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Acceptable use policy

This document is written in plain English. If anything is unclear, contact [email protected].

Last updated 13/10/2026

In short: Use VipLIMS for genuine laboratory work, with data you are allowed to hold. Do not try to reach other laboratories' data, attack or overload the service, share accounts, or resell VipLIMS. Report security issues to [email protected] instead of testing them on live data.

Version 1.0. Effective date: 13 October 2026.

1. Who this policy applies to

1.1 This policy applies to every laboratory that holds a VipLIMS account and to every person who uses VipLIMS, including staff, pathologists, scientists, referrers, auditors and billing users. It forms part of the Terms of service.

1.2 The laboratory is responsible for making sure its users follow this policy.

2. Permitted use

VipLIMS is for recording, managing, reporting and auditing laboratory work, and for sharing authorised reports with the people entitled to receive them. You may use it for clinical, veterinary, research, testing, teaching and quality purposes, provided the use is lawful. While VipLIMS is an evaluation service, use is limited to evaluation, testing and training with synthetic or fully anonymised data, as set out in the Terms of service.

3. Data you put into VipLIMS

3.1 You must:

  • only enter personal data that you are lawfully allowed to process, with any notices and permissions the law requires;
  • only enter data relating to real patients into your live records, never into demonstration records;
  • use the synthetic demonstration data, or invented test data, for training and demonstrations;
  • only import terminologies and other third-party content that you are licensed to use (see Terminology notices).

3.2 You must not upload:

  • content that infringes anyone's intellectual property or privacy rights;
  • malware, or files designed to harm systems or users;
  • unlawful content of any kind.

4. Accounts and access

You must not:

  • share sign-in details, or let more than one person use a single user account;
  • try to get around two-step verification, lockouts, session limits or role permissions;
  • give a user a role with more access than they need;
  • keep users active after they have left or no longer need access.

5. Security and integrity

You must not:

  1. try to access another laboratory's data, or any data you are not authorised to see;
  2. probe, scan or test the security of VipLIMS, except as allowed by our Responsible disclosure policy;
  3. carry out or attempt denial-of-service attacks, or send traffic intended to overload the service;
  4. use automated tools to access VipLIMS at a rate that harms the service for others, or to scrape it;
  5. reverse engineer, decompile or tamper with the service, except where the law allows this despite this restriction;
  6. interfere with audit trails, security features or monitoring;
  7. use VipLIMS to send spam or unsolicited messages.

If you find a vulnerability, report it to [email protected].

6. Fair use

The free service is shared by laboratories around the world. Use far beyond that of a typical laboratory, such as very large storage use, may be subject to the fair-use process in clause 3.3 of the Terms of service. We will always talk to you first.

7. Commercial use and resale

You may use VipLIMS to run your laboratory's business, including issuing invoices to the institutions you serve. You must not resell, sublicense, rent or offer VipLIMS as a service to other laboratories, or present it as your own product, without our written agreement. Dedicated and white-label instances are available as a paid service.

8. Lawful use

You must not use VipLIMS in breach of any law that applies to you or to us, including data protection law and UK sanctions and export control rules.

9. What happens if this policy is broken

9.1 Depending on how serious the breach is, we may:

  • contact the laboratory administrator and ask for the issue to be fixed;
  • disable a specific user, feature or integration;
  • suspend the laboratory's account, as described in the Terms of service;
  • end the agreement for serious or repeated breaches;
  • report unlawful activity to the relevant authorities.

9.2 Where we suspend or end access, we will explain why as soon as we lawfully can. Unless the law prevents it, the laboratory will still be able to export its data.

10. Reporting misuse

If you believe someone is misusing VipLIMS, email [email protected]. For security issues, email [email protected].