Terms of Service

These terms govern your use of VastPilot ("the Service"), an appointment reminder tool operated by KairoSystems ("we", "us"). By creating an account you agree to them. If you do not agree, do not use the Service.

1. What the Service does

VastPilot lets you record appointments and automatically emails your clients a reminder approximately 24 hours and 2 hours before each appointment. It also provides a calendar view, a customer list, and a summary of the reminders sent.

2. Your account

• You must provide a valid email address and keep your login credentials secure.
• You are responsible for all activity under your account.
• One account represents one business. You may not resell access to third parties.
• You must be legally able to enter into a contract in your country.

3. Your clients' data

To send reminders, you enter your clients' names and email addresses. That data belongs to you and your clients — not to us. By entering it you confirm you have a lawful basis to do so and that your clients expect to receive appointment communications from you.

We use that data only to deliver the reminders you schedule and to show you your own records. We do not sell it, share it with advertisers, or use it to contact your clients for any other purpose. See our Privacy Policy for details.

4. Acceptable use

You may not use VastPilot to send marketing, promotional or bulk email, to contact people who have not booked an appointment with you, or for anything unlawful, deceptive or abusive. We may suspend an account that does this, without refund, to protect email deliverability for everyone.

5. Subscription, trial and billing

• New accounts include a 7-day free trial. No card is required to start.
• After the trial the Service costs USD $49 per month.
• Payments are processed by Polar, which acts as Merchant of Record and handles applicable sales tax and VAT.
• Subscriptions renew monthly until cancelled. You can cancel at any time from the customer portal; access continues until the end of the paid period.
• If the trial ends or a payment fails, your existing data stays intact and readable, but creating new appointments and sending new reminders pauses until the subscription is active.

6. Refunds

If VastPilot does not do what this page says it does, email us within 14 days of a charge and we will refund that charge in full. Refunds outside that window are at our discretion — ask, and we will be reasonable about it. Cancelling stops future charges; we do not automatically refund past months of an active subscription.

7. Availability

We aim to keep the Service running and reminders going out on schedule, but we do not guarantee uninterrupted service. Reminders depend on third parties (our email provider, our hosting provider, and the recipient's mail server) and on the data you enter being correct. A reminder can be delayed, filtered as spam, or fail to arrive for reasons outside our control.

8. Limitation of liability

To the extent permitted by law, we are not liable for lost revenue, missed appointments, or indirect or consequential damages arising from use of the Service. Our total liability for any claim is limited to the amount you paid us in the three months before the claim arose.

9. Ending the agreement

You may stop using the Service and delete your account at any time. We may suspend or close an account that breaches these terms, or discontinue the Service with reasonable notice — in which case we refund any period paid for but not delivered.

10. Changes

We may update these terms. If a change materially affects your rights we will notify you by email before it takes effect. Continuing to use the Service after that means you accept the change.

11. Governing law and contact

These terms are governed by the laws of the Republic of Türkiye. Questions, complaints and refund requests: contactlabskairos@gmail.com — a real person reads and answers these.