The terms that govern your use of Vidual. Written in plain English where possible.
Last updated: 28 May 2026
Vidual is a product of Where Beagles Dare! Ltd, a company based in Oxford, England, registered in England and Wales (company no. 11038022, VAT GB307323727), with its registered office at Unit 6 Heritage Business Centre, Belper, Derbyshire DE56 1SW. When we say "Vidual", "we", "us", or "our", we mean Where Beagles Dare! Ltd.
By creating an account or using Vidual, you agree to these terms. If you're using Vidual on behalf of a business, you confirm that you have authority to bind that business to these terms.
You must be at least 18 years old to use Vidual. You are responsible for keeping your account credentials secure and for all activity that occurs under your account.
Your use of Vidual must comply with our Acceptable Use Policy, which forms part of these terms and sets out the content, conduct, and communications rules that apply — including the prohibition on unlawful, harmful, or infringing use, and the anti-spam and integration requirements.
You own your data. The projects, messages, files, client records, financial information, and all other content you create in Vidual belong to you. We do not claim any ownership or intellectual property rights over your content.
We store and process your data solely to provide the Vidual service to you. We do not sell your data to third parties. We do not use your data for advertising. Our full data practices are described in our privacy policy.
You can export your data at any time. If you cancel your account, your data remains accessible for 30 days so you can retrieve anything you need. After 30 days, data is permanently deleted from our systems.
When you add a client to a project, Vidual stores their name, email address, and any other information you provide (address, phone number, notes). This data is used to deliver the client portal experience — branded emails, project access, payment links, and Owner's Cards.
You are the data controller for your clients' personal information. You are responsible for ensuring you have the appropriate basis (such as a contractual relationship) for storing and processing their data through Vidual. We act as a data processor on your behalf, under the terms of our Data Processing Agreement, and we engage the sub-processors listed at our sub-processors page.
Client portal access is authenticated via secure magic links or passkeys. Clients do not need to create an account or provide a password.
Vidual subscriptions are billed monthly. All prices shown include UK VAT where applicable. You can cancel your subscription at any time — cancellation takes effect at the end of the current billing period.
Subscription payments are processed by Stripe. We do not store your card details — they are held securely by Stripe in accordance with PCI DSS standards.
Client payment links (where you send a payment request to your client through a project) are also processed by Stripe using your connected Stripe account. Vidual does not handle or hold client funds at any point — payments flow directly from your client to your Stripe account.
Vidual connects to third-party services to extend its functionality. Each integration is optional and activated by you. When you connect an integration, you authorise Vidual to exchange data with that service on your behalf. You can disconnect any integration at any time from your Settings page.
QuickBooks Online (Intuit) — When connected, Vidual creates and updates customer records and draft invoices in your QuickBooks account when you send work orders to clients. Vidual stores your QuickBooks OAuth tokens (encrypted) and your QuickBooks company ID. Vidual does not read, modify, or delete any existing QuickBooks data beyond the records it creates. QuickBooks is governed by Intuit's terms of service.
Xero — When connected, Vidual creates and updates contacts, invoices, and payment records in your Xero organisation when you send work orders and process payments. Vidual stores your Xero OAuth tokens (encrypted), tenant ID, and selected bank account reference. Vidual does not modify or delete any existing Xero records beyond the records it creates. Xero is governed by Xero's terms of use.
Lightspeed R-Series (POS) — When connected, Vidual reads your product catalogue, stock levels, and customer data from Lightspeed, and can create new work orders. Vidual does not modify, update, or delete any existing Lightspeed records. Vidual stores your Lightspeed OAuth tokens (encrypted) and account ID. Lightspeed is governed by Lightspeed's terms of service.
Stripe — Vidual uses Stripe to process subscription payments and client payment requests. When you connect your Stripe account, payment data flows directly between your client and Stripe — Vidual does not store card numbers or handle funds. Stripe is governed by Stripe's services agreement.
Google (Gmail API) — When you connect a Gmail account to Vidual Inbox, Vidual sends your customer-support replies through the Gmail API on your behalf, so replies arrive in your customer’s inbox from your real Gmail address and appear in your Gmail Sent folder. Vidual requests only the gmail.send scope — we do not read incoming mail, your Sent folder, drafts, or any other Gmail content. OAuth tokens are encrypted at rest and can be revoked at any time from Vidual Settings or at myaccount.google.com/permissions. Vidual’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. The Gmail integration is governed by Google’s terms of service. See the Privacy Policy for full detail.
Meta (Instagram Direct Messaging) — When you connect an Instagram Professional account to Vidual Inbox, Vidual receives Direct Messages sent to that account and lets you reply from within Vidual. Vidual stores message text, sender identity (name, username, scoped user ID), and conversation metadata. Vidual only enables replying to existing customer-initiated conversations — we never initiate outbound Instagram messaging. OAuth tokens are encrypted at rest and can be revoked at any time from Vidual Settings or from your Instagram account settings. The Instagram integration is governed by Instagram’s terms of use and Meta’s platform terms.
Ship24 — Vidual uses Ship24 to track inbound shipments. When you add a tracking number to a project, Vidual sends that number to Ship24 to retrieve delivery status updates. No personal data is shared with Ship24.
All third-party integration calls are made securely over HTTPS. OAuth tokens are encrypted at rest. If a third-party service is temporarily unavailable, Vidual continues to function normally — integration features degrade gracefully and never block your primary workflow.
Vidual uses AI (powered by Anthropic's Claude) to generate features including the State of Play dashboard briefing, AI planning insights, client summaries, stock demand analysis, and CSV column mapping. These features process the project content needed to generate the output — including messages, stages, financials, and stock levels, which may contain personal data.
Anthropic is a US sub-processor engaged under Standard Contractual Clauses / the UK International Data Transfer Agreement, on a zero-retention basis: its API does not retain input or output data beyond the duration of the request, and the data is not used to train any models. Personal data within that content is processed under our Data Processing Agreement. AI-generated content is for informational purposes and should not be relied upon as financial, legal, or professional advice.
Files uploaded to Vidual (photos, documents, drawings) are stored securely on Backblaze B2 cloud storage and served via Cloudflare CDN. Files are associated with your account and your projects. When a project is deleted or your account is closed, associated files are permanently removed after the 30-day retention period.
You retain all rights to files you upload. By uploading files to Vidual, you grant us a limited licence to store, serve, and display those files as necessary to provide the service — for example, showing photos to your client in their portal, or rendering file thumbnails in the project timeline.
We aim to keep Vidual available at all times, but we do not guarantee uninterrupted access. We may occasionally need to perform maintenance, which we will try to schedule outside peak hours. We are not liable for any loss resulting from temporary unavailability.
Support is available via our contact page. Priority support is included with Studio and Atelier plans.
Vidual, including its design, code, brand, and documentation, is the intellectual property of Where Beagles Dare! Ltd. You may not copy, modify, distribute, or reverse-engineer any part of the Vidual platform.
Your brand identity (name, logo, colours) as configured in Vidual remains your intellectual property. We display it in the client portal and in emails solely to provide the white-labelled experience you have configured.
Vidual is provided "as is". To the maximum extent permitted by law, we exclude all warranties, whether express or implied. We are not liable for any indirect, incidental, or consequential damages arising from your use of Vidual, including lost profits, lost data, or business interruption.
Our total liability to you for any claim arising from these terms or your use of Vidual is limited to the amount you have paid us in the 12 months preceding the claim.
Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by English law.
We may update these terms from time to time. If we make significant changes, we will notify you by email or through a notice in the Vidual application. Your continued use of Vidual after changes take effect constitutes acceptance of the updated terms.
These terms are governed by the laws of England and Wales. Any disputes arising from these terms or your use of Vidual will be subject to the exclusive jurisdiction of the courts of England and Wales.
If you have questions about these terms, you can reach us at vidual.app/contact or write to us at Where Beagles Dare! Ltd, Unit 6 Heritage Business Centre, Belper, Derbyshire DE56 1SW.