Terms of Business.

1. The parties

These terms govern services supplied by Daniel Robinson, a sole trader trading as VGN Business Support (“we”, “us” or “our”), of 7 Talbot Street, Mansfield, Nottinghamshire, NG18 4AG, United Kingdom. The customer named in the accepted scope or quote is “you” or the “Client”.

VGN ONE and VGN Gaming are presented as pillars within the wider VGN brand ecosystem. The contract is with Daniel Robinson, sole trader trading as VGN Business Support.

2. Business customers only

Our services are offered only for business or professional purposes. By accepting a quote, you confirm that you act wholly or mainly in connection with a trade, business, craft or profession and have authority to bind the named Client. We do not offer consumer contracts through this service.

3. How work is agreed

1. You send an enquiry.
2. We discuss and agree the intended outcome.
3. We provide a written scope and quote.
4. You accept the scope, price and the identified version of these terms.
5. We issue a SumUp invoice or payment request.
6. After any required advance payment has cleared and necessary information or access has been supplied, work begins.

A website enquiry is not an order and does not oblige either party to proceed. A contract forms when we acknowledge written acceptance of the scope and these terms. A start date is not reserved until any required advance payment clears. A quote remains open for 14 calendar days unless it says otherwise.

4. Our services

We will provide the agreed administrative, sourcing, purchasing and operational services with reasonable care and skill. The scope will identify the deliverables, assumptions, price or time allowance, timetable, approval points and exclusions.

Services may include sending Client-approved routine reminders about ordinary business-to-business invoices using the recipient, invoice reference, amount, payment status and wording supplied or confirmed by the Client; coordinating Client-approved purchase requests and supplier communications; tracking stock, order and delivery status; maintaining supplier-contact, renewal and workload trackers; comparing supplier quotations against Client-approved criteria; and producing operational checklists from Client-supplied information. For reminders, we record only the communication sent and do not create or maintain accounting records. We do not prepare or process client invoices, handle receipts or expenses, record or categorise transactions, maintain financial or accounting records, reconcile accounts, maintain ledgers, prepare accounts, calculate tax, independently verify figures, receive client money or make financial or credit decisions for the Client. Unless the written scope expressly grants limited authority, we may not place an order, commit expenditure, agree supplier terms or otherwise bind the Client.

Research and sourcing outputs are based on information available at the time and the criteria agreed with the Client. We do not guarantee the cheapest price, continued availability, suitability or a particular outcome. The Client remains responsible for supplier, business-partner and purchasing decisions.

Work outside scope requires written approval. We will not exceed an estimate or monthly allowance without approval except for any minor overrun expressly permitted in the scope. Delivery dates are estimates unless expressly stated as firm. Client delay, missing information, approval delay or third-party disruption may move the timetable.

5. Client responsibilities

You will provide accurate and timely instructions, identify deadlines and regulated or high-risk material, ensure you have the right and lawful basis to supply materials and personal information, maintain secure systems, review outputs where agreed and make final business or professional decisions.

Do not send passwords, payment details, identity documents, health or children’s information, criminal-offence information, legally privileged material or other highly sensitive data through the public form. We may pause work that appears unlawful, unsafe, misleading or outside scope.

For purchasing and payment-reminder tasks, you must provide written suppliers, budgets, approval limits and communication rules. Before each reminder, you must confirm the recipient, invoice reference, amount, approved wording and that the invoice remains due. Do not provide banking credentials or payment-card details; any required access must use an agreed secure method.

6. Professional and regulated matters

Payment-reminder support is limited to sending routine, Client-approved communications concerning ordinary business-to-business invoices. We do not prepare or process client invoices, handle receipts or expenses, record or categorise transactions, maintain financial or accounting records, receive client money, negotiate debts or provide bookkeeping, professional accountancy, audit or assurance, tax advice, investment advice, lending or credit advice, financial-product recommendations, insolvency services, regulated financial services, legal debt recovery or regulated consumer-credit debt collection. The Client and its qualified advisers remain responsible for accounting records, accounts and tax filings; all financial, credit, investment and purchasing decisions; and compliance with regulated obligations.

7. Fees, plans and VAT

The accepted quote states the fee. VGN Business Support is not VAT registered, so website prices and quoted fees are the full service amounts and no VAT is added. If that status changes, any VAT applicable to future work will be shown clearly before acceptance.

Monthly support is paid in advance and runs one month at a time unless the scope says otherwise. Up to 20% of unused monthly hours may carry into the immediately following month while the same plan remains active. Carried hours then expire, cannot be exchanged for cash and have no separate refund value.

Additional or urgent work is undertaken only with written approval. Fixed-price work includes only the deliverables and revisions stated in its scope. If a business debt becomes overdue, we may pause work after notice and claim any statutory interest and recovery costs that apply.

8. SumUp payment flow

Payment is handled away from this website through a SumUp-hosted invoice or payment page, or another method expressly shown on the invoice. We never ask you to enter payment-card details in the public enquiry form. Work begins only after cleared payment where advance payment is required.

9. Changes, cancellation and monthly support

A change affects the contract only when agreed in writing, including any fee or timetable adjustment. If you cancel one-off work before completion, you will pay for work completed and approved non-cancellable costs; any remaining prepaid balance will be returned using the original payment method where practicable.

Monthly support may be stopped at any time before the next renewal or invoice falls due, and cancellation then applies to future months. The current paid month is not normally refundable, and unused or carried hours expire when the plan ends. If we cancel for reasons not caused by you, or cannot provide paid work, we will refund the prepaid fee for undelivered work.

10. Confidentiality and data protection

Each party will protect confidential information and use it only to perform or receive the services. Disclosure is permitted to people and approved providers who need it and are bound by suitable duties, or where required by law.

Each party will comply with applicable UK data-protection law. For enquiry, contracting, billing and our own administration, we normally act as controller under the Privacy Notice. Where we process personal information solely on your documented instructions, you are normally the controller and we are the processor; the Data Processing Schedule below applies.

11. AI-assisted work

We may use automation or AI for suitable work only within the agreed scope and data-handling rules. A human remains accountable and important client-facing outputs are reviewed. Passwords, payment data, identity documents, health data, children’s data, criminal-offence data, legally privileged material and special-category information will not be entered into generative AI.

12. Intellectual property

You retain ownership of material you supply. Subject to full payment, ownership of bespoke deliverables created specifically for you transfers to you, excluding our pre-existing materials and third-party materials.

We retain our pre-existing templates, methods, processes, know-how, tools and generic materials. Where embedded in a deliverable, you receive a perpetual, non-exclusive licence to use them as part of that deliverable for your business. Third-party materials remain subject to their own licences.

13. Liability

Nothing excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or anything that cannot lawfully be limited.

Subject to that, neither party is liable for indirect or consequential loss. We are not responsible for decisions made contrary to scope, inaccurate Client information or failure of a third-party system outside reasonable control. To the extent permitted by law, our aggregate liability arising from a contract is limited to the greater of £1,000 and the fees paid or payable under that contract during the 12 months before the event giving rise to the claim.

14. Ending a contract and events outside control

Either party may end a contract immediately for a serious irremediable breach, or if a remediable breach is not fixed within 14 days after written notice. Fees for completed work and approved committed costs remain payable.

Neither party is liable for delay caused by an event outside reasonable control. If it continues for more than 30 days, either party may end the affected work with payment due for work already completed.

15. General, complaints and governing law

Nothing creates an employment relationship, partnership, joint venture or general agency. This does not prevent a written scope from granting specific, limited authority for an approved task. We may use appropriately qualified subcontractors and remain responsible for their work. If a provision is unenforceable, the remainder continues. The accepted scope, quote, these terms and agreed processing details form the entire agreement.

Raise concerns with business@vgnone.com. These terms and each contract are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction unless another process is agreed in writing.

Data Processing Schedule

This schedule applies whenever VGN Business Support processes personal information solely for the Client. The accepted scope must record the subject matter and duration, nature and purpose, categories of individuals, data types, approved sensitive information, systems and subprocessors, and the return or deletion requirement.

Our processor obligations

• Process Client Personal Data only on documented instructions unless UK law requires otherwise.
• Where UK law requires processing outside the Client’s instructions, inform the Client before processing unless the law prohibits that notice.
• Tell the Client immediately if, in our opinion, an instruction infringes applicable data-protection law.
• Ensure authorised people are subject to confidentiality obligations and apply appropriate technical and organisational security measures proportionate to the risk, taking account of the matters required by Article 32 UK GDPR.
• Notify the Client without undue delay after becoming aware of a relevant personal-data breach.
• Reasonably assist with individual rights, security, breach assessment, impact assessments and regulator consultation.
• Use subprocessors only under prior specific approval or general written authorisation, with at least 14 days’ notice of material changes where general authorisation applies, unless urgent security or legal circumstances require a shorter period.
• Bind subprocessors to equivalent obligations and make restricted transfers only with a lawful safeguard.
• At the Client’s choice, return or delete Client Personal Data at the end of service unless retention is legally required.
• Provide information reasonably needed to demonstrate compliance and permit proportionate audits on reasonable notice.

The Client remains responsible for the lawfulness of its instructions, its privacy information, the accuracy of supplied data and responding to individuals as controller.