XenBite Vendor Terms & Conditions

1. Platform Services

XenBite provides a digital platform that allows Vendors to list and sell fresh and surplus food products for customer collection.

XenBite acts solely as a technology and marketplace platform and is not responsible for the preparation, handling, storage, or quality of food provided by Vendors.

2. Commission & Service Fees

Commission percentages are determined individually with each Vendor.

Commission structures may vary between Vendors based on agreements, promotional campaigns, operational requirements, or business arrangements.

XenBite reserves the right to revise commission percentages in the future unless a separate written agreement specifically states that rates will remain fixed or protected from increases.

Any updated commission structure will be communicated to the Vendor before implementation.

3. Food Quality & Safety Responsibility

Vendors are fully responsible for the quality, hygiene, preparation, storage, packaging, and safety of all food sold through XenBite.

All food items must comply with applicable UK food safety laws and regulations.

Vendors are solely responsible for handling customer complaints, food-related illnesses, allergic reactions, contamination issues, incorrect ingredients, or any food quality concerns.

XenBite accepts no liability for food quality, food safety, or food handling performed by Vendors.

4. Surplus Food Standards

Surplus food listed on XenBite must remain fresh, safe for consumption, and fit for sale.

Vendors must not sell spoiled, expired, contaminated, unsafe, or previously consumed food items.

“Surplus food” refers to unsold food that remains safe and suitable for customer consumption, and not leftover food from customer plates or partially consumed meals.

Vendors must maintain proper cleanliness, storage, and packaging standards for all surplus items.

5. Order Acceptance & Rejection

Vendors reserve the right to accept or reject any order placed through the platform.

Vendors should make reasonable efforts to keep listed inventory accurate and updated.

Repeated cancellations, rejection abuse, or poor operational performance may result in warnings, temporary suspension, or account removal from the platform.

6. Refund & Collection Policy

XenBite operates primarily as a click-and-collect platform.

If a customer fails to visit the shop or collect the order within the collection period provided by the Vendor, the Vendor is generally not obligated to issue a refund.

Refund decisions for uncollected orders may be handled according to XenBite policies, payment provider rules, consumer protection requirements, or individual dispute circumstances.

Vendors must provide collected orders within the agreed collection window whenever reasonably possible.

7. Software & Technical Support

XenBite is responsible for maintaining and supporting the software platform, including technical issues directly related to the XenBite application or system.

XenBite does not guarantee uninterrupted platform availability and may perform maintenance, updates, or improvements periodically.

Vendors are responsible for maintaining compatible internet access, devices, and operational equipment required to use the platform.

8. POS Devices & Future Hardware Programs

XenBite may introduce optional POS systems, tablets, printers, or other operational hardware programs in the future.

Eligible Vendors may be offered free rental devices, subsidized hardware, or promotional equipment subject to separate agreements and availability.

Participation in such programs will remain optional unless otherwise agreed in writing.

9. Account Termination

Vendors may request account deletion or termination at any time by contacting XenBite support.

XenBite reserves the right to suspend or terminate Vendor accounts in cases including but not limited to:

• Repeated customer complaints
• Unsafe food practices
• Fraudulent activity
• Abuse of the platform
• Violation of these Terms
• Illegal activities

10. Compliance With Laws

Vendors agree to comply with all applicable:

• Food hygiene regulations
• Licensing requirements
• Consumer protection laws
• Tax obligations
• Health and safety regulations
• Local authority requirements

The Vendor is solely responsible for obtaining and maintaining all required permits, registrations, and licenses.

11. Limitation of Liability

To the maximum extent permitted by law:

• XenBite shall not be liable for indirect, incidental, or consequential damages arising from Vendor operations.
• XenBite is not responsible for losses caused by food quality issues, operational failures, staff actions, customer disputes, or Vendor negligence.
• Vendors agree to indemnify and hold XenBite harmless against claims arising from their food products, operations, or legal non-compliance.

12. Platform Changes

XenBite reserves the right to modify, improve, suspend, or discontinue features, pricing models, promotional systems, or operational policies at any time.

Reasonable efforts will be made to notify Vendors of significant changes.

13. Data & Privacy

Vendors may receive limited customer information necessary for fulfilling orders.

Vendors must handle customer information securely and in compliance with applicable privacy laws, including UK GDPR where applicable.

Customer data must not be misused, resold, or shared without authorization.

14. Marketing & Promotions

XenBite may use Vendor names, logos, menu items, and promotional images for platform marketing, advertisements, and social media promotions related to the service.

Vendors confirm they have rights to any uploaded images or branding materials.

15. Governing Law

These Terms shall be governed by and interpreted under the laws of England and Wales.

Any disputes shall be subject to the jurisdiction of the courts of England and Wales.

16. Payment & Payouts

Vendor payouts shall generally be processed on a weekly basis unless otherwise agreed.

XenBite reserves the right to delay payouts in cases involving disputes, fraud investigations, chargebacks, technical issues, regulatory requirements, or suspected policy violations.

Payment timelines may vary depending on banking systems, public holidays, or payment processor delays.

17. Payment Processor & Stripe Responsibility

Payments made through the platform may be processed by third-party payment providers such as Stripe or other authorized payment gateways.

Vendors may be required to provide accurate business, banking, tax, and identity verification information to comply with payment processor requirements.

XenBite is not responsible for delays, holds, freezes, account reviews, or restrictions imposed by payment providers.

18. Chargebacks & Payment Disputes

In the event of a chargeback, payment dispute, fraudulent transaction, or unauthorized payment claim, XenBite reserves the right to temporarily withhold affected funds while the dispute is investigated.

Vendors may be required to provide supporting evidence including order details, collection confirmation, receipts, timestamps, or CCTV evidence where applicable.

If a dispute is resolved against the Vendor, the Vendor may be held financially responsible for the disputed amount and any related processing fees.

19. Customer Collection & Late Arrivals

Vendors should make reasonable efforts to provide orders during the displayed collection window.

Vendors are not obligated to remake, replace, or refund food for customers arriving significantly late after the agreed collection time.

Vendors may dispose of uncollected food after the collection window has expired.

20. Vendor Operating Hours

Vendors are responsible for maintaining accurate opening hours, collection times, menu availability, and temporary closure information on the platform.

Vendors should promptly update unavailable items or operational changes to reduce cancellations and customer dissatisfaction.

21. Allergy & Ingredient Information

Vendors are solely responsible for providing accurate allergen and ingredient information for all listed food items.

Vendors must comply with applicable UK food allergen regulations and labeling requirements.

XenBite is not responsible for allergic reactions, ingredient inaccuracies, or undeclared allergens provided by Vendors.

22. Hygiene & Food Compliance

Vendors confirm that they comply with all applicable food hygiene and safety regulations.

Vendors may be required to maintain valid food hygiene registrations, licenses, certifications, or inspection standards required by local authorities.

XenBite reserves the right to suspend Vendors where hygiene concerns, unsafe food handling, or legal compliance issues arise.

23. Fraudulent Activity & Fake Orders

Vendors must not engage in fraudulent activity including fake orders, self-purchases, artificial reviews, false reporting, or manipulation of platform systems.

XenBite reserves the right to investigate suspicious activity and suspend accounts involved in suspected fraud or abuse.

24. Product Images & Menu Accuracy

Vendors are responsible for ensuring that menu descriptions, prices, food images, portion sizes, and promotional materials accurately represent the products being sold.

Images used must not intentionally mislead customers.

XenBite reserves the right to remove inaccurate or misleading content.

25. Vendor Response & Operational Expectations

Vendors are expected to monitor incoming orders during their active operating hours.

Excessive delays in accepting, preparing, or managing orders may negatively affect Vendor visibility, promotions, or platform eligibility.

XenBite may apply operational standards to maintain customer experience quality.

26. Taxes & VAT

Vendors are solely responsible for determining, reporting, and paying all applicable taxes, VAT, duties, and government charges related to their business operations and sales.

XenBite does not provide tax advice and recommends Vendors seek professional financial guidance where necessary.

27. Data Protection & GDPR

Vendors agree to process customer information in accordance with applicable privacy and data protection laws, including UK GDPR where applicable.

Customer information received through XenBite may only be used for fulfilling orders and customer service purposes related to the platform.

Vendors must not misuse, distribute, sell, or retain customer data beyond what is legally permitted.

28. Force Majeure

XenBite shall not be held liable for delays, interruptions, or failures caused by circumstances beyond reasonable control, including but not limited to:

• Internet outages
• Power failures
• Natural disasters
• Government actions
• Strikes
• Cyberattacks
• Third-party service disruptions

29. Delivery Services (Future Expansion)

XenBite currently operates primarily as a click-and-collect platform.

If delivery services are introduced in the future, additional delivery-related policies, fees, responsibilities, and operational requirements may apply.

30. Support & Service Availability

XenBite will make reasonable efforts to provide technical support and maintain platform availability.

Support response times may vary depending on issue severity, operational workload, and business hours.

XenBite does not guarantee uninterrupted or error-free platform operation.

Contact Information

For questions regarding these Terms & Conditions, Vendors may contact: