Terms of Service

1. Introduction

These Terms of Service ("Terms") govern your access to and use of VendorOps ("we", "our", "us"), a vendor document tracking and compliance management platform. By creating an account or using the service, you agree to be bound by these Terms.

If you are using VendorOps on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

2. Service Description

VendorOps provides a web-based platform for managing vendor and contractor document compliance. The service enables users to:

• Track vendor compliance documents and their expiration dates
• Collect documents from vendors via a secure portal
• Receive automated reminders about expiring documents
• Maintain an audit trail of document-related activities

3. Account Registration

To use VendorOps, you must create an account with accurate and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You must notify us immediately of any unauthorized access to or use of your account.

4. Acceptable Use

You agree to use VendorOps only for its intended purpose: managing vendor and contractor document compliance. You must not:

• Use the service as a general-purpose file storage, backup, or file-sharing platform
• Upload files that are not genuine vendor or contractor compliance documents (e.g. insurance certificates, tax documents, contracts, licences, or other business compliance records)
• Upload personal media, entertainment content, software archives, or any other files unrelated to vendor compliance
• Attempt to circumvent storage limits, quotas, or fair use policies
• Use the service in a manner that places excessive or disproportionate load on our infrastructure
• Share account credentials or allow unauthorized third parties to access your account
• Upload content that is illegal, infringing, defamatory, or otherwise objectionable
• Attempt to reverse-engineer, decompile, or disassemble any part of the service
• Use automated tools, bots, or scrapers to interact with the service without prior written consent

5. Storage and Upload Policy

VendorOps is designed exclusively for vendor compliance document management. To ensure fair use and service quality for all users:

• Permitted files: PDF, JPG, JPEG, and PNG files that constitute legitimate vendor or contractor compliance documents
• File size limit: Individual files may not exceed 25 MB
• Fair use: Storage must be proportionate to your actual vendor compliance needs. Accounts with usage patterns inconsistent with normal vendor document management may be subject to review
• Monitoring: We reserve the right to monitor storage usage patterns (without accessing file contents) to detect abuse or misuse of the platform

We reserve the right to suspend or restrict accounts that use the service as general-purpose file storage or that otherwise violate this acceptable use policy, with reasonable notice where possible.

6. Your Data and Content

You retain ownership of all data and documents you upload to VendorOps. By uploading content, you grant us a limited licence to store, process, and display it solely to provide the service to you.

You are solely responsible for the content you upload and must ensure you have the legal right to store and share it through the platform. You remain the data controller for any personal data contained within your uploaded documents.

7. Service Availability

We strive to maintain high availability of the service but do not guarantee uninterrupted or error-free operation. We may perform scheduled maintenance with reasonable advance notice. We are not liable for any downtime or service interruptions.

8. Privacy and Data Protection

Your privacy is important to us. Our Privacy Policy explains how we collect, use, and protect your personal data. By using VendorOps, you acknowledge and agree to the practices described in our Privacy Policy.

All data is stored within the European Union in compliance with GDPR.

9. Intellectual Property

VendorOps and its original content, features, and functionality are owned by us and are protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works based on the service.

10. Limitation of Liability

To the maximum extent permitted by applicable law, VendorOps shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising from your use of the service.

Our total aggregate liability for any claims arising from or relating to these Terms or the service shall not exceed the amounts you have paid to us in the twelve (12) months preceding the claim.

11. Suspension and Termination

We may suspend or terminate your access to the service if:

• You breach these Terms, including the acceptable use or storage policies
• Your usage patterns indicate misuse of the platform (e.g. using the service as general-purpose storage)
• You fail to pay applicable fees
• Required by law or to protect the rights and safety of other users

Where possible, we will provide reasonable notice before suspension and an opportunity to remedy the breach. Upon termination, you may request an export of your data within 30 days.

12. Indemnification

You agree to indemnify and hold harmless VendorOps from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the service, your violation of these Terms, or your infringement of any rights of a third party.

13. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated via email or a prominent notice within the service at least 30 days before they take effect. Your continued use of the service after such changes constitutes acceptance of the updated Terms.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of the European Union and the applicable national law of the jurisdiction where VendorOps operates. Any disputes shall be resolved in the competent courts of that jurisdiction.

15. Contact

For questions about these Terms of Service: legal@vendorops.eu