threaten or abuse another person.
Distribute malware or malicious software.
Attempt unauthorised access to systems, accounts or information.
Circumvent security, authentication or permission controls.
Interfere with the normal operation of Vantra.
Conduct unauthorised automated scraping or extraction.
Reverse engineer the platform except where such restriction is prohibited by law.
Use Vantra in a manner that infringes intellectual property, privacy or other legal rights.
Process personal information without an appropriate legal basis.
Use another person's identity or account without authorisation.

We may investigate suspected misuse and suspend or terminate access where reasonably necessary to protect Vantra, our customers, users or third parties.

9. Customer Responsibilities

Customers are responsible for their use of Vantra and the activities of users they authorise.

Customers are responsible for:

Ensuring information entered into Vantra is lawful and appropriate.
Maintaining accurate staff and operational records.
Configuring user roles and permissions appropriately.
Determining who should have access to information.
Complying with employment, licensing and regulatory obligations.
Ensuring appropriate lawful bases exist for processing personal information.
Reviewing information produced through the platform before making significant operational or employment decisions.
Maintaining appropriate internal policies and procedures.

Vantra provides software to assist customers with their operations. It does not replace the customer's own legal, regulatory, managerial or professional responsibilities.

10. Security Industry and Compliance Information

Vantra may provide functionality to record, display, manage or assist with checking licences, qualifications, certifications and other compliance information.

Vantra does not guarantee that an individual is legally permitted, suitable or qualified to undertake a particular role merely because information is displayed within the platform.

Customers remain responsible for completing any checks required by law, regulation, contract or their own internal procedures.

Where Vantra obtains information from third-party databases, APIs or other external sources, the accuracy and availability of that information may depend on the relevant third-party provider.

11. Events, Staffing and Deployments

Vantra may assist customers with scheduling, staffing, deployment and workforce management.

Customers remain responsible for:

Determining appropriate staffing levels.
Selecting suitable personnel.
Ensuring staff hold required licences or qualifications.
Conducting necessary risk assessments.
Providing appropriate training and briefings.
Managing health and safety.
Complying with employment and working-time requirements.
Making operational decisions.

Information or recommendations presented by Vantra should not be treated as a replacement for competent operational judgement.

12. Incidents and Operational Records

Vantra may allow users to create operational logs, incident reports, ejection records, statements, attachments and related records.

Users and customers are responsible for ensuring information entered into these records is accurate, appropriate and lawful.

Vantra does not independently verify every operational record submitted through the platform.

Customers are responsible for determining how such records should be reviewed, retained, disclosed and used.

13. Communications

Vantra may provide communications functionality including notifications, email, SMS, in-platform messaging or other communications.

Delivery may depend on telecommunications networks, internet providers and third-party communication services outside Vantra's direct control.

We therefore cannot guarantee that every communication will be delivered immediately or successfully.

Customers should maintain appropriate alternative communication arrangements for emergencies and critical operational situations.

Vantra should not be treated as a replacement for emergency services or dedicated emergency communication systems.

14. Third-Party Services and Integrations

Vantra may integrate with third-party software, platforms, APIs or services.

Customers may choose to enable certain integrations.

Third-party services are governed by their own terms, policies and availability.

Vantra is not responsible for outages, changes, errors, data inaccuracies or other failures caused by independent third-party services.

We may modify or discontinue an integration if the relevant third-party service changes, becomes unavailable or can no longer be supported reasonably.

15. Intellectual Property

Vantra and its associated software, design, branding, databases, interfaces, documentation, graphics, technology and other materials are owned by or licensed to Vantra and are protected by applicable intellectual property laws.

Except where expressly permitted, you must not:

Copy Vantra software.
Reproduce substantial parts of the platform.
Sell or sublicense access to Vantra.
Reverse engineer the platform.
Create derivative products using protected Vantra materials.
Remove copyright, trademark or proprietary notices.
Use Vantra branding without permission.

Subject to these Terms and any applicable subscription agreement, customers receive a limited, non-exclusive, non-transferable right to use Vantra for their legitimate internal business purposes.

No ownership of Vantra intellectual property is transferred to customers or users.

16. Customer Data

Customers retain their rights in information and materials they upload or submit to Vantra.

Customers grant Vantra the rights necessary to host, process, transmit, back up and otherwise handle that information for the purpose of providing and securing the services.

We will process personal information in accordance with our Privacy Policy, applicable data protection requirements and any relevant contractual data-processing arrangements.

17. Confidentiality

Vantra and its customers may receive confidential information relating to each other's businesses, operations, technology or personnel.

Where applicable, each party should take reasonable measures to protect confidential information and should not disclose it except where necessary to provide or receive the services, where authorised, or where disclosure is legally required.

18. Service Availability

We aim to provide a reliable and secure service.

However, Vantra may occasionally be unavailable because of:

Planned maintenance.
Emergency maintenance.
Software updates.
Infrastructure problems.
Internet or telecommunications failures.
Third-party service failures.
Security incidents.
Events outside our reasonable control.

Unless specifically guaranteed under a separate written service-level agreement, we do not guarantee uninterrupted or error-free availability.

Where reasonably possible, we will seek to minimise disruption.

19. Platform Updates

Vantra is an evolving software platform.

We may update, modify, improve or replace functionality from time to time.

Updates may include changes required for:

Security.
Performance.
Regulatory compliance.
User experience.
Product development.
Third-party integrations.
Technical infrastructure.

We may discontinue functionality where reasonably necessary, subject to any contractual commitments made to customers.

20. Backups and Business Continuity

Vantra may maintain backups and recovery procedures appropriate to our services.

However, customers should maintain appropriate copies of information that they are legally or operationally required to retain independently.

Customers should maintain appropriate contingency arrangements for critical operations in the event that online systems become temporarily unavailable.

21. Privacy and Data Protection

Our processing of personal information is described in our Privacy Policy.

Our use of cookies and similar technologies is described in our Cookie Policy.

Customers using Vantra to process information about employees, workers, subcontractors, clients or other individuals are responsible for complying with their own data protection obligations.

Where required, separate data processing terms may apply between Vantra and a customer.

22. Accuracy of Information

We aim to ensure that information generated directly by Vantra is reliable.

However, much of the information within the platform may be entered by customers, users or third-party systems.

Vantra cannot guarantee that all customer-supplied or third-party information is complete, accurate or current.

Users should verify important information before relying upon it for significant operational, employment, compliance, financial or legal decisions.

23. No Professional Advice

Vantra provides software and operational management tools.

Information provided through Vantra does not constitute legal, financial, employment, health and safety, security or other professional advice.

Customers remain responsible for obtaining appropriate professional advice where necessary.

24. Limitation of Liability

Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded.

Subject to the above and to any separate written agreement between Vantra and a customer, Vantra will not be responsible for indirect or consequential losses arising from the use of the services.

This may include loss of profits, loss of business, loss of anticipated savings, business interruption or loss of opportunity where legally permissible.

Vantra will not be responsible for losses caused by information entered incorrectly by customers or users, unauthorised use resulting from a customer's failure to protect account credentials, independent third-party services, or events outside our reasonable control.

Any specific financial liability cap applicable to paid business services should be set out in the customer's subscription agreement, order form or other commercial agreement.

25. Suspension

We may temporarily suspend access to some or all of Vantra where reasonably necessary because of:

Non-payment.
Suspected fraudulent activity.
Security risks.
Serious or repeated breaches of these Terms.
Unlawful use.
Threats to the security or operation of the platform.
Legal or regulatory requirements.

Where appropriate and reasonably possible, we will provide notice and an opportunity to resolve the issue.

26. Termination

Customers may terminate their Vantra services in accordance with their applicable subscription or commercial agreement.

Vantra may terminate services where permitted under these Terms or an applicable agreement, including where there has been a serious or repeated breach.

Following termination, access to the platform may cease.

The handling, retention and deletion of customer information following termination will be governed by our contractual obligations, Privacy Policy and applicable law.

27. Force Majeure

Vantra will not be responsible for failure or delay in performing obligations where caused by circumstances outside our reasonable control.

These may include natural disasters, severe weather, fire, war, terrorism, civil disturbance, industrial disputes, internet failures, telecommunications outages, power failures, governmental actions, epidemics, pandemics or significant failures of third-party infrastructure.

28. Changes to These Terms

We may update these Terms from time to time to reflect changes to Vantra, our services, legal requirements or business practices.

The latest version will be published through our website or platform.

Where changes materially affect existing customers, we will provide reasonable notice where required by law or our contractual arrangements.

Continued use of Vantra following the effective date of updated Terms may constitute acceptance where legally permitted.

29. Transfer of Rights

Customers may not transfer their rights or obligations under these Terms without our written permission unless otherwise agreed.

Vantra may transfer its rights and obligations as part of a corporate restructuring, merger, acquisition or sale of the business, subject to applicable law and contractual requirements.

30. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in effect.

31. No Waiver

If Vantra does not immediately enforce a provision of these Terms, this does not mean that we have waived our right to enforce it later.

32. Entire Agreement

These Terms, together with any applicable order form, subscription agreement, data processing agreement and policies incorporated into them, form the agreement governing use of the relevant Vantra services.

Where a separate written commercial agreement conflicts with these general Terms, the terms of that agreement will take priority to the extent of the conflict.

33. Governing Law and Jurisdiction

These Terms and any dispute or claim arising from them are governed by the laws of England and Wales.

Subject to any mandatory legal rights that apply, the courts of England and Wales will have jurisdiction over disputes relating to these Terms or the use of Vantra.

34. Contact Us

If you have questions regarding these Terms and Conditions, please contact:

Vantra UK
Email: support@vantra-uk.co.uk