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Terms of Service

These terms govern your use of Vasthelm services, the client portal at vasthelm.com, and related managed IT engagements. Last updated August 12, 2026.

This page is informational and is not a substitute for advice from your own counsel. If you need a signed master services agreement, we will provide one for your engagement.

1. Who we are

Vasthelm (“we,” “us”) provides managed IT and self-hosted tooling services for small and mid-size organizations. Contact: hello@vasthelm.com.

2. Acceptance

By accessing the site, creating a portal account, or engaging us for services, you agree to these terms. If you are accepting on behalf of an organization, you represent that you have authority to bind that organization.

3. Services

Services may include discovery and Stabilize engagements, ongoing retainers, deployment and operation of self-hosted tools (for example password vault, documentation, monitoring, and related stack components), and access to a client portal. Exact scope, deliverables, and SLAs are defined in your proposal, statement of work, or retainer agreement. Pre-launch offerings may change as we refine the product.

4. Fees, retainers, and billing

Engagement and retainer fees are as quoted in writing. Unless otherwise agreed, invoices are due as stated on the invoice. Recurring billing may be processed through Stripe or another payment processor we designate.

Late or failed payment may result in suspension of portal access or non-critical services after notice. Fees already earned for completed work are non-refundable except where required by law or expressly stated in your agreement.

5. Client responsibilities

  • Provide accurate contact information and timely access to systems, credentials, and decision-makers needed to deliver the engagement.
  • Maintain your own backups and business continuity plans where those remain your responsibility under the SOW.
  • Use the portal and any provided tools only for lawful business purposes and in accordance with applicable licenses.
  • Keep account credentials secure and notify us promptly of suspected unauthorized access.

6. Accounts and portal

Portal authentication may be provided by Clerk or a successor identity provider. You are responsible for activity under your accounts. We may suspend access to protect the service, your environment, or other clients if we reasonably believe there is misuse, security risk, or non-payment.

7. Self-hosted infrastructure and third-party software

Managed environments often run open-source and third-party software (for example Vaultwarden, documentation platforms, monitoring stacks). Those products remain subject to their own licenses and warranties. We configure and operate them as described in your engagement; we do not warrant that any third-party project is free of defects or that it matches commercial SaaS feature sets. Changes upstream may require maintenance windows or configuration updates.

8. Confidentiality

Each party will protect the other’s confidential business and technical information with reasonable care and use it only to perform under the engagement, except where disclosure is required by law. Credentials, network diagrams, and incident details are treated as confidential.

9. Acceptable use

You may not use our services to violate law, infringe others’ rights, probe or attack systems you do not own or have authorization to test, distribute malware, or interfere with the portal or managed infrastructure. We may refuse or terminate service for material violations.

10. Disclaimers

Except as expressly stated in a signed agreement, services and the site are provided “as is.” We do not guarantee uninterrupted availability, absolute security, or that self-hosted tooling will meet every compliance framework without additional controls on your side. Managed IT reduces risk; it does not eliminate it.

11. Limitation of liability

To the fullest extent permitted by law, Vasthelm’s total liability arising from the site or services is limited to the fees you paid us for the three months preceding the claim (or, for a fixed engagement, the fees paid for that engagement). We are not liable for indirect, incidental, special, consequential, or lost-profit damages, including business interruption, data loss, or third-party claims, except where liability cannot be limited by law. Your signed MSA or SOW may set different caps; those control for that engagement.

12. Indemnity

You will defend and indemnify Vasthelm against claims arising from your misuse of the services, your content or data, or your breach of these terms, except to the extent caused by our willful misconduct.

13. Term and termination

Either party may end an engagement as provided in the applicable agreement. We may suspend or terminate portal access for material breach, non-payment, or risk to the service. On termination, we will cooperate on an orderly handoff of client-owned credentials and documentation as reasonably scoped; hosting and access end when agreed transition periods expire.

14. Changes

We may update these terms by posting a revised version with a new “last updated” date. Continued use of the site or portal after changes become effective constitutes acceptance of the revised terms. Material changes to paid engagements will be communicated as required by your agreement.

15. Governing law

These terms are governed by the laws of the United States and the state in which Vasthelm principally operates, without regard to conflict-of-law rules, unless your signed agreement specifies otherwise. Venue for disputes will be as set in that agreement or, if none, courts of competent jurisdiction in that state.

16. Contact

Questions about these terms: hello@vasthelm.com. See also our Privacy Policy.