Terms of Service

Last Updated: 6 April 2026

These Terms of Service ("Terms") govern the use of VendorCheck Pro ("the Service"), provided by the Service Provider ("we", "us", "our").

By accessing or using the Service, you ("Customer", "you") agree to these Terms.

1. Service Description

VendorCheck Pro is a cloud-based vendor compliance management platform that enables organisations to manage vendor documentation, track compliance, and maintain audit records.

2. Account Registration

To use the Service:

• You must provide accurate account information.

• You are responsible for maintaining the confidentiality of your login credentials.

• You are responsible for all activity under your account.

• Vendor users may be invited by the Customer and are subject to these Terms.

3. Use of the Service

You agree to use the Service only for lawful purposes and in accordance with these Terms.

You must not:

• Use the Service for unlawful or fraudulent activities.

• Use the Service in any way that breaches the laws or regulations applicable in the Customer's country, the user's country, or the country in which the Service Provider is registered or operates.

• Attempt to gain unauthorised access to the system or other users' data.

• Interfere with the operation or security of the platform.

• Upload malicious content or harmful files.

4. Data Ownership

The Customer retains full ownership of all data uploaded to the platform.

The Service Provider does not claim ownership of customer data.

Data is processed in accordance with the Privacy Policy and any applicable Data Processing Agreement.

5. Data Protection

The Service Provider processes data as a Data Processor, and the Customer acts as the Data Controller.

The Customer is responsible for:

• Ensuring lawful collection and use of personal data.

• Determining retention periods.

• Responding to data subject requests.

The Service Provider will process data only in accordance with the Customer's instructions.

6. Availability

We aim to provide a reliable and available service. However:

• The Service is provided on an "as is" and "as available" basis.

• We do not guarantee uninterrupted or error-free operation.

• Maintenance, updates, or events outside our reasonable control may affect availability.

7. Security

The Service Provider implements reasonable technical and organisational security measures designed to protect the confidentiality, integrity, and availability of customer data processed through the Service.

These measures may include encrypted transmission over HTTPS, controlled access to system data, role-based permissions, secure cloud storage, logical separation of organisation data in a multi-tenant environment, activity and audit logging, and procedures for monitoring and responding to security incidents.

The Service is supported by a separate Security and Compliance Pack, which describes the Service Provider's security and compliance approach in more detail, including data protection roles, access controls, document security, audit logging, incident response processes, and the use of trusted third-party subprocessors.

The Security and Compliance Pack is provided for informational and due diligence purposes. Unless expressly stated otherwise in a signed agreement, it does not create additional contractual commitments beyond these Terms and any applicable Data Processing Agreement.

However you acknowledge that use of the Service is at your own risk.

8. Subprocessors

We may use trusted third-party providers, including hosting and email service providers, to deliver the Service.

We remain responsible for ensuring appropriate safeguards are in place.

9. Fees, Billing and Non-Payment

Fees are agreed at the time of purchase or subscription.

Payments are due in accordance with the agreed billing terms.

If fees are not paid when due, the Service Provider may suspend, restrict, or terminate access to the Service.

Where the Customer is on a monthly plan:

• The Customer may terminate at any time.

• Termination will take effect at the next monthly fee due date.

• Access to the Service will lock after that due date.

• The Customer's data and organisation environment will be erased 90 days after the lock date.

Where the Customer is on an annual plan:

• If the annual renewal fee is not paid when due, the Service Provider may lock access to the Service within 45 days after the annual due date.

• The Customer's data and organisation environment will be erased 90 days after the lock date.

10. Termination and Suspension

The Customer may stop using the Service at any time, subject to the billing and lock provisions in section 9.

The Service Provider may suspend or terminate access immediately if:

• These Terms are breached.

• Payment obligations are not met.

• The Service is misused.

• The Customer or its users use the Service in connection with conduct that is unlawful in the Customer's country, the user's country, or the country in which the Service Provider is registered or operates.

The Service Provider may also withdraw the Service for any reason or no reason by giving at least 30 days' written notice.

If the Service Provider withdraws the Service under the preceding sentence, it will provide a pro rata refund of any prepaid fees covering the period after the effective withdrawal date.

Upon termination or withdrawal of the Service:

• Access may be suspended or locked in line with these Terms.

• The Customer should export any required data before the applicable deletion date.

• After the applicable deletion date, data and the organisation environment may be permanently erased, subject to legal or regulatory retention requirements.

11. Limitation of Liability

To the maximum extent permitted by law:

• The Service Provider shall not be liable for any indirect, incidental, special, or consequential damages.

• The Service Provider's total aggregate liability arising out of or in connection with the Service shall not exceed the fees paid by the Customer in the 12 months preceding the event giving rise to the claim.

12. Indemnity

You agree to indemnify and hold the Service Provider harmless against claims, losses, liabilities, and costs arising from:

• Misuse of the Service.

• Breach of these Terms.

• Violation of applicable laws or regulations.

13. Changes to the Service

We may update, modify, suspend, or discontinue features of the Service from time to time to improve functionality, security, compliance, or performance.

14. Changes to These Terms

We may update these Terms periodically.

The latest version will always be available at www.vendorcheckpro.com/terms.

Continued use of the Service after an updated version takes effect constitutes acceptance of the updated Terms.

15. Governing Law

These Terms are governed by the laws of the United Kingdom, unless otherwise stated in a signed agreement between the Service Provider and the Customer.

16. Contact

For any enquiries regarding these Terms:

Service Provider

Email: support@vendorcheckpro.com

Website: www.vendorcheckpro.com