Terms & Conditions

Last updated: September 2026

These Terms and Conditions ("Terms") govern your use of the website vedomia.com ("Website") and any services offered by Vedomia ("we", "us", "our"). By accessing or using the Website, you agree to be bound by these Terms. If you do not agree, please do not use the Website.

1. Who we are

Vedomia is the trading name of Vedomia Limited, a company registered in Ireland (company number 796586), registered office: 4 Peatlands, Broomfield, Midleton, Co. Cork, P25 D658, Ireland ("we", "us", "our"). We provide consultancy services, educational content, free tools and paid digital products to help organisations manage EU transparency and governance obligations. You can contact us at contact@vedomia.com or 083 847 5268.

2. Educational content and EU regulatory information

The Website contains information about EU regulatory requirements, including Regulation (EU) 2021/1060 (Common Provisions Regulation), Regulation (EU) 2021/1059 (Interreg), and related legislation. This content is:

• Provided for educational and informational purposes only.
• Based on our good-faith interpretation of publicly available legislation and official guidance at the time of publication.
• Not a substitute for advice from your managing authority, programme administrator, or qualified legal counsel.
• Subject to change as regulations are amended, guidance is updated, or new interpretations emerge.

While we take care to ensure that references to specific articles, thresholds and requirements are accurate at the time of publication, regulatory requirements can be interpreted differently by individual managing authorities, member states, and courts. The application of any rule to your specific circumstances may differ from the general information presented on this Website.

You are solely responsible for verifying all regulatory requirements with your managing authority and for ensuring that your organisation complies with all applicable obligations. Vedomia accepts no responsibility for any decision made or action taken in reliance on information published on this Website.

3. Free tools and assessments

The Website offers free interactive tools, including the Transparency Audit tool, the process-map builder, the /ask/ page and related resources. These tools are provided for self-assessment and educational purposes only. Results produced by these tools:

• Are not a formal compliance assessment, legal opinion, or audit finding.
• May be shared to explain your organisation’s own documented process and records, but must not be represented as an independent audit, certification or proof that the organisation complies with a legal or programme requirement.
• Are indicative only — your actual compliance position depends on the specific requirements of your programme, grant agreement and managing authority.

Working drafts stay in your browser while you edit. Information leaves your device only when you choose AI analysis, create a share link, request a server-generated document or email, or purchase a report. Each action is explained before it happens; retention and processors are set out in the Privacy Notice.

The optional AI-analysis feature works differently, and only if you deliberately choose it. In the process-map tool and on the /ask/ page you may ask us to analyse a policy, procedure or letter you provide, or a process you describe in your own words. If you do, the text you provide is sent once to our AI provider (Anthropic) to be read, and is processed in the United States. Vedomia does not retain the uploaded file. A derived draft and short source quotes may be held briefly by our hosting provider so your browser can collect the result, then deleted as described in the Privacy Notice. The content is not used to train AI models. For an uploaded file you are shown this and must confirm it before anything is sent. Do not upload material you are not permitted to share outside your organisation, and do not upload material you are not entitled to provide.

Anything produced this way is an AI-generated draft, and the following apply to it.

• What it is drawn from. Where you upload a document, the draft reflects what that document appears to say. Where you describe a process instead, the draft reflects a general pattern of how that kind of process usually runs, optionally starting from one of our templates. Where you upload or paste a document, and everywhere in the process-map builder, nothing is searched — the draft uses only what you provide. On /ask/, where you give the name of an organisation or programme instead, the AI may also read official public pages about it; the pages it used are listed underneath your map. In no case do we look you up: nothing beyond what you type in that request identifies you to us.
• What it is not. It is not a statement of how your organisation actually works, not a legal opinion, not a compliance assessment, and not evidence of compliance. It is not verified by us — no person at Vedomia reviews it before you see it.
• It can be wrong. AI systems misread documents, miss steps, attribute responsibility to the wrong role, and omit material points such as deadlines or appeal routes. Running the same document twice can produce slightly different results. Where a fact is absent from your source the tool is designed to leave the field empty rather than guess, but this cannot be guaranteed in every case.
• Checking it is your responsibility. The draft is a starting point for you to correct. You must review and amend it before relying on it, acting on it, filing it, or sharing it with a colleague, board, funder, auditor or regulator. If you pass it on unchecked, you do so on your own responsibility.
• What you may upload. You must not upload material you are not permitted to share outside your organisation, or that you are not otherwise entitled to provide to us. You are responsible for any personal data it contains and for having a lawful basis to share it. See our Privacy Notice for how it is handled.
• Labelling. If you share or publish a map drawn this way, keep it clear that it was AI-drafted and human-checked. The tool labels it for you on screen and in print; please do not remove that label without replacing it with an equivalent statement.

The limitation of liability in section 7 applies to these drafts in full.

3a. Accessibility, and how we mark AI use

Full statement: what was tested, what conforms and what does not yet is set out in our Accessibility Statement, in the form of Commission Implementing Decision (EU) 2018/1523.

Accessibility. We use WCAG 2.1 level AA and cognitive-accessibility guidance as design targets, so that the Website remains usable by people who find reading, concentration or working memory difficult — including people with autism, dyslexia, ADHD, acquired brain injury, or who are simply tired, stressed or working in a second language. In practice we aim for short sentences and one idea per step; a predictable order; keyboard operation and screen-reader labelling; status never signalled by colour alone; support for reduced motion; and no time limits while you are thinking. The “For the people” view restates the same process in plain language for the person going through it.

This is a statement of how we build, not a certificate of conformance, and we do not claim the Website is free of accessibility defects. If any part of it is difficult for you to use, tell us at contact@vedomia.com and we will fix it or find you another way to get the same result.

Marking AI use. Where a tool uses AI, we mark it. A process map drafted by an AI system carries a visible statement saying so, both on screen and when printed, together with what it was drafted from. Each extracted fact keeps a record of its origin — the sentence in your document it came from, or the fact that it was inferred — and nothing becomes a confirmed fact about your organisation until a person confirms it. Removing that marking before sharing a map is contrary to these Terms (see section 3).

We do this because the EU AI Act expects the use of AI to be visible to the people it affects, and because it is the practice we ask of our own clients. It is our own standard of practice — it is not a certification, and nothing on this Website should be read as confirming that you, or we, meet any legal obligation.

4. Paid digital products

We offer paid digital products that are generated from the information you provide and delivered to you by email — for example the AI Transparency Evidence Pack, a separate one-time document. The Quality & Evidence Report Pack is not sold on its own: every report is exported inside the Vedomia Workspace (section 4a) from your live process map. The following terms apply to products delivered by email:

• What you receive: a personalised, editable Word document generated from your answers and marked for your organisation to review and approve, sent to the email address used at checkout, usually within a few minutes of payment. The file uses the standard .docx format and can be opened in current versions of Microsoft Word, LibreOffice and Google Docs; appearance can vary slightly between applications.
• Price and payment: prices are shown in euro, are one-off payments (not subscriptions) and are the total amount payable — there are no hidden fees. Payment is processed securely by Stripe, and an invoice is issued for every purchase.
• VAT: prices do not include VAT. Vedomia Limited is not VAT-registered (we are below the Irish VAT registration threshold), so no VAT is charged or shown on our invoices.
• Nature of the product: these are informational, self-help templates and documents. They are not legal advice, a certification, or a formal compliance assessment (see sections 1 and 3).

Your right to cancel (consumers). If you are a consumer in the EU/EEA, you normally have a 14-day right to withdraw from a purchase. Because these products are digital content delivered immediately, by completing your purchase you request immediate delivery and acknowledge that your statutory 14-day right of withdrawal ends once delivery has begun. This does not affect the voluntary money-back guarantee below.

14-day money-back guarantee. Even though these products are delivered instantly, Vedomia voluntarily offers a 14-day money-back guarantee. If you are not satisfied for any reason, simply email contact@vedomia.com within 14 days of your purchase, quoting the email address used at checkout, and we will refund you in full — no need to explain why. Refunds are processed through Stripe back to your original payment method, normally within 5–10 business days. This goodwill guarantee is offered in addition to, and does not limit, your statutory rights (for example where a product is faulty, is not delivered, or is not as described).

4a. Vedomia Workspace

The Vedomia Workspace is a private, signed-in service in which an organisation keeps one or more of its process maps, edits them, invites colleagues, shares read-only views, and generates documents and reports from the live map. Two plans exist: one process (€99 for 12 months) and the whole organisation (€450, which includes an onboarding session and three core and three support processes). Prices are in euro and exclude VAT (section 4).

• Access period. A Workspace runs for 12 months from the day it is set up and does not renew automatically. We set the Workspace up after payment, normally within minutes and at the latest within one working day, and send a one-time sign-in link to the email address used at checkout.
• Sign-in. There are no passwords. Each member signs in with a one-time link sent to their own email address; the link works once and expires in 20 minutes. A member stays signed in on a device for 30 days. You are responsible for the security of the mailboxes your members use.
• Your people. Owners may invite colleagues as owners, editors or viewers and remove them; removal takes effect immediately. You are responsible for who you invite and for removing people who leave.
• Your content stays yours. Everything you put into a Workspace, and every document generated from it, is yours. Vedomia processes it only to run the service, under the Data Processing Agreement (section 4b), and never uses it to train any AI model or for any other purpose. You can ask for a complete export of your Workspace (maps, every kept version, history, members and share links) at any time.
• What the documents are. Every view, report and Word file the Workspace generates organises what your organisation has recorded about its own process. It is marked as a draft until your organisation approves it. It is not an audit, a certification, legal advice or independent verification, and sections 1, 3 and 7 apply to it in full.
• Sharing. A read-only link you create can be opened by anyone who has it until you switch it off. What that audience should not see is never placed in the link, but you remain responsible for whom you send a link to.
• Availability, and what we actually commit to. We aim to keep the Workspace available at all times but do not promise uninterrupted service, and we do not offer a percentage uptime guarantee we could not honestly stand behind. What we do commit to is specific: the service is checked automatically every ten minutes — configuration, storage and the email provider — and a failure alerts us by email, so you are not the first to know. A read-only health endpoint is available for an external monitor if your organisation runs one. If something is broken, write to contact@vedomia.com and we respond within one working day, usually the same day. Your work is saved as versions and a stale save is refused rather than overwriting a colleague's work, so an interruption costs you time, not content. We may pause the service briefly for maintenance or security.
• When the Workspace ends. If you do not renew, or you ask us to close the Workspace, you can export your content beforehand. We delete the Workspace and its data within 90 days of closure, or sooner if you ask.
• Refunds. The 14-day money-back guarantee in section 4 applies to the first payment for a Workspace. Later renewals are refundable pro rata only where we have materially failed to provide the service.
• Acceptable use. Do not store in a Workspace individual case records, special-category data or anything you are not entitled to share with us; the Workspace records how a process works, not the personal details of the people who pass through it. Do not attempt to access another organisation's Workspace.

4b. Data Processing Agreement

For the content of a Workspace, your organisation is the data controller and Vedomia is its processor. The Data Processing Agreement under Article 28 GDPR — setting out the subject matter and duration of processing, Vedomia's obligations, the approved sub-processors, breach notification, audit rights, and return and deletion of your data — forms part of these Terms and applies to every Workspace without signature. A signed copy is available from contact@vedomia.com. Where it conflicts with these Terms on a data-protection matter, the Data Processing Agreement prevails.

5. Organisation Workspace onboarding and other services

Where you engage Vedomia for paid consultancy services, the terms of that engagement are set out in a separate service agreement or statement of work agreed between you and Vedomia. In the event of any conflict between these Terms and a signed service agreement, the service agreement prevails.

Organisation Workspace (€450 including onboarding). Payment is by Stripe invoice after your demo, and only if you decide to go ahead. If the delivered starting structure is not useful to you, tell us at contact@vedomia.com within 7 days of delivery: you will not be charged, or we will refund you in full if you have already paid.

6. Accuracy of information

We make reasonable efforts to ensure that the content on this Website is accurate and up to date. However, we make no representations or warranties — express or implied — as to the accuracy, completeness, reliability or suitability of any information on the Website for any particular purpose. Information may become outdated following regulatory changes, updates to official guidance, or developments in enforcement practice.

7. Limitation of liability

To the fullest extent permitted by applicable law:

• Vedomia excludes all liability for any loss or damage arising from your use of, or reliance on, any information or tools on this Website.
• Vedomia is not liable for any indirect, consequential, special or incidental loss — including financial corrections, grant clawbacks, penalties, lost funding, or reputational damage — arising from your use of this Website or from decisions taken in reliance on its content.
• Nothing in these Terms limits or excludes liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under Irish law.

8a. Using the Process Library

The Process Library — the programme maps at /tools/process-map/countries/ and /tools/process-map/kniznica/ — is a database within the meaning of Directive 96/9/EC. The investment it protects is the verification: each funding chain was read against its governing documents, dated, and its sources graded.

You are welcome to use it. Specifically, and without asking us first:

• Universities, schools and researchers may quote, reproduce and build on the maps in teaching materials, lectures, theses, papers and published research.
• Public bodies, managing authorities, paying agencies and local development companies may use the maps in guidance for applicants, internal training, briefings and published explanations of their own programmes.
• Anyone may read, open, print, share and link to a map, include it in a report, a board paper or a submission, and rely on it as a starting point for their own work.

The one condition is attribution. Name the source and the date the map was read against its sources — that date tells your reader which state of the rules the entry describes. The citation format is on the library page, ready to copy.

What is not permitted is extracting a substantial part of the library and re-publishing it as a competing library, database, register or directory — whether free or paid, and whoever does it, including a public authority or an EU body. That is the one use the database right exists to prevent, and it is the one use that would make the work unsustainable. Building your own maps of your own programmes is not that; republishing ours as a collection is.

Nothing here restricts the lawful uses the Directive itself allows, including extraction for teaching or scientific research with the source acknowledged. If you are unsure whether what you have in mind is covered, write to contact@vedomia.com and we will answer plainly. The answer is usually yes.

8. Intellectual property

All content on this Website — including the software, Vedomia methodology, curated programme structures, template architecture, text, design, graphics and code — is owned by or licensed to Vedomia and is protected by copyright. You may:

• Use the Website and free tools for your own personal or organisational work.
• Share links to pages on this Website.
• Keep, edit, print and use a report generated for your organisation.
• Share that report internally and with the people your organisation serves, its board, staff, partners, funders, auditors, regulators and professional advisers.

You keep all rights in the information and original wording you provide. As between you and Vedomia, the organisation-specific report delivered to you is yours to keep and use as described above. Where your purchase includes access to the Vedomia Workspace, that access is for your organisation for 12 months from the date of purchase and does not renew automatically. The Workspace lets you keep the reviewed process current, view it for different audiences, create read-only links and generate reports from it; the content you keep there remains yours. You are responsible for who you invite and for the links you create. We may close a Workspace after access has ended, with at least 30 days' notice by email, and you can ask for an export or deletion of its content at any time. The Workspace is provided with reasonable care and skill but without a guarantee of uninterrupted availability; it does not certify compliance or replace the approvals described in these Terms. Vedomia keeps all rights in the underlying software, methodology, reusable template structure and curated programme library.

You may not copy or republish the Website, extract or redistribute the programme library or reusable templates as a competing library, sell the Vedomia methodology or templates as a standalone product, bypass paid access controls, or use the Website content or code to build a substantially similar competing service without our prior written consent. This does not restrict your lawful use of official legislation, public facts or third-party material cited on the Website.

9. External links

This Website contains links to third-party websites, including EUR-Lex, the European Commission, and other regulatory sources. These links are provided for your convenience. We have no control over the content of external websites and accept no responsibility for them or for any loss that may arise from your use of them.

10. Availability

We do not guarantee that this Website will be continuously available or error-free. We may suspend, withdraw or amend access to the Website at any time without notice.

11. Changes to these Terms

We may update these Terms from time to time. The "Last updated" date at the top of this page indicates when they were last revised. Continued use of the Website after any change constitutes your acceptance of the revised Terms.

12. Governing law and jurisdiction

These Terms are governed by and construed in accordance with the laws of Ireland. Any dispute arising in connection with these Terms or your use of this Website shall be subject to the exclusive jurisdiction of the courts of Ireland.

13. Contact

Questions about these Terms? Write to contact@vedomia.com.