Terms of Service

Last updated: 28th July 2025

Effective Date: 28th July 2025

Welcome to the Imersifi Platform!

These Terms of Service ("Terms") govern your access to and use of the Imersifi Platform ("Platform"), operated by Imersifi Limited ("we", "us", or "our"). By accessing or using the Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms. You also confirm that: (a) you are at least 12 years of age or the minimum legal age in your jurisdiction to form a binding agreement; (b) you have the legal capacity to enter into this agreement; (c) if you are using the Platform on behalf of an organisation or other legal entity, you are authorised to accept these Terms on behalf of that entity and bind it to these Terms; and (d) your use of the Platform does not violate any applicable law, regulation, or third-party agreement. If you do not agree to these Terms or do not have the required authority, you must not register, access, or use the Platform.

1. Overview of the Agreement

These Terms constitute a binding legal agreement between the Organisation (as defined below) and Imersifi. The individual registering the Organisation ("Organisation Owner") agrees to these Terms on behalf of the Organisation. If you are entering into these Terms on behalf of a company, business, or other legal entity, you affirm that you have the authority to bind such entity.

2. Definitions

"Organisation" refers to the entity that registers for an account on the Imersifi Platform and manages user access.
"Imersifi Platform" refers to the suite of software services, web applications, and associated technology provided by Imersifi, including any content, tools, dashboards, and modules offered as part of the service.
"User" is any individual granted access to the Platform by an Organisation.
"Enquiry" is a request submitted by an Organisation for new content or an upgrade.
"Order" is a formal request by the Organisation to complete a purchase or initiate a new module or upgrade, typically in response to an Enquiry.

3. Account Registration and Responsibility

To access the Imersifi Platform, an Organisation must first register. The person who completes this registration becomes the "Organisation Owner" and is granted full administrative access. The Organisation Owner may invite Users and assign administrative roles as needed. The Organisation is solely responsible for the activity of all Users it invites, the permissions they are granted, and ensuring compliance with these Terms. Upon registration, Organisations must submit accurate information including the Organisation Name, Support Email (used for communications with invited Users), Country, Sector, Logos, and Colour Preferences. All images uploaded (e.g., logos or profile photos) are securely stored on AWS infrastructure. Although no moderation is applied to uploaded images, Organisations remain solely responsible for ensuring that uploaded content is appropriate and non-infringing. Each User invited into an Organisation must be a real, identifiable person affiliated with that Organisation. Sharing accounts between individuals is strictly prohibited and may result in immediate termination of service. The Organisation’s subscription plan governs the number of Users that can be invited, and this count includes the Organisation Owner. Each User is issued a unique login code, often based on their initials. While we take steps to prevent profanity or offensive codes, Imersifi is not liable for automatically generated codes. Upon request, we will issue a revised code. Organisations may use the Platform to create, manage, and deliver virtual reality experiences and may generate as many experiences as needed within the scope of their Subscription. Users may configure a personal VR profile. The available customization options use a generalised list, including skin tone approximations based on the Fitzpatrick scale. The Organisation and individual Users are responsible for the content of all profile uploads and configurations. Imersifi grants Organisations a non-exclusive, non-transferable, limited license to access and use the Platform and related services in accordance with these Terms. The Platform must only be used for lawful, internal business purposes. Users may not attempt to reverse-engineer, duplicate, sublicense, or misuse the Platform or any of its components. Imersifi may provide software clients or tools as part of the service; these are subject to the same license terms and must be used solely to access Imersifi Services. Each invited User must be a real individual affiliated with the Organisation. Account sharing is prohibited and may result in termination of service. Organisations are limited to the number of Users in their active subscription, including the Organisation Owner.

4. Statistics and Data

The Imersifi Platform provides Organisations with access to usage statistics intended to help measure performance and engagement across modules and sessions. These statistics include aggregated data on Organisation-wide activity, module-specific metrics such as the number of views, completions, or time spent, and individual User-level session data. Our analytics are compiled to the best of our ability using data collected during session interactions, and we implement reasonable safeguards and internal checks to ensure data integrity and consistency. Due to the technical complexity of the services provided and the variability of network environments, there may be rare occasions where discrepancies or irregularities occur. This could include, but is not limited to, delays in data propagation, session timeouts, incomplete telemetry uploads, or edge-case failures in session tracking. While Imersifi makes every effort to ensure the reliability and accuracy of this data, we do not warrant or guarantee that all statistics presented are fully precise or error-free. Organisations are encouraged to use these statistics as indicative tools for internal assessment rather than definitive or legally binding records. Access to analytics is role-based and scoped strictly to each Organisation. Organisation Owners and Administrators may access aggregate statistics for their Organisation, as well as analytics at the module and individual User level, provided those Users belong to their Organisation. Access to this data is governed by strict internal technical and procedural controls to prevent unauthorised access. Although highly unlikely, in the event of a technical error or misconfiguration that results in the unintentional exposure of analytical data between Organisations, Imersifi accepts no liability for the resulting access or consequences. However, we will take all reasonable and timely measures to investigate, mitigate, and resolve any such incident once reported. To support performance analysis and training content review, the Imersifi Platform may use generative artificial intelligence services—including, but not limited to, Gemini by Google—to summarise or interpret session-level training data. These summaries may include user performance overviews, natural-language feedback on session quality, or module-level insights. While we configure these AI tools to operate within appropriate data protection boundaries, the results are algorithmically generated and may contain errors, inaccuracies, or interpretations that differ from human review. Imersifi makes no warranty as to the accuracy, reliability, or appropriateness of outputs generated by AI services and accepts no liability for any actions, decisions, or assessments made based on such content.

5. Session Records and Video

The Imersifi Platform includes immersive modules that may capture and process a variety of session-related data. This data is used to support functionality, improve service quality, and provide reporting to Organisations. During a session, the Platform may collect general telemetry such as module interaction events, device specifications, session duration, and network status. In certain modules, the Platform may also record video footage of the session. If the module involves mixed reality or spatial computing, recorded footage may include the surrounding physical environment of the User. Additionally, some modules may include microphone capture, which could record background audio, including voices or environmental sounds. Users will be explicitly notified within the Platform before any session begins that may involve audio or video capture, especially when the potential for recording surroundings exists. By proceeding with the session, Users acknowledge and consent to such recordings. All session video and audio files are securely stored in accordance with industry best practices, using encrypted AWS services. However, Imersifi is not liable for the content captured in these recordings, including any visuals or sounds from the User’s surroundings or behaviour during the session. Organisations are solely responsible for informing their Users of the data collected during sessions and ensuring that necessary permissions and consents are obtained, especially when capturing sensitive or personally identifiable content. Users and Organisations must not misuse session recording functionality, including attempts to record unlawful, confidential, or offensive material. Imersifi does not monitor session recordings for content moderation. Any concerns about captured content must be reported by the Organisation, and we will respond appropriately and within reason.

6. Calendar and Scheduling

Each User’s calendar is aligned with their respective time zone. The Platform allows Organisations to schedule sessions for individuals or groups. While email reminders are sent, Imersifi does not guarantee delivery of these notifications due to possible third-party email service limitations.

7. Enquiries and Orders

Organisations may submit Enquiries through the Platform for new content or upgrades. Imersifi will endeavour to respond to these promptly; however, during peak periods, response times may be extended. Enquiries are converted into Orders, which are visible on the Organisation's dashboard. Payment can be completed online via card, or invoicing may be requested and handled via email correspondence.

8. Billing and Subscription

Imersifi provides access to the Platform on a subscription basis. Subscriptions are purchased by Organisations and are billed according to the plan selected at the time of registration or upgrade. Imersifi uses Stripe Inc. as its payment processor, and all payments are collected and managed through Stripe’s secure infrastructure. All subscription fees are stated exclusive of any applicable taxes, including VAT, sales tax, or similar governmental charges. It is the responsibility of the Organisation to ensure the correct tax information is provided and to pay any such applicable taxes. Fees may be adjusted for changes in tax regulations or errors in prior invoices. Subscriptions may be offered on a monthly, annual, or custom term basis, and pricing may vary based on features, user count, content modules, and additional services or add-ons. The billing period and frequency are outlined on the Organisation’s billing dashboard. Fees are payable in advance and are non-refundable, except where required by law. If an Organisation upgrades its plan during an active billing cycle (e.g., by adding more users or modules), the associated additional charges will be applied immediately and may be prorated for the remaining billing cycle. If an Organisation downgrades or cancels its plan, the new pricing will apply at the start of the next billing cycle. No refunds or credits are issued for unused time, partial months, or unused user seats unless explicitly agreed upon in writing. Upon cancellation, the Organisation will retain access to the Platform until the end of the current billing period, after which access to administrative features and content creation tools will be disabled. Individual Users will retain access to their personal session history, even if the Organisation’s subscription lapses. Failure to make timely payment may result in suspension or termination of the Organisation’s access to the Platform. Imersifi reserves the right to retry failed payments and to apply late fees or interest to overdue accounts as permitted by law. Reinstatement of service following non-payment may require payment of the outstanding balance and additional fees. Organisations choosing to pay via invoice must request this option and be approved by Imersifi. Payment by invoice is due in full within the terms specified on the invoice, typically 14 or 30 days. Non-payment on invoice-based subscriptions may result in suspension of service. Imersifi reserves the right to change pricing and available plans at its sole discretion. In the event of a price increase, Organisations will be notified in advance, and the new pricing will apply upon the next renewal. Continued use of the Platform after such changes constitutes acceptance of the new fees. Disputes regarding billing must be reported in writing within 30 days of the invoice date. Imersifi will investigate and work in good faith to resolve any valid disputes, but failure to notify within this timeframe waives any claim related to the disputed charge.

9. Acceptable Use and Access Control

Only real, identifiable individuals who are directly affiliated with the Organisation may be invited to use the Imersifi Platform. Each User must be assigned their own account with unique login credentials. The sharing of accounts, credentials, or login codes among multiple individuals is strictly prohibited and will result in immediate suspension or termination of the Organisation's access to the Platform. Each User is issued a unique login code, which may be generated using their initials or similar automated identifiers. Although Imersifi implements automated filters to reduce the risk of generating offensive or inappropriate codes, we are not liable for any such occurrences. If an Organisation or User identifies an inappropriate login code, it must be reported immediately and the support team will provide a replacement. Organisations must not exceed the number of Users allowed by their subscription tier. This count includes the Organisation Owner. Imersifi reserves the right to audit active accounts and usage to ensure compliance. Exceeding the allocated User count without an upgrade may result in additional charges or service restrictions. Users may create personalised VR profiles. These profiles may include selected traits such as name, avatar characteristics, and skin tone based on the Fitzpatrick scale. Users may upload images (e.g., profile photos), which are securely stored. However, Imersifi does not moderate uploaded content, and it is the Organisation's and Users’ responsibility to ensure all profile content complies with professional, legal, and ethical standards. Content that is offensive, infringing, or violates third-party rights is strictly prohibited. You agree not to: Use the Platform in any way that violates applicable laws, regulations, or contractual obligations. Permit access to the Platform to unauthorised third parties or non-affiliated individuals. Attempt to reverse-engineer, modify, tamper with, disable, disrupt, or bypass any security mechanism or feature of the Platform. Upload or transmit malware, viruses, or any code designed to interrupt or harm systems or data. Impersonate any person or organisation, or misrepresent your affiliation with another entity. Upload or share content that is discriminatory, defamatory, obscene, harassing, unlawful, or that promotes violence or illegal conduct. Use the Platform to harm, exploit, or attempt to harm others, particularly minors. Access or attempt to access restricted Platform areas without authorisation. Use the Platform to build a competing product or service or replicate its features. Interfere with or disrupt the integrity, performance, or availability of the Platform or any data hosted on it. Send unsolicited or spam communications through any part of the Platform. Imersifi reserves the right to monitor compliance with this Acceptable Use policy. Violations, including suspected or reported breaches, may result in suspension or termination of access, legal action, and/or referral to appropriate authorities. Imersifi shall not be liable for any damages resulting from actions taken to enforce this policy. For the purpose of diagnosing technical issues and providing effective customer support, Imersifi staff may, with appropriate safeguards, access Organisation accounts or simulate User sessions as necessary to investigate and resolve support requests.

10. Devices and Communication

When a User logs into the Platform via the launcher on a new device, the device is registered to the Organisation. Devices online can receive messages or commands from the Organisation dashboard. Imersifi takes no responsibility for the content of messages sent to Users via the Platform. Devices are not locked into kiosk mode and no device management services are offered by Imersifi.

11. User Groups and Access Management

Organisations may create groups consisting of one or more Users. Groups can be assigned to specific experiences or modules. There is no limit to the number of groups an Organisation may create.

12. Support Services

Support is provided primarily through email. Each Organisation is assigned a dedicated support agent. Business hours for support are Monday to Friday, 9:00 AM to 5:00 PM (local time). While we strive to respond quickly, response times may vary.

13. Intellectual Property and Ownership

All intellectual property rights, including but not limited to copyrights, trademarks, design rights, database rights, and patents in the Imersifi Platform and its underlying software, interfaces, infrastructure, user interface, documentation, branding, and features (collectively, the “Platform Materials”) are and shall remain the exclusive property of Imersifi and its licensors. Nothing in these Terms transfers ownership or grants any license beyond the limited rights expressly granted herein. The Organisation retains full ownership of any content it uploads to the Imersifi Platform, including, but not limited to, logos, organisation-specific branding assets, profile images, session recordings, telemetry data, and custom VR experience data ("Organisation Content"). By submitting or uploading Organisation Content, the Organisation grants Imersifi a non-exclusive, worldwide, royalty-free, limited license to use, host, process, reproduce, store, transmit, and display such content solely as necessary to deliver and maintain the services, perform support functions, or improve operational delivery of the Platform. This license also permits Imersifi to: Back up and archive Organisation Content in accordance with best practices for data integrity; Perform internal analysis to maintain or enhance service functionality; Format or transform content as required for technical compatibility or presentation in the Platform. Imersifi does not claim ownership over Organisation Content and will not use it for any purpose outside the provision and operation of the Platform. However, you acknowledge and agree that Imersifi may generate aggregate and anonymised analytics from Organisation usage and content patterns, and that Imersifi retains full ownership and rights over such derived data. The Organisation is solely responsible for ensuring it has the legal right to use and upload all Organisation Content and that such content does not infringe on the rights of any third parties. Imersifi shall not be liable for any disputes, claims, or liabilities arising from or relating to Organisation Content. Users may submit profile customisations or images as part of their experience. These remain the property of the Organisation or User, but are similarly licensed to Imersifi for the operational purposes described above. No moderation is conducted on user-submitted content, and all responsibility lies with the submitting party. Any suggestions, feedback, feature requests, or improvements submitted to Imersifi by the Organisation or its Users are considered non-confidential and shall be deemed the sole property of Imersifi. By submitting such feedback, the submitting party assigns all rights, title, and interest to Imersifi, which may use, modify, or incorporate the feedback without compensation or attribution.

14. Privacy and Data Processing

Details of how we handle privacy can be found in the Privacy Policy.

15. Termination and Suspension

Imersifi reserves the right to suspend or terminate access to the Platform if there is a breach of these Terms, illegal use, or abuse of the system. Upon termination, all access to the Platform will cease.

16. Changes to the Terms

These Terms may be updated from time to time at our discretion. Material changes will be communicated where appropriate. Continued use of the Platform constitutes acceptance of the updated Terms.

17. Limitation of Liability

The Imersifi Platform is provided on an "as is" and "as available" basis without warranties of any kind, either express or implied. Imersifi expressly disclaims all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Platform will meet your specific requirements, operate without interruption, be free from errors or vulnerabilities, or be compatible with any specific hardware or software. No oral or written advice or information provided by Imersifi or its representatives shall create any warranty not expressly stated in these Terms. To the fullest extent permitted by applicable law, Imersifi and its affiliates, employees, agents, contractors, licensors, or service providers shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, including but not limited to loss of business, profits, revenue, data, goodwill, or anticipated savings; business interruption; or cost of substitute services, whether arising under contract, tort (including negligence), strict liability, or any other legal or equitable theory, even if we have been advised of the possibility of such damages. Without limiting the foregoing, Imersifi shall not be liable for any damages, losses, or liabilities resulting from: Your use of, or inability to use, the Platform; Errors, mistakes, or inaccuracies in the Platform or any content displayed therein; Unauthorised access to or use of your account, data, or content; Any conduct or content of any third party using the Platform, including any offensive, defamatory, or illegal actions; Interruptions or cessation of transmission to or from the Platform; Any bugs, viruses, trojan horses, or the like that may be transmitted through the Platform by any third party; Failures or limitations of hardware, software, or network infrastructure, including third-party platforms or services integrated with the Platform. Imersifi’s total cumulative liability to any Organisation or User for any and all claims arising out of or related to these Terms, the Platform, or any related services, whether in contract, tort, or otherwise, shall not exceed the total amount paid by the Organisation to Imersifi during the three (3) months preceding the event giving rise to the claim. In jurisdictions where limitations on liability are not permitted, Imersifi’s liability shall be limited to the maximum extent permitted by applicable law. In no event shall Imersifi be required to pay any monetary damages, reimbursements, or compensation to any User or Organisation for claims that exceed this cap, nor shall any equitable relief awarded include monetary damages unless required by a final court judgment or arbitration ruling that cannot be appealed. The limitations and exclusions in this section apply regardless of the legal theory on which a claim is based and even if a remedy fails of its essential purpose.

18. Governing Law

These Terms shall be governed by the laws of England and Wales, United Kingdom. Any legal disputes shall be resolved in the courts located within that jurisdiction.

19. Contact Information

For support or questions about these Terms, please contact:

Imersifi Limited
Email: legal@imersifi.com
Address: Institute of Life Science 2, Swansea University, Swansea, SA2 8PP, United Kingdom