Supplier Terms

• You must be a genuine trading business and authorised to enter this agreement on its behalf.
• Listings are reviewed by our team before going live. We may approve, request changes, or decline a listing at our discretion.
• Your company name, trading name, categories, base location, service areas, cultural specialisms and pricing indications must be accurate and kept up to date.
• If you say you can accommodate all cultures and faiths, or name specialisms, regions or dietary standards (such as Halal or Kosher), you must be able to deliver them. Couples rely on these answers when we match them to you.
• We usually review listings the same day, unless we need additional information from you.
• You must hold any licence, certification or insurance your category legally requires, and produce evidence within 10 working days if we ask.
• We may pause or remove a listing that is inaccurate, unlawful, unsafe, or the subject of credible complaints.

You confirm you own or are licensed to use every photo, audio track and video you upload, and that any identifiable person in them has consented to their use in marketing. You grant us a non-exclusive licence to display that media on your listing and in marketplace browsing while your listing is live. Send takedown requests to vendor.support@plannedmemories.co.uk and we will act promptly.

• Respond to enquiries and booking requests within a reasonable time, and keep your availability honest.
• Any contract for your services is between you and the couple. We are an introducer, not a party to it, and take no responsibility for delivery.
• Treat every couple and guest with respect. Discrimination on the basis of race, religion, ethnicity, sex, sexual orientation, disability, gender reassignment, marriage or civil partnership, pregnancy or age is a serious breach and will end your listing.
• Do not use enquiry or messaging channels to send marketing, or to solicit couples away from an agreed booking to avoid platform fees.

When a couple shares their details, guest numbers, dietary requirements or allergy notes with you, you become an independent controller of that information. You must:

• Use it only to quote for and deliver the services requested.
• Keep it secure, and restrict access to staff who need it.
• Delete it once it is no longer needed for the booking or your legal record-keeping.
• Never use it for marketing without separate consent, and never sell or share it on.
• Tell us without undue delay, and in any case within 24 hours, if you suffer a personal data breach affecting data you received through the platform.

Dietary and allergy details can reveal health or religious beliefs and are special category data — handle them with particular care and share them only with the kitchen or staff who need them.

• Invoices you raise through the platform are your documents. You are responsible for their accuracy, for charging the correct VAT, and for your own tax obligations.
• Payments are handled by our payment processor and settled to you under its terms and timings.
• Disputes, refunds and cancellations are resolved between you and the couple under your own booking terms, which you must make available to them before they commit.

Where your listing is on a paid plan, fees, billing period and renewal are shown before you subscribe. Subscriptions renew automatically until cancelled. You can cancel at any time from your supplier dashboard, and your listing stays live until the end of the period you have paid for. Fees already paid are non-refundable except where the law requires otherwise.

You may remove your listing at any time. We may suspend or terminate a listing immediately for a breach of these terms, unlawful conduct, a safety concern, or repeated substantiated complaints. On termination your listing stops appearing; we keep the records we need for accounting, dispute-handling and legal obligations.

You indemnify us against claims arising from your services, your media, your data handling, or your breach of these terms. Our liability to you is limited as set out in our terms of service. Nothing here limits liability that cannot be limited by law.

These terms are governed by the law of England and Wales, whose courts have exclusive jurisdiction.