Terms of Use
Version 1.0 — Effective from 3 May 2026. Last updated: 2026-05-03.
1. Agreement to Terms
By creating an account, uploading data, or using VentReport in any way, you agree to be bound by these Terms of Use, the Privacy Notice, and the Data Processing Agreement (if applicable to your role).
If you do not agree to these terms, you may not use VentReport. If you are a business entity (Company, Contractor, Property Owner, Facility Manager, etc.), these terms bind that entity and any individual Users acting on its behalf.
2. About VentReport
VentReport is a cloud-based platform for documenting and managing grease-duct cleaning compliance under EN 15780:2025 Annex J. It is designed for use by:
- Grease-duct cleaning contractors
- Property owners and facility managers responsible for building compliance
- Restaurant operators and commercial kitchen owners
- Insurance companies and fire-safety auditors
This is not legal advice. VentReport helps you document and manage compliance, but does not replace the need for professional legal, fire-safety, or insurance advice. You are responsible for ensuring your cleaning frequency, inspections, and procedures comply with EN 15780 and applicable national regulations in your jurisdiction.
VentReport is a B2B SaaS platform. Consumer use or use by individuals for personal purposes outside of commercial kitchen operation is not permitted.
3. Account Creation and Eligibility
Eligibility. You must be at least 18 years old and have the legal capacity to enter into a binding contract. If you are signing up on behalf of a business, you represent and warrant that you have authority to bind that entity to these terms.
Account information. When you create an account, you agree to provide accurate, current, and complete information. You are responsible for maintaining the confidentiality of your password and for all activity under your account. You agree to notify us immediately if you suspect unauthorised access.
Account suspension. We may suspend or terminate your account if:
- You violate these terms or the Privacy Notice
- Payment is overdue (if applicable)
- We detect or suspect fraud, abuse, or security violations
- Your Company's repeated non-compliance with cleaning schedules puts public safety at risk
If we suspend your account, we will notify you with the reason and any opportunity to remedy the issue (for non-fraud cases).
4. Roles and Responsibilities
VentReport defines several user roles with different responsibilities:
Property Owner. Holds legal responsibility for building safety and compliance. Must ensure cleaning is performed at required intervals and records are maintained. Accepts cleaning reports on behalf of the property.
Facility Manager. Manages day-to-day compliance on behalf of the Property Owner. Schedules cleaning, receives notifications, coordinates with cleaning contractors, and archives reports.
Operator. Runs the commercial kitchen (restaurant, hotel, etc.). Informs the Property Owner when cleaning is needed and provides access to the ductwork.
Cleaning Contractor / Technician. Performs the actual cleaning and inspection. Documents measurements, takes photos, and generates the cleaning report in VentReport. Signs the report as evidence of work performed.
Company Admin / Technician / Viewer. Within a company, the Company Admin manages other Users and permissions. Technicians can document and submit work. Viewers can read reports but not edit.
Site Admin / Technician / Viewer. Per-Site access control. Site Admin can manage access and members for a specific Site. Technicians can perform inspections. Viewers can read.
Your responsibility. You are responsible for all activity by Users under your account or Company. You agree to use VentReport only for lawful purposes related to EN 15780 compliance and in accordance with all applicable laws and regulations.
5. Cleaning Records Are Permanent and Cannot Be Deleted
Key commitment. Once a cleaning report is issued (signed), it cannot be deleted. It becomes a permanent record of compliance work and is retained for 10+ years under fire-safety regulations. You cannot erase, modify, or revise the report after it is signed.
Why this matters:
- Cleaning reports are legal evidence of compliance. Deletable records would be unreliable for fire-safety audits, insurance, and regulatory review.
- EN 15780:2025 Annex J and most national fire-safety regulations mandate retention for 10+ years (e.g. Sweden's SBF / LSO).
- If a mistake is found in a report, it is corrected by issuing a new superseding report (not by deleting the original).
By using VentReport, you accept this limitation. You acknowledge that all cleaning reports issued through VentReport are permanent compliance records. This is not negotiable and applies to every User on every Site.
6. Cleaning Report Content and Signing
A cleaning report is generated by a Technician in VentReport and must include the mandatory items from EN 15780:2025 Annex J §J.16.1 (13-item contract).
Report contents:
- Site address and identification
- Ventilation system / ductwork details
- Date and time of cleaning
- Technician identification (name, company, credentials)
- WFFT (Wet Film Thickness Test) measurements (before and after)
- Photos of each access point (wide, macro, reference)
- Compliance status (pass / fail / defer)
- Next recommended cleaning date
- Signature of the Technician performing the work
- Signature of the Property Owner accepting the work
Signing. A Technician signs the report electronically (image or digital signature) to certify they performed the work and the measurements are accurate. The Property Owner or Facility Manager signs to accept the cleaning as compliant. Both signatures are timestamped and become part of the permanent record.
Corrections and supersession. If an error is discovered after signing, a new revised report is issued with the same signature authority but marked as "Supersedes report [ID]". The original report remains in the archive for audit trail integrity.
7. VAT Verification and VIES Self-Consultation
When you register a Company in VentReport, you may click "Verify VAT" to check the Company's VAT identification number against the EU VIES (VAT Information Exchange System) service.
What happens when you verify. By clicking "Verify VAT", you explicitly consent to:
- VentReport transmitting the Company's VAT identification number to VIES (operated by the European Commission)
- VentReport acting as both the "subject" (the entity whose VAT is being checked) and the "requester" (the entity asking for verification)
- VIES returning a response indicating VAT validity, the Company name, and address
- VentReport recording the verification result and timestamp in your account for audit purposes
You understand that VIES is a third-party service operated by the European Commission and that your VAT number and verification result may be subject to VIES's own privacy and data-retention policies.
Opt-in nature. VAT verification is optional. You can use VentReport without verifying VAT. However, some features (e.g. invoice generation for B2B billing, compliance with regulatory reporting) may require a verified VAT number.
8. Platform Team Access and SuperAdmin Disclosure
The VentReport platform team includes developers, support staff, and administrators with elevated access to customer data for support and security purposes.
By accepting these Terms, you acknowledge:
- The platform team may read your personal data, Company information, and cleaning reports to troubleshoot issues, respond to support requests, or investigate security incidents.
- Every SuperAdmin read of a cleaning report is logged in the report's access trail with the timestamp and SuperAdmin User ID visible to you.
- The platform team cannot modify or delete cleaning reports (compliance records are immutable).
- All SuperAdmin write actions are audit-logged and reviewed externally on a quarterly basis.
- SuperAdmin Users cannot sign cleaning reports (this would compromise the integrity of the signature).
In-place string authoring overlay. SuperAdmins can edit platform copy (labels, buttons, text) from any rendered page via a right-click context menu. Any such edits are logged. By using VentReport, you accept that platform copy may be edited by SuperAdmins and that you can view edit history on the Translations admin page.
You can request a report of all SuperAdmin accesses to your data at any time via the contact form.
9. Data Processing Agreement
If you are a business entity (Company, Contractor, Property Owner, etc.) that uses VentReport to process personal data on behalf of others (e.g. a cleaning contractor processing Site data for a Property Owner), you may be a Data Controller under GDPR.
Your data relationship with VentReport:
- You (or your Company) are the Data Controller — you decide why and how cleaning records are collected and used.
- VentReport is the Data Processor — we process data on your instructions and according to your privacy policies.
- A Data Processing Agreement (DPA) between you and VentReport governs the terms of data processing.
DPA scope. The Data Processing Agreement covers:
- What data VentReport processes on your behalf
- How the data is used (storage, backup, deletion)
- Sub-processors that may access the data
- Data subject rights (access, deletion, portability)
- International data transfers
- Security measures and incident response
DPA availability. A DPA is available upon request and will be provided before you sign a commercial agreement with VentReport. Request a copy via the contact form; the controller (Behrang Gilanpour) will respond with the current DPA template within 30 days, matching the GDPR Article 12(3) response window already published in our Privacy Notice.
10. Acceptable Use Policy
You agree not to use VentReport for any unlawful or prohibited purpose. Specifically, you agree not to:
- Upload malware or dangerous files — no files containing viruses, trojans, or malicious code
- Forge cleaning reports — creating false reports, fake signatures, or false measurements
- Bypass audit controls — attempting to delete, hide, or falsify access logs or compliance records
- Compromise the platform — SQL injection, XSS, denial-of-service, or other attacks
- Compromise SuperAdmin tier — attempting to escalate privileges or access SuperAdmin functions
- Violate others' privacy — accessing other Companies' or Sites' data without permission
- Use for illegal purposes — falsifying compliance for insurance fraud, evading fire-safety inspections, etc.
Consequences of violation. Violation of the Acceptable Use Policy may result in immediate account suspension, legal action, and notification to relevant authorities. We take falsified compliance records very seriously given the fire-safety and public-health implications.
11. Service Availability and Uptime
VentReport is hosted on cloud infrastructure and is available 24/7 to the best of our ability. However, we make no guarantee of 100% uptime. During the MVP phase, we aim for best-effort availability with no formal Service Level Agreement (SLA).
Scheduled maintenance. We may conduct scheduled maintenance during low-traffic periods. We will notify you in advance of any planned downtime that exceeds 1 hour.
Data backup and recovery. We back up your data regularly and maintain geographic redundancy. In the event of a data loss incident, we will restore from the most recent backup. However, you are responsible for maintaining your own backup copies of critical compliance records.
Once we launch production SLAs, this section will be updated with specific uptime commitments.
12. Account Termination and Data Retention
User-initiated termination. You can request termination of your account at any time via the contact form. We will close the account and mark your personal data for deletion within 30 days (except for compliance records, which are retained under law).
Company termination. If we terminate your Company's account due to non-payment, abuse, or violation of these terms, we will:
- Provide 30 days' written notice (except in cases of fraud or security violation, where termination is immediate)
- Allow download of all your data in standard format (JSON export)
- Preserve all cleaning reports and compliance records indefinitely (per legal obligation)
- Delete non-compliance personal data (email, phone, preferences) after 24 months
Cleaning records survival. Cleaning reports and all supporting documentation (inspections, photos, measurements, signatures) are retained for 10+ years after account termination. These records exist for the benefit of the property, Site, and any future occupants or operators — not for the cleaning contractor or your company alone.
13. Intellectual Property
Platform IP. VentReport (the software, features, design, algorithms, documentation, and all improvements) is owned by Gilanpour Development AB (org. nr 559265-4676). You are granted a non-exclusive, non-transferable license to use VentReport during the term of your account.
Your content. You retain ownership of all content you upload or create in VentReport (cleaning reports, photos, notes, measurements). By uploading, you grant VentReport a license to store, display, and process that content for compliance and operational purposes.
Feedback. If you provide feedback, suggestions, or feature requests, you grant VentReport a non-exclusive license to use that feedback without obligation or payment.
14. Disclaimers and Limitations of Warranty
AS-IS service. VentReport is provided "as is" without any warranty of any kind, express or implied. We do not warrant that:
- VentReport will meet your specific compliance requirements
- VentReport will be error-free or uninterrupted
- Any defect will be corrected
- Your use will be secure or free from loss of data
Not legal advice. VentReport is a documentation and workflow tool. It is not legal advice, and using VentReport does not create an attorney-client relationship or substitute for professional legal review. You are responsible for ensuring your compliance strategy aligns with EN 15780, national fire-safety regulations, and your insurance requirements. Consult a fire-safety professional or legal counsel if you are unsure.
No fitness guarantee. We do not warrant that VentReport is fit for any particular purpose or that it will successfully prevent or demonstrate compliance for any jurisdiction's fire-safety requirements. Cleaning frequency, measurement thresholds, and compliance timelines vary by location and building type — you are responsible for applying VentReport correctly to your situation.
15. Limitation of Liability
VentReport's total aggregate liability to you under or in connection with the Agreement is limited to SEK 500. We are not liable for any indirect, incidental, consequential, special, or punitive damages, including loss of profit, revenue, or data, even if we have been advised of the possibility of such damages.
Exceptions. This limitation does not apply to: (i) our fraud, gross negligence, or willful misconduct; (ii) your indemnification obligations; (iii) breach of confidentiality; or (iv) any liability that cannot be waived by law.
16. Indemnification
You agree to indemnify, defend, and hold harmless VentReport, its founders, employees, and affiliates from any claims, damages, liabilities, and expenses (including reasonable attorneys' fees) arising from:
- Your use of VentReport in violation of these Terms
- Your upload of content that infringes third-party rights
- Your falsification or forgery of cleaning reports
- Your violation of EN 15780 or applicable fire-safety regulations
- Any claim by a third party related to your data or use of VentReport
17. Governing Law and Jurisdiction
Governing Law. These Terms of Use are governed by the laws of Sweden, without regard to conflict-of-law principles.
Jurisdiction and Venue. Any dispute, claim, or controversy arising from or relating to these Terms will be resolved in the courts located in the Stockholm, Sweden region. Both parties consent to the exclusive jurisdiction and venue of these courts.
We encourage all parties to attempt amicable resolution before initiating legal proceedings.
18. Changes to These Terms
We may modify these Terms of Use at any time. If the changes are material (new restrictions on use, new responsibilities, new liability limits), we will notify you at least 30 days in advance and require your acceptance of the new terms before you can continue using VentReport. If you do not accept the new terms, you may terminate your account.
Minor changes (clarifications, typo fixes) may be made without notice.
Your continued use of VentReport after the effective date of updated Terms constitutes your acceptance of the new Terms.
19. Severability
If any provision of these Terms is found to be invalid or unenforceable, that provision will be modified to the minimum extent necessary to make it valid, or if that is not possible, the provision will be severed. The remaining provisions will remain in full force and effect.
20. Contact Us
If you have questions about these Terms or concerns about your account:
Publisher: Gilanpour Development AB · Org. nr 559265-4676 Mailing address: Elektravägen 53, 126 30 Hägersten, Sweden Contact channel: the contact form (no separate email or telephone — the form routes inquiries to the controller and logs them for audit).
We aim to respond to all inquiries within 30 days, matching the GDPR Article 12(3) response window already published in our Privacy Notice.