Client Terms & Conditions

In these Terms, the following words carry the meanings assigned to them:

• “Platform” — the VendaHQ website, WhatsApp channel, email, and any other channel through which VendaHQ provides its services.
• “Client” or “you” — the individual or organisation placing a booking through VendaHQ.
• “Vendor” — any chef, caterer, event decorator, florist, mixologist, or other event professional listed on the VendaHQ platform.
• “Booking” — a confirmed reservation of a Vendor's services for a specified event.
• “Event” — the occasion for which a Booking is made, including weddings, corporate events, private dinners, and all other occasions.
• “Total Project Value” — the full agreed cost of the Vendor's services for your Event.
• “Business Days” — Monday to Friday, excluding Nigerian public holidays, during which Nigerian commercial banks are open for business.

VendaHQ acts as an intermediary platform — we connect you with Vendors, manage the booking and payment process, and facilitate communication between both parties. VendaHQ does not itself provide catering, decoration, floral, or any other event services. The Vendor is responsible for the delivery of the services you have booked.

By using VendaHQ, you benefit from:

• A curated directory of verified, quality-screened event Vendors
• A secure escrow-based payment system that protects your funds until services are delivered
• VendaHQ's mediation and dispute resolution service in the event of a problem

3.1 Making a Booking

To place a booking, you must: (a) select your preferred Vendor; (b) confirm your event details including date, location, guest count, and specific service requirements; (c) review and accept the Vendor's quoted price; and (d) make full payment of the Total Project Value into VendaHQ's designated escrow account. A Booking is only confirmed once payment has been received in full by VendaHQ.

3.2 Accuracy of Information

You are responsible for providing accurate and complete information about your Event at the time of booking. VendaHQ and the Vendor shall not be liable for any deficiency in service that results from inaccurate, incomplete, or late information provided by you.

3.3 Minimum Notice Period

Bookings must be made at least 48 hours before the Event date, unless VendaHQ and the Vendor expressly agree to a shorter notice period in writing. VendaHQ reserves the right to decline bookings that do not meet the minimum notice requirement.

3.4 Electronic Acceptance

Your submission of a booking request, payment, or a written confirmation via WhatsApp, email, or SMS stating “confirmed,” “accepted,” “agreed,” or words of similar effect shall constitute your full acceptance of these Terms, in accordance with Nigeria's Evidence Act 2011 and the Cybercrimes Act 2015.

4.1 Full Upfront Payment

The total agreed cost of your Event services must be paid in full into VendaHQ's escrow account before the Event date. No Booking is confirmed until full payment is received. Partial payments are not accepted unless expressly agreed in writing by VendaHQ.

4.2 Escrow Protection

Your payment is held securely in VendaHQ's escrow account and is not released to the Vendor until the Event has been Successfully Completed. In the event of a verified failure to deliver, VendaHQ will initiate a refund process in accordance with Section 6 of these Terms.

4.3 Additional Costs

Any additional services, upgrades, or changes requested after a Booking is confirmed may result in additional charges. All additional costs must be agreed in writing and processed through the VendaHQ platform before they are incurred. VendaHQ is not responsible for any additional charges agreed directly between you and the Vendor outside the platform.

4.4 Platform Service Fee

VendaHQ charges a platform service fee, which is applied to the Vendor's commission and is already factored into the agreed Total Project Value. There are no hidden charges payable by the Client beyond the agreed Total Project Value.

4.5 VAT and Taxes

Where applicable under Nigerian law, Value Added Tax (VAT) and other statutory charges may apply to your Booking. These will be clearly communicated to you before payment is processed. Each party is responsible for their own applicable tax obligations.

As a Client on the VendaHQ platform, you agree to:

• Provide accurate, complete, and timely event information to VendaHQ and the Vendor
• Make full payment by the agreed deadline and through the VendaHQ platform only
• Treat all Vendors with respect and professionalism at all times
• Not attempt to solicit, contact, or book Vendors directly outside the VendaHQ platform for services related to an existing or recent VendaHQ Booking
• Not provide false or misleading information about the nature, scale, or requirements of your Event
• Grant the Vendor and VendaHQ reasonable access to the Event venue at the agreed time to set up and deliver services
• Comply with all applicable Nigerian laws in connection with your Event

6.1 Client-Initiated Cancellation

If you cancel a confirmed Booking, any applicable refund will be determined in accordance with VendaHQ's prevailing cancellation policy, as communicated to you at the time of booking or upon written request. Cancellations are subject to VendaHQ's Terms and Conditions and the specific terms of your Booking. Please contact [email protected] or WhatsApp at +234 907 678 2549 to discuss your situation.

6.2 Vendor-Initiated Cancellation

If a Vendor cancels a confirmed Booking, VendaHQ will notify you immediately and take all reasonable steps to find a suitable replacement Vendor at no additional cost. If no replacement is available, you will receive a full refund of the Total Project Value within five (5) Business Days.

6.3 How to Cancel

All cancellations must be submitted in writing to VendaHQ via email at [email protected] or via WhatsApp at +234 907 678 2549. The cancellation date is the date on which VendaHQ receives your written notice.

Every Vendor on the VendaHQ platform has been vetted for quality and professionalism. However, VendaHQ does not guarantee that any Vendor's services will meet your personal expectations in every detail, provided the Vendor delivers the services as described in the Booking.

You are encouraged to:

• Review Vendor profiles, portfolios, and client ratings carefully before booking
• Communicate your specific requirements clearly and in writing via the VendaHQ platform before confirming your Booking
• Request a pre-event consultation with the Vendor where available

If you are dissatisfied with the services delivered at your Event, the following process applies:

• You must submit a written complaint to VendaHQ — via email or WhatsApp — within twenty-four (24) hours of the conclusion of your Event
• VendaHQ will review your complaint within three (3) Business Days and may request supporting evidence including photographs, videos, or written accounts
• Where a complaint is substantiated, VendaHQ will facilitate mediation between you and the Vendor and may withhold or adjust the Vendor's final payment accordingly
• If mediation fails, VendaHQ may appoint an independent third-party mediator in Lagos, Nigeria
• Both parties agree to engage in good faith throughout the dispute resolution process before pursuing any legal remedy

To the fullest extent permitted by Nigerian law:

• VendaHQ is not liable for any indirect, consequential, special, or incidental loss arising from your use of the platform or any Booking, including but not limited to loss of enjoyment, loss of business opportunity, or reputational damage
• VendaHQ's total liability to you for any claim arising under these Terms shall not exceed the Total Project Value of the relevant Booking
• VendaHQ is not liable for any physical damage, personal injury, illness, or property loss occurring at or during your Event
• VendaHQ is not responsible for the actions, omissions, or negligence of any Vendor

Neither VendaHQ nor any Vendor shall be liable for failure to perform their obligations where such failure is caused by events beyond their reasonable control, including natural disasters, government lockdowns, civil unrest, pandemics, or severe weather (“Force Majeure Events”). In the event of a Force Majeure, VendaHQ will work with you and the Vendor to arrange rescheduling or, where rescheduling is not possible, a fair resolution that may include a partial or full refund.

VendaHQ collects and processes your personal information in accordance with the Nigeria Data Protection Act 2023 (NDPA) and the Nigeria Data Protection Regulation 2019 (NDPR). By using our platform, you consent to the collection of your name, contact details, and event information for the purpose of facilitating your Booking and improving our services.

VendaHQ will not sell your personal data to third parties. For full details of how we handle your data, please read our Privacy Policy.

VendaHQ grants you permission to use photographs and content from your Event for personal social media and non-commercial purposes. By sharing content from a VendaHQ-facilitated event, you grant VendaHQ and the relevant Vendor a non-exclusive licence to use such content for marketing and promotional purposes, with credit where reasonable. You must not misrepresent VendaHQ's services or a Vendor's capabilities in any content you publish.

VendaHQ reserves the right to update or amend these Terms at any time. Clients will be notified of material changes via email or WhatsApp at least fourteen (14) days before changes take effect. Your continued use of the platform following notification constitutes acceptance of the amended Terms.

These Terms are governed by the laws of the Federal Republic of Nigeria. Any dispute arising from these Terms that cannot be resolved through VendaHQ's mediation process shall be subject to the exclusive jurisdiction of the courts of Lagos State, Nigeria.