Terms and Conditions

1. Introduction

These Terms and Conditions govern your access to and use of VisionSuite, the web-based platform available at https://visionsuite.maiavision.co.uk.

These Terms apply to VisionSuite only. They do not necessarily apply to the general Maia Vision Ltd website at https://maiavision.co.uk, which may have separate terms, policies, or notices.

Please read these Terms carefully before using VisionSuite. By accessing or using VisionSuite, you confirm that you have read, understood, and agree to comply with these Terms. If you are using VisionSuite on behalf of an organisation, you confirm that you are authorised to do so and that your use is also subject to any applicable agreement between that organisation and Maia Vision Ltd.

If you do not agree to these Terms, you must not access or use VisionSuite.

2. Who We Are

VisionSuite is operated by Maia Vision Ltd, a company registered in England and Wales.

Company name

Maia Vision Ltd

Company number

17251920

Registered office

167-169 Great Portland Street
5th Floor
London
W1W 5PF
United Kingdom

Contact email

azwan.ismail@maiavision.co.uk

In these Terms, "Maia Vision", "we", "us", and "our" mean Maia Vision Ltd.

3. About VisionSuite

VisionSuite is a secure web-based platform designed to support research, clinical data management, participant engagement, collaboration, and related workflows within vision science, optometry, ophthalmology, healthcare research, and associated fields.

Depending on the relevant project configuration, VisionSuite may support:

• research project management and study documentation;
• participant management and participant engagement workflows;
• secure communication and collaboration workflows;
• clinical image, visual field, and Optical Coherence Tomography data management;
• data export and research collaboration; and
• role-based access to research or participant information.

VisionSuite supports research and healthcare-related administrative workflows. It is not intended to replace professional medical judgement, clinical diagnosis, emergency care, or formal research governance processes.

4. Who May Use VisionSuite

VisionSuite is intended for authorised users only. You may use VisionSuite only if:

1. you have been invited, approved, or otherwise authorised to access the platform;
2. you are using VisionSuite for a legitimate research, clinical, academic, administrative, participant, or collaboration purpose;
3. you comply with these Terms and any applicable project-specific rules, contracts, study protocols, ethical approvals, participant information sheets, data processing agreements, or institutional policies; and
4. your access has not been suspended or withdrawn.

Users may include researchers, clinicians, collaborators, administrators, participants, parents or guardians, and other authorised users, depending on the relevant project configuration.

5. Relationship With Organisations and Project Owners

VisionSuite may be used by universities, research institutions, healthcare organisations, collaborators, study teams, or other organisations.

Where VisionSuite is used for a research project, clinical research activity, participant management process, or similar project, the relevant organisation or project owner is responsible for ensuring that appropriate governance is in place. This may include:

• ethical approval, research approval, and institutional approvals;
• participant information and consent arrangements;
• lawful basis assessments and data protection documentation;
• access control decisions and user permissions; and
• retention requirements and project record-keeping arrangements.

If there is a separate written agreement between Maia Vision Ltd and your organisation, that agreement will take priority over these Terms where there is a conflict.

If personal data is processed by Maia Vision Ltd on behalf of an organisation, the relevant Data Processing Agreement or written data processing terms will apply in addition to these Terms.

6. Account Registration and Security

You may need an account to access VisionSuite. You agree to:

• provide accurate and up-to-date account information;
• keep your login credentials confidential;
• not share your account with another person;
• use a strong password where password-based access is used;
• notify us or your project administrator promptly if you suspect unauthorised access to your account;
• log out when using a shared or public device; and
• comply with any additional security requirements that apply to your project or organisation.

You are responsible for activity carried out through your account unless that activity resulted from Maia Vision Ltd failing to meet its own obligations.

We may suspend or restrict access if we reasonably believe that an account has been compromised, misused, or used in breach of these Terms.

7. Acceptable Use

You must use VisionSuite responsibly and lawfully. You must not:

• access or attempt to access any account, project, data, system, server, or area of VisionSuite that you are not authorised to access;
• upload, submit, or transmit unlawful, harmful, defamatory, abusive, discriminatory, infringing, misleading, or malicious content;
• upload malware, viruses, scripts, or code intended to damage, disrupt, or gain unauthorised access to any system;
• interfere with the proper operation, security, or availability of VisionSuite;
• attempt to bypass authentication, authorisation, rate limits, security controls, or access permissions;
• reverse engineer, decompile, copy, scrape, or extract the platform except where permitted by law or agreed in writing;
• use VisionSuite to send spam, unsolicited communications, or unauthorised messages;
• upload personal data, health data, special category data, confidential data, or research data unless you have authority to do so;
• use VisionSuite for any purpose that breaches applicable law, professional obligations, research governance requirements, or institutional policy; or
• use VisionSuite in a way that could harm Maia Vision Ltd, other users, participants, research organisations, or the integrity of any study or project.

8. Research, Health, and Clinical Information

VisionSuite may contain project-specific information, including:

• research, health-related, participant, or clinical information;
• clinical images, measurements, questionnaire responses, or uploaded files; and
• study documentation and other project records.

Unless expressly agreed in writing, VisionSuite is not a medical advice service, diagnostic service, emergency service, or substitute for clinical judgement.

You must not rely on VisionSuite as the sole basis for medical decisions, diagnosis, treatment, urgent care, or emergency action.

If you are a participant, parent, guardian, or patient-facing user, any study-specific or health-related questions should be directed to the relevant research team, clinician, investigator, sponsor, or organisation responsible for the project.

In an emergency, contact the appropriate emergency services or healthcare provider.

9. Data Uploaded to VisionSuite

You and your organisation remain responsible for the information you upload, enter, submit, or make available through VisionSuite.

You confirm that you have the necessary rights, permissions, approvals, and authority to upload or process any information you submit to VisionSuite.

You must ensure that any information uploaded to VisionSuite is appropriate for the relevant project and is handled in accordance with applicable law, approvals, contracts, participant information, and organisational policies. This includes:

• personal data, health data, and special category data;
• confidential data and research data; and
• images, documents, files, and other project materials.

Maia Vision Ltd does not claim ownership of project data uploaded by authorised users or organisations. However, you grant Maia Vision Ltd the limited right to host, store, process, transmit, display, back up, secure, and otherwise handle such data as necessary to provide, maintain, support, and secure VisionSuite, subject to any applicable contract or Data Processing Agreement.

10. Data Protection

Where Maia Vision Ltd processes personal data on behalf of a university, research organisation, healthcare organisation, or other customer, Maia Vision Ltd will generally act as a data processor and the relevant organisation will generally act as the data controller for the project data.

The data controller is responsible for determining:

• the purposes and lawful basis of processing;
• the categories of data collected;
• participant information and consent arrangements where applicable;
• retention periods and data subject rights handling; and
• research governance requirements.

Maia Vision Ltd will process personal data in accordance with applicable data protection law, any agreed Data Processing Agreement, and the documented instructions of the relevant data controller.

Where Maia Vision Ltd processes personal data for its own business purposes, such as managing accounts, platform administration, security monitoring, support, service improvement, or legal compliance, Maia Vision Ltd may act as a data controller for that processing.

Further information is provided in the VisionSuite Privacy Policy and any project-specific privacy information that applies to your use of the platform.

11. Security

Maia Vision Ltd takes appropriate steps to protect VisionSuite and the information processed through it.

Security measures may include:

• authenticated access, role-based permissions, and project-level access controls;
• HTTPS/TLS encryption and password hashing;
• restricted administrative access and server-level controls;
• operational monitoring and backups; and
• other technical and organisational measures appropriate to the service.

However, no online service can be guaranteed to be completely secure or uninterrupted. You must use VisionSuite responsibly and notify us promptly if you become aware of any suspected vulnerability, unauthorised access, data incident, or security issue.

Security issues can be reported to azwan.ismail@maiavision.co.uk.

You must not publicly disclose security vulnerabilities or exploit them without permission.

12. Availability and Changes to VisionSuite

We aim to keep VisionSuite available and functioning properly. However, we do not guarantee that VisionSuite will always be available, uninterrupted, error-free, or free from defects.

We may update, modify, suspend, restrict, or discontinue parts of VisionSuite from time to time, including for maintenance, security, operational, legal, or development reasons.

Where reasonably practicable, planned maintenance or major changes may be communicated to affected organisations or users.

13. Support

Support arrangements may depend on the relevant project, organisation, contract, or service agreement.

For general queries, please contact azwan.ismail@maiavision.co.uk.

If you are using VisionSuite as part of a university, research, clinical, or organisational project, you may also need to contact your project administrator, research team, principal investigator, study coordinator, or organisational support contact.

14. Fees and Payment

Access to VisionSuite may be provided under a separate written agreement, quotation, order form, pilot arrangement, project agreement, subscription, or institutional contract.

Any applicable fees, payment terms, taxes, renewal terms, cancellation terms, and service scope will be set out in the relevant written agreement or order documentation.

If no fees are agreed with you personally, you are not personally responsible for payment unless you have separately agreed to this in writing.

15. Intellectual Property

VisionSuite, including its software, design, layout, features, functionality, documentation, text, graphics, branding, trademarks, logos, and underlying technology, is owned by Maia Vision Ltd or its licensors, except for project data, user content, or third-party materials owned by others.

You are granted a limited, non-exclusive, non-transferable, revocable right to access and use VisionSuite only for authorised purposes and in accordance with these Terms.

You must not copy, modify, distribute, sell, lease, sublicense, reverse engineer, or create derivative works from VisionSuite unless we give written permission or the law allows it.

If you provide suggestions, feedback, ideas, or improvement requests relating to VisionSuite, Maia Vision Ltd may use them without restriction or payment to you, provided this does not require us to disclose confidential information or personal data unlawfully.

16. Third-Party Services

VisionSuite may rely on third-party services where necessary to operate, secure, and support the platform. These may include:

• infrastructure, hosting, software, and storage services;
• security, certificate, backup, and operational services;
• communication and support services; and
• analytics or monitoring services where lawfully and appropriately used.

Where third-party services are used to process personal data on behalf of a customer or project owner, those arrangements should be addressed in the relevant Data Processing Agreement, sub-processor list, contract, privacy policy, or project documentation.

We are not responsible for third-party websites or services that are not controlled by Maia Vision Ltd, even if VisionSuite links to them.

17. Confidentiality

You may access confidential information through VisionSuite, including:

• research, participant, or clinical information;
• project documents and unpublished research;
• system information; and
• other non-public material.

You must keep confidential information confidential and use it only for the authorised purpose for which access was granted.

You must not disclose confidential information to anyone who is not authorised to receive it.

This section does not prevent disclosures required by law, regulation, court order, professional duty, or an authorised research governance process.

18. Suspension and Termination

We may suspend, restrict, or terminate your access to VisionSuite if:

1. you breach these Terms;
2. your organisation asks us to remove or restrict your access;
3. your role in a project ends;
4. we reasonably suspect unauthorised access, misuse, or security risk;
5. continued access could breach law, contract, regulation, ethical approval, or institutional policy;
6. VisionSuite is discontinued or materially changed; or
7. suspension is otherwise necessary to protect VisionSuite, users, participants, data, Maia Vision Ltd, or a customer organisation.

When access ends, your right to use VisionSuite stops immediately.

Data retention, export, deletion, and return arrangements will be handled according to the relevant contract, Data Processing Agreement, project governance requirements, or applicable law.

19. Disclaimers

VisionSuite is provided using reasonable care and skill. However, to the extent permitted by law, we do not guarantee that:

1. VisionSuite will meet every user, organisation, research, clinical, regulatory, or technical requirement;
2. VisionSuite will always be available, uninterrupted, secure, or error-free;
3. all defects will be corrected immediately;
4. data entered by users will be accurate, complete, or appropriate;
5. VisionSuite will be suitable for use without appropriate governance, validation, review, or institutional approval; or
6. VisionSuite will replace professional, clinical, legal, research, ethical, or data protection advice.

You are responsible for ensuring that your use of VisionSuite is appropriate for your role, project, organisation, and legal or professional obligations.

20. Limitation of Liability

Nothing in these Terms limits or excludes liability for:

1. death or personal injury caused by negligence;
2. fraud or fraudulent misrepresentation;
3. breach of obligations that cannot be limited or excluded by law; or
4. any other liability that cannot legally be limited or excluded.

Subject to the above, Maia Vision Ltd will not be liable for indirect, consequential, special, incidental, or punitive losses, or for loss of profit, revenue, business, goodwill, anticipated savings, research opportunity, data, or reputation.

If a separate written agreement applies between Maia Vision Ltd and your organisation, the liability provisions in that agreement will take priority.

If no separate written agreement applies, Maia Vision Ltd's total liability arising out of or in connection with your use of VisionSuite will be limited to the greater of:

1. the amount paid to Maia Vision Ltd for your access to VisionSuite in the 12 months before the event giving rise to the claim; or
2. £100.

This limitation applies whether the claim arises in contract, tort, negligence, breach of statutory duty, misrepresentation, or otherwise.

21. Consumer Rights

VisionSuite is primarily intended for organisational, research, academic, healthcare, and professional use.

If you access VisionSuite as a consumer, nothing in these Terms affects your statutory rights or any rights that cannot be excluded under applicable law.

Where consumer cancellation, refund, or pre-contract information rights apply, they will be handled in accordance with applicable consumer law and any relevant order, subscription, or service terms.

22. Changes to These Terms

We may update these Terms from time to time. The updated version will be posted on this page with a revised "Last updated" date.

If changes are significant, we may take reasonable steps to notify affected users or organisations.

Your continued use of VisionSuite after updated Terms are published means you accept the updated Terms.

23. Governing Law and Jurisdiction

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

If you are using VisionSuite on behalf of a business, university, research organisation, healthcare organisation, or other institution, the courts of England and Wales will have exclusive jurisdiction over disputes relating to these Terms, unless a separate written agreement states otherwise.

If you are a consumer, you may have additional rights to bring proceedings in your local courts.