Terms of Service

ProofPack is a mobile and web application for field teams. It provides structured before-and-after job records with photographic evidence and professional PDF reporting, together with project and expense controls covering budgets, cash advances, receipt-backed expenses, returned funds, multi-currency transactions and complete audit history. Records remain synchronised across authorised devices, giving the right people access to the same project information.

The Service is provided "as is" and may be updated, changed or discontinued. We will give reasonable notice before withdrawing a feature you rely on.

You must provide accurate information when creating an account. You are responsible for keeping your password secure and may not share your credentials. Each plan permits use on a defined number of devices; sharing credentials to circumvent device limits is a breach of these Terms.

ProofPack can be used alone or within an organisation. Within an organisation, records created by members belong to the organisation, not to the individual who created them, and administrators can see them — including expenses, advances, receipts and the audit trail.

Roles determine what a member may do: capture their own expenses, approve others', issue advances, amend budgets, or administer the organisation. If you invite people into your organisation, you are responsible for setting their roles appropriately and for telling them that their activity in the Service is visible to your administrators.

This section describes deliberate limits. Please read it before you rely on the Service for anything that matters.

Financial records are preserved once value has been recorded and cannot simply be deleted or rewritten. Projects, advances, expenses and returns carrying an amount cannot be removed by you, by your administrators, or by us, at any rank, in any organisation. This is enforced in the database. A project holding no money at all may be deleted by an administrator; that is the only deletion path.

Corrections preserve the original record. Adjustments are recorded transparently rather than overwriting the transaction history: a wrong entry is voided and recaptured, or offset by an opposing entry. A budget is changed by adding a signed amendment line with a reason, never by overwriting the previous figure. The earlier value remains visible.

Every material change remains attributable to the person who made it. Edits, approvals, voids, moves between projects and budget amendments are recorded against the person who made them, with the reason given. That record is written by the database and cannot be edited from the app.

These controls preserve a clear and traceable record that can be reviewed by management, clients, funders or auditors. They apply to us as much as to you.

Reports, photographs, financial records and business information you create in ProofPack belong to you or to your organisation. We do not sell, rent or share them for marketing. Access is isolated by row-level security in the database.

Export. You can export your data at any time. Reports are downloadable as a full offline backup including photographs from the Devices & Sync screen. Financial records are exportable as structured data files suitable for your own accounting system. Exports are available while your account is open — do not rely on requesting one afterwards.

Deletion is permanent. You may delete your account from account settings. Because your financial records may still matter to you, deletion requires you to download a complete export first. Once deletion completes we hold nothing and cannot restore it — there is no recovery period. Keeping that export safe becomes your responsibility, and we cannot assume it back.

Deleting your personal account does not delete an organisation you belong to, nor its financial history, because those records belong to the organisation and to its other members. An owner must request deletion of the organisation itself.

ProofPack is a record-keeping tool. It is not accounting, tax, audit or legal advice, and it is not a substitute for your accounting system or your accountant.

You remain responsible for the accuracy of what you enter, for meeting your own statutory record-keeping, tax, audit and donor-reporting obligations, and for retaining your own copies for as long as your obligations require. Exchange rates shown are reference rates from a third-party provider and may differ from the rate your bank actually applied; where an accurate rate matters, enter the rate you were charged.

Duplicate flags and figures read automatically from receipt photographs are aids to review, not determinations. A person must confirm them.

ProofPack offers a free tier and three paid products, all purchased through Google Play Billing: Individual, available either as a one-time payment or as a monthly subscription (the two are identical in what they give you), and Team, a monthly subscription. Organisations needing more than five devices are quoted directly and licensed under a separate written agreement, not through Google Play.

What the one-time payment buys. It buys a licence to use ProofPack. It does not transfer ownership of the software, and it is not a purchase of a copy you hold independently of us. The licence lasts for as long as ProofPack continues to be offered as a service — it is measured by the life of the product, not by your lifetime, and not in perpetuity. What you are buying is the removal of a recurring charge, not a guarantee that the service runs forever. Section 10 sets out what happens if ProofPack is discontinued, and it is the part worth reading before you pay.

The one-time licence covers the current version of ProofPack together with maintenance, security and compatibility updates for as long as the service is offered. If we later release a materially different product, it may be licensed separately; we will not withdraw what you already have in order to sell it back to you.

Refunds are handled under Google Play’s refund policy and any rights you have under applicable law. We may change pricing, and will notify you at least 30 days before a change takes effect; a change to any price does not affect a one-time payment already made, and does not affect the current term of an existing subscription.

A subscription may be cancelled at any time, with cancellation taking effect at the end of the current billing period. If a subscription lapses, your records are not deleted. Access to paid features is limited until the plan is renewed, and export remains available to you.

You agree not to use the Service to:

• Create fraudulent, falsified or knowingly misleading reports or expense claims
• Submit a receipt or photograph as evidence of something it does not show
• Violate any applicable law or regulation
• Attempt to access another user's or organisation's data
• Circumvent the record-integrity or audit controls described in section 4
• Reverse engineer, decompile or copy the Service

We may suspend or terminate accounts that breach these Terms. Where we suspend an account we will preserve its records and allow export, unless a law requires otherwise.

ProofPack and its original content (excluding your reports, records and data) are and remain the exclusive property of Business Venture Link Ltd. You may not copy, reproduce or distribute any part of the Service without our written permission.

You retain full ownership of the content you create. By using the Service you grant us a limited licence to store, process and transmit it solely to provide the Service to you.

ProofPack is designed for field use, including environments with unreliable connectivity, so records can still be captured when the connection cannot be. We do not guarantee uninterrupted availability of the cloud sync, and we are not liable for losses arising from temporary unavailability.

We may discontinue ProofPack. If we do, and whether or not you paid once or monthly, we undertake to:

• give you at least 90 days’ written notice at the email address on your account, before any loss of access
• keep export available and free for the whole of that period, with no paid feature withheld during it
• stop taking payment for any product we intend to withdraw, from the date of notice

A finished ProofPack report is exported as a PDF, which does not need ProofPack to be readable and does not expire. Your photographs and receipts export as ordinary files. This is deliberate: the evidence you produce is meant to outlive your relationship with us, and it is the reason we are willing to sell a one-time licence at all. We strongly encourage you to export completed projects as you go rather than relying on continued access.

Nothing in this section is a promise that the Service will be offered for any particular period. It is a promise about how it would end.

To the maximum extent permitted by law, Business Venture Link Ltd shall not be liable for any indirect, incidental, special or consequential damages arising from your use of the Service, including loss of data, loss of revenue or business interruption.

Our total liability for any claim arising from use of the Service shall not exceed the amount you paid us in the 3 months preceding the claim.

Nothing in these Terms excludes liability that cannot lawfully be excluded, including for fraud or for death or personal injury caused by negligence.

These Terms are governed by the laws of the Republic of Mauritius, where Business Venture Link Ltd is registered and operates. You agree to submit to the non-exclusive jurisdiction of the Mauritian courts, meaning you may also seek relief in your local jurisdiction where applicable law allows it.

Nothing in these Terms limits any consumer or data protection rights you have under the mandatory laws of the country where you live. Where a provision of these Terms conflicts with those laws, it is superseded to the minimum extent necessary to comply.

We may update these Terms. We will notify you by email or in-app notice at least 14 days before material changes take effect. Continued use after they take effect constitutes acceptance.

Questions about these Terms? info@thebvl.com