Terms & Conditions

Last Updated: January 2025

These Terms and Conditions ("Terms") govern your use of VendorQuest, an online marketplace platform operated by VendorQuest (Pty) Ltd ("we," "us," or "our"). By accessing or using our platform, you agree to be bound by these Terms and our Privacy Policy.

1. Platform Description

VendorQuest is a digital marketplace that connects event planners ("Clients") with service providers ("Vendors") for various event planning needs including venues, catering, photography, entertainment, decorations, and other event-related services. We facilitate connections between parties but are not a party to any agreements made between Clients and Vendors.

2. User Accounts and Registration

2.1 Account Creation

• You must be at least 18 years old to create an account
• You must provide accurate and complete information during registration
• You are responsible for maintaining the confidentiality of your account credentials
• You must notify us immediately of any unauthorized use of your account

2.2 Client Accounts

• Clients may browse vendor profiles, submit inquiries, and book services
• Clients must provide accurate event information and requirements
• Clients are responsible for all communication and agreements with Vendors

2.3 Vendor Accounts

• Vendors must provide valid business registration and licensing documentation
• Vendors must maintain accurate service descriptions, pricing, and availability
• Vendors must respond to client inquiries in a timely and professional manner
• Vendors are responsible for delivering services as agreed with Clients

3. User Responsibilities

3.1 General Responsibilities

All users must:

• Provide truthful, accurate, and complete information
• Maintain the security of their account credentials
• Comply with all applicable laws and regulations
• Respect the intellectual property rights of others
• Communicate respectfully and professionally with other users

3.2 Client Responsibilities

• Provide accurate event details, budgets, and requirements to Vendors
• Honor confirmed bookings and make payments as agreed
• Provide reasonable access to event venues when required
• Communicate changes to event details promptly
• Leave honest and fair reviews of Vendor services

3.3 Vendor Responsibilities

• Maintain current business licenses and insurance coverage
• Provide services that match advertised descriptions and quality standards
• Honor confirmed bookings and deliver services as agreed
• Maintain professional standards in all client interactions
• Update availability and pricing information regularly
• Resolve client concerns promptly and fairly

4. Prohibited Uses

You may not use VendorQuest to:

• Post false, misleading, or fraudulent information
• Engage in discriminatory practices based on race, religion, gender, or other protected characteristics
• Harass, abuse, or threaten other users
• Attempt to circumvent our platform to avoid fees
• Use automated systems to scrape or collect user data
• Post content that violates intellectual property rights
• Engage in illegal activities or promote illegal services
• Create multiple accounts to manipulate reviews or rankings
• Share contact information in initial messages to avoid platform fees

5. Content and Intellectual Property

5.1 User-Generated Content

• You retain ownership of content you upload (photos, descriptions, reviews)
• You grant VendorQuest a license to use, display, and distribute your content on our platform
• You represent that you have the right to upload and share your content
• We may remove content that violates these Terms or applicable laws

5.2 Platform Content

• VendorQuest owns all platform software, design, and functionality
• You may not copy, modify, or reverse-engineer our platform
• Our trademarks and logos may not be used without permission

6. Payment Terms and Fees

6.1 Platform Fees

• VendorQuest charges a service fee for successful bookings made through our platform
• Current fee structure is available in your account dashboard
• Fees are automatically deducted from payments processed through our platform
• We reserve the right to modify our fee structure with 30 days' notice

6.2 Payment Processing

• Payments are processed securely through third-party payment processors
• VendorQuest does not store payment card information
• Payment disputes should be resolved directly between Clients and Vendors
• We may hold payments in escrow for dispute resolution when necessary

7. Cancellations and Refunds

7.1 Cancellation Policies

• Each Vendor sets their own cancellation and refund policies
• Cancellation terms must be clearly stated before booking confirmation
• Platform fees are non-refundable except in cases of Vendor breach

7.2 Force Majeure

In cases of events beyond reasonable control (natural disasters, government restrictions, etc.), special cancellation policies may apply. We encourage Clients and Vendors to work together to find fair solutions during such circumstances.

8. Dispute Resolution

8.1 Client-Vendor Disputes

• Clients and Vendors should first attempt to resolve disputes directly
• VendorQuest may provide mediation services to help resolve conflicts
• We may suspend accounts pending dispute resolution
• Persistent disputes may result in account termination

8.2 Platform Disputes

• Disputes with VendorQuest should be raised through our support system
• We will investigate complaints and respond within reasonable timeframes
• Unresolved disputes may be escalated to arbitration or court proceedings

9. Reviews and Ratings

• Reviews must be based on actual service experiences
• Reviews should be honest, fair, and constructive
• We may remove reviews that violate our guidelines
• Vendors may respond to reviews publicly
• Fake or manipulated reviews will result in account suspension

10. Platform Availability and Modifications

• We strive to maintain platform availability but cannot guarantee uninterrupted service
• We may modify platform features, policies, or fees with reasonable notice
• Scheduled maintenance will be announced in advance when possible
• We reserve the right to discontinue the platform with 90 days' notice

11. Account Termination

11.1 Voluntary Termination

• You may close your account at any time through your account settings
• Outstanding obligations to other users remain in effect after account closure
• Account data will be retained as outlined in our Privacy Policy

11.2 Termination by VendorQuest

We may suspend or terminate accounts for:

• Violation of these Terms or our policies
• Fraudulent or illegal activity
• Persistent negative feedback or complaints
• Failure to pay fees or resolve payment disputes
• Extended account inactivity

12. Disclaimers and Limitations of Liability

12.1 Platform Disclaimer

VendorQuest is provided "as is" without warranties of any kind. We do not guarantee:

• The quality, safety, or legality of services offered by Vendors
• The accuracy of user-provided information
• That Vendors will fulfill their obligations to Clients
• Uninterrupted or error-free platform operation

12.2 Limitation of Liability

To the maximum extent permitted by law, VendorQuest's liability for any claims arising from your use of our platform is limited to the fees paid to us in the 12 months preceding the claim. We are not liable for:

• Indirect, incidental, or consequential damages
• Loss of profits, data, or business opportunities
• Acts or omissions of Vendors or other third parties
• Events beyond our reasonable control

13. Indemnification

You agree to indemnify and hold VendorQuest harmless from any claims, damages, or expenses arising from:

• Your use of the platform or violation of these Terms
• Your interactions with other users
• Content you post or services you provide
• Your violation of any third-party rights

14. Privacy and Data Protection

Your use of VendorQuest is also governed by our Privacy Policy, which describes how we collect, use, and protect your personal information in accordance with the Protection of Personal Information Act (POPIA) and other applicable privacy laws.

15. Governing Law and Jurisdiction

• These Terms are governed by the laws of South Africa
• Any legal disputes will be subject to the exclusive jurisdiction of South African courts
• If any provision of these Terms is deemed invalid, the remaining provisions remain in effect

16. Changes to Terms

We may update these Terms from time to time to reflect changes in our services, legal requirements, or business practices. We will notify users of significant changes by email or through prominent platform notices. Continued use of VendorQuest after changes become effective constitutes acceptance of the updated Terms.

17. Contact Information

If you have questions about these Terms, please contact us:

18. Entire Agreement

These Terms, together with our Privacy Policy and any additional policies referenced herein, constitute the entire agreement between you and VendorQuest regarding your use of our platform. These Terms supersede any prior agreements or understandings.

By using VendorQuest, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.