Terms of Service
Effective Date: January 3, 2026
Last Updated: January 3, 2026
Version: v1.0-2026-01-03
1. Acceptance of Terms
By accessing or using Vela Photo ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our Service. These Terms apply to all visitors, users, and others who access or use the Service.
You must be at least 18 years old and legally authorized to enter into contracts to use this Service. By creating an account, you represent that you meet these requirements.
2. Description of Service
Vela Photo provides wedding timeline management software for professional photographers. Our Service includes timeline creation tools, client collaboration features, shot list management, couple intake forms, and related functionality designed to streamline wedding photography workflows.
The Service is provided "as-is" without guarantees of uninterrupted availability or data accuracy. We reserve the right to modify, suspend, or discontinue any feature with reasonable notice.
3. Account Registration & Security
To use certain features of the Service, you must register for an account. You agree to:
- Provide accurate, current, and complete information during registration
- Maintain and promptly update your account information
- Maintain the security of your password and account credentials
- Accept responsibility for all activities that occur under your account
- Notify us immediately at security@velaphoto.com of any unauthorized use
- Use one account per photographer or business entity
We reserve the right to suspend or terminate accounts for violations of these Terms, suspicious activity, or at our sole discretion with notice where possible.
4. Subscription, Billing & Refunds
4.1 Auto-Renewal
Your subscription automatically renews at the end of each billing period (monthly or annual) until you cancel. By subscribing, you authorize us to charge your payment method for all fees incurred.
4.2 Pricing
Current pricing as of January 3, 2026:
- Starter: $29/month or $290/year — 8 weddings per billing period
- Professional: $79/month or $790/year — 25 weddings per billing period
- Enterprise: $199/month or $1,990/year — Unlimited weddings
Prices are subject to change with 30 days advance notice to existing subscribers.
4.3 Payment Authorization
By providing a payment method, you: (a) represent that you are authorized to use it; (b) authorize us to charge all subscription fees; and (c) authorize us to update payment information obtained from your card network or financial institution.
4.4 Refunds and Cancellations
ALL SUBSCRIPTION FEES ARE NON-REFUNDABLE except as required by law or as explicitly stated below.
- 7-Day Satisfaction Guarantee: New subscribers may request a full refund within 7 days of initial signup if no weddings have been created. Contact support@velaphoto.com.
- Mid-Cycle Cancellations: If you cancel your subscription, you retain access until the end of your current billing period. No prorated refund is provided for the remaining time.
- Failed Payments: If payment fails, we will retry per our dunning policy. After 14 days of failed retries, your account will be downgraded to read-only until payment succeeds.
- Disputed Charges: Initiating a chargeback without first contacting us constitutes a breach of this agreement and may result in immediate account suspension and forfeiture of data.
4.5 Wedding Credits/Allotments
Credits (wedding slots) are allocated per billing period:
- Starter: 8 weddings per month, unused credits roll over (max 12 total)
- Professional: 25 weddings per month, unused credits roll over (max 37 total)
- Enterprise: Unlimited weddings
Rollover credits expire 60 days from original grant. Upon cancellation, all unused credits expire immediately. Credits are non-refundable and non-transferable.
4.6 Plan Changes
- Upgrades: Take effect immediately with prorated credit for the remainder of your billing period.
- Downgrades: Take effect at the start of your next billing period. Current plan continues until then.
5. Free Trial
We offer a 14-day free trial for new users. No credit card is required to start your trial. During the trial, you have full access to Starter plan features with up to 3 wedding timelines. At the end of the trial period, you will need to subscribe to continue creating new weddings. Existing weddings remain accessible in read-only mode.
6. Acceptable Use
You agree not to use the Service to:
- Violate any applicable laws or regulations
- Infringe on the intellectual property or privacy rights of others
- Transmit harmful code, malware, or spam
- Attempt to gain unauthorized access to our systems or other users' accounts
- Interfere with the proper functioning of the Service
- Use the Service for any fraudulent, deceptive, or illegal purposes
- Resell, redistribute, or sublicense access to the Service
- Scrape, harvest, or collect data from the Service without authorization
7. User Content & Intellectual Property
Your Content: You retain ownership of all content you submit to the Service ("User Content"), including wedding information, couple details, and timeline data. By submitting User Content, you grant us a non-exclusive, worldwide, royalty-free license to use, store, and process your content solely for the purpose of providing the Service to you.
Our Content: The Service and its original content, features, and functionality are owned by Vela Photo and are protected by international copyright, trademark, and other intellectual property laws.
Data Export: You may export your data at any time in standard formats (PDF, iCal) through the dashboard. We will provide data export assistance upon account closure upon request.
8. Service Availability & Data Backup
8.1 Uptime
We strive for high availability but do not guarantee uninterrupted service. We may experience downtime for:
- Scheduled maintenance (with advance notice when possible)
- Emergency maintenance and security patches
- Third-party provider outages (Vercel, Supabase, Stripe, etc.)
- Force majeure events (natural disasters, cyberattacks, etc.)
8.2 Data Backup
We perform regular automated backups of our database. However:
- YOU are responsible for maintaining your own backups of critical data
- We recommend exporting wedding timelines regularly using our export features
- We are not liable for data loss except as required by law
8.3 Data Loss Disclaimer
In the event of data loss due to database failure, cyberattack or ransomware, third-party provider failure, natural disaster, human error, or any other cause:
- Our liability is limited to restoring data from the most recent backup (typically within 24 hours of loss)
- We are NOT liable for unrecoverable data between last backup and loss event
- We are NOT liable for lost business opportunity, revenue, or consequential damages
- Maximum liability is limited to fees paid in the 12 months preceding the incident
9. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW:
(a) THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
(b) WE ARE NOT LIABLE FOR:
- Data loss or corruption
- Service interruptions or downtime
- Errors or inaccuracies in timeline calculations
- Missed weddings or scheduling conflicts arising from use of the Service
- Third-party provider failures
- Lost profits, revenue, or business opportunities
- Indirect, incidental, special, consequential, or punitive damages
(c) TOTAL LIABILITY CAP: Our total aggregate liability for any and all claims related to the Service is limited to the greater of: (i) the fees you paid in the 12 months preceding the claim, or (ii) one hundred US dollars ($100).
(d) EXCEPTIONS: Nothing in this section excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot be excluded by applicable law.
10. Indemnification
You agree to indemnify, defend, and hold harmless Vela Photo, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with: (a) your access to or use of the Service; (b) your violation of these Terms; (c) your violation of any third-party rights; or (d) your User Content.
11. Data Protection & Privacy
Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.
You are responsible for ensuring that any couple or third-party data you input into the Service has been collected with appropriate consent and in compliance with applicable privacy laws.
12. Termination
By You: You may cancel your subscription at any time through your account settings or by contacting support@velaphoto.com. Your access continues until the end of your current billing period.
By Us: We may terminate or suspend your account immediately, without prior notice, for:
- Material breach of these Terms
- Fraudulent or illegal activity
- Non-payment after repeated attempts
- At our sole discretion with 30 days notice for any other reason
Effect of Termination: Upon termination, your right to use the Service ceases immediately. Your data will be retained for 90 days, after which it will be permanently deleted. You may request data export during this period. No refund will be provided for any prepaid fees.
13. Dispute Resolution
Governing Law: These Terms are governed by the laws of the State of New York, United States, without regard to its conflict of law provisions.
Informal Resolution: Before filing any legal claim, you agree to first contact us at legal@velaphoto.com and attempt to resolve the dispute informally for at least 30 days.
Jurisdiction: Any legal action arising from these Terms shall be brought exclusively in the state or federal courts located in New York County, New York, and you consent to personal jurisdiction in such courts.
14. Changes to Terms
We reserve the right to modify these Terms at any time. We will notify you of material changes by:
- Email notification to your registered account address
- Prominent notice on the website
- Requiring re-acceptance for material changes affecting billing or liability
Your continued use of the Service after the effective date of changes constitutes acceptance of the modified Terms. If you disagree with changes, you may cancel your subscription before they take effect.
15. General Provisions
- Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and Vela Photo regarding the Service.
- Severability: If any provision is found unenforceable, the remaining provisions will continue in full force and effect.
- No Waiver: Our failure to enforce any right or provision does not constitute a waiver.
- Assignment: You may not assign or transfer these Terms without our written consent. We may assign our rights and obligations without restriction.
- Force Majeure: We are not liable for delays or failures caused by circumstances beyond our reasonable control.
16. Contact Us
If you have questions about these Terms, please contact us at: