Privacy Policy

The data controller responsible for your personal information is:

2.1 From Clients and Prospective Clients

• Full name and contact details (email address, phone number)
• Event information (date, location, type, guest count, service requirements)
• Payment and transaction records related to your booking
• Communication records via WhatsApp, email, or the VendaHQ platform
• Feedback and complaint submissions

2.2 From Vendors

• Full name, business name, and contact details (email, WhatsApp number)
• Business location and primary service area
• Bank account details (for payment disbursement)
• Government-issued identification document (for verification)
• Business registration number (where provided)
• Portfolio and work samples (photographs, videos, brochures)
• Social media profiles and portfolio links (e.g., Instagram)
• Service descriptions, pricing brochures, and availability information
• Performance records, event history, and client feedback received

2.3 Automatically Collected Data

• Browser type, device information, and IP address
• Pages visited and actions taken on our website (via Google Analytics 4)
• Cookies and similar tracking technologies (see Section 9)

3.1 For Clients

• To match you with appropriate vendors based on your event needs
• To facilitate and manage bookings, payments, and escrow services
• To communicate booking confirmations, updates, and service information
• To process refunds and resolve disputes in accordance with our cancellation policy
• To send service-related communications and, with your consent, marketing updates
• To improve the quality and relevance of our platform and offerings

3.2 For Vendors

• To create and maintain your verified vendor profile on the VendaHQ platform
• To match you with clients whose event needs align with your services
• To process payments and disbursements through our escrow infrastructure
• To verify your identity and business credentials
• To facilitate communication between you and prospective clients
• To market your services to clients through the VendaHQ platform and social media channels
• To maintain quality records and manage the ongoing relationship with you

• Business name and trading name
• Phone number / WhatsApp contact — shared with matched clients to enable direct communication
• Business location and service area
• Social media profile links (e.g., Instagram handle)
• Portfolio photographs and work samples — displayed to prospective clients and used in VendaHQ marketing
• Brochures and pricing materials — shared with clients relevant to your services
• Service descriptions and specialisations
• Event photographs taken at VendaHQ-facilitated events — used for promotional content, with credit given to your business where applicable

This sharing is necessary and fundamental to the matching service VendaHQ provides. By registering as a vendor on VendaHQ, you consent to this use of your information. If you wish to limit any specific category of sharing, please contact us at [email protected] to discuss your options.

Client personal information is shared only as necessary to facilitate your booking:

• Your name and event details will be shared with the vendor(s) selected for your booking
• Your contact information may be shared with a vendor to enable event-day coordination
• Aggregate, anonymised usage data may be shared with analytics partners to improve our platform

VendaHQ will not sell your personal data to third parties, use it to train AI models, or share it for any purpose beyond what is set out in this Policy.

VendaHQ works with trusted third-party technology providers to operate our platform. These providers may process your data on our behalf, under strict data processing agreements:

• Google Firebase — cloud database, file storage, and authentication infrastructure
• Resend — transactional email delivery
• Google Analytics 4 — anonymised website usage analytics

All third-party providers are required to handle your data securely and solely for the purpose of providing services to VendaHQ. We do not authorise any third-party provider to use your data for their own purposes.

VendaHQ takes data security seriously. We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, alteration, or disclosure, including:

• Encrypted file storage via Google Firebase Storage
• App Check and reCAPTCHA protection on all data submission endpoints
• Role-based access controls limiting who can access vendor and client records
• Secure HTTPS transmission for all platform communications

While we take every reasonable precaution, no method of digital transmission or storage is completely secure. We encourage you to protect your own account credentials and contact us immediately if you suspect any unauthorised access to your data.

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, or as required by Nigerian law:

• Client booking records — retained for three (3) years from the date of your last booking
• Vendor profile and application data — retained for the duration of your active vendor status plus three (3) years
• Financial and payment records — retained for seven (7) years in line with Nigerian tax and financial regulations
• Communications and complaint records — retained for three (3) years

You may request early deletion of your data by contacting us at [email protected]. Where we are required by law to retain certain data, we will inform you of this obligation.

Our website uses cookies and similar tracking technologies to improve your experience and analyse how our platform is used. The types of cookies we use include:

• Essential cookies — required for the platform to function correctly
• Analytics cookies — used by Google Analytics 4 to collect anonymised data about site usage (pages visited, session duration, device type)
• Security cookies — used by Google reCAPTCHA and Firebase App Check to protect against automated abuse

You may disable non-essential cookies through your browser settings, though this may affect your ability to use certain features of the platform.

Under the Nigeria Data Protection Act 2023 (NDPA) and the Nigeria Data Protection Regulation 2019 (NDPR), you have the following rights regarding your personal data:

• Right of Access — you may request a copy of the personal data we hold about you
• Right to Rectification — you may request correction of inaccurate or incomplete data
• Right to Erasure — you may request deletion of your data, subject to our legal retention obligations
• Right to Restrict Processing — you may request that we limit how we use your data in certain circumstances
• Right to Object — you may object to certain types of processing, including direct marketing
• Right to Data Portability — you may request a copy of your data in a portable, machine-readable format
• Right to Withdraw Consent — where processing is based on your consent, you may withdraw it at any time

To exercise any of these rights, please contact us at [email protected]. We will respond to verified requests within thirty (30) days. You also have the right to lodge a complaint with the Nigeria Data Protection Commission (NDPC) if you believe your rights have been violated.

VendaHQ's platform is not directed at children under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has submitted personal data to us, please contact us at [email protected] and we will promptly delete it.

VendaHQ may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or the features of our platform. When we make material changes, we will notify registered users via email or WhatsApp at least fourteen (14) days before the changes take effect.

The most current version of this Policy will always be available at www.vendahq.com/privacy. Your continued use of the platform following any updates constitutes your acceptance of the revised Policy.

If you have any questions about this Privacy Policy, your personal data, or how to exercise your rights, please reach out to us: