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 flow. By registering interest in an event or accepting an invitation, you agree to proceed through this flow if the host confirms your place.

Payment modes: When creating an event, hosts choose one of two payment modes:

• Platform payment (“Through StallSync”): Pitch fees are collected through Stripe at booking time. Refunds, cancellation tiers, and dispute resolution through StallSync apply (see Sections 5 and 7).
• Self-managed payment (“I'll manage payments myself”): Payment arrangements are made directly between the host and vendor outside StallSync. StallSync does not process, hold, or have visibility of funds for these events. The cancellation and refund provisions in Sections 5 and 7 do not apply; any refund or cancellation terms are agreed between the parties. The contract signed through StallSync remains binding regardless of payment mode.

The payment mode is set by the host at event creation, displayed to vendors before they accept an invitation, and recorded in the event contract. It cannot be changed after the event is published.

Payment collection details (self-managed events): Hosts may record how they wish to collect pitch fees for a self-managed event (for example, bank transfer details, a PayPal address, or cash on the day). These details are shown only to vendors with a booking on that event. StallSync displays them exactly as entered by the host and does not verify them. Before transferring any money, vendors should independently confirm the payment details with the host (for example, by phone or in person) — StallSync is not responsible for payments sent to incorrect or fraudulent details, and self-managed payments are not protected, processed, or recoverable through StallSync.

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.

Passport invitation threshold: Hosts may invite vendors to complete an Event Passport (see Section 9.4) free of charge for up to 50 unique invited vendors. The threshold counts distinct vendors invited, not completed passports, and is cumulative across all of a host's imports and invitations. Inviting further vendors beyond 50 requires a Premium subscription.

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 platform 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 (Platform Payment)

Event hosts using platform payment mode 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 (Platform Payment)

• Payment is taken when a stallholder confirms a booking on a platform-payment event
• Funds are transferred directly to the event host's Stripe Connect account
• Both parties have 14 days after the event ends to report a problem with a booking (see Section 7.4)

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

5.6 Identity Verification for Self-Managed Events

To publish an event using self-managed payment mode, the host must be a verified host. Verified host status is achieved by either:

• Completing Stripe Connect onboarding (which includes Stripe's own identity checks), or
• Completing a one-off identity verification through Stripe Identity

By completing identity verification, you agree to:

• Stripe's terms of service and privacy policy for the verification process
• Provide a government-issued identity document and, if requested, a selfie for biometric comparison

StallSync stores only the verification status (verified or not) and a reference to the Stripe verification report. StallSync does not store, access, or process the identity document or biometric data itself; this is handled entirely by Stripe. Verification is permanent and does not need to be repeated.

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

Signatures beyond contracts: The same digital signature, with the same legal effect and audit trail (signature image, timestamp, and IP address), is also used to sign document declarations, compliance attestations, and acknowledgements within the Event Passport (see Section 9.4). By applying your signature to a declaration or attestation, you make a legally meaningful statement that its contents are true and accurate at the date of signing.

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 (Platform Payment Events)

For platform-payment events, 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.

For self-managed payment events, signing the contract immediately confirms the booking. No platform payment is collected, and payment arrangements are made directly between the host and vendor.

7.1 Cancellation by Stallholder (Platform Payment)

For platform-payment events, 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 (Platform Payment)

• Full refund to stallholder regardless of timing

7.3 Timing of Refunds (Platform Payment)

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 Reporting a Problem

If something goes wrong with a booking made through StallSync, we want to know about it. The dispute review and refund provisions below apply to platform-payment bookings. For self-managed payment events, payment disputes are exclusively between the host and vendor — StallSync does not mediate, arbitrate, or process refunds for self-managed payments. However, non-payment conduct issues (such as no-shows, misleading event listings, or contract breaches unrelated to payment) remain reportable for all events regardless of payment mode.

Both stallholders and hosts can report a problem with any confirmed booking. You have 14 days after the event ends to submit a report. After that, we may not be able to help.

What we'll do

When you report a problem, we'll review what you've told us and contact the other party to hear their side. We aim to acknowledge your report within 5 working days and reach a resolution within 30 days. If it's going to take longer, we'll let you know.

We'll look at the facts — the contract you both signed, the event listing, any evidence you provide — and aim for a resolution that's fair and proportionate to what happened.

Possible outcomes include no action, a partial refund, a full refund, or in serious cases, a warning or restriction on the account at fault. We'll explain our reasoning when we reach a decision.

What we won't do

StallSync is a booking platform, not a court or an insurance company. There are some things that fall outside what we can help with:

• Complaints about product quality from members of the public (that's between the seller and their customer)
• Criminal matters such as theft or assault (these should be reported to the police)
• Insurance claims for damaged stock or injury at an event (that's between you and your insurer)
• Disagreements unrelated to a StallSync booking
• Weather — if it rained and footfall was low, that isn't anyone's fault

Footfall estimates

When hosts list expected visitor numbers, these are estimates based on past experience. They're provided in good faith to help you decide whether an event is right for you, but they aren't a guarantee. We won't normally treat a difference between estimated and actual footfall as a dispute unless the listing was clearly misleading.

How we make decisions

We review evidence from both sides before making any decision. We focus on what was agreed in the contract, whether the event listing was accurate, and what can reasonably be verified. We don't make judgement calls on subjective quality (“the event wasn't good enough”) — we look at whether commitments were kept.

Both parties will be told the outcome and the reasoning behind it. If you disagree with a decision, you can contact us at hello@stallsync.co.uk to discuss it further.

Your rights

Nothing in this section limits your legal rights. If you believe you have a legal claim, you're free to pursue it independently.

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 on platform-payment events
• Solicit off-platform payments for bookings on platform-payment events (off-platform payment on declared self-managed events is permitted; see Section 2.1)
• Post misleading listings or documentation

9.1 Platform Role

StallSync provides a secure method for users to store and share documents, signed declarations, and attestations, but does not:

• Verify the accuracy of any document, declaration, or attestation
• Endorse the content
• Guarantee the adequacy of documentation or compliance for any purpose

Everything in a vendor's Event Passport is self-declared by that vendor. StallSync is not a compliance arbiter, certification body, or verification service. Event hosts (whether on or off StallSync) decide for themselves what documentation to require and whether it is sufficient.

9.2 User Responsibilities

Stallholders must ensure their documents, declarations, and attestations 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.

9.4 The Event Passport, Declarations & Attestations

The StallSync Event Passport is a vendor's portable compliance profile: their business details, craft category, uploaded compliance documents, and signed declarations and attestations, held in one place under the vendor's control. A passport may contain three kinds of item:

• Signed document declarations: The vendor uploads a document (for example, a public liability insurance certificate) and signs a declaration confirming it is genuine and accurate as of that date
• Signed attestations: For legal obligations that produce no certificate (for example, nickel-safety compliance in jewellery), the vendor reads a compliance statement and signs to confirm they meet it. The signed attestation is itself the record
• Acknowledgements: Confirmation that the vendor has read relevant guidance. No signature is applied

Each declaration and attestation records the statement text as it stood at signing, the vendor's signature, and the signing date. The vendor — not StallSync — is responsible for the truth of every declaration and attestation. Making a false declaration or attestation is a breach of these Terms (see Section 8) and may have legal consequences for the vendor independent of StallSync. StallSync facilitates the process; the vendor attests; the host decides what to accept.

9.5 Sharing Your Event Passport

Vendors control who sees their passport. It can be shared by creating a share link (with an expiry chosen by the vendor), by downloading a Passport PDF (which contains a link back to the live passport), or by accepting a host's passport invitation on the platform. By creating a share link or downloading the PDF, you understand and agree that:

• Anyone holding an active share link can view your full passport and download its documents — links do not require a StallSync account, so you are responsible for who you give them to
• You can revoke any share link at any time from your Passport tab, after which the link stops working — but copies or downloads made while it was active cannot be recalled
• A downloaded or printed Passport PDF is outside StallSync's control once created; treat it like any paper document you hand over
• StallSync records when a share link is viewed (see the Privacy Policy) so you can monitor access, but StallSync is not responsible or liable for how third parties use, retain, or further share passport contents you have shared with them

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