Terms of Service

3.1 Eligibility

To use the Service, you must be at least 18 years old and have the legal capacity to enter into contracts. By creating an account, you represent and warrant that you meet these requirements.

3.2 Account Creation

You must provide accurate, current, and complete information during registration and keep your account information updated. You are responsible for maintaining the confidentiality of your account credentials.

3.3 Account Security

You are solely responsible for all activities that occur under your account. You must notify us immediately of any unauthorized access or security breach. We are not liable for any losses resulting from unauthorized use of your account.

3.4 One Account Per User

You may only create and maintain one account unless explicitly authorized by us in writing. Creating multiple accounts to circumvent usage limits or restrictions is prohibited.

4.1 Permitted Use

You may use the Service for lawful business purposes, including managing vendor relationships, tracking vendor documents and certifications, monitoring expiration dates, and organizing vendor compliance information, provided you comply with these Terms and all applicable laws and regulations.

4.2 Prohibited Activities

You agree NOT to use the Service to:

• Violate any laws, regulations, or third-party rights
• Upload malicious files, viruses, or harmful code
• Store or share illegal, defamatory, or infringing content
• Impersonate others or misrepresent your affiliation
• Attempt to gain unauthorized access to other users' accounts or data
• Interfere with or disrupt the Service or servers
• Reverse engineer, decompile, or attempt to extract source code
• Use the Service to build a competing product or service
• Resell or redistribute the Service without authorization
• Share your account credentials with unauthorized parties
• Use automated tools to create accounts or spam the Service
• Bypass security measures or access restrictions

4.3 Data Security and Privacy

You agree to:

• Only upload documents and data you have legal rights to use
• Comply with data protection regulations (GDPR, CCPA, etc.) when handling vendor and employee information
• Not upload sensitive personal data unless necessary for vendor management
• Maintain appropriate security measures for accessing the Service
• Immediately notify us of any security breaches or unauthorized access

4.4 Vendor Portal Usage

If you use the vendor portal feature to allow vendors to upload documents:

• You are responsible for obtaining vendor consent before collecting their data
• You must inform vendors about how their data will be used and stored
• You must ensure uploaded documents comply with applicable laws
• You are responsible for managing access to vendor-uploaded documents

5.1 Platform Features

Our Service provides the following capabilities:

• Vendor Management: Create, organize, and manage vendor profiles and contact information
• Document Storage: Upload, store, and organize vendor documents, certificates, and licenses
• Expiration Tracking: Monitor document expiration dates and receive automated reminders
• Vendor Portal: Provide vendors with secure upload links to submit documents directly
• Dashboard: View vendor status, upcoming expirations, and compliance overview
• Email Notifications: Automated email reminders for expiring documents

5.2 Storage Limits

Storage limits and document upload sizes may vary by subscription plan. We reserve the right to impose reasonable limits on file sizes and total storage to ensure platform performance and stability.

5.3 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with or without notice. We will make reasonable efforts to notify you of significant changes that may affect your use of the Service.

6.1 Subscription Plans

We offer subscription plans with varying features and storage limits. Current pricing and plan details are available on our website. Plans may include free tiers with limited features and paid plans with enhanced capabilities.

6.2 Payment Terms

Paid subscriptions are billed on the billing cycle selected during signup (monthly or annually). You authorize us to charge your payment method on a recurring basis. All fees are non-refundable except as required by law or as explicitly stated in these Terms.

6.3 Price Changes

We reserve the right to modify our pricing at any time. We will provide at least 30 days' notice of any price increases for existing customers. Continued use of the Service after a price change constitutes acceptance of the new pricing.

6.4 Taxes

All fees are exclusive of applicable taxes, duties, and similar charges, which you are responsible for paying. We will collect taxes where legally required to do so.

6.5 Usage Limits

If you exceed the limits of your subscription plan (e.g., number of vendors, storage capacity), you may need to upgrade to a higher-tier plan to continue using all features. We will notify you when approaching plan limits.

6.6 Cancellation

You may cancel your subscription at any time. Cancellations will take effect at the end of the current billing period. You will retain access to paid features until that time. No refunds will be provided for partial billing periods.

7.1 Your Data Ownership

You retain all ownership rights to the data, documents, and content you upload to the Service ("User Data"). We do not claim any ownership rights to your User Data.

7.2 License to Use Your Data

By uploading User Data to the Service, you grant us a limited license to store, process, and display your data solely for the purpose of providing the Service to you. We will not use your User Data for any other purpose without your consent.

7.3 Data Backup and Retention

While we maintain regular backups of platform data, you are responsible for maintaining your own backup copies of important documents. We retain your User Data while your account is active and for a reasonable period after account closure as described in our Privacy Policy.

7.4 Service Availability

While we strive for high availability, we do not guarantee uninterrupted access to the Service. We may perform maintenance, updates, or emergency fixes that temporarily affect service availability.

8.1 Our Intellectual Property

The Service, including all software, technology, algorithms, designs, trademarks, and documentation, is owned by VendorJot and protected by intellectual property laws. These Terms grant you a limited, non-exclusive, non-transferable license to use the Service in accordance with these Terms.

8.2 Your Content

You retain all rights to documents and data you upload to the Service. However, you are responsible for ensuring you have the legal right to upload, store, and manage such content.

8.3 Feedback

If you provide feedback, suggestions, or ideas about the Service, we may use such feedback without any obligation to you.

9.1 Legal Compliance

You are solely responsible for ensuring your use of the Service complies with all applicable laws, regulations, and third-party terms of service. This includes but is not limited to:

• Copyright and intellectual property laws
• Data protection regulations (GDPR, CCPA, etc.)
• Computer fraud and abuse laws (CFAA, Computer Misuse Act, etc.)
• Terms of service of target websites
• Anti-spam and telecommunications laws

9.2 Document Accuracy

You are responsible for:

• Verifying the authenticity and accuracy of documents you upload
• Ensuring expiration dates and document information are correct
• Updating vendor information when changes occur
• Maintaining current and valid vendor certifications and licenses

9.3 Data Processing

If you store personal data about vendors or their employees in our Service, you must:

• Have a lawful basis for processing personal data
• Provide appropriate privacy notices to data subjects (vendors)
• Implement appropriate security measures for accessing the Service
• Respect data subject rights (access, deletion, etc.)
• Comply with data retention and deletion requirements
• Only collect and store data necessary for vendor management purposes

10.1 Uptime

We aim to maintain high service availability but do not guarantee any specific uptime percentage. The Service is provided "as available."

10.2 Maintenance

We may perform scheduled maintenance that temporarily affects service availability. We will provide advance notice of planned maintenance when possible.

10.3 Support

We provide technical support via email at vendorjot@gmail.com. Support response times may vary depending on your subscription plan and the nature of your inquiry.

11.1 Termination by You

You may terminate your account at any time by contacting us at vendorjot@gmail.com. Upon termination, you will lose access to the Service and any unused credits. We do not provide refunds for early termination.

11.2 Termination by Us

We may suspend or terminate your account immediately, without notice, if:

• You violate these Terms or our Acceptable Use Policy
• Your use of the Service poses a security or legal risk
• You fail to pay applicable fees
• You engage in fraudulent or abusive behavior
• We are required to do so by law

11.3 Effect of Termination

Upon termination, your right to use the Service immediately ceases. Sections of these Terms that by their nature should survive termination will survive, including intellectual property provisions, disclaimers, limitations of liability, and dispute resolution.

15.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the jurisdiction in which VendorJot is established, without regard to its conflict of law provisions.

For users in the European Union, nothing in these Terms affects your rights under mandatory local consumer protection laws.

15.2 Dispute Resolution

In the event of any dispute arising out of or relating to these Terms or the Service, the parties agree to first attempt to resolve the dispute through good faith negotiations.

15.3 Arbitration

If negotiations do not resolve the dispute within 30 days, either party may initiate binding arbitration. The arbitration shall be conducted in English and governed by mutually agreed arbitration rules.

15.4 Exceptions

Either party may seek injunctive or equitable relief in court to prevent or address infringement of intellectual property rights or violations of confidentiality obligations.

15.5 Class Action Waiver

You agree that any dispute resolution proceedings will be conducted only on an individual basis and not as a class, consolidated, or representative action.

17.1 Entire Agreement

These Terms, together with our Privacy Policy and any other legal notices published on the Service, constitute the entire agreement between you and VendorJot regarding your use of the Service.

17.2 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

17.3 Waiver

Our failure to enforce any right or provision of these Terms will not be deemed a waiver of such right or provision.

17.4 Assignment

You may not assign or transfer these Terms or your rights under these Terms without our prior written consent. We may assign these Terms without restriction.

17.5 Force Majeure

We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including acts of God, natural disasters, war, terrorism, labor disputes, or internet infrastructure failures.

17.6 Export Compliance

You agree to comply with all applicable export and import control laws and regulations in your use of the Service.

17.7 U.S. Government Users

If you are a U.S. government entity, the Service is a "commercial item" as that term is defined in Federal Acquisition Regulation (FAR) 2.101, and you acquire only those rights set forth in these Terms.