Vdex terms of service

Last updated 3 November 2026. Applies to the Vdex web app, the Vdex desktop app for Windows, Mac and Linux, and the Vdex app on Google Play.

1. Agreeing to these terms

These terms are an agreement between you and the developer of Vdex. Before Vdex can be used on a device, it asks you to agree to them: ticking the box and tapping "Agree and continue" means you agree. If you do not agree, do not use Vdex.

The privacy policy explains how Vdex handles information. It is there to inform you and is not part of this agreement.

You must be an adult who can make a binding agreement where you live. If you use Vdex for a business, you agree to these terms for that business too, and you confirm that you are allowed to.

2. Who provides Vdex

Vdex is made and published by its developer, known online as TheCrowBro ("we" and "us" below).

Get Vdex only from vdex.crowmade.app, from a download link we give there, or from the app stores where we publish it. These terms, and anything we say about Vdex, cover only Vdex as we publish it there. We are not responsible for copies that anyone else builds, hosts, changes or distributes.

If you got Vdex from an app store, the store's terms cover your relationship with the store; these terms cover your relationship with us.

3. What Vdex is, and what it is not

Vdex is an organiser for people who film for a living: bookings, crew, equipment, venues, insurance dates, call sheets, quotes, invoices, shoot-day tools and timecode notes. It is made for people who use it in their business or profession.

Vdex is not a bank or payment service, an accountant, a lawyer, a tax adviser, an insurance adviser, a safety device or a calibrated measuring instrument. Its backup features are not a substitute for keeping your own separate copies. The built-in checklists, templates, suggested lines, tutorials and guides are general examples: they are not complete for any job and do not replace your own checks, the law or professional advice. Nothing in Vdex is professional advice.

4. Your licence to use Vdex

We give you a personal, non-exclusive, non-transferable licence to install and use Vdex for your own personal or business purposes, including paid work, as long as you follow these terms. After its free trial, Vdex needs a licence (section 11). This gives you no other rights in Vdex's code, name or design. We may end your licence if you seriously or repeatedly break these terms. You can end it at any time by stopping using Vdex.

5. Your information, your backups and security

Vdex keeps what you enter on your own device, and in cloud storage only if you link it. We do not hold a copy.

Keeping backups is your responsibility. Information can be lost in many ways, for example:

• clearing your browser's data, uninstalling Vdex, or losing or breaking the device;
• a browser removing a website's stored data on its own, as Safari may for a site that has not been opened for a while unless Vdex is added to the home screen;
• a mistake while syncing two devices, or a change made on another device;
• forgetting your PIN when fingerprint or face unlock is not set up, since the information on the device cannot then be unlocked or recovered, or the "Erase this device after 10 wrong PINs" option under Settings → Security, if you switch it on;
• a cloud service being unavailable, closing your account, or running out of space.

With Google Drive and iCloud, Vdex keeps its copy and its daily backups in a private area that only Vdex can open, not as files you can see. If Vdex stops working with that service, or stops being offered, you may not be able to get them back. So, once you have a licence, also keep an exported backup file you can open yourself (Settings → Backups & data → Export backup), and keep it somewhere safe.

A PIN protects the information on this device while Vdex is locked. It does not protect the copy in your cloud storage, which is kept as plain text and protected only by your account there, or anything you export without a passphrase, print or send. Someone who copies the device's storage can guess a short PIN, so use six or more digits. Link only your own devices: the phone-to-laptop link shares your timecode notes and scripts with whoever scans its code. You are responsible for keeping your devices, accounts, passwords and backup files secure.

6. Information about other people

You can keep details about clients, crew, venues and other people in Vdex. When you do, you decide what is kept and why, and you are responsible for being allowed to keep and use it, including under any data-protection law that applies to you. We never receive that information.

Deleting someone in Vdex removes them from your devices that sync. It does not remove them from backups (Vdex keeps one cloud backup for each month until you delete it), from files you exported, or from documents, links and calendar events already sent or synced. A device that has not synced for about six months, or an old backup you restore, can bring deleted records back. If you need someone's details gone, delete them in those places too.

You decide who receives what you send from Vdex. Anyone who has a quote, invoice or crew link, or your calendar feed link, can read what is in it, including names and contact details. A crew link always carries the dates, times, schedule, location and venue details, the emergency contact and your own contact details, plus what you ticked when you made it, such as the crew's names, roles, call times, phone numbers and email addresses. It never carries prices, rates, budgets, quotes, invoices, kit values or your booking notes. A calendar feed lists every booking that is not cancelled, with client and crew names, contacts' phone numbers and booking notes, so share its link only with people who may see all of that. A sent link cannot be withdrawn or changed: if you correct a document, send a new link and tell the client the old one is out of date. Links open through Vdex's website and may stop working if Vdex changes or stops, so keep the PDF as your record. Switching the feed off in Vdex does not stop a feed link you already shared from working; delete the feed file (vdex-bookings.ics) in your storage to do that.

7. Quotes, invoices and payments

• Vdex suggests lines and does the arithmetic, but you must check every quote and invoice each time you send, print, save or link it, including reminders: the prices, taxes, totals, currency, dates, your payment details and anything the law where you work requires. Each copy is made from your settings at that moment, so changing your currency, payment or business details also changes copies you make later of older documents.
• Pay buttons and payment QR codes open another service with an amount and a currency filled in. Some services work in one currency only (for example UPI in Indian rupees, Monzo in pounds and Venmo in US dollars), and a button does not show which currency it uses. Before you send an invoice, open each Pay button yourself and check the amount, the currency and the account. We are not responsible for a payment made in the wrong amount or currency, or to the wrong account.
• Vdex never handles money. Any payment, fee, refund, chargeback or dispute is between you, your client and the payment service, under its terms. Vdex is not told whether a payment was made.
• Vdex does not check who made a quote or invoice, what it says, or the payment details on it. A Vdex link shows only what the person who made it put in. Anyone can make or change one, so a link is not proof of who sent it, of an agreement or of a payment. You are responsible for everything in the links you create, including the payment details, and for telling your clients how they can confirm your payment details.
• The budget is a planning aid for your own use. It shows what you enter and does not check prices, taxes or what anything will really cost.
• Your tax, accounting and record-keeping duties stay yours.

8. Call sheets, shoot-day tools and reminders

• Call sheets and crew links are made from what you enter and from the booking, including the address, map link, nearest hospital, emergency contact, weather and sun times. Vdex does not check any of it. A crew link is a copy from when it was made and does not update itself. Check each call sheet and crew link before you send it, send a new one whenever plans change, and make sure everyone on set gets current safety and emergency information from you or the production, not from Vdex alone.
• The weather forecast, sunrise, sunset and golden hour, Polaris, the white balance reader, the noise meter, the range finder, timecode sync, the shoot-day clock, address lookups, map pins and directions give estimates for planning. They can be wrong, late or unavailable. Check a location yourself, especially before a first visit.
• Do not rely on them where safety, health, money or the law is at stake: for example work at height, rigging, drones, roads and traffic, water, bad weather, protecting your hearing (the noise meter is not a calibrated sound level meter), or settling a pay dispute. Follow site safety rules, the law and your own professional judgement.
• Vdex never reads, copies or checks your footage, sound or memory cards. The media log and checklists record only what you tick. Timecode notes are stamped from your device's clock and can drift or be out between devices, and text that Vdex reads from a camera screen or a script can be misread. Check your copies yourself before you clear a card, and check notes and exports against the camera and the original before anyone relies on them.
• Reminders and notifications may not appear, for example if the device is off, notifications are blocked, or Vdex is closed or in the background. This includes break notifications and the notes Vdex shows when you open it about equipment due for a service, overdue invoices or an old backup. Vdex does not remind you about shoots or insurance renewals. Do not rely on Vdex alone for deadlines.
• The insurance section only records the policies you enter. It is not insurance advice and does not tell you whether you are covered.

9. Other services you connect

Google Drive, Google Calendar, iCloud, Dropbox, OneDrive, Outlook, Nextcloud and other WebDAV servers, payment services, maps, weather, Cloudflare (which hosts Vdex, its downloads and its licence server), Stripe and Link (which sell licences), Resend (which emails licence codes and sign-in codes), the services the text reader and device linking use, and app stores are run by other companies under their own terms and privacy policies. When you connect one, you are responsible for following its terms, for your account with it, and for any storage or costs it involves. We are not responsible for those services: whether they are available, how they change, or what they do with your information. Vdex may stop working with a service if that service changes or withdraws access.

Calendar sync creates, changes and deletes events, including deliverable due dates, in a calendar called "Vdex bookings" in your account. It does not touch your other calendars. Changes to an event's date, time, title or location made there replace what is in Vdex. Deleting an event there does not delete the booking, and Vdex puts the event back. The events include the client, contacts' phone numbers, crew names and booking notes, so anyone who can see that calendar can see them. Check the dates that matter to you.

10. Using Vdex fairly

Use Vdex lawfully. Do not use it to store or send unlawful material, to harass or spam anyone, or to infringe other people's rights, including in scripts or files you import. Do not use Vdex to make a quote, invoice, call sheet, crew page or link that pretends to come from someone else, asks for money that is not owed, or is otherwise false or misleading. Do not use it to interfere with the services it connects to, or misuse any sign-in registration Vdex has with Google, Apple, Dropbox or Microsoft.

11. Price, the licence, updates and changes to Vdex

A 30-day free trial, then a licence. Vdex has a 30-day free trial in each web browser, on each computer running the desktop app, and in the Android app; for people who used the website before licences, it starts the first time they open it after that. After the trial, Vdex needs a licence. Without one it is read-only: you can still open, search and print everything, but not change it. Desktop installations that were already in use before we started selling licences keep the desktop app free.

What needs a licence from the start. Keeping a copy in your own cloud storage (Google Drive, iCloud, Dropbox, OneDrive, a WebDAV server or a synced folder) and saving backup files and spreadsheet (CSV) files need a licence, during the trial too. A cloud storage linked before then is paused: Vdex neither reads nor writes it, and the copy already there stays as it is, until you have a licence. PDFs, printing, and links for clients and crew always work, and your information stays on your device.

Using your licence. On the website and in the Android app, sign in with the email address your licence belongs to: we email you a 6-digit code to type in. In the desktop app, enter your licence code. An app store may list Vdex at a price of its own; its listing shows it, and its terms cover that purchase. The Android app does not sell licences.

• Price. A licence costs 20 US dollars once, plus any tax shown at checkout. It is not a subscription, and it includes the desktop updates we publish. It is for one person, on up to 3 devices that person uses: each computer running the desktop app, and each phone or tablet running the Android app, takes one of the 3 places. Signing in to the website in a web browser does not. We also give some licences for free; they work the same way, and may have an end date, which we tell you when we give one.
• Buying. Licences are sold through Stripe. The seller named on your receipt (Link, LLC) takes the payment, charges any tax and sends the receipt. Your code is shown as soon as you have paid, and emailed to you.
• Activating and signing in. The first time a licence is used on a computer or in the Android app, Vdex adds that device online. After that it checks about once a week that the device is still on the licence, and a signed-in website checks about once a day; each needs the internet at least once every 90 days. When all 3 places are taken, you can move the licence from one of those devices to a new one, up to 3 times in 30 days; write to us if you need more. If we ever stop running the licence check, we will first publish an update that no longer needs it.
• Refunds. If Vdex does not work for you, ask for a refund within 14 days of buying by replying to the email your code came in. A refunded licence stops working. This does not limit any right to a refund that the law gives you.
• Keeping it yours. Do not share, sell or publish your code, or let others sign in with your email address. We may cancel a licence that was refunded, charged back, published or shared, or obtained by fraud. A cancelled licence makes Vdex read-only on its devices and signs the website out.

We are not obliged to provide support, fixes or updates. We may change, add or remove features, or stop offering Vdex, at any time. If we decide to stop offering Vdex, we will try to say so in the app first, and to let everyone save their information, licence or not.

Updates reach the web app and the Google Play app automatically. On Windows, Linux and a signed Mac, the desktop app downloads updates by itself and installs them when you restart or close it. Otherwise it tells you when a new version is out and gives you a link to download it.

12. Who owns what

What you put into Vdex is yours, and we claim no rights in it.

The Vdex name, icon and design belong to the developer. Being able to read Vdex's source code does not by itself give permission to copy, change or publish it, except as a licence published with the code allows. Parts of Vdex made by others keep their own licences. Those in the app are listed in the open-source licences, and the desktop app also includes the licences of Electron, Chromium and the libraries it uses.

15. Claims caused by your use

If you use Vdex for a business, you will cover our reasonable losses and costs, including reasonable legal fees, from any claim someone else brings against us that results from information you kept or shared using Vdex, documents or links you sent using Vdex, or your breaking these terms or the law. This does not apply to the extent that the claim was caused by our own fault.

16. Your rights under the law

Some laws give you rights that an agreement cannot take away. Nothing in these terms takes those rights away, and sections 13 to 15 apply to you only as far as the law that applies to you allows.

If you use Vdex as a consumer (not for your business or profession):

• In the UK, if Vdex damages your device or other digital content because we did not use reasonable care and skill, you may be entitled to a repair or to compensation under section 46 of the Consumer Rights Act 2015.
• In Australia, if the Australian Consumer Law applies to you, nothing in these terms excludes, restricts or modifies any consumer guarantee, right or remedy it gives you that cannot lawfully be excluded. Where that law allows us to limit our liability for failing to meet a consumer guarantee, our liability is limited to supplying Vdex again or paying the cost of having it supplied again.
• Elsewhere, you keep any rights that consumer law where you live gives you and that cannot be excluded.

17. Stopping, and removing your information

You can stop using Vdex at any time. To remove your information:

1. On every device except the last one, use Settings → Backups & data → Erase all data on this device. Erasing also disconnects cloud storage, so that device stops copying to it.
2. On the last device, if you linked iCloud, first use ☁ → Delete Vdex's copy from iCloud…, then erase that device in the same way.
3. Then delete Vdex's copy from any other storage you linked: in Dropbox or OneDrive, the folder Apps › Vdex; in Google Drive, Settings → Manage apps → Vdex → Options → Delete hidden app data; on Nextcloud or another WebDAV server, the Vdex folder; and any file in a synced folder.
4. If you used calendar sync, delete the "Vdex bookings" calendar. If you made a calendar feed, delete vdex-bookings.ics or stop sharing its link.
5. Uninstall Vdex. Uninstalling alone may leave Vdex's information on the device (the desktop app keeps it), which is why erasing comes first.

Sections 5 to 9, 12 to 16 and 19, and any other part that by its nature should continue, still apply after you stop.

18. Changes to these terms

We may update these terms, for example to cover new features, changes in the law or changes to the services Vdex connects to. When they change, Vdex shows you the new terms the next time you open it and asks you to agree before you carry on. A change does not apply to anything that happened before it took effect. If you do not agree, you can stop using Vdex (with a licence, you can save your information first). Each version is dated at the top.

19. General

Whole agreement. These terms are the whole agreement between you and us about Vdex and replace anything said before. This does not limit liability for anything said fraudulently, or anything consumer law treats as part of the agreement.

Transfer. We may transfer this agreement to someone who takes over Vdex, and will say so in the app or on the project's page. If you do not want to continue, you can stop using Vdex. You may not transfer your rights under these terms.

Notices. We give notices in the app or on the project's page. You can send us a formal notice by email, using the support address at crowmade.app.

Nobody else. Only you and we can enforce these terms. They give no rights to anyone else.

Separate parts. Each section, and each sentence within a section, is separate. If a court decides that one cannot be enforced, the rest still apply. If we do not enforce part of these terms straight away, we can still enforce it later.

20. Contact

For anything private or legal, and for bugs and suggestions, email the support address at crowmade.app.

Privacy policy