Terms of Service

1. Agreement to Terms

These Terms of Service (“Terms”) govern your access to and use of the AskVAVA platform (“the Service”), which is owned and operated by Vanice Advisory Private Limited(UEN: 201919722K), a private company limited by shares incorporated in Singapore with its registered office at 114 Lavender Street, #10-72 CT Hub 2, Singapore 338729 (“Vanice Advisory”, “AskVAVA”, “we”, “us”, “our”).

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, please do not use the Service.

2. Description of Service

AskVAVA provides AI-powered HR, payroll, and operations management software for businesses. Our services include document management, employee scheduling, payroll processing, compliance tracking, and AI-assisted customer support via WhatsApp and web chat.

3. Account Registration

To use certain features of the Service, you must register for an account. You agree to:

• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Promptly notify us of any unauthorized access
• Accept responsibility for all activities under your account

4. Subscription Plans, Billing, and Refunds

Core plans: Core Starter (free), Core Solo (S$29/mo), Core Team (S$79/mo), Core Business (S$149/mo), and Enterprise (custom). Annual billing available at 17% discount (2 months free). All prices exclude applicable taxes (e.g. Singapore GST where chargeable).

Optional modulesare offered in a Base and an Advanced tier, billed monthly or annually (annual saves 17%). Monthly prices shown; annual price is 12× monthly minus 17%.

Annual subscriptions are self-contained solutions.Each annual module subscription includes the AskVAVA Core platform (admin user accounts, role-based access control, audit log, mobile access, staff-facing AI assistant) as the operational infrastructure needed to use the module. A separate Core plan is not required.

Monthly subscriptions are add-ons to an active Core plan (Core Starter is free and sufficient for most module buyers). Switching from monthly to annual converts the subscription into a self-contained solution as described above.

Annual prices are not 12× monthly — they include the AskVAVA Core platform (Team-equivalent in Base/Advanced; Business-equivalent in Ultimate) at no additional charge, plus onboarding and dedicated support for Ultimate.

Monthly & Annual tiers:

• Accounts— Base S$89/mo or S$1,490/yr; Advanced S$189/mo or S$2,990/yr (Advanced includes Sales & Growth: quotations, agreements, EDM, projects).
• HR + Payroll— Base S$99/mo or S$1,790/yr; Advanced S$229/mo or S$3,490/yr (Advanced includes multi-country payroll, CPF/EPF/SSS/SSB, IR8A, onboarding, performance).
• Documents (DMS)— Base S$79/mo or S$1,490/yr; Advanced S$199/mo or S$2,990/yr (Advanced includes Smart Extract, AI auto-classification, REST API).
• Engage (Customer Chatbot)— Base S$99/mo or S$1,790/yr; Advanced S$229/mo or S$3,490/yr (Advanced adds product/service catalogue for in-chat recommendations, booking & reservation intake, configurable escalation triggers, and conversation analytics).

Ultimate tier — annual only:

• Accounts Ultimate— S$5,990/yr (multi-entity consolidation, multi-currency FX, custom dashboards, read-only auditor access, Sage / Oracle / NetSuite export).
• HR + Payroll Ultimate— S$7,490/yr (up to 100 employees, multi-entity payroll, custom statutory rates, 360° performance frameworks, advanced regional filings).
• Documents Ultimate— S$6,990/yr (unlimited storage, dedicated Smart Extract processing pool, e-signature integration, multi-language OCR, white-label client portal).
• Engage Ultimate— S$7,990/yr (unlimited conversations, custom AI fine-tuning, voice chat, WhatsApp Business API, multi-language Mandarin/Malay/Tamil, A/B testing).

Ultimate tiers bundle Core Business (50 users, 10,000 AI queries/mo, 25,000 documents, 3 companies, advanced reports), onboarding & implementation, dedicated Customer Success Manager, 99.9% uptime SLA, and 4-hour priority support response. Sold by quotation only; contact [email protected].

Billing cycle. Paid subscriptions are billed in advance, monthly or annually depending on the cycle you select at sign-up. Annual subscriptions are billed for the full 12-month term up front. Charges are processed by our payment processor Stripe.

Cancellation. You may cancel your subscription at any time via Settings → Billing. On cancellation, access to paid features continues until the end of the then-current billing period; the subscription will not auto-renew thereafter.

Refunds. Monthly subscription fees and pro-rata add-on fees are non-refundable once the billing period has commenced. For annual subscriptions, you may request a pro-rata refund of unused full months within thirty (30) days of the most recent annual renewal by emailing [email protected]. Refunds for set-up fees, custom onboarding, and third-party pass-through charges (e.g. Twilio messaging, Stripe processing fees) are not offered.

Statutory rights. Nothing in this clause affects your statutory rights under the Singapore Consumer Protection (Fair Trading) Act 2003 or other applicable consumer protection laws.

Price changes.We may revise plan pricing on at least thirty (30) days' written notice. Continued use after the notice period constitutes acceptance.

Implementation & onboarding. Included at no additional charge for all annual subscriptions (Base, Advanced, and Ultimate). For monthlysubscriptions, implementation is quoted separately if required.

Training. Optional on-site or live online training sessions are available at S$499 per full-day session, up to 8 staff per session. Covers admin setup, module workflows, and end-user training. Quoted separately from subscription fees.

Procurement & grant applications.Beyond the self-serve Stripe subscription flow, modules may also be purchased annually by quotation with payment by invoice or bank transfer — useful for enterprise procurement processes and grant applications. Contact [email protected] for the current quote.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Upload malicious code or attempt to compromise security
• Interfere with other users' access to the Service
• Attempt to reverse engineer the Service
• Resell or redistribute the Service without authorization

6. Data Ownership

6.1 Ownership.You are and remain the sole and exclusive owner of all data, documents, files, FAQ content, chatbot conversations, configuration, and any other information uploaded to or generated within the Service by you or your users (“Customer Data”). AskVAVA acquires no right, title, or interest in Customer Data other than the limited licence in clause 6.2.

6.2 Limited licence to operate. You grant AskVAVA a non-exclusive, royalty-free licence to host, process, transmit, back up, and display Customer Data solely to the extent necessary to provide the Service to you during the term of your subscription.

6.3 No model training. Customer Data is not used by AskVAVA to train any third-party machine-learning or foundation model. AI features that call third-party large language model APIs (e.g. OpenAI) operate under contractual no-training terms with those vendors.

6.4 Data export on exit. On termination or non-renewal, you may export all Customer Data via the Service (CSV, XLSX, XML, or full ZIP backup) within thirty (30) days of the termination date.

6.5 Deletion timetable. After the 30-day export window in clause 6.4 lapses, AskVAVA will permanently delete Customer Data from production systems within sixty (60) days, and from rolling backups in line with the standard backup retention schedule (ninety (90) days maximum).

7. Intellectual Property

The Service, including its design, features, and content, is protected by intellectual property laws. AskVAVA and its licensors retain all rights not expressly granted in these Terms.

8. Service Level Agreement (SLA)

8.1 Support hours. Email support at [email protected] is available Monday to Friday, 9:00am to 6:00pm Singapore time (excluding Singapore public holidays).

8.2 Response times. We will acknowledge support tickets within the following targets, measured from the time the ticket is received during support hours:

• Severity 1— Service unavailable for all users: 1 business hour.
• Severity 2— Major feature unusable, no workaround: 4 business hours.
• Severity 3— Minor feature degraded, workaround exists: 1 business day.
• Severity 4— Cosmetic, question, or enhancement request: 2 business days.

8.3 Resolution framework. AskVAVA will use commercially reasonable efforts to resolve Severity 1 issues within 8 business hours, Severity 2 within 2 business days, and Severity 3 within 5 business days. Resolution may take the form of a fix, a documented workaround, or a scheduled patch in an upcoming release. Severity 4 items are addressed in the regular release cadence.

8.4 Uptime target. Target platform uptime is 99.5% per calendar month for Base and Advanced tiers, and 99.9% for Ultimate tier, measured at the application layer (HTTP 2xx/3xx responses to authenticated API requests) and excluding scheduled maintenance windows announced at least 48 hours in advance and force-majeure events.

8.5 Escalation.Unresolved Severity 1 or 2 tickets may be escalated by your nominated contact to AskVAVA's Head of Customer Success at [email protected]. Status, planned maintenance, and incident history are published at status.askvava.com.

9. AI-Generated Content and Responsible AI

AskVAVA uses generative AI (large language models) and machine-learning techniques to produce assistant responses, search results, document extractions, and other outputs (collectively, “AI Output”). You acknowledge:

• AI Output may be inaccurate, incomplete, biased, or out-of-date. You should verify any AI Output before relying on it for material business, legal, financial, or regulatory decisions.
• You retain ownership of the inputs you provide and the AI Output generated for you.
• We do not use your Customer Data to train third-party foundation models. Our primary LLM provider (OpenAI) is contractually prohibited from using your data to train its models under our enterprise agreement.
• Our AI features are designed in alignment with the IMDA Model AI Governance Framework— including measures for human oversight, output review, and bias mitigation appropriate to the use case.
• Where the Service is deployed as a customer-facing chatbot (VAVA Engage), you as the administrator are responsible for configuring the conversation boundaries, blocked phrases, and escalation paths appropriate to your business.

10. Limitation of Liability

To the maximum extent permitted by law:

• AskVAVA shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, or for loss of profits, revenue, data, or business opportunity, arising from your use of the Service.
• AskVAVA's total aggregate liability for all claims arising out of or relating to the Service or these Terms shall not exceed the fees you paid to us for the Service in the twelve (12) months preceding the event giving rise to the claim.
• Nothing in this clause limits liability for death or personal injury caused by our negligence, fraud, or any liability that cannot be excluded under Singapore law.

11. Indemnification

You agree to indemnify and hold harmless AskVAVA from any claims, damages, or expenses arising from your use of the Service or violation of these Terms.

12. Modifications to Terms

We may update these Terms from time to time. We will notify you of material changes via email or through the Service. Continued use after changes constitutes acceptance.

13. Termination

We may suspend or terminate your access to the Service for violation of these Terms or for any other reason with reasonable notice. You may terminate your account at any time.

14. Governing Law and Compliance

These Terms are governed by and construed in accordance with the laws of the Republic of Singapore, including the Personal Data Protection Act 2012, the Cybersecurity Act 2018, the Computer Misuse Act 1993, the Consumer Protection (Fair Trading) Act 2003, and the Electronic Transactions Act 2010, as applicable.

Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Singapore.

15. Confidentiality and Data Security

15.1 Confidentiality obligation.Each party shall keep confidential all non-public information of the other party disclosed in connection with the Service (“Confidential Information”), including Customer Data, technical documentation, pricing, and business plans.

15.2 No disclosure to third parties. Confidential Information shall not be disclosed to any third party without the prior written consent of the disclosing party, except to employees, contractors, or professional advisers who have a need to know and who are bound by confidentiality obligations no less protective than this clause. The confidentiality obligation survives termination for a period of five (5) years, and indefinitely with respect to trade secrets.

15.3 Technical and organisational security measures. AskVAVA implements the following safeguards to protect Customer Data:

• Encryption. TLS 1.2 / 1.3 in transit; AES-256 at rest.
• Authentication. Supabase Auth with mandatory email verification; WebAuthn biometric option for clock-in / sensitive actions.
• Tenant isolation. Postgres Row-Level Security (RLS) enforces per-organisation data isolation at the database layer.
• Access control. Role-based access control across 5 system roles and 30+ permissions; least-privilege service accounts.
• Audit logging. Full audit trail of user actions (user, action, timestamp) for Core Team plans and above.
• Hosting & residency.Customer Data is hosted on Singapore-region cloud infrastructure (Supabase / Oracle Cloud Singapore). AskVAVA will not relocate Customer Data outside Singapore without thirty (30) days' prior written notice to you.
• PDPA compliance. AskVAVA complies with the Singapore Personal Data Protection Act 2012 and has appointed a Data Protection Officer reachable at [email protected].
• AI safety testing.AI features are evaluated across four risk categories — hallucination, undesirable content, data disclosure, and adversarial prompts — before release.

15.4 Data breach notification. In the event of a data breach affecting Customer Data, AskVAVA shall notify you in writing without undue delay and in any event within three (3) calendar days of becoming aware of the breach. The notification will describe the nature of the breach, the categories and approximate number of records affected, the likely consequences, and the measures taken or proposed to address the breach. Security incidents may also be reported to AskVAVA at [email protected].

15.5 Sub-processors. AskVAVA engages sub-processors (including Supabase, OpenAI, Twilio, Resend, Stripe, and Cloudflare) to deliver the Service. A current list is available on request from [email protected]. Sub-processors are contractually bound to confidentiality and security obligations no less protective than this clause.

16. Contact Us

If you have questions about these Terms, please contact us at:

Legal entity: Vanice Advisory Private Limited (UEN: 201919722K)
Registered address: 114 Lavender Street, #10-72 CT Hub 2, Singapore 338729
Legal & commercial enquiries: [email protected]
Billing & refunds: [email protected]
Support: [email protected]
Privacy & data subject requests: [email protected]
Security incidents: [email protected]