Terms of Use

The terms that apply when you use Kavaro

The short version

Kavaro is a software tool that helps users manage agency projects, pitches and proposals in one place. Some parts of Kavaro use artificial intelligence, including third-party AI providers such as OpenAI, to generate responses, summaries, suggestions and other outputs.

AI can be useful, but it can also be wrong. You are responsible for reviewing anything Kavaro generates before relying on it.

These terms are written in plain English. If anything is unclear, contact us at hello@meetdepartures.com.

Who we are

Kavaro is operated by Meet Departures Limited, a company registered in England and Wales under company number 16451721.

Our registered office is Suite 206, Britannia House, 11 Glenthorne Road, London, W6 0LH.

In these terms, “Kavaro”, “we”, “us” and “our” mean Meet Departures Limited. “You” means the person or organisation using Kavaro.

Using Kavaro

You may use Kavaro only in accordance with these terms. If you create an account on behalf of a company or organisation, you confirm that you have authority to accept these terms on its behalf. You must be at least 18 years old to create an account.

You are responsible for:

  • keeping your login details secure
  • ensuring the information you provide is accurate
  • all activity that happens under your account
  • ensuring that anyone you invite to Kavaro follows these terms

If you believe someone has accessed your account without permission, contact us immediately at hello@meetdepartures.com.

Your data

You own the information, content, prompts, files, text and other materials you add to Kavaro. We do not claim ownership of your data.

You grant us a limited licence to store, process, display and transmit your data solely to provide, maintain, secure and improve the service. We will not use your data for any other purpose.

You are responsible for ensuring you have the right to upload and use any data you add to Kavaro.

AI features

Kavaro includes AI-powered features. These use third-party providers, including the OpenAI API, to process your prompts and generate responses.

You understand and agree that:

  • AI-generated responses may be inaccurate, incomplete, outdated, biased or unsuitable for your specific situation
  • similar or identical responses may be generated for other users
  • AI responses are not professional, legal, financial or other regulated advice
  • you must review and verify outputs before relying on them
  • you are solely responsible for how you use any AI-generated output

You must not use Kavaro’s AI features to create or process unlawful, harmful, abusive, misleading, infringing or unsafe content.

We may apply limits, filters or safety controls to AI features where we consider this necessary to protect users or the integrity of the service.

Third-party AI providers

When you use an AI feature, information you submit may be sent to OpenAI or another third-party AI provider so that the feature can work. We are not responsible for the availability, performance or accuracy of third-party AI providers.

AI features may be unavailable, slower or changed if a third-party provider changes its service, pricing, availability, policies or technical requirements. We may change, replace, limit or remove AI features at any time.

Acceptable use

You agree not to:

  • use Kavaro for anything unlawful, harmful, fraudulent or abusive
  • upload content you do not have the right to use
  • upload malware, viruses or harmful code
  • attempt to access another user’s account or data
  • interfere with the security, integrity or performance of Kavaro
  • scrape, copy or systematically extract data from Kavaro without our written permission
  • reverse engineer or attempt to discover Kavaro’s source code, except where the law expressly permits it
  • resell, rent, sublicense or make Kavaro available to third parties without our written permission
  • bypass usage limits, billing systems, security features or access controls
  • use Kavaro to infringe intellectual property, privacy or other rights

We may suspend or terminate your account if we reasonably believe you have breached this section.

Subscriptions and billing

Some parts of Kavaro require a paid subscription. Prices, billing periods, included features and usage allowances are shown on our website, in your account, at checkout or in a separate written agreement.

Unless stated otherwise:

  • subscription fees are charged in advance
  • fees are exclusive of VAT and other applicable taxes
  • subscriptions renew automatically unless cancelled
  • payments are processed by a third-party payment provider
  • you authorise us and our payment provider to charge your selected payment method

If payment fails, we may suspend or restrict your access until payment is received.

Free trial

We offer a 30-day free trial so you can evaluate Kavaro before committing to a paid subscription. No payment details are required to start a trial unless stated otherwise at sign-up.

At the end of your trial period, you will need to subscribe to a paid plan to continue using Kavaro. We may also offer beta features or early access features from time to time. We may change, limit, suspend or withdraw trial access, beta features or early access features at any time without notice. These are provided as-is and may be incomplete or changed without notice.

Usage limits

Your plan may include limits on users or seats, projects, uploads, AI prompts or tokens, API calls, automations, exports, support levels or any other usage measure we apply.

We may introduce, change or enforce usage limits where reasonably necessary to manage costs, protect the service from misuse, maintain performance, comply with legal or supplier requirements, or keep Kavaro commercially sustainable.

If you exceed your plan limits, we may throttle or restrict your usage, ask you to upgrade, charge additional fees where clearly communicated, or temporarily disable affected features.

We will try to give reasonable notice of material changes to limits, but may act immediately where needed for security, legal or operational reasons.

Price changes

We may change our prices, plans and included allowances. For existing paid subscriptions, price changes will usually apply from your next renewal date. We will give reasonable notice of any material increase. If you do not agree to the new price, you may cancel before it applies. Continued use after the new price takes effect constitutes acceptance.

Refunds and cancellation

You may cancel your subscription from within your account or by contacting us at hello@meetdepartures.com. Cancellation takes effect at the end of your current billing period unless we agree otherwise.

We do not provide refunds for unused time, partial months or unused allowances, except where required by law or agreed by us in writing.

If you are a consumer based in the United Kingdom or European Union, you may have a statutory right to cancel a digital service within 14 days of purchase. This right does not apply once you have begun using the service and have expressly acknowledged that cancellation rights are waived on that basis. We will make this clear at checkout.

Service availability

We work to keep Kavaro running but we do not promise it will always be available, uninterrupted or error-free. Kavaro may be unavailable due to maintenance, updates, bugs, security issues, supplier outages or events outside our control.

We may change, add or remove features. If we remove a material feature from a paid plan, we will give reasonable notice where practical.

Intellectual property

Kavaro, including its software, design, branding, interface, workflows and documentation, belongs to us or our licensors. You may use Kavaro only for your own internal business or personal purposes, in accordance with your plan.

You must not copy, modify, sell, rent, distribute or create derivative works from Kavaro without our written permission. You retain ownership of your own data and content.

Feedback

If you give us feedback, suggestions or ideas about Kavaro, you grant us a perpetual, irrevocable, royalty-free licence to use them without restriction or payment to you.

Privacy

Our Privacy Policy explains how we collect, use and protect personal data. By using Kavaro, you acknowledge that we will process personal data in accordance with that policy. We will comply with applicable data protection law, including the UK GDPR and the Data Protection Act 2018.

Data retention

Following termination or closure of your account, we will retain your data for a period of 30 days, during which you may request an export. After this period, we will delete or anonymise your data unless we are required by law to retain it for longer. We will handle all personal data in accordance with our Privacy Policy and applicable data protection law.

Confidentiality

If either of us receives confidential information from the other, we will use it only for the purpose of providing or using Kavaro and will take reasonable steps to protect it. This does not apply to information that is already public, already known to the recipient, independently developed, or required to be disclosed by law or a regulatory authority.

Disclaimers

Kavaro is provided on an “as is” and “as available” basis. We do not promise that Kavaro will meet your specific needs, be uninterrupted, secure or error-free, that AI outputs will be accurate or suitable, or that Kavaro will be compatible with every device or system.

Nothing in these terms limits any rights that cannot legally be excluded or restricted.

Liability

What we never exclude

Nothing in these terms limits or excludes our liability for:

  • death or personal injury caused by our negligence
  • fraud or fraudulent misrepresentation
  • any other liability that cannot lawfully be limited or excluded

What we exclude

Subject to the above, and to the fullest extent permitted by applicable law, we exclude all liability for:

  • loss of profits, revenue or business
  • loss of anticipated savings or goodwill
  • loss or corruption of data
  • business interruption
  • indirect or consequential loss of any kind
  • losses arising from your reliance on AI-generated outputs without appropriate review

Our liability cap

Subject to the exclusions above, our total aggregate liability to you for any and all claims arising out of or in connection with Kavaro or these terms will not exceed the greater of: (a) the total fees paid by you to us in the 12 months immediately preceding the event giving rise to the claim; or (b) £100.

If you use Kavaro during the free trial period, we provide access without charge and, to the fullest extent permitted by law, accept no financial liability whatsoever during that period. Our total liability in such cases is limited to £100 only to the extent that a court of competent jurisdiction determines that a lower limit is unenforceable.

We consider this approach appropriate given the nature of the service. Where you require greater protection, we recommend subscribing to a paid plan and maintaining appropriate independent backup, verification and professional advice for critical decisions.

Suspension and termination

You may stop using Kavaro at any time. We may suspend or terminate your access if:

  • you breach these terms
  • you fail to pay fees when due
  • your usage creates a security, legal, operational or reputational risk
  • your usage materially exceeds permitted limits
  • we are required to do so by law or by a supplier
  • we discontinue Kavaro or the relevant part of the service

Where possible, we will give you notice and a reasonable opportunity to remedy the issue before suspending or terminating. After termination, your right to use Kavaro ends immediately.

Changes to these terms

We may update these terms from time to time. If we make material changes, we will give reasonable notice by email, in-app notice or by posting an updated version on our website.

If you do not agree to the updated terms, you should stop using Kavaro and cancel your subscription before the changes take effect. Continued use after the changes take effect constitutes acceptance of the updated terms.

Governing law and jurisdiction

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any disputes relating to these terms or Kavaro, except where applicable consumer law requires otherwise.

If you are a consumer resident in Scotland or Northern Ireland, you may bring proceedings in your local courts. If you are a consumer resident in the European Union, mandatory consumer protection provisions of your country of residence may apply.

Contact

Questions about these terms should be directed to:

Meet Departures Limited
Email: hello@meetdepartures.com
Address: Suite 206, Britannia House, 11 Glenthorne Road, London, W6 0LH