Terms of Service

We are VendRoom (“VR”) a brand name of VendRoom limited, which registered in England and Wales under company number 10605904.

The following documentation constitutes our terms and conditions of the VR website and service.

By using this site, you imply that you are in agreement with the terms and conditions stated herein, and all referenced policies.

Last updated, 4th of February 2017.

1. Description of Service

  1. VR operates as a platform connecting ‘Events Service Providers’ (ESP), herein referred to as ‘Sellers’ to ‘Buyers’. Events Products and Services are offered on VR through Set Jobs, which are fixed price services; or Custom Jobs, which can be Fixed Price, Rate per Hour or Cost per Service(and products) delivered. Services delivered in VR are collectively referred to as “Jobs”. Whether or not a Job is offered and/or accepted is entirely at the discretion of the Seller/Buyer. VR has no control over this process, as event goods and services are provided by Sellers directly to Buyers, who determine the deliverables, price and all other requirements.
  2. Upon Job kick-off, the Buyer pays funds into an Escrow Account. The Buyer must confirm their requirements upfront through the Job Description.
  3. The Seller must provide confirmation of engagement in a Job Summary via VR. Additionally, were applicable regular updates should be given and queries responded to within one (1) working day to all messages from the Buyer, through the VR platform.
  4. The Sellers must deliver work within the delivery schedule either defined in their Job Description, or agreed prior with the Buyer through the VR platform for all Jobs. Sellers’ rankings will be affected by feedback following delivery.
  5. Sellers must fulfil their Jobs on site and in schedule as agreed, whilst Buyers agree to pay for work delivered as remuneration for goods and/or services received. Users’ rankings may be negatively impacted for unjustifiable cancellations or refunds caused by them, which has led to loss or inconvenience to other party. Sellers must provide, and be given the opportunity by the Buyer to provide, the stipulated service at the times and place described through the VR platform.
  6. After a Job is completed, the Seller will raise a request to receive agreed payment, which is including but not limited to the funds held in Escrow. Sellers must not request payment upfront before work is fully delivered. Buyers must pay in full within three (3) days in accordance with agreed payment terms.
  7. All payments for work completed must go via VR unless VR has given express permission to the contrary in relation to a specific payment or invoice; thus attempts to pay outside of VR will be deemed a contravention to the terms and conditions of VR, and may lead to sanctions, which may not be limited to immediate account suspension. Users must immediately report to VR on any offers to pay outside of VR made by their Buyer or Seller.
  8. After payment has been made, Buyers are granted all rights for the goods and/ or services delivered.
  9. For the purpose of service messages, notices, offers and news about VR, Users may receive alerts on certain pages and emails to the email addresses associated with the registered user accounts. Users may unsubscribe from any email notification using an unsubscribe link found at the bottom of received email as well as their Settings page. Users may also unsubscribe from SMS notifications by texting stop in reply to VR SMS broadcast number.

2. User accounts

  1. To use VR, Users must register for an account, provide accurate and complete information, and keep their account information updated. All Users Both Buyers and Sellers undergo the same account registration process.
  2. Each user account is regarded as a personal account, but Users may trade as a sole trader, company or any other legal entity (whether incorporated or unincorporated).
  3. Users cannot register for more than one account.
  4. The information that users supply in the public profile of their account must comply with VR profile policies.
  5. VR reserves the right to restrict user access, temporarily or indefinitely, stop any Jobs in progress, and warn other Buyers and Sellers of risks posed by the faulting user action and/or issue user with a warning if:
  1. It is believed there is a breach to the letter or spirit of these terms and conditions or other referenced policies;
  2. We are unable to verify or authenticate any information user has provided to VR;
  3. We believe that user actions may cause any loss or liability to our users or to VR.
  1. Users are solely responsible for any activity which may occur on user account; unless it is a result of actions beyond their control (such as hacking or if someone steals their password, when they have taken reasonable steps to keep it secure).
  2. Users may never use another persons’ user account or registration information for the Website.
  3. By using this site, it is implied that the User is not economically barred/ limited under sanctions or rules of any country worldwide. If user circumstances changes to be included in such lists, Users must cease using VR immediately.
  4. In accordance with the UK AML regulation, VR is unable to support users from North Korea, Iran, Syria, Cuba, Sudan (Republic of Sudan or North Sudan), South Sudan (Republic of South Sudan) and Region of Crimea.

3. Job delivery

3.1 Job Descriptions

  1. On purchase of a Job, the Buyer’s funds will be held in Escrow.
  2. The Buyer will then outline service requirements, including relevant times and location of delivery, were applicable. All relevant information relating to the job must be expressly stated through the VR platform to ensure clarity between Buyer and Seller and delivery is to specifications in the scheduled time.
  3. After the requirements are provided through the VR platform by the Buyer, the Seller must:
  1. Respond through the VR platform within one (1) working day to confirm job specification is received and terms accepted. Otherwise the Buyer may request for cancellation and full refund;
  2. Where applicable, provide regular progress updates through the VR platform and respond within one (1) working day to all messages from the Buyer;
  3. Complete the Job within the delivery schedule and on location in accordance with the terms of engagement, and handover of all deliverables outstanding. Failure to deliver within the agreed timescales will constitute a breach and therefore mean the Buyer may request for cancellation, and is entitled to a refund;
  4. Deliver on time, as late or non-delivery will negatively affect the Seller’s rankings on VR.
  5. Deliver a good quality of service, as flawed quality of service would negatively affect the Seller’s rankings on VR.
  6. Deliver on agreed site, as a failure to deliver on agreed site would constitute a breach of service and Buyer is entitled to a refund.
  1. All direct communication between Buyer and Seller must go via the VR platform to keep both parties protected in case of a Dispute.
  2. Agreements made outside the VR platform, would not be enforceable in VR, unless terms of such agreement are conveyed in Buyer’s Job Description and Sellers Job Summary.
  3. Following Job delivery, the Seller will raise an invoice and:
  1. The Buyer will release funds to the Seller;
  2. The Buyer is then able to leave feedback for the Seller, or;
  3. Alternatively, the Buyer may reject the invoice and provide Seller with justification for rejection. In this circumstance, the Seller must provide, and be given the chance to provide service in accordance with agreed terms with the Buyer;
  4. No response is received from the Buyer. Where the Buyer neither leaves feedback for the Seller, nor rejects the invoice, the funds held in Escrow Account will be automatically released on their behalf to the Seller as payment after ten (10) working days.
  1. Were funds held in Escrow is released to the Seller in accordance with ‘3.1Fa’ or ‘3.1Fd’ above, VR and the Seller will assume that the Buyer is satisfied with the Job and does not have a dispute of any kind in relation to the Job. The Buyer therefore agrees not to file a dispute or seek to reverse payments through their credit card provider, bank or PayPal.

3.2 Custom Jobs

  1. The Seller’s payments for Custom Jobs are either agreed as Rate per Hour Job, Fixed Price or as Price per Item.
  1. For Rate per Hour Jobs; the Buyer agrees to pay the Seller based on the time spent, not on the real or perceived quality of any deliverables provided. The Seller must provide the Buyer, on request, with a breakdown of their billed hours as evidence;
  2. For Fixed Priced Jobs; the Buyer agrees to pay the Seller based on deliverables. The parties will agree upfront through the VR platform, whether to divide the project into milestones, were payments are made per milestone reached. If milestones have not been agreed then the Custom Job will only be invoiced on full completion of all deliverables.
  3. For Price per Item Jobs; the Buyer agrees to pay the Seller on the basis of items delivered or whole service rendered.
  1. Upon acceptance of a Proposal, the Buyer must pay the agreed deposit amount into the VR Escrow.
  2. The Buyer must then provide detailed requirements through the VR platform. Stated requirements should include (but not be limited to):
  1. Time frame for delivery of the Job or milestones;
  2. Description of any subjective elements of the Job like aesthetics providing similar examples;
  3. Breakdown of all expected deliverables;
  4. Any other expectations for the work.
  1. After requirements have been provided by the Buyer, the Seller must:
  1. Respond through the VR platform within one (1) working day to confirm booking/ commencement of work. Failing to respond within one (1) working day will be grounds for cancellation at the Buyer’s request, and such buyer would be entitled to a refund and feedback on VR;
  2. Where applicable, provide regular progress updates through the VR platform and respond within one (1) working day to all VR messages from the Buyer;
  3. Complete the Job, including handover of all deliverables described through the VR platform, within the delivery schedule as agreed with the Buyer;
  1. Failure to Deliver or attend location in the prescribed schedule is considered a breach. The Buyer may cancel job and is entitled to a refund. In this circumstance, the Seller has failed to deliver and the Buyer may give feedback on VR.
  2. In the likelihood of a failure to deliver Job at location as specified by Buyer through the VR platform, the Seller must inform the Buyer immediately. The Buyer may cancel job and is entitled to a refund. In this circumstance, the Seller has failed to deliver and the Buyer may give feedback on VR.
  3. In the likelihood of default in deadline, the Seller must inform the Buyer immediately through the VR platform and provide a revised delivery schedule.
  4. Failing to deliver a piece of work within agreed timescales, or repeatedly revising previously agreed deadlines, may be sufficient grounds for the Buyer to request a cancellation of the Job and Buyer will be entitled to a refund of funds in the Escrow.
  5. Late or non-delivery of a Job will negatively affect the Seller’s rankings on VR.
  6. All direct communication between Buyer and Seller should go via the VR platform to ensure transparency and both parties protected in case of a Dispute.
  7. Following Job delivery, (or when an agreed milestone has been reached) the Seller must raise an Invoice:
  1. The fees charged in the Invoice should be as expressly agreed upfront in the Proposal. If requirements/ scope changes materially during a Job the Seller may need to propose a change to a previously agreed price. This must be explicitly

Stated and agreed through the VR platform before any extra work is undertaken so that the Buyer can confirm whether they wish to proceed with the additional scope for the extra cost;

  1. The Buyer must pay the Invoice within three (3) days of the Invoice being raised;
  2. Alternatively, if the Buyer does not agree that the Job has been completed then the Buyer can reject the Invoice. The Buyer must then provide the Seller with detailed feedback through the VR platform, describing what work remains outstanding. The Seller must deliver, and be given the chance to deliver in accordance with the terms of engagement.
  3. If the Buyer neither pays the invoice nor rejects same within the prescribed three (3) day period, VR will provide assistance to the Seller to chase payments and may temporarily or permanently restrict the Buyer’s account. If the Invoice remains unpaid after Ten (10) days, a final 24-hour notification will be issued to the Buyer. Following the 24 hours notification, if the Buyer still does not respond, the funds in Escrow, up to the unpaid Invoice amount, will be released to the Seller’s VR Account. Were the Escrow funds are not sufficient to cover the unpaid Invoice amount in full, the Buyer’s VR Account funds and the credit card or other previously used payment method by the Buyer may be used to cover the remainder. In accordance with our Privacy Policy, VR may provide personal data of the Buyer to the Seller if the Seller confirms that they intend to issue proceedings or pursue legal action against the Buyer.
  4. If the Buyer pays the invoice or funds are utilised in accordance with ‘b’ above, VR and the Seller may assume that the Buyer is satisfied with the Job and does not have a dispute of any kind in relation to the Job. The Buyer agrees that they will not file a dispute or seek to reverse payment through their credit card provider, bank or PayPal.

3.3 Rate per Hour Jobs

  1. The Seller’s payment for Rate per Hour jobs is set as an hourly rated Job. By using the rate per hour as stated on the Seller’s profile, the Buyer thereby agrees to pay the Seller based on the time spent, not on the real or perceived quality of any deliverables provided.
  2. On acceptance of a Rate per Hour Proposal and on hire request, the Buyer must place a valid payment method on file and gives authorization to VR to charge it repeatedly in accordance to VR’s Terms and Conditions.
  3. Every seven (7) days an invoice may be raised by the Seller according to the number of hours tracked by the Seller during the last seven (7) days and the per hour rate of the Per Hour Contract.
  4. Upon invoice raise:
  1. The Buyer can pay the Invoice manually within three (3) days of the Invoice being raised.
  2. If not paid manually by the Buyer within three (3) days, the invoice will be automatically paid by the system charging one of the payment methods of the Buyer on file at any time.
  3. The Buyer can reject the invoice within three (3) days of the Invoice being raised only if the seller did not spend the stipulated time stated in the invoice, in which case, it is the responsibility to prove time worked. By check-in/ check-out using a suitable verifiable tool. This may include but not be limited to a time-in/ time-out form.

3.3.1 Protection for Sellers

  1. In the event were a Buyer refuses payment for legitimate services delivered by a Seller, VR will provide limited payment protection to the Seller as mentioned below (“Rate per Hour Payment Protection”). Rate per Hour Payment Protection will be provided only if all of the following criteria are met:
  2. Seller must have used the VR Time Tracker App to track the time.
  3. Buyer must have an Account in good standing and at least one valid and authenticated payment method, and buyer must agree to automatically pay for hours billed by the Seller.
  4. Seller’s Account must be in good standing.
  5. The screenshots of the Seller’s screen taken by the VR Time Tracker App must be clearly related to the applicable Job requirements or Buyer instructions through the VR platform.
  6. The number of hours billed must not exceed the day limit of hours as defined in the Rate per Hour Contract.
  7. Within ten (10) days after invoice is raised, if the invoice is rejected the Seller must submit a dispute specifically identifying the details of the work that should be paid for. Within Five (5) days after invoice is raised, if the invoice is not rejected and not paid the Seller must contact VR Customer Support identifying the details of the work that should be paid.
  8. Rate per Hour Payment Protection is available with a maximum rate per hour protected by VR to Seller the lesser of
  9. the rate defined in the Per Hour Contract terms;
  10. the usual per hour rate billed by Seller on the Site across all Buyers, and
  11. The typical rate for the same skills on the Site in Seller’s area (such determination to be made in VR’s sole discretion).
  12. The maximum amount of coverage under the Per Hour Payment Protection for Sellers for the life of a relationship between the same Buyer and Seller is £120 or 12 tracked hours via the VR Time Tracker App, whichever is less.

3.3.2 Protection for Buyers

  1. VR will adjust the invoice to Buyer for work that is not clearly related to either the Job requirements or Buyer instructions through the VR platform and within the hours authorized for the day, subject to and conditioned on the following terms:
  2. Seller must have used the VR Time Tracker App to track the time.
  3. Buyer must have Account in good standing and with at least one valid and authenticated payment method, and Buyer must agree to automatically pay for hours billed by the Seller.
  4. Seller’s Account must be in good standing.
  5. The Buyer rejects the invoice within three (3) days of the Invoice being raised identifying the time billed and screenshots of the Seller’s screen that are not clearly related to either the Job requirements or Buyer instructions through the VR platform.

3.4 Quality

  1. All Sellers on VR must strive to deliver a high standard of work, appropriately meeting their Buyer needs.
  2. Specifically, Sellers must ensure that all deliverables provided in a Job:
  1. are error free;
  2. fully address each of the Buyer’s defined requirements;
  3. are of a standard consistent with the level of expertise indicated in the Seller’s profile and Job Description or Proposal for Custom Jobs; and
  4. Constitutes a complete set of deliverables as defined in the Job description or as agreed through the VR platform as part of the requirements for Custom Jobs.

3.5 Additional Key Points

  1. The Buyer and Seller decide on the type of Job, hourly, custom or fixed price. They determine the terms and conditions of the Job, including deliverables, price and any specific requirements, directly between them. The Buyer and Seller create a direct service contract between themselves and VR is not party to that contract (‘the Service Contract’).
  2. Subject to the Service Contract, ownership in and to any materials and or deliverables arising from a Job, will be assigned to the Buyer upon successful payment for the goods and or service delivered. If the Buyer and Seller wish to include any special terms of the contract (for example, in relation to the ownership of the work produced, ownership of intellectual property rights or special rights of termination), the Buyer and Seller should negotiate and document these terms through the VR platform.
  3. Subject to variation in the Service Contract, the terms and conditions of each Job shall be deemed to incorporate a term that is in consideration of the fee paid for the Job, the Seller thereby assigns to the Buyer absolutely with full title guarantee the following rights throughout the world:
  1. If expressly agreed, the entire copyright and all other rights thereof.
  2. Any material right resulting from the Job, except in designs, photography and videography. In which case, rights will not be assumed to transfer to the buyer unless were expressly agreed-to by parties; and
  3. all other rights in the Job of whatever nature, whether now known or created in the future, to which the Seller is now, or at any time after the date of Commencement of the Job may be, entitled by virtue of the laws in force in the United Kingdom and in any other part of the world,
  1. In each case for the whole term including any renewals, revisions, revivals and extensions and together with all related rights and powers arising or accrued, including the right to bring, make, oppose, defend, appeal and obtain relief (and to retain any damages recovered) in respect of any infringement, or any other cause of action arising from ownership, of any of these assigned rights, whether occurring before, on, or after the date of Commencement of the Job.
  2. By using the VR service, it is implied that:
  1. User is able to pay for the goods and or service, and were user is a Buyer, and deliver the same were user is a Seller.
  2. User is not in breach of any applicable laws, rules regulations or obligations to any other person, entity nor authority;
  3. User has made and will make all required legal and tax filings. Were relevant, user will file all necessary legal documentation relating to self-employment legal duty required by the government, and pay all applicable taxes including without limitation PAYE or other income tax and national insurance;
  4. User shall (and shall not permit) any third party to either take any action or upload, download, post, submit or otherwise distribute or facilitate distribution of any Content, Job, or Proposal on or through the services VR provide, including without limitation any User Content, that infringes any patent, trademark, trade secret, copyright or other right of any other person or entity or violates any law or contractual duty.

4. Payments

  1. Payments are made as described in Section 3, for a Job agreed by the Buyer as successfully completed. The payment terms are three (3) days including for Rate per Hour Contracts, which is also three (3) days.
  2. The Seller must not request a release of funds from Escrow prior to Job completion; the purpose of funds being held in Escrow is to provide the Seller with the security needed for them to undertake the work. Buyers must report such cases immediately. In such cases the Seller’s account may be temporarily or permanently suspended.
  3. All payments between Buyer and Seller must be processed through VR as described in Section 3, both for work sourced on VR and for any follow on work between the Buyer and Seller, either for the same Job or another Job. A Seller may seek express written permission from VR to allow payment by alternative means for a specific invoice or payment if the Seller intends to issue proceedings or pursue legal action against the Buyer.
  4. Payment (or attempt thereof) outside of VR is a breach of these terms and conditions unless were a prior written consent is received from VR. Such payment (or attempt thereof) will lead to temporary and/ or permanent suspension of the Buyer and/ or Seller’s account. The Seller will be liable for any loss of business and legal expenses that VR may incur in recovering it. VR reserve the right to sanction funds held in the Seller’s Account in order to recover lost fees. Moreover, VR will not mediate any Disputes or be liable to either the Buyer or Seller’s loss of business as a result of violation of this clause. Users must report attempts or offers to make payment outside of VR by their Buyer or Seller to VR immediately.
  5. Payments by Buyers are routinely checked by VR for fraud prevention purposes, before any payments are released to the Seller. VR aim to process these payments and credit funds to the Seller’s VR Account within three (3) working days however VR reserves the right to take up to ten (10) working days.
  6. To withdraw funds from their VR Account a Seller needs to request a withdrawal. VR process payments daily and will send the money to the Seller via their selected payment preference. After VR has processed payments, they are then subject to timescales imposed by the banking clearing system (BACS in the UK).
  7. For security reasons, VR reserves the right to request additional information from Buyers and Sellers, including original documents, and to verify documents with issuing institutions. Therefore, we reserve the right to request the following proofs of identity:
    1. Copy of a Government issued ID (Passport, Driver’s License or National ID Card).
    2. Copy of a recent utility bill showing your name and address (less than 3 months old);

For credit/debit card users (one of the following):

  1. Copy of the front and back of the card used. For Security Compliance we recommend that you blank out the central 8 digits of the card number digits, and the last three digits from the number on the back.
  2. Credit or Debit Card Bank Statement of the card used on your VR account (less than 3 months old). For Security Compliance you must blank out the central 8 digits of the card number digits;

For PayPal users:

  1. PayPal Account statement showing your PayPal registered name, email address and verification status along with any relevant transactions.
  1. For international Bank transfers, credit to the beneficiary may be delayed by such factors as local bank holidays, delays by an intermediary bank or other local conditions. Please note that some countries have been designated as “slow-to-pay” countries, and transfers made to those countries may take several days or even weeks in crediting the receiving account.
  2. In using Escrow VR act, subject to these terms and conditions, on the User’s behalf. VR hold the funds in a separate client account. VR is not a deposit taking body and any monies held by VR on a User’s behalf are not insured deposits. Users will not receive interest or other earnings on the funds in their Escrow Account or VR Account. VR will endeavour to ensure that the funds in Escrow or VR Account are available to the User in accordance with these Terms and Conditions but do not guarantee that they will be available to the User in circumstances which are unforeseen or beyond our control.
  3. If VR has to return funds to the Buyer due to the Buyer (contrary to these Terms and Conditions) filing a dispute or requesting a payment be reversed through its credit card provider, bank or PayPal then VR will be entitled to recover any such amount from the Seller’s VR Account (and if insufficient monies are in the Seller’s Account), credit card or other previously made payment method if available. If VR is unable to recover the amount returned to the Buyer from the Seller in full then the Seller agrees to pay to VR any outstanding sums within 48 hours of VR making a request.
  4. To prevent funds being held indefinitely in Escrow,
    1. VR will notify the Seller in the event of funds being held in an Escrow Account for a Job that
      1. Does not have an unpaid Invoice nor an open Dispute; and
      2. Has not had any activity through the VR platform for a period of one (1) calendar month or longer. Activity is defined as any action by the Buyer or Seller through the VR platform such as: a message posted, an Invoice is raised, Money has been deposited or Refund Request is raised for on the account.
    2. The Seller will be asked to confirm either
      1. that the Job is still in progress by posting a message to the Buyer through the VR platform with an update on progress;
      2. that the Job has been completed by raising an Invoice in accordance with the terms defined in Section 3; or
  • that the Job was cancelled and issuing the Buyer with a refund in accordance with the terms in Section 6.
  1. If no action is taken by the Seller within seven (7) days it will be assumed that the Job was not delivered by the Seller and the funds held in Escrow will be automatically refunded back to the Buyer’s VR Account. In this event the Seller’s rankings will be affected in accordance with the terms in Section 6.
  1. VR uses third-party service providers including Worldpay, Paypal and Skrill to process payments by Buyers and to transfer funds to Sellers. These third-party payment service providers are regulated and authorised to provide payment services in the countries where they operate. VR may share your personal or transactional information with third-party payment service providers when it is necessary to process payments.

5. Leaving Feedback

  1. After a job is completed, the Seller is paid by the Buyer, and both parties are asked to provide qualitative feedback and a rating from 1-5 for the other party. This rating influences each User’s ranking on VR.
  2. Users are expected to complete the feedback fairly. Users must not falsify feedback, manipulate or coerce another User by threatening negative feedback or offer incentives in exchange for feedback. Any attempts of this nature should be reported immediately to VR.
  3. Feedback comments that are reported to us as defamatory, abusive or offensive will be reviewed and may be removed at our discretion.

6. Cancellations and refunds

6.1 Cancellation of a Job

  1. After the Commencement of a Job, the Buyer or Seller may request a cancellation:
    1. The requestor must notify the other party of the cancellation by placing a message through the VR platform. Alternatively, if there are funds in Escrow and the Buyer believes they are entitled to a refund subject to Section 6.2, the Buyer can notify the Seller of the cancellation by requesting a refund using the “Request Refund” action on the VR platform.
    2. Were the Buyer fails to give Job cancellation notification, and the Seller subsequently completes the job, the Buyer must pay for the service delivered in accordance with these terms and conditions and should not seek to file a dispute or reverse payment with their credit card provider, bank or PayPal.
  2. After notification of cancellation:
    1. The Seller must stop working on the Job immediately;
    2. The parties must agree through the VR platform, on payments outstanding for works completed (or time spent, if it is a Rate per Hour Job). If the cause of the cancellation was not due to the circumstances defined in Section 6.2 the Seller is entitled to request payment at minimum equal to the value of the deposit funds held in Escrow. The Seller should request payment in accordance with Section 3 of these terms.

6.2 Refund policy

  1. The Buyer is entitled to receive a refund on funds held in Escrow, excluding the refund fee as described in Section 8.1, under the following circumstances:
    1. No response: were the Seller has not responded to the Buyer through the VR platform within one (1) working day of the booking of the Job;
    2. Non-delivery:
      1. For Job Descriptions, were the Seller of a Job Description did not deliver the scope of work within the delivery timescales indicated in the Job Description.
      2. For fixed price or price per item Custom Jobs, non-delivery means agreed scope of work was not delivered within the terms of agreement;
  • For per hour rate Custom Jobs no time has been spent on Job.
  1. Poor quality: with the exception of per hour rate Custom Jobs, the deliverables provided by the Seller do not meet the terms defined in Section 3.2 after the Seller has been given the opportunity to deliver in accordance with the job description; or
  2. The Seller lost a Dispute.
  1. Buyer and Seller may mutually agree to a refund for reasons other than the previous clause however authorization of such refunds will be subject to a review by VR, as defined in Section 6.3 .
  2. Refunds are only applicable to funds held in Escrow. As per Section 3, funds should only be paid out of Escrow after the Buyer is satisfied that the Job (or any agreed milestone deliverables) has been completed. By releasing funds from Escrow the Buyer accepts that this money is non-refundable.
  3. Buyers must avoid filing a dispute or reversing payment through their credit card holder, Bank or PayPal. Attempts to seek a refund in this way will lead to the Buyer account being automatically suspended.
  4. In case a Buyer is entitled to a refund, the Buyer receives the funds requested according to Section 6.3 minus a refund fee equal to 10% of the requested amount. The refund fee is waived in case the Seller is at fault for the refund per Section 6.4.

6.3 Requesting a refund

  1. A Buyer can request a refund of the funds held in Escrow excluding the refund fee as described in Section 8.1, using the “Request Refund” action through the VR platform and specifying a reason for their request:
  2. The Seller must either approve or reject the Refund Request. Rejected Refund Requests are raised automatically to VR for Dispute assistance and handled in accordance with Section 7;
  3. If the Seller does not respond to a Refund Request within three (3) working days (a “non-actioned” Refund Request) then VR may release the funds automatically back to the Buyer subject to the following clause.
  4. VR will process approved (or non-actioned) refund requests back to the Buyer’s VR Account subject to a review of the refund reason and circumstances to ensure that both parties have complied with these terms and conditions, and that the purpose of the refund is not to avoid any of the parties’ obligations under these terms and conditions. If VR reasonably believes that the parties have not complied with these terms and conditions or are seeking to avoid any such obligations VR shall not be obliged to make the refund.

6.4 Refund and cancellation penalties

  1. Users are strictly discouraged from causing cancellations and refunds. Refunds will impact Users standing in the VR marketplace as follows:
    1. Where the Seller is at fault for the refund (for example, due to no response, poor quality of work or they have cancelled the Job), it will negatively impact their Seller status and rankings;
    2. Where the Buyer is found to be the cause for the refund (for example, an early cancellation due to a change in their business need) it will negatively impact their Buyer status;
    3. Multiple refunds attributed to a User will lead to temporary and/ or permanent restrictions on their account depending upon the severity.
  2. VR will process approved (or non-actioned) refund requests back to the Buyer’s VR Account subject to a review of the refund reason and circumstances to ensure that both parties have complied with these terms and conditions, and that the purpose of the refund is not to avoid any of the parties’ obligations under these terms and conditions. If VR reasonably believes that the parties have not complied with these terms and conditions or are seeking to avoid any such obligations VR shall not be obliged to make the refund.

7. Disputes

  1. VR encourages Sellers and Buyers to try and resolve any disagreements between themselves. However should that not be possible VR Customer Services can provide dispute resolution service;
  2. A Dispute can be raised:
    1. By the Seller manually after a Buyer has rejected an invoice;
    2. By the Seller automatically if they decide to reject a Refund Request received from a Buyer.
  3. To raise a dispute, the Seller is required to pay a non-refundable fee as per section 8.2
  4. Disputes are available to Sellers that have qualified as trusted members of the VR community.
  5. If the amount disputed is £100 (or €130 or USD $160) or above, VR may reach out to both parties in order to mediate and try and bring the Dispute to resolution.
  6. VR will aim to make a resolution decision on behalf of both parties within seven (7) days. If a mutual resolution has already been agreed between both parties on the VR platform, then the dispute will either be cancelled or resolved in line with the mutual agreement.
  7. In the event of having to make a resolution decision, VR will use only the communication through the VR platform as sole evidence, and consider:
    1. If both parties are acting in good faith and have tried to resolve the issue between themselves before contacting us, including at least a second attempt made between both parties to complete or rectify the Job;
    2. If the Job was delivered (or the milestone was met, if the Dispute is for a milestone payment) in accordance with the terms in Section 3;
    3. For Disputes regarding the quality of the work delivered: VR will consider whether the Seller has met general quality standards as defined in Section 3.3. Assessments on quality i) down to perceived taste, or ii) requiring specialist technical or subject matter expertise, will not form part of the resolution decision;
    4. If the Buyer and Seller have complied with these terms and conditions.
  8. In the event of having to make a resolution decision on behalf of the parties, VR will notify both parties within fourteen (14) days of the Dispute. The disputed funds shall be dealt with in accordance with the resolution decision and these terms and conditions. Our involvement with the Dispute ends after the resolution in relation to the Dispute has been communicated
  9. Users agree and accept that any payments and/or other actions made by VR in accordance with the resolution decision of a Dispute are made in good faith and Users shall have no cause of action against VR (whether in contract, tort or otherwise) in respect of the resolution decision or any such actions or payments made pursuant to it. Users further agree and accept that they have no right to seek to hold VR liable for a Buyer or Seller’s alleged actions or failures.

8. VendRoom Fees

8.1 Buyer Fees

  1. VR do not charge a fee to the Buyer. VR only pass on payment processing fees on deposit of funds as follows:
Deposit payment method Fee
Bank Transfer No charge
Paypal £0.6 + 2.4%
Credit / Debit card £0.6 + 2.4%
Skrill £0.6 + 2.4%
Bitcoin £0.6 + 2.4%

 

  1. We may make changes to our transaction fees from time to time. These changes will be reflected in updated terms issued by us, which will apply to transactions that take place after the updated fees come into force.
  2. In case a Buyer is entitled to a refund according to Section 6.2, the Buyer receives the funds requested according to Section 6.3 minus a refund fee equal to 10% of the requested amount. The refund fee is waived in case the Seller is at fault for the refund per Section 6.4.

8.1.1 Talent Scout Fee

  1. VR shall make available upon an optional fee of £50 (or €55 or $60), a Talent Scout Job Upgrade. Said fee will not be refundable and includes the time and effort spent by our team to offer help to each Buyer in order for them to make a more informed decision.
    Specifically:
  2. Correspond with the Buyer in order to help them specify their Job requirements and offer help where needed
  3. Filter and review proposals received for the upgraded Job
  4. Invite new Sellers where necessary
  5. Make up to 3 recommendations on received proposals.
  6. If a Buyer who purchased the “Talent Scout” upgrade, is not satisfied with the recommended Seller, the VR Team will offer another recommendation and charge no refund fee for the non-satisfactory Job (only after).
    When recommended Sellers, complete the Job successfully, they will be added to a Scouted Freelancers network and invited to bid for similar Jobs in the future.
    For Talent Scout Jobs, Sellers will not be able to feature their proposals as all proposals will be equally reviewed by our VR team.

 

8.2 Admin fee for inactive User accounts

If a User has funds in their VR Account and the User has not logged in to their VR Account for a period of six (6) months or more then VR will charge a monthly administration fee of [£6.70/€9.33/$9.95] (excl. VAT) for holding those funds on behalf of the inactive User. This fee will be automatically collected each month from the funds in the User’s VR Account starting from the seventh (7th) calendar month since the User last logged in to their User account. The collection of this fee will end when either i) the account becomes active again after the User logs back in to VR, or ii) the balance in the VR Account is cleared.

8.3 Currency Conversion

Were User requires a transaction within the VR site, which involves a currency conversion, it will be completed at a foreign exchange rate determined by an official institution, which is adjusted on a regular base. Exchange rates fluctuations are not under VR control.

A Currency Conversion Fee of 2.5% will be applied every time VR performs a currency conversion. When a currency conversion is available by VR, you will be shown the exchange rate that will be applied to the transaction before you proceed with authorising the payment transaction. By accepting this transaction, you also agree to the exchange rate currency conversion terms.

9. Referral Program

9.1 General

The VR Referral Program is a program that allows Users to receive certain benefits in their User account (“Referral Reward”) if they refer a non-VR user (“Referred User”) to VR and they then make a qualifying purchase on the site (“Successful Referral”). Users perform this referral by submitting the email address of the Referred User on a special referral form or by sharing a special referral link found through VR (“Referral Invitation”).

9.2 Referral Reward

Subject to the eligibility conditions in Section 9.3, Users will receive the following as Referral Reward for every Successful Referral:

  1. £20 (or €22 or USD $25) Voucher deposited in their VR Account. See Section 10 for terms on the use of Vouchers.
  2. A special badge on their VR Profile page for the first Successful Referral.

9.3 Eligibility

To be eligible for the Referral Reward:

  1. User must have an active User account on VR;
  2. User may not refer self for the Referral Program;
  3. Referred User must not already have a User account (active or inactive) on VR;
  4. Referred User should sign up for a User account using the activation link of the Referral Invitation;
  5. Referred User should have received and paid invoices within 730 days from registration of at least £50 (or €70 or $75). Payments from the Referred User towards the User account as well as from the Referred User towards other User accounts that got referred by the User account are excluded from this billing calculation.

9.4 Discontinuance or modification

VR reserves the right at any time to modify or discontinue the Referral Program either temporarily or permanently with or without notice. VR will not be liable to you in the event of any modification, suspension or discontinuance of the Referral Program. Non-fraudulent accrued Referral Rewards are not affected by suspension or discontinuance of the Referral Program.

9.5 Non-compliance

VR reserves the right to not grant or to remove any previously granted Referral Reward from your User account should any of the VR terms and conditions not be met. VR reserves the right to suspend the User account or remove Referral Reward should abusive or fraudulent activity regarding the Referral Program be suspected at the discretion of VR.

10. Vouchers

Users may receive funds deposited directly in their VR Account as part of a promotion or as a Referral Reward (see Section 9); or alternatively receive a promotional code for a fixed or percentage discount on services purchased on VR (“Vouchers”).

These Vouchers:

  1. Will be for the exclusive use of purchasing services on VR, their monetary value will not be available for withdrawal from VR.
  2. Where the voucher is a direct deposit of funds in the user’s VR Account, the currency of the voucher will be the one that corresponds to the highest balance in the User’s VR Account in case there is one that is higher than the other two or GBP (£) in any other case.
  3. Where the voucher is in the form of a promotional code, the code can only be used after even if the voucher is used in a transaction for less than the monetary value of the voucher.

11. General terms of website use

The VR terms of website use define how Users may make use of VR whether as a guest or a registered user. Please read them carefully.

12. Privacy Statement

By proceeding to use the VR service Users consent that VR may process the personal data (including sensitive personal data) that VR collects from them in accordance with the VR Privacy Policy.

13. Governing Law

These terms and conditions and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales. The courts of England and Wales shall have non-exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these terms and conditions or their subject matter or formation (including non-contractual disputes or claims).

14. Related Policies

The following policies are part of these terms and conditions and should be read carefully:

  1. Terms of website use
  2. Privacy Policy

 

15. Definitions

In these terms and conditions:

‘Buyer’ means a person buying services from a Seller on VR;

‘Commencement of the Job’ means either the purchase of a Job Description by the Buyer or acceptance of a Proposal for a Custom Job by the Buyer through the VR platform;

‘Content’ means such things as data, text, photographs, videos, audio clips, written posts and comments, graphics, User content and interactive features generated, provided, or otherwise made accessible on or through VR;

‘Custom Job’ is a piece of work that commences with the acceptance of a Proposal by a Buyer or the acceptance of a Hire request by a Seller. This work is agreed either after the Buyer has posted a request on VR or in direct communication between a Buyer and a Seller through the VR platform. A Custom Job can also be agreed as a follow on piece of work after an Job Description purchase;

‘Rate per Hour Job/Contract’ is a piece of work that commences with a Buyer placing a valid payment method on file that can be charged repeatedly by VR and the acceptance of a Per Hour Proposal by the Buyer or the acceptance of a Hire request by the Seller

‘Dispute’ means a dispute raised in relation to a rejected Invoice or a rejected Refund Request;

‘Escrow’ means the virtual account where money is deposited on Commencement of the Job and is only released in accordance with these terms and conditions;

‘Job Description’ means a pre-packaged service that is offered on VR by a Seller for a fixed price and delivered within fixed timescales.

‘Invoice’ means a bill for a completed Job which is raised by the Seller through the VR platform or in the VR payments dashboard;

‘Job’ means a piece of work that a Seller and Buyer agree via VR is to be provided by the Seller to the Buyer. Job refers to work either agreed when the Buyer purchases an Job Description™, or when a Proposal by a Seller is accepted by the Buyer for a Custom Job;.

‘VR’ means the website with the domain name www.vendroom.com or VendRoom or VendRoom Limited as the context so requires;

‘VR Account’ means the online electronic account which holds your money that is available to you to either withdraw at any time or use as currency to pay for Jobs on the site;

‘Proposal’ means an offer made by a Seller to a Buyer to provide a Custom Job and which must contain a fee quotation;

‘Seller’ means a person selling services to a Buyer via VR;

‘User’ means any person who uses VR;

‘User Content’ means all Content uploaded, submitted, distributed, or posted to the services by Users, including without limitation, Proposals and communication via the VR platform. User Content does not include any materials or deliverables, or intellectual property therein arising from a Job, which shall be assigned to the Buyer on successful payment for the Job. User Content is the sole responsibility of the person who originated it;

‘VR’ is where all the communication between Buyer and Seller is conducted in private. Via the VR platform, the parties can exchange information including attachments, send a Proposal or raise an Invoice, make payments, request a refund or raise a Dispute in relation to a Job.