These Terms of Service ("Terms") govern access to and use of Vanta CRM's websites, applications, customer relationship management tools, AI-assisted features, integrations, and related services (the "Services"). By creating an account, using the Services, or accepting these Terms on behalf of an organization, you agree to these Terms. If you use the Services for an organization, you represent that you have authority to bind that organization.

1. Accounts and authorized users

You must be at least 18 years old to use the Services. You agree to provide accurate account, billing, and administrative information and keep it current. You are responsible for maintaining the confidentiality of login credentials and for all activity under your account, including activity by users you invite into your workspace. Notify us promptly if you suspect unauthorized access or misuse.

2. The Services

Vanta CRM provides software for managing leads, contacts, accounts, sales pipelines, outreach, email activity, quotes, projects, automation, reporting, and related business workflows. We may update, modify, suspend, or discontinue portions of the Services from time to time, provided that we will use commercially reasonable efforts to avoid materially reducing core paid functionality during an active subscription term.

3. Subscriptions, trials, and billing

Paid plans, pricing, included usage, and billing frequency are shown on our pricing page or in an order form. Unless stated otherwise, subscriptions renew automatically until cancelled. If you start a free trial and provide payment information, your trial may convert to a paid subscription at the end of the trial period unless you cancel before conversion. You authorize Vanta CRM and its payment processor to charge subscription fees, usage-based fees, and applicable taxes to your payment method.

Fees are non-refundable except where required by law or expressly stated in writing. If payment fails, we may suspend or downgrade access after reasonable notice. You can cancel a paid subscription through the billing settings in the Services or by contacting support. Cancellation stops future renewals but does not entitle you to a refund for the current billing period unless required by law.

4. Customer data

As between you and Vanta CRM, you own the data, content, files, records, contacts, leads, notes, email metadata, communications, and other materials submitted to the Services by you or your authorized users ("Customer Data"). You grant Vanta CRM a limited license to host, process, transmit, display, back up, secure, and use Customer Data only as needed to provide, maintain, support, improve, and protect the Services, comply with law, and enforce these Terms.

You are responsible for ensuring that you have all rights, notices, consents, and legal bases needed to collect, upload, sync, email, or otherwise process Customer Data through the Services.

5. Sensitive data restrictions

The Services are not designed for protected health information, payment card numbers, government identification numbers, children's data, biometric data, or other highly regulated sensitive data unless we have signed a separate written agreement expressly allowing that use. You may not use the Services as a system of record for HIPAA protected health information unless we have signed a business associate agreement with you.

6. Acceptable use

You agree not to use the Services to:

violate any law, regulation, third-party right, or contract;
send spam, unlawful marketing, deceptive messages, or communications that violate CAN-SPAM, TCPA, or similar laws;
upload malware, attempt unauthorized access, probe systems without permission, bypass rate limits, or interfere with security controls;
harass, discriminate, defraud, impersonate, or otherwise harm another person or organization;
reverse engineer, scrape, resell, sublicense, or create a competing service using non-public aspects of the Services;
use the Services for automated decisions with legal or similarly significant effects where prohibited by law.

7. AI-assisted features

The Services may include AI-assisted features that generate, summarize, classify, score, recommend, or draft content. AI output may be inaccurate, incomplete, outdated, biased, or unsuitable for your use case. You are responsible for reviewing AI output before relying on it, sending it, publishing it, or using it in a business decision. AI features are assistive tools only and are not legal, financial, medical, employment, or other professional advice.

AI features may be subject to third-party model providers, safety limits, usage limits, rate limits, or temporary disabling for abuse, security, compliance, or availability reasons.

8. Third-party integrations

The Services may connect to third-party services such as Google Workspace, Gmail, calendar tools, payment processors, email delivery providers, analytics tools, and AI providers. If you enable an integration, you authorize Vanta CRM to exchange information with that third-party service as needed to provide the integration. Your use of third-party services is governed by their own terms and policies, and Vanta CRM is not responsible for third-party products, outages, changes, or data handling.

9. Security and availability

We use commercially reasonable administrative, technical, and organizational safeguards designed to protect the Services and Customer Data. No internet service is perfectly secure or always available. The Services may be unavailable because of scheduled maintenance, emergency maintenance, third-party outages, force majeure events, security incidents, or issues caused by your systems, configurations, integrations, or misuse.

10. Beta features

Beta, preview, experimental, or early-access features are provided "as is," may be changed or discontinued at any time, and may be subject to additional limits. You should not rely on beta features for critical production workflows unless we expressly agree otherwise in writing.

11. Intellectual property and feedback

Vanta CRM and its licensors retain all rights in the Services, software, designs, documentation, APIs, workflows, trademarks, and technology. Except for the limited right to use the Services under these Terms, no rights are transferred to you. If you provide ideas, feedback, or suggestions, you grant us a perpetual, irrevocable, worldwide, royalty-free license to use them without restriction or compensation.

12. Suspension and termination

We may suspend or terminate access if you fail to pay fees, breach these Terms, create security or legal risk, misuse the Services, or use the Services in a way that may harm Vanta CRM, other customers, or third parties. You may stop using the Services or cancel your subscription at any time. After termination, we may retain Customer Data for a limited period to allow export, restore service, comply with law, prevent abuse, resolve disputes, or maintain backups. After that period, Customer Data may be deleted according to our retention practices.

13. Warranty disclaimer

To the maximum extent permitted by law, the Services are provided "as is" and "as available." Vanta CRM disclaims all warranties, express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, uninterrupted operation, availability, accuracy, and error-free performance.

14. Limitation of liability

To the maximum extent permitted by law, Vanta CRM will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, business interruption, or loss of goodwill. Vanta CRM's total liability for all claims relating to the Services or these Terms will not exceed the amounts you paid to Vanta CRM for the Services during the twelve months before the event giving rise to the claim.

15. Indemnification

You will defend, indemnify, and hold harmless Vanta CRM from claims, damages, losses, liabilities, costs, and expenses arising from Customer Data, your use of the Services, your breach of these Terms, your violation of law, or your infringement or misuse of a third-party right.

16. Governing law and disputes

These Terms are governed by the laws of the state where Vanta CRM is organized, without regard to conflict-of-law rules, unless applicable law requires otherwise. The courts located in that state will have exclusive jurisdiction over disputes arising from these Terms or the Services, unless the parties agree in writing to another forum.

17. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will provide notice as required by law, such as by posting the updated Terms, updating the last updated date, sending email notice, or providing in-product notice. Continued use of the Services after the effective date of updated Terms means you accept the updated Terms.

18. Contact

Questions about these Terms may be sent through vantacrm.com/contact or to support@vantacrm.com.