Terms of Service

2.1 How Bookings Happen

There are two routes by which a vendor may be booked for an event:

• Host-initiated (via matching): Hosts use StallSync's matching algorithm to find suitable vendors already on the platform, and send them invitations. Vendors receive these in their dashboard and can accept or decline.
• Vendor-initiated (via public event page): Hosts may share a public event page link externally (e.g. on social media or their own website). Vendors who follow this link can sign up to StallSync and register their interest in the event. The host then decides whether to confirm or decline the application.

In both cases, confirmed bookings proceed through StallSync's contract signing and payment flow. By registering interest in an event or accepting an invitation, you agree to proceed through this flow if the host confirms your place.

4.1 Premium Access at Registration

All new users receive full premium access upon registration. The terms differ by user type:

Stallholders (including food vendors):

• Receive full premium access from the date of registration
• Premium days do not begin counting down until the stallholder has completed their first confirmed booking through StallSync — meaning the contract is signed and the pitch fee payment has been received
• This is a permanent platform feature, not a promotional offer
• No payment details are required to start
• Once the first booking is confirmed and paid, the premium wallet countdown begins and cannot be paused or reset — including if that booking is subsequently cancelled by either party

Event Hosts:

• Receive a 30-day premium trial starting immediately upon registration
• No payment details are required to start
• Trial ends automatically unless a subscription is purchased

4.2 Subscription Tiers

StallSync operates a Free and Premium model:

Prices include applicable UK taxes. Prices may be updated from time to time; current pricing is always displayed on the platform before purchase.

4.3 Premium Time Wallet

Premium access is measured in days. Your account has a “premium time wallet” — a countdown of remaining premium days. Premium days can be added through:

• Purchasing a subscription (monthly or annual)
• Earning achievement rewards (unlockable by premium subscribers)
• Referring new users to the platform
• Redeeming promotional codes

When your premium days reach zero, your account automatically reverts to the Free tier. No further charges are made unless you purchase additional time.

Wallet preservation for stallholders: Premium days earned or purchased before a stallholder's first confirmed booking (see Section 4.1) are held in the wallet without being consumed. They begin counting down only once the first-event trigger fires. No days are lost during the waiting period.

4.4 Billing Terms

• Monthly plans renew automatically every month
• Annual plans renew once per year
• Payments are taken in advance for each billing period
• Users may cancel at any time; cancellations apply to the next billing cycle
• Achievement and referral rewards are non-transferable and have no cash value

4.5 Digital Content and Cancellation Rights

Premium subscription time is digital content that begins immediately upon purchase — days are added to your wallet and start counting down straight away. By completing a premium purchase, you acknowledge that the digital content is supplied immediately and that you lose your statutory 14-day right to cancel under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

This does not affect your right to cancel future renewals, which you can do at any time from your Settings page.

5.1 Stripe as Payment Provider

All payments made through StallSync are processed by Stripe via Stripe Connect. StallSync:

• Never holds user funds
• Is not a payment provider or money transmitter
• Has no control over Stripe's processing times, reviews, or holds

5.2 Event Host Responsibilities

Event hosts must:

• Complete Stripe Connect onboarding to receive payouts
• Set their own stall prices
• Absorb all transaction fees
• Comply with Stripe's terms, acceptable use policy, and verification requirements

5.3 Stallholder Payment Terms

• Payment is taken when a stallholder confirms a booking
• Funds are transferred directly to the event host's Stripe Connect account
• Stallholders have a 24-hour window after the event ends to raise a dispute

5.4 Negative Balances and Host Liability

If a dispute, chargeback, refund, or Stripe action results in a negative balance, the affected user authorises Stripe to recover the debt from future payouts. StallSync is not responsible for covering negative balances.

Where a host's connected account incurs losses (including chargebacks, disputes, or refunds) that cannot be recovered by Stripe from the host's balance or bank account, and Stripe recovers those losses from StallSync's platform account, the host agrees they are personally liable to reimburse StallSync for the full amount plus any associated fees incurred. StallSync may pursue recovery through any lawful means, including but not limited to debt recovery proceedings in the courts of England and Wales.

This obligation survives account termination or suspension.

5.5 Failed or Delayed Payouts

StallSync is not liable for:

• Stripe payout delays
• Verification failures
• Banking issues
• Fraud checks or compliance reviews

6.1 Contract Generation

When a vendor accepts an invitation (or a host confirms a vendor's application), StallSync generates a digital contract between the event host and the vendor. Each contract consists of:

• Schedule A (Dynamic): Event-specific details — host and vendor names, addresses, and company numbers; event dates, times, and venue; pitch type and fee; stallholder rules; and the applicable refund policy
• Schedule B (Fixed Terms): Standard terms covering stallholder obligations, host obligations, cancellation framework, liability and indemnity, insurance requirements, data protection, digital signature provisions, and general provisions

Each contract is assigned a unique reference number (format: SS-YYYY-NNNNN) and records a snapshot of the terms at the time of signing.

6.2 Digital Signatures

Vendors sign contracts digitally using an on-screen signature pad. By submitting your digital signature, you acknowledge that:

• Your digital signature is legally equivalent to a handwritten signature under the Electronic Communications Act 2000 and eIDAS Regulation
• You have read and understood both Schedule A and Schedule B of the contract
• You are authorised to enter into the contract on behalf of yourself or your business
• Your signature, the signing timestamp, and your IP address are recorded as part of the contract audit trail

6.3 StallSync's Role

StallSync generates and stores contracts as a service to both parties, but is not itself a party to any contract between a host and a vendor. StallSync does not guarantee, endorse, or enforce the terms of any contract. Disputes arising from contracts must be resolved between the host and vendor directly, though StallSync may facilitate communication.

6.4 Payment Timing

After signing a contract, payment timing depends on how far away the event is:

• Events less than 45 days away: Payment is required immediately upon signing
• Events 45 or more days away: A 7-day payment window from the signing date

If payment is not received within the required window (plus a 3-day grace period), the booking may be declined automatically.

7.1 Cancellation by Stallholder

Refund amounts are determined by the cancellation policy tier selected by the event host at event creation. Three tiers are available:

The applicable tier is shown to stallholders before they confirm their booking and is recorded in the event contract.

7.2 Cancellation by Event Host

• Full refund to stallholder regardless of timing

7.3 Timing of Refunds

Refunds are processed through Stripe and typically take 5–7 business days. Since funds are transferred directly to the host, refunds after payout may be recovered from the host's future payouts or Stripe balance.

7.4 Disputes

If either party raises a dispute within 24 hours of the event ending:

• StallSync may request evidence from both parties
• StallSync may initiate a refund from the host's Stripe account at its sole discretion
• StallSync may facilitate resolution between the parties

StallSync is not responsible for resolving disputes relating to attendance, event quality, documentation, or suitability. These must be resolved between the event host and stallholder.

8.1 User Standards

Users agree to:

• Provide accurate information
• Honour confirmed bookings
• Communicate professionally
• Follow event rules and legal requirements
• Upload genuine and valid documents

8.2 Prohibited Behaviours

You must not:

• Upload illegal, harmful, abusive, or fraudulent content
• Impersonate another person or business
• Interfere with the platform or attempt unauthorised access
• Use automated scripts or bots
• Bypass or circumvent platform fees
• Solicit off-platform payments after being connected on StallSync
• Post misleading listings or documentation

9.1 Platform Role

StallSync provides a secure method for users to share documents but does not:

• Verify the accuracy
• Endorse the content
• Guarantee the adequacy of documentation

9.2 User Responsibilities

Stallholders must ensure their documents are accurate, current, and legally compliant. Event hosts must verify that documents meet their requirements.

9.3 Sensitive Information

Users must not upload unnecessary sensitive personal data.

13.1 Platform Role

StallSync is not liable for:

• Event cancellations
• No shows
• Documentation errors
• Quality or legality of events or stalls
• Any contractual disputes between hosts and stallholders

13.2 Financial Liability Cap

StallSync's total aggregate liability to you for any and all claims arising under or in connection with these Terms shall not exceed the greater of: (a) £100; or (b) the total fees paid by you to StallSync in the 12 months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; or any other liability that cannot be excluded or limited by the laws of England and Wales.

13.3 Exclusions

StallSync is not responsible for:

• Indirect or consequential losses
• Loss of revenue, profits, or goodwill
• Delays, holds, or issues caused by Stripe or third party providers