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Terms & Conditions

Effective date: 28 May 2025  ·  Last updated: 10 June 2025

These Terms & Conditions govern your use of Vellumate's website and the engagement of any services described on it. Please read them carefully before proceeding. By contacting us, attending a workshop, or commissioning any service, you indicate that you have read and accepted these terms.

1. Definitions

In these Terms & Conditions, the following words carry the meanings set out below:

  • "Vellumate" / "We" / "Us" / "Our" — refers to Vellumate, a business registered and operating in Bangkok, Thailand, with its principal place of business at 133 Thanon Rama IV, Khlong Toei, Bangkok 10110.
  • "Service" / "Services" — refers to any estate organisation, heirloom cataloguing, records digitization, or educational workshop offered by Vellumate.
  • "User" / "You" / "Your" — refers to any individual or entity that visits this website, makes an enquiry, or engages Vellumate for a Service.
  • "Agreement" — refers to these Terms & Conditions together with any written scope confirmation provided by Vellumate prior to commencement of a Service.
  • "Content" — refers to any materials, photographs, inventory documents, digital files, or workshop workbooks produced by Vellumate in the course of delivering a Service.
  • "Website" — refers to the website accessible at https://vellumate.biz and all pages within it.

2. Acceptance of Terms

By using this Website or engaging any Service, you confirm that:

  • You are at least 18 years of age, or are acting with the consent and supervision of a parent or legal guardian who accepts these terms on your behalf.
  • You have the legal capacity to enter into a binding agreement under the laws of Thailand.
  • You have read, understood, and agree to be bound by these Terms & Conditions.
  • You accept that submitting a contact form, making a verbal or written enquiry, or signing a scope confirmation constitutes acceptance of this Agreement.

If you do not agree with any part of these terms, you should not use the Website or engage Vellumate's Services.

3. Service Description

Vellumate offers three categories of service, all of which are organisational and informational in nature:

  • Heirloom Cataloguing — physical documentation and photography of personal items and family belongings into a structured inventory, carried out at the client's premises.
  • Estate Organisation Workshops — small-group educational sessions on gathering personal records and documenting personal wishes, provided for informational purposes only.
  • Records Digitization & Archiving — scanning and structured digital archiving of paper documents and photographs, with all copies returned to the client.

Services are available to individuals and families in Bangkok and the surrounding metropolitan area. Availability outside this area is subject to prior agreement.

Nothing in these Services constitutes legal, financial, medical, or professional regulated advice of any kind. Vellumate does not act as a legal advisor, financial planner, or healthcare provider.

4. User Responsibilities

When using this Website or engaging a Service, you agree to:

  • Provide accurate and complete information when making an enquiry or engaging a Service.
  • Ensure that you have the authority to allow Vellumate access to the items, documents, or premises involved in a Service.
  • Not use this Website or any Service for any unlawful purpose or in a manner that violates Thai law.
  • Not attempt to interfere with the technical operation of this Website.
  • Treat Vellumate staff with respect during on-site or workshop engagements.

You are responsible for the care and security of any items or documents you make available to Vellumate. Vellumate will handle all materials with care, but ultimate responsibility for their safekeeping remains with you.

5. Intellectual Property

All text, imagery, design, and other material on this Website is the property of Vellumate and is protected under applicable Thai intellectual property law. You may not reproduce, distribute, or use Website content commercially without prior written consent.

Content produced by Vellumate as part of a Service engagement — including inventory documents, photographs, digital archives, and workshop workbooks — is delivered to you for your personal and family use. You retain ownership of your personal items and original documents throughout.

Workshop materials (workbooks, guides, reference documents) are provided for personal use only. They may not be reproduced for commercial distribution without written permission from Vellumate.

6. Payment Terms

All prices are quoted and payable in Thai Baht (฿). The guide prices shown on the Website are indicative; a confirmed figure will be set out in writing before any Service begins.

  • Payment terms and accepted methods will be confirmed in the written scope document.
  • A deposit may be required before commencement of on-site or digitization work; this will be stated clearly in the scope confirmation.
  • Workshop registrations are confirmed upon receipt of payment.
  • If a Service is cancelled by the client after written scope confirmation, any deposit paid may be retained to cover preparation costs incurred. Vellumate will discuss this with you individually if the situation arises.
  • If a Service is cancelled by Vellumate, any amounts paid in advance will be refunded in full.

7. Service Delivery

Vellumate will carry out each Service with reasonable care and skill. Specific details of scope, timeline, and deliverables will be confirmed in writing before any engagement begins.

  • On-site Services (cataloguing, digitization) require a suitable working environment at the client's premises. You agree to make reasonable arrangements to facilitate access.
  • Timelines are estimates. Delays caused by factors outside Vellumate's control — including access issues, volume of materials exceeding the initial scope, or circumstances beyond our reasonable anticipation — may affect completion dates. We will communicate any such delays promptly.
  • Digitization outputs will be provided in formats agreed at the time of scoping. Storage media is either provided by the client or agreed separately.
  • Vellumate does not retain copies of digitized files or photographs beyond the engagement period unless expressly agreed with you in writing.

If the scope of work needs to change during a Service, Vellumate will discuss this with you before proceeding and confirm any changes in writing.

8. Disclaimers

Vellumate provides its Website and Services on an "as available" basis. To the extent permitted by Thai law:

  • We do not make any representations or warranties about the completeness, accuracy, or fitness for a particular purpose of any Website content or Service output.
  • Workshop content is informational. It does not constitute and should not be relied upon as legal, financial, or professional advice.
  • We do not guarantee any specific outcome from the use of our Services. Results will depend on individual circumstances.
  • The Website may contain links to third-party websites. Vellumate has no control over and accepts no responsibility for the content of external sites.

9. Limitation of Liability

To the maximum extent permitted by applicable Thai law, Vellumate's total liability to you for any claim arising out of or in connection with these Terms or any Service shall not exceed the total amount paid by you for the specific Service giving rise to the claim.

Vellumate shall not be liable for:

  • Indirect, incidental, or consequential losses;
  • Loss of data beyond what is attributable to our negligence;
  • Loss arising from delays or interruptions caused by circumstances outside our reasonable control (including natural disasters, utility failures, or other force majeure events).

Nothing in these Terms limits liability for death or personal injury caused by our negligence, or for fraud, or for any liability that cannot be excluded under Thai law.

10. Indemnification

You agree to indemnify and hold harmless Vellumate, its staff, and its representatives from and against any claims, losses, costs, or expenses (including reasonable legal fees) arising from: (a) your breach of these Terms; (b) your misuse of the Website or any Service; or (c) any false or inaccurate information you provide to Vellumate.

11. Termination

Either party may end an engagement by giving reasonable written notice. "Reasonable" will depend on the nature and progress of the Service at the time.

  • If you end an engagement mid-service, Vellumate will invoice for work completed to that point. Any overpayment will be refunded promptly.
  • Vellumate reserves the right to decline or cease an engagement if behaviour during the service is harmful or unreasonably obstructive.
  • On termination, all original documents and items belonging to you will be returned without delay.

Sections 5, 8, 9, 10, and 12 of these Terms survive any termination.

12. Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Kingdom of Thailand. Both parties agree to submit to the exclusive jurisdiction of the Thai courts for the resolution of any dispute arising under or in connection with these Terms.

Before pursuing any formal process, both parties agree to first attempt to resolve any dispute informally. You are encouraged to contact Vellumate directly at [email protected] to describe the concern. We will respond within 10 working days.

If informal resolution is unsuccessful, both parties may agree to refer the matter to mediation before commencing formal legal proceedings.

13. General Provisions

  • Entire Agreement. These Terms, together with any written scope confirmation, constitute the entire agreement between you and Vellumate for the relevant Service and supersede all prior discussions.
  • Severability. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
  • Waiver. A failure by Vellumate to enforce any provision of these Terms does not constitute a waiver of the right to enforce it later.
  • Assignment. You may not assign or transfer any rights or obligations under these Terms without Vellumate's prior written consent. Vellumate may transfer its rights and obligations to a successor organisation with reasonable notice to you.
  • Notices. Formal notices should be sent by email to [email protected] or by post to our address below.

14. Changes to Terms

Vellumate may revise these Terms from time to time. When changes are made, the updated Terms will be published on this page with a revised "Last Updated" date.

For engagements already in progress at the time of any update, the Terms in force at the time the written scope was confirmed will apply, unless both parties agree otherwise in writing.