Terms of Service
Legal terms governing the installation, deployment, and use of VaultPDF within your Microsoft 365 / Azure environment.
Effective date: March 21, 2026
Last updated: March 21, 2026
Please read these Terms of Service ("Terms") carefully before deploying or using VaultPDF ("the Software", "Service"). These Terms form a legally binding agreement between you or the organisation you represent ("Customer", "you") and Refract Logic LLC ("Refract Logic", "we", "us"), the developer and operator of VaultPDF.
By deploying, configuring, or using VaultPDF you agree to be bound by these Terms. If you do not agree, do not install or use the Software.
1. Acceptance of Terms
These Terms apply to all users who access or use VaultPDF through any licence tier, including trial, standard, business, and enterprise licences. If you are accepting on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms.
2. Description of Service
VaultPDF is a tenant-hosted document generation engine that converts structured data into PDF documents entirely within the Customer's own Microsoft Azure environment.
Tenant-Hosted by Design
VaultPDF operates inside the Customer's Azure tenant. All document generation and processing occur within the Customer's secure environment. Refract Logic LLC does not host, access, or store the Customer's document data or business information.
The Software integrates with SharePoint document libraries designated by the Customer's administrator for the purposes of reading templates and writing generated output files.
3. Software Licence Grant
3.1 Scope of Licence
Subject to your compliance with these Terms and timely payment of all applicable fees, VaultPDF grants you a limited, non-exclusive, non-transferable, non-sublicensable licence to deploy and use the Software within a single Microsoft Azure tenant ("Licensed Tenant") identified at the time of licence activation.
Licence availability and feature entitlements are determined by the licence tier purchased. Details are set out in your Order Form or the VaultPDF pricing page.
3.2 Restrictions
You must not, and must not permit any third party to:
- Copy, modify, distribute, sell, or resell the Software or any part of it.
- Reverse-engineer, decompile, disassemble, or attempt to derive the source code or underlying logic of the Software or its components.
- Circumvent, disable, or tamper with any licence validation mechanism built into the Software, including JWT-based licence checks.
- Use the Software to provide a hosted or managed service to third parties without a separate written agreement with VaultPDF.
- Transfer the licence to a different Azure tenant without prior written consent from VaultPDF.
- Remove or alter any proprietary notices, labels, or marks on the Software.
3.3 Trial Licences
Trial or evaluation licences are provided "as is" for evaluation purposes only and may be subject to additional restrictions or time limits. Trial use does not create any obligation on VaultPDF to offer a continuing licence.
4. Customer Responsibilities
4.1 Azure Infrastructure Costs
The Software runs on compute and storage resources inside the Customer's Azure subscription. The Customer is solely responsible for all Azure consumption costs incurred by the operation of VaultPDF, including but not limited to costs associated with Azure Functions execution, storage accounts, and messaging services.
4.2 SharePoint Permissions and Configuration
The Customer's administrator is responsible for ensuring that the Managed Identity used by VaultPDF has been granted the appropriate permissions to the relevant SharePoint folders. VaultPDF LLC is not responsible for any errors or failures resulting from misconfigured permissions.
4.3 Acceptable Use
The Customer agrees to use the Software only for lawful business purposes and in accordance with these Terms. The Customer must not use the Software to generate content that is illegal, harmful, or infringes the rights of any third party.
4.4 Account and Licence Key Security
The Customer is responsible for maintaining the confidentiality of their licence key. If a licence key is lost, stolen, or compromised, the Customer must notify VaultPDF promptly at https://www.vaultpdf.io/contact.
5. Intellectual Property
5.1 Refract Logic Ownership
Refract Logic LLC retains all right, title, and interest in and to the Software, including all related intellectual property rights worldwide. These Terms do not grant you any rights in the Software other than the limited licence set out in Section 3.
Refract Logic LLC's proprietary rights cover, without limitation:
- The document generation engine and its business logic.
- The template schema and template processing system.
- The licence management and validation system.
5.2 Customer Ownership of Data and Output
The Customer retains all ownership of the data submitted for processing and of the PDF documents generated by the Software. Refract Logic LLC makes no claim to any Customer-owned content, templates, or generated output files.
6. Licence Validation and Fees
6.1 Licence Validation
The Software performs a lightweight licence validation check with VaultPDF's secure licensing server approximately once every 24 hours. The only data transmitted during this check is the licence key and the Licensed Tenant's identifier. No document content or business data is included. See our Privacy Policy for full details.
6.2 Payment
Fees are due in accordance with the payment schedule set out in your Order Form or as stated on the VaultPDF pricing page at the time of purchase. All fees are non-refundable except as expressly stated in these Terms or required by applicable law.
6.3 Late Payment
If payment is overdue, VaultPDF reserves the right to suspend or restrict access to the Software. Customers will receive a reminder notification at least 10 days before any licence suspension takes effect.
7. Termination
7.1 Termination by Customer
You may terminate your licence at any time by ceasing to use the Software and notifying VaultPDF. No refund will be issued for any prepaid licence fees covering the remainder of the current billing period.
7.2 Termination by VaultPDF
VaultPDF may terminate your licence immediately on written notice if you materially breach these Terms and fail to cure the breach within 14 days of receiving written notice of the breach.
7.3 Effect of Termination
On termination or expiry of the licence:
- Your right to use the Software ceases immediately.
- VaultPDF is not responsible for removing any previously installed components from your Azure environment.
- All previously generated PDF documents stored in your SharePoint environment remain your property and are not affected by the termination.
VaultPDF does not hold your document data and therefore has no data to delete on your behalf.
8. Confidentiality
Each party agrees to keep confidential all non-public information received from the other party that is designated as confidential or that should reasonably be understood to be confidential given the nature of the information and the circumstances of disclosure. Each party agrees to protect the other party's confidential information using at least the same degree of care it uses to protect its own confidential information.
9. Warranty Disclaimer
THE SOFTWARE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, REFRACT LOGIC LLC EXPRESSLY DISCLAIMS ALL WARRANTIES, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
REFRACT LOGIC LLC DOES NOT WARRANT THAT THE SOFTWARE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE FROM SECURITY VULNERABILITIES, OR THAT DEFECTS WILL BE CORRECTED.
10. Limitation of Liability
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW:
- Exclusion of Consequential Damages. In no event will Refract Logic LLC be liable for any indirect, incidental, special, exemplary, consequential, or punitive damages arising out of or related to these Terms or the Software, even if Refract Logic LLC has been advised of the possibility of such damages.
- Liability Cap. Refract Logic LLC's total cumulative liability arising out of or related to these Terms, whether in contract, tort, or otherwise, will not exceed the total fees paid by the Customer to Refract Logic LLC in the 12 months immediately preceding the event giving rise to the claim.
- Essential Basis. The Customer acknowledges that the limitations in this section reflect a reasonable allocation of risk and are an essential element of the basis of the bargain between the parties.
11. Governing Law and Dispute Resolution
These Terms are governed by the laws of the State of Texas, USA, without regard to its conflict-of-law principles. Any dispute arising out of or relating to these Terms will be subject to the exclusive jurisdiction of the state and federal courts located in Texas, and each party irrevocably consents to personal jurisdiction in those courts.
12. Modifications to These Terms
Refract Logic LLC may update these Terms from time to time. When we do, we will revise the "Last updated" date at the top of this page. For material changes, Refract Logic LLC will provide at least 30 days' notice to licence administrators via email or in-app notification. Continued use of the Software after the effective date of updated Terms constitutes acceptance of the revised Terms.
13. General Provisions
| Provision | Detail |
|---|---|
| Entire Agreement | These Terms, together with your Order Form and the Privacy Policy, constitute the entire agreement between the parties regarding the Software. |
| Severability | If any provision of these Terms is found to be unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will remain in full force. |
| Waiver | Failure by Refract Logic LLC to enforce any right under these Terms does not constitute a waiver of that right. |
| Assignment | The Customer may not assign these Terms or any rights under them without Refract Logic LLC's prior written consent. Refract Logic LLC may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of its assets. |
| Notices | Legal notices to Refract Logic LLC must be sent to https://www.vaultpdf.io/contact. |
Questions About These Terms?
Our team is happy to discuss enterprise agreements, DPA addenda, or licence terms with your legal and procurement teams.