Terms of Service

1. The agreement

These terms are an agreement between you and Vendorpass Inc. (“Vendorpass”, “we”), a company based in Toronto, Ontario. They apply when you use vendorpass.ca, create an account, or answer a document request. If you use Vendorpass for a company, you agree to them for that company and confirm you're allowed to. Vendorpass is for businesses; you must be at least 18 to use it.

2. What Vendorpass does

Vendorpass helps businesses keep compliance documents (insurance certificates, WSIB clearances, licences and similar) in one place, share them, track expiry dates, and collect them from the vendors they hire. It also publishes a directory of commercial service providers in Ontario.

Vendorpass is a record-keeping and collection tool, not a guarantee. We don't certify, insure or endorse any business. A document on file, a status such as “Current”, or a match on a public register reflects what was provided or found at the time it was checked. Before relying on a document, confirm coverage and validity with the issuer (the insurer, WSIB or the regulator). Nothing on Vendorpass is legal, insurance or safety advice.

3. Your account

You sign in with a code sent to your email address. Keep access to that mailbox secure: anyone who can read it can sign in to your account. Give accurate account details, keep them current, and tell us at hello@vendorpass.ca if you think someone has accessed your account without permission. You're responsible for what happens in your account.

4. Plans, billing and cancellation

• Free: a directory profile, storing your own documents, answering document requests, and tracking up to 3 vendors.
• Pro: $99 a month or $999 a year.
• Managed: from $499 a month, covering your own record and up to 24 vendors, then $20 per vendor per month; or yearly from $4,990. A Managed order or proposal may set out a setup fee or other terms, which apply alongside these.

Prices are in Canadian dollars and exclude applicable taxes (such as HST), which we add. Paid plans are billed in advance for each month or year. Monthly Pro plans can be cancelled at any time and run to the end of the paid month. Annual plans run to the end of the paid year. Managed plans need 30 days' notice to cancel. We don't refund part-used periods unless the law requires it. When a paid plan ends, your account returns to the free plan and your documents stay available.

We may change prices for future billing periods, with at least 30 days' notice by email. If you don't agree, you can cancel before the change takes effect. Receiving and answering document requests is always free.

5. Your documents and data

You own the documents and information you add (“your content”). You let us host, copy, process and display it only as needed to run Vendorpass for you: to store it, show it to you, share it the way you choose (for example through a Business Passport link or in answer to a request), send reminders, and, on Managed plans, let our team work with it.

You confirm you're entitled to upload your content and to share it, and that documents you upload are genuine and haven't been altered. Sharing a Business Passport link lets anyone who has it see the documents on it until you revoke it or it expires.

You can delete your documents at any time and ask us to close your account. Our privacy notice explains how we handle personal information and how long we keep it.

6. Document requests

If you send requests: only request documents from businesses you work with or are considering hiring, for a legitimate compliance purpose, and only give us contact emails you're entitled to use for that. We send the request and up to two follow-ups in your company's name, with replies going to you. Don't use requests to send marketing or anything else.

If you receive a request: answering is free and optional. What you upload is shared only with the business that asked. If you're not the right contact, reply to the request email and we'll stop.

7. The directory

Directory listings are compiled from public sources, such as open map data, a business's own website and public registers. Listings may be incomplete or out of date, and a listing doesn't mean the business is qualified, insured or recommended by us. Do your own checks before you hire.

If you own or work for a listed business, you can claim your listing or ask us at hello@vendorpass.ca to correct or remove it. We verify claims before giving anyone control of a listing.

8. Acceptable use

Don't:

• upload false, forged or altered documents, or pretend to be another person or business;
• scrape, copy or republish the directory in bulk, or use automated tools to access the site without our permission;
• use Vendorpass to send spam or unwanted messages, or for anything unlawful;
• try to access accounts, documents or links that aren't yours, test or break our security, or interfere with the service;
• upload malware or files you don't have the right to share.

We may remove content or suspend accounts that break these rules.

9. Our responsibilities and limits

We work to keep Vendorpass available, secure and accurate, and to deliver Managed work with reasonable care and skill. Apart from that, and to the extent the law allows, the service is provided “as is”, without warranties of any kind, including that it will be uninterrupted or error-free, or that any listing, document, status or register match is accurate or complete.

To the extent the law allows, Vendorpass is not liable for indirect, incidental or consequential losses, or for lost profits, revenue or data, including losses from hiring or not hiring a business or from relying on a document or status. Our total liability for any claim relating to Vendorpass is limited to the fees you paid us in the 12 months before the claim arose, or $100 if you haven't paid us anything.

You agree to cover our reasonable losses from claims by others that result from your content, or from your breach of these terms or of the law.

10. Ending the agreement

You can stop using Vendorpass and ask us to close your account at any time. We may suspend or close an account that breaks these terms, or that is unpaid after reminders. We may also stop offering the service with at least 60 days' notice, and will give you a way to download your documents first. Sections 5, 9 and 11 continue after the agreement ends.

11. General

These terms are governed by the laws of Ontario and the federal laws of Canada that apply there, and the courts of Ontario will decide any dispute. If part of these terms can't be enforced, the rest still applies. We may update these terms. If a change is significant, we'll email account holders at least 30 days before it takes effect, and continuing to use Vendorpass after that means you accept it.

Questions about these terms: hello@vendorpass.ca.