Terms of Service
Last updated: September 21, 2026 • Effective immediately
1. Agreement to Terms
These Terms of Service ("Terms") constitute a legally binding agreement between your organization ("Customer", "Dealership", "you", or "your") and VIMS ("we", "us", or "our"), governing your access to and use of the VIMS vehicle inventory management software platform, website, and related applications (collectively, the "Service").
By registering an account, submitting payment, or accessing the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are registering on behalf of a dealership or company, you certify that you have full legal authority to bind that entity.
2. Description of the Service
VIMS is a multi-tier SaaS platform providing dealership vehicle inventory tracking, sales recording, analytics, employee role permissions, and multi-location management. Access is granted on a recurring subscription basis under three primary tiers: Starter, Pro, and Premium, each subject to distinct vehicle capacity limits, employee seat thresholds, and feature availability.
3. Subscriptions, Fees & Automatic Renewal Terms
Subscription fees are billed in advance on a recurring monthly or annual billing cycle based on the plan selected at registration or renewal. Payments are processed securely via authorized merchant processors (such as Paddle).
Your Due Date represents the scheduled end date of your current active billing cycle. Renewal charges are processed automatically on or immediately before this Due Date to ensure uninterrupted dealership operations.
Automatic Renewal & Cancellation Policy
- Recurring Billing: Subscriptions automatically renew at the end of each billing cycle for the same plan tier and price unless cancelled by you prior to the scheduled Due Date.
- Cancellation Anytime: You may cancel your subscription at any time directly through your Organization Admin Dashboard under Subscription Management, via the Paddle Customer Portal, or by contacting support@autovims.com.
- Effective Date of Cancellation: Cancellation takes effect at the end of your current paid billing period. You retain full access to your dealership features until the Due Date with no cancellation fee or penalty.
- Renewal Reminders: We send courtesy email notifications in advance of your upcoming due date so you are always aware of your scheduled renewal date.
4. Plan Upgrades & Downgrades Policy
Because VIMS allocates real-time system resources, database storage, and operational capacity according to your active plan tier, subscription changes are subject to the strict upgrade and downgrade terms outlined below.
4.1 Subscription Upgrades (No Proration & Billing Cycle Reset)
- Anytime Availability: You may upgrade to a higher plan tier (e.g., from Starter to Pro, or from Pro to Premium) at any point during your active billing cycle.
- Full Payment Required (No Proration): Upgrades require full payment of the new higher-tier subscription fee at checkout. We do not offer pro-rated charges, partial credit, or deductions for the remaining days of your previous lower plan.
- Immediate Billing Cycle Reset: Upon successful upgrade payment, your subscription billing cycle resets immediately. The upgrade date becomes the start date of your new subscription period, and your new Due Date will be scheduled exactly one billing cycle (e.g. 1 month) from the exact date and time of the upgrade.
- Forfeiture of Prior Cycle Days: Any unused days from your previous plan tier are immediately superseded and forfeited upon upgrade; they are not carried over, refunded, or credited.
4.2 Subscription Downgrades (3-Day Window & Lost Days Forfeiture)
- 3-Day Downgrade Window: To prevent data inconsistencies and preserve inventory quotas, downgrading to a lower plan tier is strictly restricted until the 3-day window prior to your scheduled Due Date opens. Outside of this 72-hour pre-due-date window, downgrade requests cannot be executed.
- Inventory & Seat Capacity Thresholds: Prior to initiating a downgrade, your organization must ensure that active vehicle inventory and registered employee accounts fall within the limits of the destination plan (e.g., maximum 50 vehicles and 3 employee accounts for Starter). Downgrades cannot be finalized if your current counts exceed the target tier's quotas.
- New Billing Cycle & Forfeiture of Lost Days: When you complete a downgrade (for instance, 3 days before your renewal date), the downgrade takes effect immediately. The date of downgrade becomes your new billing cycle start date, and your new Due Date will be calculated from that day forward.
- No Rollover or Credit for Remaining Days: The 2 to 3 days remaining from your previous plan cycle are permanently forfeited. They will not be added, rolled over, credited, or refunded in your new billing cycle.
5. Dealership Data Ownership & Confidentiality
You retain all ownership, intellectual property rights, and title to all vehicle inventory records, sales transactions, salesperson records, customer contact details, notes, and photos uploaded to the platform ("Customer Data").
VIMS claims no ownership over Customer Data. We will not disclose, sell, rent, or distribute your dealership inventory, pricing, or sales records to any third party, other than as strictly required to deliver the Service or comply with valid legal processes.
6. Acceptable Use Policy
You agree not to: (a) reverse engineer, decompile, or tamper with the VIMS codebase or API; (b) share account credentials or API keys with unauthorized third parties; (c) upload false, fraudulent, or illegally obtained VIN numbers or ownership certificates; or (d) engage in automated scraping or rate-limit circumvention.
7. Cancellation & Account Inactivity
You may cancel your subscription at any time through your Organization Admin Portal or by contacting support at support@autovims.com. Following cancellation, your access will continue until the end of your paid billing cycle. If an account expires and is not renewed, vehicle data will be safely archived for a grace period of 30 days before being scheduled for permanent purging.
8. Limitation of Liability
To the maximum extent permitted by applicable law, VIMS shall not be liable for any indirect, incidental, punitive, or consequential damages, including loss of profits, sales opportunities, or business interruption arising from the use or inability to use the Service. In no event shall our total aggregate liability exceed the total amount paid by your organization to VIMS during the three (3) months preceding the claim.
9. Questions & Contact Information
If you have any questions regarding these Terms of Service, billing cycles, or plan upgrades and downgrades, please reach out to our team:
Email: support@autovims.com
Platform: VIMS Vehicle Inventory Management System
Website: https://autovims.com