Terms of Use

Vantra UK
Effective date: 1 September 2026
Last updated: 1 September 2026

These Terms of Use (“Terms”) govern your access to and use of the Vantra UK website, web platform, mobile applications, APIs and related digital services (collectively, the “Services”).

Vantra UK (“Vantra”, “we”, “us” or “our”) provides workforce, compliance and operational management technology for businesses and organisations.

Please read these Terms carefully before using Vantra.

By accessing or using the Services, you agree to comply with these Terms and any policies or agreements that apply to your use of Vantra.

If you do not agree with these Terms, you should not use the Services.

1. About Vantra

Vantra is a cloud-based management platform designed to help organisations manage people, operations and control.

Our Services may provide functionality relating to:

Workforce management.
Staff management.
Recruitment and onboarding.
Scheduling and rostering.
Events and venues.
Staffing and deployments.
Compliance management.
Licence and qualification management.
Digital staff identification.
Check-in and attendance.
Briefings.
Control-room operations.
Incident reporting.
Ejection reporting.
Communications.
Timesheets.
Costings and financial management.
Subcontractor management.
Client portals.
Reporting and analytics.
Mobile workforce management.
Other operational management functionality.

The functionality available to you may depend on your organisation, user role, permissions and subscription.

2. Who May Use Vantra

You may use Vantra only where you are authorised to do so.

If your account has been created or provided by an employer, security company, venue, event operator, subcontractor or another organisation, your use of Vantra may also be subject to that organisation's policies and instructions.

You must not access Vantra if your access has been suspended, terminated or otherwise withdrawn.

3. Creating an Account

Certain Services require you to create or be provided with a Vantra account.

When creating or activating an account, you must provide accurate and current information.

You must not:

Create an account using false information.
Impersonate another individual.
Create an account on behalf of someone without authority.
Provide deliberately misleading information.
Create multiple accounts to circumvent restrictions.

Where an organisation creates your account, certain information may already have been provided by that organisation.

4. Account Security

You are responsible for protecting your account credentials.

You must:

Keep your password confidential.
Use appropriate security measures.
Prevent unauthorised access to your account.
Notify Vantra or your organisation if you suspect unauthorised access.
Follow any authentication requirements implemented by Vantra.

You must not share your account credentials with unauthorised individuals.

Activities carried out through your account may be recorded for security, audit and operational purposes.

5. Organisation Accounts

Your Vantra account may belong to or be associated with an organisation.

Organisation administrators may have the ability to:

Create your account.
Manage your profile.
Assign your role.
Set your permissions.
Access relevant organisational records.
Restrict your access.
Suspend your account.
Remove your account from the organisation.

Vantra provides the technology allowing organisations to manage these permissions but is generally not responsible for internal decisions regarding who an organisation authorises to access its information.

6. User Roles and Permissions

Vantra uses roles, permissions and access controls to restrict access to information and functionality.

You may only access information that you are authorised to access.

You must not attempt to:

Bypass permissions.
Increase your own access level without authority.
Access another organisation's information.
Access another user's account.
Circumvent security controls.
Exploit technical vulnerabilities to obtain additional access.

Accessing information merely because a technical opportunity exists does not mean you are authorised to access it.

7. Acceptable Use

Your use of Vantra must comply with our Acceptable Use Policy.

You must use the Services lawfully, responsibly and only for legitimate purposes.

You must not use Vantra to conduct fraudulent, abusive, malicious or unlawful activity.

Serious or repeated breaches may result in suspension or termination of access.

8. Information You Provide

You are responsible for information you personally submit through Vantra.

Where applicable, you should ensure information is accurate, appropriate and current.

This may include information relating to:

Your profile.
Availability.
Qualifications.
Licences.
Training.
Timesheets.
Attendance.
Shift activity.
Incident reports.
Statements.
Operational records.
Communications.

You must not knowingly submit false or fraudulent information.

9. Workforce and Compliance Information

Vantra may display information relating to licences, qualifications, training, right-to-work information or other compliance requirements.

The presence of information within Vantra does not automatically guarantee that an individual is legally qualified, licensed or suitable to undertake a particular role.

Organisations using Vantra remain responsible for completing the checks required by law, regulation, contract or their internal procedures.

Users should report information they reasonably believe is inaccurate.

10. Jobs, Shifts and Deployments

Vantra may allow users to view, accept, decline or manage jobs, shifts and deployments.

The availability of a shift through Vantra does not necessarily guarantee employment or engagement unless confirmed by the relevant organisation.

Individual organisations may establish their own rules regarding:

Shift acceptance.
Cancellation.
Attendance.
Uniform.
Conduct.
Pay.
Expenses.
Breaks.
Check-in.
Check-out.
Operational responsibilities.

Vantra provides the technology used to manage these processes but does not become the employer of an individual merely because they use Vantra.

11. Check-In and Attendance

Vantra may provide functionality for recording attendance, check-in and check-out.

You must not intentionally falsify attendance information.

You must not check another individual into or out of a shift unless specifically authorised to do so.

Customers remain responsible for reviewing and approving attendance and timesheet information.

12. Timesheets and Pay Information

Vantra may provide tools for recording hours, timesheets, rates and other workforce information.

Unless expressly agreed otherwise, Vantra does not independently determine your employment status, rate of pay, entitlement to payment or employment rights.

Questions concerning payment, working hours or employment arrangements should generally be directed to the organisation responsible for engaging you.

13. Incident and Operational Reporting

Where you use Vantra to submit an incident, ejection, statement, control-room entry or other operational report, you should provide information that is accurate and factual to the best of your knowledge.

You must not knowingly:

Submit false reports.
Falsify times or locations.
Alter records dishonestly.
Impersonate another reporter.
Include deliberately misleading information.
Delete or manipulate information to conceal misconduct.

Operational records may be relied upon by organisations for investigations, compliance or legal purposes.

14. Communications

Vantra may provide notifications, messaging, email, SMS or other communication functionality.

You must use these services appropriately.

You must not use Vantra communications to send unlawful, threatening, abusive, fraudulent, malicious or unauthorised messages.

Delivery of communications may depend on internet, telecommunications and third-party services outside Vantra's direct control.

15. Emergency Situations

Vantra is an operational management platform and is not an emergency service.

Do not rely solely on Vantra to communicate during an emergency.

Where there is an immediate risk to life or safety, users should follow their organisation's emergency procedures and contact the appropriate emergency services where necessary.

16. Availability of the Services

We aim to keep Vantra secure, reliable and available.

However, we cannot guarantee that the Services will always be uninterrupted or error-free.

Access may occasionally be affected by:

Maintenance.
Software updates.
Infrastructure failures.
Internet outages.
Telecommunications failures.
Third-party service outages.
Security incidents.
Circumstances outside our reasonable control.

We may temporarily restrict access where necessary to maintain or protect the Services.

17. Updates and Changes

Vantra is an evolving software platform.

We may update, improve, modify or replace parts of the Services.

Changes may be introduced to improve:

Functionality.
Security.
Reliability.
Performance.
Compliance.
User experience.

Some functionality may also be changed or discontinued where reasonably necessary.

18. Mobile Application

Where you use the Vantra mobile application, you are responsible for maintaining a compatible device and appropriate internet or mobile connectivity.

Your mobile network provider may charge you for data usage.

Certain functionality may require access to device features such as notifications, camera functionality or location services.

Where device permissions are optional, you can control them through your device settings, although disabling them may prevent certain Vantra features from operating correctly.

19. Location Information

Certain Vantra features may use location information where enabled and appropriate, for example to support attendance or operational functionality.

Where location functionality is used, relevant information about its processing will be provided in accordance with applicable data protection requirements.

You should not attempt to falsify or manipulate location information used for legitimate operational purposes.

20. Intellectual Property

Vantra and its associated software, design, interfaces, databases, documentation, branding, graphics and technology are owned by or licensed to Vantra.

Your use of Vantra does not transfer ownership of any Vantra intellectual property to you.

You must not, except where permitted by law or authorised by Vantra:

Copy the software.
Reproduce substantial elements of the platform.
Reverse engineer the Services.
Resell access.
Remove proprietary notices.
Create unauthorised derivative products.
Use Vantra branding without permission.

You receive a limited right to use the Services for their intended purpose while you remain an authorised user.

21. Customer and User Content

You or your organisation may retain rights to information, documents, images and other content uploaded to Vantra.

By submitting content, you permit Vantra to process, store, transmit and display that content as necessary to provide the Services.

You must have appropriate authority to upload any information or content you submit.

22. Privacy and Personal Information

Personal information processed through Vantra will be handled in accordance with applicable data protection requirements.

Please review our Privacy Policy for information about how personal information is handled.

Where Vantra processes workforce or operational information on behalf of an organisation, that organisation will generally determine why and how that information is processed.

Additional provisions may apply under our Data Processing Agreement.

23. Cookies and Similar Technologies

Our website and digital services may use cookies and similar technologies.

Further information is available in our Cookie Policy.

Where required, users will be provided with appropriate controls for non-essential cookies and similar technologies.

24. Third-Party Services

Vantra may integrate with third-party services.

Third-party services may operate under separate terms and privacy policies.

Vantra is not responsible for the independent operation, availability or content of third-party services.

25. Links to Other Websites

Our website or Services may contain links to external websites.

Providing a link does not necessarily mean Vantra endorses or controls that website.

Users should review the applicable terms and privacy information when visiting third-party websites.

26. Suspension of Access

Vantra or an authorised organisation administrator may suspend or restrict your access where appropriate.

Reasons may include:

Security concerns.
Suspected account compromise.
Unauthorised access.
Breach of these Terms.
Breach of the Acceptable Use Policy.
Fraudulent activity.
Legal or regulatory requirements.
Termination of your relationship with the relevant organisation.

Where appropriate, access may be restored after the relevant issue has been resolved.

27. Termination of Access

Your access to Vantra may end if:

Your organisation removes your account.
Your employment or engagement ends.
Your organisation stops using Vantra.
Your account is terminated for serious misuse.
The relevant subscription ends.
Vantra is legally required to terminate access.

Certain provisions of these Terms may continue to apply after your access ends where their nature requires this.

28. Disclaimer

Vantra provides technology to assist organisations with workforce, compliance and operational management.

Vantra does not replace professional judgement or an organisation's responsibility to comply with applicable laws, regulations, licensing requirements, employment obligations, health and safety requirements or operational procedures.

Information provided through Vantra should be appropriately reviewed before significant operational, employment, compliance, financial or legal decisions are made.

29. Liability

Nothing in these Terms excludes or restricts liability where doing so would be unlawful.

To the extent permitted by law, Vantra will not be responsible for losses resulting solely from:

Incorrect information supplied by users or customers.
Unauthorised use of an account caused by failure to protect credentials.
Independent third-party services.
Internet or telecommunications failures.
Decisions made independently by customer organisations.
Circumstances outside Vantra's reasonable control.

Any additional liability arrangements applying to an organisation's use of Vantra may be contained within the relevant commercial agreement.

30. Changes to These Terms

We may update these Terms from time to time as Vantra, applicable laws or our Services develop.

The latest version will be made available through the Vantra website or platform.

Where appropriate, we may provide additional notice of material changes.

31. Other Vantra Policies

These Terms should be read alongside our:

Privacy Policy.
Cookie Policy.
Acceptable Use Policy.
Data Processing Agreement.
Terms and Conditions, where applicable.

Additional contractual terms may apply to organisations purchasing or subscribing to Vantra.

32. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales.

Subject to any mandatory legal rights or separate contractual arrangements, disputes relating to these Terms will be subject to the jurisdiction of the courts of England and Wales.

33. Contact Us

If you have questions about these Terms of Use, please contact:

Vantra UK

Email: support@vantra-uk.co.uk