Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using VisaPilot CRM ("the Service"), you ("User", "Firm", "Subscriber") agree to be bound by these Terms of Service. If you are accepting on behalf of a company, you represent that you have the authority to bind that company.

If you do not agree to these Terms, you may not use the Service. Your continued use after any modification to these Terms constitutes acceptance of the updated Terms.

2. Service Description

VisaPilot CRM is a cloud-based SaaS platform that provides immigration consulting firms with tools to:

• Manage visa applications and case workflows
• Store and organize client documents securely
• Coordinate team members across roles (Admin, Agent, Client)
• Generate invoices and manage billing
• Track analytics and business performance
• Communicate with clients via notifications

Features available depend on your current subscription plan. See pricing for details.

3. Accounts & Access

3.1 Account Registration

To use VisaPilot CRM, you must register a firm account with accurate and complete information. You are responsible for maintaining the confidentiality of your login credentials.

3.2 Team Members

You may invite team members to your firm account. You are responsible for all actions taken by users under your account. Each user must agree to these Terms.

3.3 Account Security

• Use a strong, unique password and enable two-factor authentication
• Notify us immediately of unauthorized access at security@getvisapilot.com
• We are not liable for losses from unauthorized access due to credential compromise on your end

4. Acceptable Use Policy

You must NOT use VisaPilot CRM to:

• Process fraudulent visa applications or engage in immigration fraud
• Upload malicious code, viruses, or harmful software
• Attempt unauthorized access to other firms' data or our infrastructure
• Reverse engineer or create derivative works from the Service
• Resell or sublicense access to the Service without written consent
• Store or transmit illegal content
• Circumvent security measures or access controls

Violation of this policy may result in immediate account suspension without refund.

5. Data Ownership

Your data belongs to you. All client information, visa applications, and documents you enter into VisaPilot CRM remain your property at all times.

• You retain full ownership and control of all data submitted to the platform
• We do not claim intellectual property rights over your data
• Upon account cancellation, you have 90 days to export your data before permanent deletion

6. Billing & Payments

6.1 Free Trial

New accounts receive a 7-day free trial with full access. No charges during the trial. Cancel anytime before the trial ends at no cost.

6.2 Automatic Renewal

Subscriptions automatically renew at the end of each billing cycle. Cancel before renewal from your Billing page to avoid the next charge.

6.3 Refund Policy

All subscription fees are non-refundable except where required by law. Contact billing@getvisapilot.com within 14 days for billing error disputes.

6.4 Price Changes

We may change prices with 30 days' notice. Continued use after a price change constitutes acceptance.

7. Cancellation

• Cancel anytime from your Billing page — access continues until the billing period ends
• Data retained for 90 days after cancellation for export, then permanently deleted
• We may cancel accounts for Terms violations, with or without notice

8. Intellectual Property

VisaPilot CRM, including all software, design, code, and branding, is the exclusive intellectual property of Tech Vanta LLC. You are granted a limited, non-exclusive, non-transferable license to use the Service for internal business purposes only.

"VisaPilot CRM", "GetVisaPilot", and "Tech Vanta LLC" are trademarks of Tech Vanta LLC. You may not use these marks without written permission.

9. Limitation of Liability

• VisaPilot CRM is provided "as is" without warranties of any kind
• We do not guarantee uninterrupted, error-free, or completely secure service
• Our total liability shall not exceed the amount you paid us in the 3 months preceding the claim
• We are not responsible for visa application outcomes — VisaPilot CRM is a management tool, not a legal service

10. Indemnification

You agree to indemnify Tech Vanta LLC from any claims arising from your use of the Service in violation of these Terms, your violation of third-party rights, or immigration-related claims by your clients.

11. Termination

We may suspend or terminate your account for: violation of these Terms, non-payment, fraudulent activity, or law enforcement requests. Your right to use the Service ceases immediately upon termination.

12. Dispute Resolution

Disputes shall first be attempted through good-faith negotiation. If unresolved within 30 days, disputes proceed to binding arbitration under the laws governing Tech Vanta LLC's jurisdiction.

13. Changes to These Terms

We provide at least 14 days' notice of material changes via email and in-app notification. Continued use after the effective date constitutes acceptance.

14. Contact

• Platform: VisaPilot CRM — GetVisaPilot.com
• Operator: Tech Vanta LLC
• Legal: legal@getvisapilot.com
• Billing: billing@getvisapilot.com