Terms of service
Effective date: [to be set at launch]
1. The service
VendorVault is provided by THIME Holding OÜ (VAT ID EE102715730), Kotkapoja tn 2a-10, 10615 Tallinn, Estonia ("we"). In these terms, "you" means the business that signs up for an account.
VendorVault helps businesses record and track the insurance certificates, licenses and certifications their vendors and subcontractors provide, and shows which vendors are compliant, expiring, expired or missing a document. It sends reminder emails to vendors and digest emails to your administrators.
VendorVault records the information you and your vendors enter. It does not verify that a policy is valid, read or extract data from documents, or replace your own insurance and compliance checks.
2. Accounts and teams
You are responsible for keeping your password and sign-in secure, for the people you invite, and for the roles you assign them. Remove teammates who leave. Each account belongs to one organization.
3. Acceptable use
You may store vendor contact details and vendor documents only where you have the right to do so. Upload only the document types the service accepts (PDF, PNG and JPEG). Do not use VendorVault to send unsolicited messages or to attempt to access another organization's records.
4. Vendor portal links
Each vendor portal link gives access to that vendor's requirement statuses and upload form only. Keep links within the vendor's company, and rotate a link if it may have been shared by mistake.
5. Plans, trial and billing
New accounts receive a 14-day free trial with up to 150 vendors. After the trial, a paid plan is required to add or edit records. Plans are billed monthly at the prices shown on the pricing page, and vendor limits apply to each plan. Payments are processed by Stripe.
Cancelling stops future charges. A cancelled or unpaid-after-trial account becomes read-only, and you can still sign in and export your data. [Refund and proration policy to be confirmed.]
6. Your data
You own the data you put into VendorVault. You can export it as CSV and zip files at any time. How we process personal data is described in the privacy policy.
7. Availability and changes
[Uptime commitments, if any, to be confirmed.] We may change the service over time. We will tell you about material changes to these terms before they take effect.
8. Liability
[Warranty disclaimers and limitation of liability to be drafted by counsel.] VendorVault is a record-keeping tool and is not a substitute for your own verification of vendor insurance.
9. Governing law
Estonian law [to be confirmed by counsel]. [Dispute resolution to be confirmed.]
10. Contact
Questions about these terms can be sent through our contact form.