Terms of Use

1. Eligibility and accounts

You must be at least 18 and legally able to enter into this agreement. If you act for an organisation, you must have authority to bind it. Provide accurate account information, protect your sign-in credentials and tell us promptly if you suspect unauthorised access. You are responsible for activity you authorise; you are not automatically responsible for every unauthorised act involving your account.

Do not share, sell or transfer your account without our written agreement. We may take proportionate steps to verify eligibility or secure a compromised account.

2. What Vaexi provides

Vaexi provides conversations with AI avatars, including language practice. An avatar is a synthetic persona configured with instructions, a voice and, where supplied, reference materials. It may be a fictional demonstration character or an avatar supplied by a creator. You are speaking with software, not having a live conversation with the person whose name, likeness or materials may be associated with the avatar.

AI can make mistakes, misunderstand speech and generate inaccurate or inappropriate responses. Check information before relying on it. Vaexi does not promise a qualification, professional advice or a particular learning outcome. We will provide the service with reasonable care and skill. Nothing in these Terms removes rights that the law gives you when the service is faulty or does not match its description.

An “Identity verified” badge concerns the creator's identity. “Vaexi verified” identifies platform selection or review. Neither badge is a teaching accreditation or a guarantee of an avatar's output. Our Creator Identity Verification Policy explains the distinction.

3. Access and technical requirements

You need a compatible browser, an internet connection and a microphone for voice conversations. Microphone access requires your browser permission. Your connection and device may affect audio quality and latency. We may interrupt access for maintenance or security and will give notice where practicable.

The features and access limits shown for your account apply. We may change free features for a stated operational, safety or legal reason. We will not use a change to avoid a commitment already made for a paid service or to remove a consumer remedy.

4. Trial minutes and payments

New learner accounts currently receive 10 free minutes without providing payment-card details. This is a single account allowance, not a recurring monthly entitlement. Promotional access may have separate conditions shown when it is offered.

Conversation usage is measured from the start of a connected session to its end and rounded up to a whole second. Connected time can include pauses and time spent listening. Muting your microphone does not end the session. End the conversation to stop further connected-time usage. If you believe minutes were deducted incorrectly, contact us with the approximate session time and avatar name.

Checkout is currently unavailable. Displayed package prices do not by themselves create a paid order, subscription or automatic renewal. No payment-card charge is made by the current disabled checkout. There are no creator payouts under these Terms.

Before accepting payment in future, we will state the seller, total price and applicable taxes, what is included, any expiry, payment frequency, cancellation rights and refund process. A charge will require your affirmative order. We will not convert a free trial into a paid subscription without agreement. Minutes are service access, not a transferable cash balance, deposit or investment.

5. Cancellation and consumer remedies

You can stop using the free service at any time and request account closure through support@vaexi.com or https://vaexi.com/contact. There is no charge for cancelling free access.

If we offer a paid service, applicable consumer law may give you 14 days after the contract is made to cancel without giving a reason. We will explain that right and supply a cancellation method before purchase. Starting an interactive service does not by itself remove all cancellation rights. Where the law permits a proportionate charge for service supplied during the cancellation period, it depends on the required information and your express request to start early. Separate rules can apply to digital content, and any required consent and acknowledgement must be obtained before supply.

These Terms do not impose a blanket “no refunds” rule. Rights concerning lack of reasonable care and skill, inaccurate descriptions, defective digital content or other failures remain available where applicable. Any refund due must be made within the period required by law and through the legally required method. You do not have to accept account credit in place of a monetary refund to which you are entitled.

6. Your content

You retain any rights you hold in material you submit. You give us a non-exclusive permission to receive, store, reproduce, convert and process it to provide the features you request. This includes generating responses, transcribing a conversation and creating learning notes when enabled. We may use service providers for those purposes under appropriate terms. A content licence does not replace a lawful basis for processing personal information.

Your private conversations are not licensed for publication in the public catalogue. This agreement does not give us permission to sell them or use them to train a general-purpose model. Avatar instructions and learning notes are used to guide responses; this is different from training model weights. Provider processing is explained in the Privacy Notice.

You must have the rights and permissions needed for your submissions. The Creator Agreement contains the licence for publishing creator avatars and associated content. Rights in AI output depend on applicable law and any protected material it contains. We do not promise that output is unique, copyrightable or free of third-party rights.

7. Recording and personalisation

Live audio and conversation text must be processed to generate a response, even when optional saving is off. Optional saving allows Vaexi to retain the conversation audio and transcript and use the transcript to prepare lesson notes and memory for later sessions. Saved audio can contain both your voice and the avatar's voice.

You can decline optional saving before a conversation. To stop saving during a session, end that session and start another with saving disabled. Previously saved material is not automatically erased by switching off saving. Use the available data controls or contact privacy@vaexi.com to request removal or withdraw consent for further optional use. The Privacy Notice describes these choices and the limitations of the current data-removal control.

8. Our intellectual property

We and our licensors retain rights in the Vaexi software, design, trade marks and service materials. Subject to these Terms, you may use the service for its intended functions. No ownership of our software or another creator's source materials transfers to you. Restrictions do not prevent an activity that applicable law expressly allows despite a contractual restriction.

9. Acceptable use and enforcement

Follow the Acceptable Use Policy. We may restrict access, remove content or terminate an account for a material breach, unlawful activity, an immediate safety or security risk, or a binding legal requirement. The action should be proportionate to the problem. Where practical and lawful, we will explain our decision and give you an opportunity to correct the issue or seek a human review.

Report a concern or challenge a decision through https://vaexi.com/contact. A good-faith complaint does not itself justify adverse action. If we discontinue a paid service, we will honour the remedies and refund obligations that apply to the undelivered part.

10. Responsibility for loss

For consumers, we are responsible for loss or damage that is a foreseeable result of our breach of these Terms or failure to use reasonable care and skill. Loss is foreseeable if it was obvious or contemplated when the agreement was made. We do not exclude liability simply because the service uses AI.

For business users only, subject to the next paragraph, our total liability arising from the service is limited to the greater of £100 and the fees that business paid us for the service in the 12 months before the event giving rise to the claim. For those business users, we exclude loss of profit, revenue, business opportunity or anticipated savings, and indirect or consequential loss, to the extent the law permits. This business limitation does not apply to a person acting wholly or mainly outside their trade, business, craft or profession.

Nothing limits liability for fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any liability or remedy that cannot lawfully be excluded or restricted. Mandatory consumer and data protection rights remain unaffected.

11. Changes and ending the agreement

We may change these Terms for a legal requirement, a security need, a change to the service or a correction of an error. We will describe a material change and normally give existing users at least 14 days' notice through the service or email. A shorter period may be necessary for a legal requirement or urgent security risk. Changes do not retrospectively remove accrued rights.

You may end the agreement before a change takes effect. Where a change requires fresh agreement, we will obtain it rather than treating silence as consent. On closure, access ends and data is handled as explained in the Privacy Notice. Terms concerning accrued claims and rights that must survive closure continue to apply.

12. Complaints and governing law

Contact support@vaexi.com or use https://vaexi.com/contact with the issue and the outcome you seek. You may also seek independent advice from Citizens Advice, a competent consumer authority or a legal adviser. We will provide information about any applicable alternative dispute resolution obligations when handling a dispute. This does not require you to surrender access to a court.

These Terms are governed by the law of England and Wales. Consumers retain mandatory protections of their country of habitual residence where those protections apply, and may bring proceedings in any court available to them under mandatory jurisdiction rules. Business users submit to the exclusive jurisdiction of the courts of England and Wales.

If a provision is unenforceable, the remaining provisions continue where they can operate lawfully. Failure to enforce a right immediately does not waive it. Any transfer of our agreement must preserve your rights; we will give notice where it affects you.