Terms of Service

This is an agreement between VircareOS and the organisation or person who opens an account (“you”). If you accept these terms for an agency, you confirm you are authorised to do so on its behalf.

VircareOS provides software for scheduling visits, recording care, managing compliance records, and keeping families and carers informed. We may add, change, or remove features as the product develops. We will not make a change that materially reduces the core service without notice.

The service is not a medical device, does not provide clinical advice, and must not be relied on for emergencies. Always follow your own clinical and safeguarding procedures.

You must give accurate sign-up details and keep your login credentials secure. You are responsible for activity under your account. Tell us promptly if you believe an account has been compromised. The service is intended for UK care providers and the people they authorise.

When you use VircareOS you agree to:

• Use the service lawfully and only for legitimate care purposes.
• Act as the data controller for the care data you enter, and meet your own duties under data protection law, including obtaining any consents you need.
• Keep your own safeguarding, clinical, and regulatory responsibilities. The software supports them; it does not assume them.
• Make sure the people you invite, including carers and family members, are entitled to the access you give them.
• Keep your records accurate and up to date.

You agree not to:

• Attempt to access another agency's data or bypass the tenant isolation built into the service.
• Probe, scan, or test the security of the service without our written permission.
• Upload malicious code, or use the service to harass, defraud, or harm others.
• Resell or sub-license the service except as expressly agreed.

How we handle personal data is set out in our Privacy Policy. For the care data you enter, you are the controller and we are your processor. Our standard data processing terms apply to that relationship and are available on request.

You own the data you put into VircareOS. You grant us the permission we need to host and process it so we can provide the service. You can export your data, and we will not hold it hostage. On request after your account ends, we will return or delete your data in line with our Privacy Policy and your instructions.

Some features use AI to help, for example by drafting a summary or structuring a voice note. AI in VircareOS is assistive only. It never makes clinical, capacity, or safeguarding decisions, and it is never the recorded source of truth. A person reviews and confirms what is saved. You remain accountable for the records you keep.

New agencies start with a free trial as described on our pricing page. We will not charge you during the trial, and we will give clear notice before any paid plan begins. You can stop at any time during the trial without charge. The family app is free.

We work hard to keep the service available and reliable, and we provide support through our contact channels. During the trial period we do not offer a formal uptime guarantee. We may carry out maintenance, and will aim to minimise disruption.

We own the VircareOS platform, including its software, design, and brand. These terms do not transfer any of those rights to you. You keep all rights in your own data and content.

Nothing in these terms limits liability that cannot be limited by law, including liability for death or personal injury caused by negligence, or for fraud. Subject to that, and to the extent the law allows, we are not liable for indirect or consequential loss, and our total liability is limited as our final terms will set out. The service is provided on a reasonable-efforts basis and is a support tool, not a substitute for your professional and regulatory duties.

You can close your account at any time. We may suspend or end access if these terms are seriously or repeatedly breached, or where we must to protect people or comply with the law. Where it is reasonable to do so, we will give notice and a chance to put things right, and a window to export your data.

We may update these terms as the product and the law develop. We will revise the date at the top and, for material changes, give reasonable notice. Continuing to use the service after a change means you accept the updated terms.

These terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction, without affecting any mandatory protections you have where you are based.

Questions about these terms? Reach us through our contact form.