Terms of Service

Last updated: 17/06/2026

These Terms of Service (“Terms”) govern access to and use of the Vendor Check Pro platform and related services. By accessing or using the service, the customer organisation agreeing to these Terms (the “Customer”) agrees to be bound by them.

If you are accepting these Terms on behalf of an organisation, you confirm that you have authority to bind that organisation.

1. About the Service

Vendor Check Pro is a business-to-business software service designed to help schools and organisations manage vendor compliance workflows, supporting records, document collection, review processes, auditability, and related operational administration.

The service is intended for authorised business use only. It is not intended for consumer use or public self-registration.

2. Contracting Party

These Terms apply between the Customer and the legal entity operating Vendor Check Pro (the “Service Provider”).

The Service Provider’s details should be stated clearly in the final published version of these Terms.

3. Access to the Service

The Customer may access and use the service only for its internal business purposes and only in accordance with:

  • these Terms

  • any applicable order form, proposal, or commercial agreement

  • any applicable Data Processing Agreement

  • the Customer’s subscription plan and authorised use level

Access to the service is restricted to authorised users approved by the Customer or, where relevant, by the Service Provider for administrative or support purposes.

The Service Provider may suspend or restrict access where reasonably necessary for:

  • maintenance

  • security

  • misuse prevention

  • legal compliance

  • non-payment

  • protection of the service or other customers

4. Accounts and Customer Responsibilities

The Customer is responsible for:

  • ensuring that only authorised users access the service

  • maintaining the accuracy of account and organisation information

  • managing its own internal approval and access arrangements

  • ensuring that its use of the service complies with applicable law and internal policy

  • maintaining the confidentiality of account credentials

  • notifying the Service Provider of suspected unauthorised access or misuse

The Customer must ensure that users do not:

  • share credentials improperly

  • bypass security controls

  • upload unlawful, infringing, malicious, or inappropriate material

  • attempt to disrupt, reverse engineer, test, or interfere with the service in an unauthorised way

  • use the service in breach of applicable law, contract, or regulatory obligation

5. Subscription Plans, Fees and Payment

Vendor Check Pro may be offered under different commercial models. The applicable model, pricing, and commercial terms will be set out in the relevant order form, proposal, invoice, or other written agreement.

5.1 Available subscription models

The service may be offered on one of the following bases:

  • Monthly subscription plan, where the school or organisation pays monthly recurring fees

  • Annual subscription plan, where the school or organisation pays annual recurring fees

  • Vendor-funded annual plan, where the school or organisation does not pay a subscription fee and participating vendors pay annual fees in connection with access to, or participation in, the compliance process supported by the platform

5.2 Customer-paid plans

Where the Customer is on a monthly or annual paid plan:

  • fees are payable in advance unless otherwise agreed in writing

  • invoices or payment requests must be paid by the due date stated

  • renewals may occur automatically or by continued use/payment, depending on the agreed commercial model

  • the Service Provider may suspend or restrict access for non-payment after any agreed grace period

5.3 Vendor-funded annual model

Where the service is provided on a vendor-funded annual model:

  • the Customer may receive access to the service without paying a subscription fee directly

  • vendors or participating third parties may be required to pay annual fees in accordance with the applicable commercial arrangement

  • the Customer remains responsible for its own use of the service and for ensuring that its users comply with these Terms

  • the Service Provider may define which service features, workflows, users, or vendor interactions are included in the vendor-funded model

  • failure by a vendor to pay any applicable vendor fee may affect that vendor’s access, participation status, or ability to complete relevant compliance processes

Unless expressly agreed otherwise in writing, non-payment by one vendor does not automatically terminate the Customer’s overall access to the service, but it may affect the operation of vendor-specific workflows or participation.

5.4 Renewal and payment timing

Monthly plans renew on a monthly basis unless terminated in accordance with these Terms or the applicable commercial agreement.

Annual plans renew on an annual basis unless terminated in accordance with these Terms or the applicable commercial agreement.

Vendor-funded annual arrangements renew according to the agreed commercial cycle applicable to the relevant vendor-funded programme.

5.5 Non-payment, service restriction, and account status

If fees are not paid when due, the Service Provider may:

  • issue reminders or notices

  • suspend new activity, workflow completion, or access

  • place the account or relevant part of the service into a restricted or locked state

  • terminate the applicable subscription or arrangement for material or continued non-payment

Any lock, suspension, or restriction process may vary depending on the applicable subscription model and any written commercial terms agreed between the parties.

5.6 Taxes

Unless expressly stated otherwise, fees are exclusive of any applicable taxes, duties, levies, or similar charges, which remain payable by the party responsible under applicable law.

5.7 Pricing changes

The Service Provider may change pricing for future subscription periods or future vendor-funded arrangements on reasonable notice. Pricing changes will not affect the current paid term already in force unless otherwise agreed.

6. Customer Data and Ownership

As between the parties:

  • the Customer retains responsibility for and ownership of its own data, records, and uploaded materials, subject to the rights necessary for the Service Provider to operate and support the service

  • the Service Provider retains ownership of the service, software, documentation, platform structure, branding, and related intellectual property

The Customer grants the Service Provider the limited rights necessary to host, process, store, transmit, secure, support, and otherwise use Customer data solely for the purpose of providing and administering the service.

7. Data Protection

In relation to Customer data processed through the service:

  • the Customer generally acts as controller or equivalent decision-maker

  • the Service Provider generally acts as processor or service provider

Processing of Customer personal data is governed by the applicable Privacy Policy and, where relevant, the Data Processing Agreement.

The Customer is responsible for determining:

  • what personal data it uploads or requires through the service

  • the legal basis for its processing activities

  • the retention decisions it makes within its own use of the service

  • the lawfulness of its instructions and use of the platform

8. Security

The Service Provider maintains security controls intended to protect the confidentiality, integrity, and availability of the service and Customer data.

Details of current security measures may be described in the Security & Compliance documentation, which is informational unless expressly incorporated into a signed agreement.

While the Service Provider applies reasonable operational and technical controls, no hosted software service can be guaranteed to be uninterrupted, error-free, or completely immune from security risk.

9. Availability and Support

The Service Provider will use reasonable efforts to make the service available and to support normal operation of the platform.

The service may be unavailable from time to time for:

  • maintenance

  • upgrades

  • security activity

  • provider outages

  • internet/network issues

  • circumstances outside the Service Provider’s reasonable control

The Service Provider may provide support, onboarding, and issue handling in accordance with the applicable commercial arrangement or support model.

10. Service Providers and Subprocessors

The Service Provider may use third-party providers where reasonably necessary to host, operate, support, secure, maintain, or administer the service, including providers for:

  • infrastructure and hosting

  • website and email services

  • storage and collaboration

  • CRM and support operations

  • accounting, payments, and banking

  • approved internal tooling

Where such providers process Customer personal data on behalf of the Service Provider, the Service Provider will use appropriate contractual or organisational controls relevant to the nature of the services provided.

11. Acceptable Use and Restrictions

The Customer must not, and must not permit any user or third party to:

  • use the service for unlawful purposes

  • upload malicious code or harmful content

  • attempt unauthorised access to systems, accounts, or data

  • copy, reverse engineer, decompile, or otherwise misuse the service except where expressly permitted by law

  • interfere with platform security, availability, or performance

  • use the service in a manner that infringes the rights of others or breaches contractual, privacy, or safeguarding obligations

The Service Provider may investigate misuse and take proportionate action, including warning, suspension, restriction, or termination.

12. Retention, Export and Deletion

Customer data will be retained for as long as reasonably necessary to provide the service and to meet legal, contractual, security, backup, audit, and dispute-resolution requirements.

Upon termination or expiry of the service, and subject to the applicable commercial arrangement:

  • the Customer may be given a reasonable opportunity to export data where agreed

  • access may be suspended or withdrawn

  • data may be deleted or rendered inaccessible after the applicable retention or transition period

  • limited residual records may be retained where legitimately necessary for legal, security, backup, audit, or dispute-resolution purposes

Specific deletion, export, and lock timing may vary by subscription model or written agreement.

13. Termination

Either party may terminate the service relationship in accordance with the applicable subscription model, commercial agreement, or these Terms.

The Service Provider may suspend or terminate the service or the Customer’s access if:

  • fees remain unpaid beyond any applicable grace period

  • the Customer materially breaches these Terms

  • continued provision of the service would create legal, security, or operational risk

  • the Customer uses the service unlawfully or in a way that threatens the service or other customers

The Service Provider may also discontinue the service on reasonable notice. Where the Customer has prepaid fees for a period that will not be delivered due to such discontinuation, the Service Provider will provide a reasonable pro rata refund for the undelivered period, unless termination arises from the Customer’s breach.

14. Liability

Nothing in these Terms excludes or limits liability to the extent such liability cannot lawfully be excluded or limited.

Subject to that, the Service Provider will not be liable for:

  • indirect, incidental, special, consequential, or punitive loss

  • loss of profit, revenue, goodwill, anticipated savings, or business opportunity

  • loss resulting from Customer misuse, third-party systems, internet failure, or matters outside the Service Provider’s reasonable control

Subject to applicable law and unless otherwise agreed in writing, the Service Provider’s aggregate liability arising out of or in connection with the service or these Terms will not exceed the fees paid by the Customer to the Service Provider for the service during the 12 months preceding the event giving rise to the claim.

15. Indemnity

The Customer will be responsible for claims, losses, or liabilities arising from:

  • the Customer’s unlawful or unauthorised use of the service

  • Customer data or materials uploaded or processed through the service in breach of law or the rights of others

  • the Customer’s breach of these Terms

This section applies only to the extent such responsibility is fairly attributable to the Customer’s conduct, instructions, or materials.

16. Changes to the Service or Terms

The Service Provider may update the service, its features, documentation, and these Terms from time to time.

Where a change materially affects the Customer’s rights or obligations, the Service Provider will use reasonable efforts to give notice through the website, service, email, or other appropriate means.

The latest version of these Terms will be made available on the Vendor Check Pro website.

17. Governing Law and Jurisdiction

These Terms and any dispute or claim arising out of or in connection with them are governed by the laws of [ADD GOVERNING JURISDICTION, E.G. ENGLAND AND WALES / NORTHERN IRELAND].

The courts of that jurisdiction will have exclusive jurisdiction unless otherwise required by applicable law.

18. Contact

If you have questions about these Terms or about Vendor Check Pro more generally, please contact:

Vendor Check Pro
Email: info@vendorcheckpro.com
Website: www.vendorcheckpro.com