Terms of Service

Pilot review draft — this English translation has not yet received legal approval. If it differs from the Hungarian version, the Hungarian text prevails.

1. Definitions

• Vendvisor or Platform: the procurement SaaS service available at vendvisor.hu and related application interfaces.
• Provider: Pásztor Dániel, egyéni vállalkozó.
• Registered address: 3535 Miskolc, Szikla utca 17., Magyarország
• Registration number: 62767394
• Tax number: 92345313-1-25
• Customer: a business, organization, sole trader, or their representative trying or using the Platform.
• User: an individual acting on the Customer's behalf.
• Procurement project: the workflow associated with a purchase need, from recording it through performance.

2. The service

Vendvisor is a procurement operations interface for businesses and organizations. Among other things, the Platform supports recording needs, finding suppliers, managing the customer's own supplier lists, preparing and sending RFQs, comparing quotes, drafting negotiations, preparing purchase orders (POs), and tracking performance.

The Platform may be used only for B2B procurement. It may not be used for consumer marketing, mass cold campaigns, spam, or building recipient lists for which the Customer has no lawful business purpose.

The current Platform does not support formal public procurement procedures under Hungarian public procurement law. Such use would require a future dedicated compliance module and separate contractual terms.

The service evolves continuously. Some functions depend on the plan, permissions, integrations, or manual activation.

3. Registration and account use

• The Platform is available only to businesses and organizations acting for business or professional purposes. Consumers may not contract or be activated as Customers.
• Normal public registration creates an account pending review and manual activation. In the separate /pilot process, automatic activation may follow business and authority declarations, acceptance of the pilot agreement, these Terms and the DPA, acknowledgement of the Privacy Notice, and verification of an email code. The code proves access to the mailbox, not authority to represent the business in an official register. Separate supplier-search, sending, AI, and Autopilot checks remain in place.
• Registration details must be truthful and business-related. The person accepting the contract declares that they may represent the Customer or are duly authorized to accept it.
• Users are responsible for keeping login credentials secure and ensuring that only authorized persons use the company account.
• Before first use, invited Users receive the privacy information and acknowledge the company-use terms. Evidence of acceptance and acknowledgement may be logged with document name, internal version and hash, time, user, role, IP address, and browser identifier.
• The Customer is responsible for ensuring that procurement data, recipients, email content, and attachments entered into the Platform are lawful and accurate.

4. Formation of the contract and order of precedence

The service contract consists of a signed order form or, in the separate /pilot process, a pilot agreement accepted electronically using an email code and express declarations, together with the incorporated documents. The pilot contract is formed on successful server-side confirmation. Online registration alone creates neither a payment obligation nor active Customer status. Electronic acceptance of the pilot is not a qualified electronic signature.

In case of conflict, the order of precedence is: (1) a signed order form expressly recording a deviation; (2) the Data Processing Agreement for provisions concerning personal data; (3) the security annex; (4) service and support terms; (5) these Terms. The Privacy Notice is an informational document and does not override the DPA.

The order form records at least the plan, service limits, net fee and VAT, payment deadline, term, renewal, termination, contacts, signing authority, and the internal versions and hashes of incorporated documents.

5. Fees, billing, and suspension

The Provider is exempt from VAT under the Hungarian small-business exemption (AAM); no VAT is charged on the service fee.

• Live external service may be activated only after complete provider details have been published, documented launch conditions have been met, and an order form or pilot agreement has been concluded.
• The early-access program is a free, 60-day Pro pilot with 80 counted projects per month and 15 accounts. It does not start a paid subscription automatically. When the program is open and capacity is available, activation follows conclusion of the /pilot contract without a separate administrator approval for each Customer. At most ten businesses in Hungary may participate.
• Public plan and pricing information is not a binding offer. The actual fee, limits, currency, VAT, and billing period are set by the order form.
• Billing takes place outside the application with a Hungarian tax-authority-compatible invoice. There is no automated online payment; selecting a plan in the application is not a payment transaction.
• An invoice is due within the period stated in the order form. In case of delay, the Provider may suspend the service after written notice and a reasonable additional period. This does not affect fees due or statutory default interest.

6. AI and procurement content

The Platform may produce AI-assisted suggestions, search results, email drafts, negotiation drafts, and summaries. They support decisions and are not legal, financial, tax, or procurement advice.

• AI-suggested suppliers, prices, email text, and documents must be reviewed before sending or making a business decision.
• On the first direct interaction with an individual, the AI assistant clearly indicates that the user is interacting with an AI system, unless this is obvious from the circumstances. AI is not authorized to make legally significant decisions on the user's behalf.
• Follow-up Autopilot is not an autonomous buyer: it handles no more than two reminders prepared from approved templates, and only after an RFQ has been sent manually.
• Follow-up Autopilot does not rank suppliers, choose a winner, prepare or send purchase orders, or make business decisions.
• The Platform does not guarantee savings, discounts, supplier replies, or contract conclusion.
• Information from public web sources may vary in accuracy; the Customer is responsible for final validation.

7. Email sending and supplier communication

• The Platform can prepare RFQs, follow-up messages, and draft purchase orders. Sending the first RFQ, selecting suppliers, deciding the winner, and placing an order are always human actions.
• When sending from their own user or company email account, the Customer and User are responsible for lawful recipient selection, sent content, and attachments.
• RFQs may be sent only for a relevant business procurement purpose to recipients reasonably likely to have a supplier relationship or interest in quoting.
• The User always sends the first RFQ. Only afterward may Follow-up Autopilot prepare or send compliant reminders with separate, logged company permission.
• The Platform may apply suppression lists, cooldown rules against repeated outreach, daily limits, and risk-based contact checks. A role-based business address newly found on a supplier's official site with a matching domain may be deemed usable automatically; a personal, public-webmail, different-domain, old, or uncertain-source address requires user approval.
• A contact's usability status is not a supplier assessment or recommendation, does not select a recipient, and does not itself trigger an email or Autopilot action. Selecting recipients and sending the first RFQ are separate user actions.
• When Google Gmail is connected, the Platform uses Gmail access only to send email. It does not read, list, or modify the Gmail inbox.
• Supplier replies may arrive both at a unique reply.vendvisor.hu reply address generated for the project and in the actual sender's mailbox. The copy sent to the unique address allows quotes and attachments to be linked to the correct procurement project.
• Outgoing RFQ emails may contain a B2B privacy notice, privacy link, and objection/deletion contact. Users may not remove these in a way that undermines legal compliance.
• Unsolicited mass outreach, misleading content, unlawful data collection, and infringement of third-party rights are prohibited.
• Incoming reply processing is a technical aid, not a guaranteed result; provider restrictions, misaddressing, or processing failures may delay or prevent it.
• Without separate consent, the Platform does not use other Customers' quotes or incoming replies to serve another Customer or build its own supplier database.

8. Prohibited use

• The Platform may not be used for spam, phishing, fraud, unlawful competitive advantage, copyright infringement, or unlawful processing of personal data.
• Disrupting the Platform, unauthorized access, automated overload, and circumvention of security controls are prohibited.
• The Provider may suspend or terminate an account for serious or repeated breaches.

9. Customer data, export, and switching

Procurement data entered by the Customer is the Customer's business data. Processing details are in the Privacy Notice and Data Processing Agreement.

• The Customer retains its rights to Customer Data and grants the Provider a limited, non-exclusive right for the contract term to store, process, transmit, and back it up solely to perform the contract. This right does not include selling Customer Data, using it for another Customer, or building an independent supplier database.
• The Customer must avoid uploading special-category personal data, criminal-offence data, or sensitive information clearly unnecessary for procurement. If such data is detected, the Provider may restrict affected processing for security or legal reasons.
• The company owner may request a complete, structured export in a commonly used, machine-readable format. The Data Portability Notice details switching deadlines, formats, exceptions, and deletion.
• Incoming email bodies and attachments may be deleted or reduced to metadata under retention rules, while the project's business state and audit trail may remain.
• Data relating to a paid service is retained only under a separate agreement and for the period required by applicable law.
• Archived or closed projects may be deleted only under permission rules through a confirmed action.

10. Intellectual property, confidentiality, and liability

The following earlier-payment-based cap does not apply to the free self-service pilot. Only the liability provisions of the separately accepted pilot agreement govern it.

• Vendvisor software, interface, documentation, branding, and general methodology are intellectual property of the Provider or its licensors. The contract grants only a limited right to use the ordered service internally for business purposes.
• Each party keeps the other's non-public business, technical, and contractual information confidential and shares it only with people who need it to perform the contract.
• The Provider uses commercially reasonable measures to maintain secure and continuous Platform operations.
• Scheduled maintenance, failures of external providers or the internet, email-provider restrictions, and force majeure may cause temporary interruption.
• The Provider is not responsible for business agreements concluded or not concluded between the Customer and suppliers.
• The Provider is not liable for lost profit, revenue, savings, or indirect or consequential loss, except where mandatory law prevents that exclusion.
• As a rule, the Provider's total liability for damages arising from the parties' contractual relationship is capped at the net fees actually paid for the affected service in the 12 months preceding the event. The cap does not apply to intentional harm, harm to life, bodily integrity, or health, or liability that cannot be limited by law. This contractual cap does not diminish mandatory data-subject rights, supervisory authority powers, regulatory fines, or other obligations arising directly under law. The order form may further allocate data-protection and confidentiality liability between the parties.

11. Support, availability, and maintenance

• Contact: [email protected]; +36 30 748 7480.
• Service levels, support hours, and response targets are set by the order form and service annex. Without a separate commitment, the Provider does not guarantee uninterrupted availability.
• Where possible, the Provider gives advance notice of material scheduled maintenance. Security work or urgent repairs may be performed without prior notice.

12. Term, renewal, and termination

The order form determines the contract term, renewal, and ordinary notice period. For a material breach, the other party may terminate extraordinarily after written notice and a reasonable cure period; serious security breaches, unlawful use, or abuse may justify immediate suspension.

On termination, access is restricted according to offboarding status. The Customer may request export and return of data, followed by controlled deletion after download and mandatory retention periods. Provisions concerning fees, intellectual property, confidentiality, liability, and disputes survive termination where their nature requires it.

13. Changes, force majeure, and disputes

The Provider may amend online documents due to law, security requirements, or material development of the service. It gives at least 30 days' notice of a non-urgent change materially adverse to the Customer. The Customer may terminate before it takes effect if the change causes a material disadvantage. An urgent legal or security change may take effect sooner with reasons provided.

A material new version of the Terms or DPA is not accepted merely by continued use. Vendvisor records the document version and SHA-256 hash and requests fresh acceptance from the contracting company owner. For a new Privacy Notice version, the system records a separate user acknowledgement; this is neither contractual acceptance nor consent to data processing.

Neither party is liable for delay caused by an unavoidable event outside its reasonable control, provided it informs the other party and seeks to reduce the impact.

Hungarian law governs these Terms. The parties first seek to resolve disputes through good-faith discussions. If that fails, the competent Hungarian court at the Provider's registered seat will hear the case, subject to mandatory rules on jurisdiction and venue.