VendBase

Terms of Service

Effective date: March 9, 2026

1. Acceptance of Terms

By accessing or using VendBase ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to all of these Terms, do not use the Service. These Terms constitute a legally binding agreement between you and VendBase.

2. Description of Service

VendBase is a software-as-a-service (SaaS) platform for mobile vendors (coffee carts, food trucks, and similar businesses). The Service provides menu management, booking management, event coordination, point-of-sale session management, inventory tracking, QR-code-based guest ordering, and payment processing integration. VendBase is a technology platform and is not itself a vendor, food service provider, or payment processor.

3. User Roles

The Service supports three types of users:

  • Operators (referred to as "vendors" in the interface) — Business owners who create an account and manage menus, bookings, events, point-of-sale sessions, and settings. Operators may invite team members to help manage their business.
  • Customers — Registered users who browse businesses and submit booking requests.
  • Guests — Event attendees who scan a QR code to place orders from an Operator's menu. No account is required.

4. Account Registration

Operators and Customers must create an account with a valid email address and a strong password (minimum 10 characters including uppercase, lowercase, number, and special character). You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. You must notify us immediately at support@vendbase.app of any unauthorized use of your account.

5. Subscriptions and Billing

VendBase offers subscription plans for Operators. By subscribing, you agree to the following:

  • Subscription fees are billed in advance on a recurring basis (monthly or annually, depending on your selected plan).
  • Subscriptions automatically renew at the end of each billing period unless you cancel before the renewal date.
  • You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. No prorated refunds are issued for partial billing periods.
  • We reserve the right to change subscription pricing with at least 30 days' notice to current subscribers. Price changes take effect at the start of the next billing period after notice.
  • Payment is processed by Stripe. By subscribing, you also agree to Stripe's Terms of Service.

6. Payments

Operators may connect payment processors to accept card payments from Guests.

Stripe Connect

Operators may connect their own Stripe account via Stripe Connect. By enabling this feature:

  • You enter into a direct relationship with Stripe and agree to the Stripe Connected Account Agreement.
  • VendBase does not store credit card numbers. Card data flows directly from the Guest's browser to Stripe.

Square

Operators may alternatively connect their Square account via Square OAuth. By enabling this feature:

  • You enter into a direct relationship with Square and agree to the Square Terms of Service.
  • Card data is tokenized by the Square Web Payments SDK in the Guest's browser and never touches VendBase servers.
  • Square access tokens are stored server-side only and are never exposed to the client.

When both Stripe and Square are connected, Stripe takes priority for card payments. Operators are solely responsible for the accuracy of their menu pricing, tax compliance, and any payment disputes. VendBase is not a party to any transaction between an Operator and a Guest. Operators may also accept payments via Venmo, Zelle, or cash outside of VendBase. These transactions are entirely between the Operator and the Guest, and VendBase has no involvement or liability.

7. Bookings

Booking requests submitted through the platform are not guaranteed until confirmed by the Operator. Bookings follow a status workflow (pending, reviewed, quoted, confirmed) and may be cancelled by either party at any stage prior to confirmation. Cancellation policies are set by individual Operators. When you submit a booking request, your contact information (name, email, phone number if provided) will be shared with the Operator so they can respond to your request.

8. Guest Ordering

Guests may place orders by scanning a QR code at an Operator's event or session. By placing an order:

  • Your order details (and name, if you provide one) will be visible to the Operator for order fulfillment.
  • Order information is stored in your browser's local storage so you can track your order status.
  • You may optionally provide a phone number and separately opt in to receive SMS text message updates about your order status (when the Operator has enabled SMS). SMS consent is collected via a separate checkbox and is not a condition of purchase. See our SMS Terms for details.
  • When the Operator has push notifications enabled (instead of SMS), you may opt in to receive browser push notifications about your order status. This requires granting browser notification permission and shares a device token with Google Firebase Cloud Messaging.

9. Push Notifications

VendBase uses Firebase Cloud Messaging (FCM) to deliver push notifications when the Operator has push notifications enabled. Guests who opt in to push notifications agree that:

  • A device token will be registered and stored to deliver notifications about your order status.
  • Notifications are limited to order status updates directly related to your order.
  • You may disable notifications at any time through your browser settings.
  • Push notifications are an alternative to SMS — each Operator uses one or the other, not both.

10. SMS Text Messages

VendBase uses Twilio to send SMS text messages on behalf of Operators. SMS messages are sent only when the Operator has enabled SMS notifications in their settings. Messages include order status updates and booking confirmations.

SMS messaging is governed by a separate opt-in consent collected at the time of ordering or booking. SMS consent is not a condition of purchase or use of VendBase.

For complete SMS terms including consent, opt-out instructions, message frequency, and carrier support, see our SMS Terms & Conditions.

11. Content

You retain ownership of content you upload (menus, images, business descriptions). By uploading content, you grant VendBase a non-exclusive, worldwide, royalty-free license to display it on the platform as needed to operate the Service. Operator menus, business profiles, and event information are publicly accessible to anyone visiting the Operator's shop page. You must not upload content that is unlawful, offensive, or infringes on third-party rights.

12. Operator Data Responsibilities

When Customers or Guests submit booking requests or place orders, their personal information (name, email, phone number, event details, order contents) is transmitted to the relevant Operator through the platform. Operators agree to:

  • Use this information only for the purpose of fulfilling bookings, orders, and related business communications.
  • Not sell, share, or misuse personal information received through the platform.
  • Handle all personal data in compliance with applicable privacy laws.
  • Be solely responsible for their own use of personal data received through VendBase.

13. Team Members

Operators may invite team members (employees) to their business account. Operators are responsible for the actions of their team members on the platform and for managing team member access appropriately.

14. Prohibited Conduct

You agree not to:

  • Use the Service for any unlawful purpose
  • Interfere with or disrupt the Service
  • Attempt to gain unauthorized access to any part of the Service
  • Scrape, crawl, or use automated means to access the Service without permission
  • Impersonate another person or entity
  • Use the platform to facilitate fraudulent transactions or misleading business practices
  • Send spam or unsolicited communications through any platform feature

15. Termination

We may suspend or terminate your account at any time for violation of these Terms or for any other reason at our discretion. You may request account deletion by contacting us at support@vendbase.app. Upon termination:

  • Your right to use the Service ceases immediately.
  • For Operators: your business profile, menu, and public shop page will be deactivated. Historical order and booking records may be retained for a reasonable period to support dispute resolution and legal compliance.
  • For Customers: your account and favorites will be removed. Any booking requests you submitted will remain accessible to the relevant Operators.
  • Active subscriptions will be cancelled. No refund is issued for the remaining portion of the current billing period.

16. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee that the Service will be uninterrupted, error-free, or secure. We do not warrant the accuracy, completeness, or reliability of any content provided by Operators through the Service.

17. Limitation of Liability

To the fullest extent permitted by law, VendBase shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to loss of profits, data, or business opportunities. Our total aggregate liability for any claim arising from or relating to the Service shall not exceed the amount you paid to VendBase in the twelve (12) months preceding the event giving rise to the claim.

18. Indemnification

You agree to indemnify and hold harmless VendBase, its officers, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorney's fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights. Operators additionally agree to indemnify VendBase from claims arising from their handling of personal data received through the platform.

19. Governing Law

These Terms are governed by the laws of the State of California, United States, without regard to conflict of law principles. Any disputes arising under these Terms shall be resolved in the courts located in Los Angeles County, California.

20. Changes to Terms

We may update these Terms from time to time. We will notify registered users of material changes via email at least 30 days before the changes take effect. Continued use of the Service after the effective date of updated Terms constitutes acceptance of those Terms.

21. Contact

If you have questions about these Terms, contact us at support@vendbase.app.