This document is written in plain English. If anything is unclear, contact [email protected].
In short: VipLIMS is free for every laboratory: no card, no adverts, no selling of data. Donations are welcome but never buy features or priority. Your laboratory owns its data and can export it at any time. Your laboratory stays responsible for clinical decisions and for validating the system for its own use. The free service has no service level agreement and our liability is limited. We give 30 days' notice of material changes to these terms, and at least 12 months' notice if we ever close VipLIMS.
Version 1.0. Effective date: 13 October 2026.
Evaluation period
VipLIMS is currently offered as an evaluation service. While this section appears in these terms:
- you may use VipLIMS only to evaluate, test and train on it, with synthetic or fully anonymised test data;
- you must not enter or upload personal data about real patients, or any other real person's health or genetic data;
- every laboratory sees an "Evaluation service" notice in the app, and the person who signs up must confirm that they will not enter real patient data;
- if real patient data is entered by mistake, delete it straight away and tell us at [email protected].
The rest of these terms, including the Data processing agreement, apply in full during the evaluation period, for example to the names and work email addresses of your users. We will announce the end of the evaluation period by email to laboratory administrators and in the changelog, and remove this section and the in-app notice at the same time.
1. About us
1.1 VipLIMS is a cloud laboratory information management system operated by Visiopath Ltd, a private limited company registered in England and Wales under company number 12096339 ("we", "us", "our"). Our address is 5 East Close, London W5 3HE, United Kingdom.
1.2 You can contact us at [email protected], at [email protected] or on 0800 111 4606. For data protection matters, email [email protected]. To report a security vulnerability, email [email protected].
2. Who these terms apply to
2.1 These terms form a contract between us and the organisation that creates a VipLIMS account (the "laboratory" or "you"). The person who signs up confirms that they are authorised to accept these terms on behalf of that organisation.
2.2 VipLIMS is a business service for laboratories. It is not offered to consumers acting for personal purposes. If you nevertheless use it as a consumer, nothing in these terms affects your statutory rights.
2.3 People invited by a laboratory (for example staff, pathologists, scientists, referrers and auditors) use VipLIMS under their laboratory's account and must follow the Acceptable use policy.
2.4 These terms include the following documents, which form part of the contract:
- the Data processing agreement ("DPA");
- the Acceptable use policy;
- the Medical and clinical disclaimer;
- the Sub-processor list.
2.5 If there is a conflict, the DPA takes priority for the processing of personal data on your behalf. If you buy a paid service, the signed order form or statement of work takes priority for that service only.
3. The free service
3.1 All core VipLIMS features are free for every laboratory. There is no limit on the number of users or cases, no payment card is needed to sign up, and there are no adverts. We do not sell, rent or mine your data, and we do not use it for advertising.
3.2 VipLIMS is funded by voluntary donations and by optional paid services. Donating is never a condition of using VipLIMS, and donations do not buy features, priority, support levels or any other rights. Laboratories that donate and laboratories that do not have the same access to the service.
3.3 Fair use. The free service is shared by laboratories around the world. If your use is far above that of a typical laboratory (for example very large storage use, unusually high volumes of automated requests, or use that degrades the service for others), we will contact you first to discuss options, such as reducing use, sponsoring the extra cost or moving to a dedicated instance. We will not suspend the service for fair-use reasons without at least 30 days' notice, except where clause 10.3 applies.
3.4 Optional paid services. We offer optional paid services, such as priority support, data migration, validation help, and dedicated or white-label instances. Each is agreed separately in writing with its own price and, where stated, a service level agreement. Paid services do not change who owns your data.
4. Your account and security
4.1 You must give accurate information when you sign up and keep it up to date.
4.2 Every user must use two-step verification. You are responsible for:
- inviting only people who need access, and giving each one the lowest role that lets them do their job;
- making sure each user has their own account and does not share sign-in details;
- removing or disabling users promptly when they leave or no longer need access;
- keeping the devices used to access VipLIMS secure and up to date;
- telling us without delay at [email protected] if you suspect unauthorised access to your account.
4.3 You are responsible for activity carried out under your laboratory's account, except where it results from our breach of these terms.
5. Your data
5.1 Ownership. Your laboratory owns all data it enters into VipLIMS, including patient records, case and specimen details, reports, attachments and configuration ("customer data"). We claim no ownership of customer data.
5.2 Permission to process. You permit us to host, process, back up and transmit customer data only as needed to provide VipLIMS to you, to keep it secure, and as set out in the DPA.
5.3 Data protection roles. For personal data in customer data, your laboratory is the controller and Visiopath Ltd is the processor, and the DPA applies automatically. For personal data we collect about account holders, website visitors, newsletter subscribers and donors, we are the controller, as explained in our Privacy policy.
5.4 You are responsible for having a lawful basis (and, for health or genetic data, a condition under Article 9 of the UK GDPR or EU GDPR) for the personal data you enter, for giving patients and other people any information the law requires, and for meeting the record-retention rules that apply to your laboratory.
5.5 Export. A laboratory administrator can download a full export of customer data at any time, free of charge, from Account → Data export. The export is a ZIP file containing JSON and CSV files for each record type, plus report PDFs.
5.6 Demonstration data. During onboarding you may load synthetic demonstration data. It does not relate to real people and can be removed in one step. Do not mix real patient data into demonstration records.
6. Clinical responsibility
6.1 VipLIMS is a records and workflow tool. It does not diagnose, interpret results or make clinical decisions, and it is not intended to be a medical device.
6.2 Your laboratory remains fully responsible for:
- the clinical content of every report it issues;
- reference ranges, templates and coding, including any sample content in speciality packs, which is illustrative only;
- validating or verifying VipLIMS for its intended use, for example under ISO 15189 or ISO/IEC 17025, and any clinical safety assessment its own rules require;
- its accreditation and regulatory compliance.
6.3 The Medical and clinical disclaimer explains this in more detail.
7. Terminology and third-party content
VipLIMS includes terminology packs that we are permitted to distribute, with the attribution their licences require. If you import other terminologies, such as full SNOMED CT or ICD-O-3, you must hold a valid licence for them. See Terminology notices.
8. Acceptable use
You and your users must follow the Acceptable use policy. In particular, you must not try to access another laboratory's data, test the security of VipLIMS except under our Responsible disclosure policy, or resell the service without our written agreement.
9. Availability, support and changes to the service
9.1 We aim to keep VipLIMS available and to fix faults promptly, and we publish incidents on our status page. However, the free service is provided without a service level agreement, without guaranteed uptime, and without guaranteed support response times. A service level agreement is available as a paid service.
9.2 We may carry out planned maintenance. Where we can, we will do this at quiet times and announce it in advance on the status page.
9.3 We improve VipLIMS continuously and record changes in the changelog. We may change or remove features, but we will not remove the ability to export your data. If we remove a core feature that laboratories rely on, we will give at least 30 days' notice.
10. Closure, suspension and termination
10.1 Closing your account. A laboratory administrator can close the account at any time from Account. Closure starts a 30-day grace period, during which any administrator can cancel it. When the 30 days end, an automated process permanently deletes the laboratory's data and files. Copies in our encrypted backups are deleted as those backups reach the end of their rotation cycle, as described in the DPA. We keep the laboratory's audit trail, which contains no clinical text, for the period set out in the DPA.
10.2 Download your export before the grace period ends. We cannot recover data after that.
10.3 Suspension by us. We may suspend access, in whole or in part, without notice if this is reasonably necessary to:
- protect the security or integrity of VipLIMS or other laboratories' data;
- stop a serious breach of the Acceptable use policy or of the Evaluation period section;
- comply with the law or an order of a court or regulator.
We will tell you why as soon as we lawfully can and restore access once the problem is resolved. Suspension does not delete your data.
10.4 Termination by us for breach. We may end these terms by written notice if you materially breach them and do not put the breach right within 30 days of our notice, or immediately if the breach cannot be put right. Unless the law prevents it, you will still be able to export your data for 30 days after termination.
10.5 If VipLIMS closes. If we decide to stop running VipLIMS, we will give every laboratory at least 12 months' notice and keep the export available throughout that period.
11. Donations
Donations are voluntary gifts, not payment for the service, and are governed by the Donation and supporter terms.
12. Intellectual property
12.1 We, or our licensors, own VipLIMS, its software, design and documentation. We grant your laboratory a non-exclusive, non-transferable right to use VipLIMS for its own laboratory work while these terms apply.
12.2 If you send us suggestions or feedback, we may use them to improve VipLIMS without any obligation to you.
13. Liability
13.1 What we do not exclude. Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded under the law of England and Wales.
13.2 The free service is provided as it is. Because the core service is free of charge, it is provided "as is" and "as available". Subject to clause 13.1 and to the extent the law allows, we exclude all implied terms, conditions and warranties, including those as to satisfactory quality and fitness for a particular purpose.
13.3 Losses we are not responsible for. Subject to clause 13.1, we are not liable, whether in contract, tort (including negligence) or otherwise, for:
- loss of profits, revenue, business, contracts, anticipated savings or goodwill;
- any indirect or consequential loss;
- clinical decisions, diagnoses or reports made or issued by your laboratory;
- loss caused by your failure to follow these terms, to keep your account secure, or to keep the exports and records that your own legal or professional obligations require.
13.4 Our total liability. Subject to clause 13.1, our total liability arising out of or in connection with these terms in any 12-month period is limited to:
- for the free service: £100;
- for a paid service: the greater of £100 and the fees you paid us for that service in the 12 months before the event giving rise to the claim, unless the order form for that service sets a different limit.
13.5 We consider these limits reasonable because the core service is provided free of charge, and you can protect yourself by exporting your data and by taking out your own insurance.
14. Confidentiality
Each party will keep confidential any non-public information it receives from the other and use it only to perform these terms. This does not apply to information that is already public, independently developed, received lawfully from someone else, or that must be disclosed by law. Customer data is also protected by the DPA.
15. Changes to these terms
15.1 We may update these terms. We will give at least 30 days' notice of any material change by email to laboratory administrators, by a notice in the app and in the changelog. If you do not agree with a change, you can export your data and close your account before it takes effect. If you continue to use VipLIMS after that date, the updated terms apply.
15.2 We may make changes required by law, changes that only correct errors or improve clarity, and the removal of the Evaluation period section, with shorter notice.
16. General
16.1 Notices. We send notices to the email addresses of your laboratory administrators. You can send notices to us at [email protected] or by post to the address in clause 1.1.
16.2 Assignment. You may not transfer these terms without our written consent. We may transfer them to another organisation that takes over VipLIMS, provided your rights under these terms are not reduced.
16.3 Events beyond our control. Neither party is responsible for delays or failures caused by events outside its reasonable control.
16.4 Entire agreement. These terms, with the documents listed in clause 2.4, are the whole agreement between us about VipLIMS. Each party confirms that it has not relied on any statement not set out in them. This does not limit liability for fraud.
16.5 Severability. If any part of these terms is found unenforceable, the rest remains in force.
16.6 No waiver. A delay in enforcing a right does not waive it.
16.7 Third parties. No one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
16.8 Relationship. Nothing in these terms creates a partnership, joint venture or agency between us.
17. Governing law and disputes
17.1 These terms, and any dispute or claim arising out of or in connection with them, are governed by the law of England and Wales.
17.2 Before starting proceedings, please contact us at [email protected]. Each party will try in good faith to resolve the dispute within 30 days.
17.3 The courts of England and Wales have exclusive jurisdiction, except that either party may seek urgent relief in any court.