Required Information to Sell on VegaVend

Providing your information to VegaVend Stripe Payments

In accordance with the EU regulations, VegaVend Stripe Payments requires you to provide information about yourself and your business to receive the proceeds of your transactions on VegaVend’s LTD stores.

To provide the required information, sign in to Your Vendor Dashboard and click Payments from the Settings drop-down menu. On your Vendor Dashboard page, click each section that is highlighted in red. This information will be used to open your Vendor account. We will contact you if any additional information is required.

VegaVend Stripe Payments knows that you care about how information about you is used and shared and we appreciate your trust that we will do so carefully and sensibly.

The VegaVend Stripe Payments Privacy Notice – Selling on VegaVend demonstrates this.

Help is available throughout the process. See answers to frequently asked questions below.

Compliance

Why do I have to provide this information?

As per the European Regulations and Laws, verifying your identity is a legal requirement to allow you to use our payment services. You need to provide us certain information or documents, as requested, in order to facilitate these checks.

How much time do I have to provide the information?

You have a total of 60 days to provide information or documents relevant for your verification. This does not include the time during which such information or documents are under VegaVend review. When we require information, a notification will appear on your Account information page. We may provide additional information about the request in your performance notifications.

Note: The 60-day period starts from the day of registration. If you don’t provide the required information or documents within this time, your Vendor account may be temporarily deactivated.

Account information is subject to verification in case of information updates, or at periodical intervals.

What happens if I don’t provide the required information?

You will be unable to use your Vendor account and therefore unable to sell on VegaVend if the required information is not provided.

What happens if I don’t accept the business agreements?

Accepting the VegaVend Payments – Selling on VegaVend User Agreement and the VegaVend Vendor Solutions Agreement is a condition of registering for the service. If you do not agree to these terms, you will not be able to register for your Vendor account, which will result in removal of your selling privileges on the VegaVend EU stores.

What is the difference between a private person and a business ?

If you register as a private person by selecting I am an individual, you are doing so in the context of a private activity. Registering as a business Vendor means that you will act in the context of commercial or professional activity. Often, business Vendors are registered legal entities. However, you may also act as the sole proprietor without being registered as a company, depending on the local requirements that apply to your activity. In this case, make sure that you register as a business and choose the appropriate option in the drop-down menu.

What is meant by a legal representative of the business?

A legal representative is a person who is authorised by your business to act on its behalf (such as accepting the terms and conditions, or opening an account). The representative may be an owner of the business, or someone who has the authority to act on behalf of the business. When you enter the legal representative’s information, make sure that it exactly matches the official documentation that you send to VegaVend Stripe Payments.

Information Collection

What information am I required to provide?

Individual Vendors’ Points of Contact and Beneficial Owners

You may be requested to provide one the following documents:

• Full valid Passport
• National Identity Card
• Residential Permit
• Driving Licence (Regional differences may apply).
• Additionally, you may be requested to provide copy of a Proof of Address document, such as: Utility Bill, Bank Statement, or Credit Card Statement in the name of the individual and dated from the past 180 days. Documents from financial service providers or online digital banks are not acceptable.

The document must meet the following criteria:

• The document must be a copy of a government issued ID document with a photo.
• The document must be in date.
• The document must contain full name, date of birth, place of birth, and country of citizenship.
• The document must contain an ID number and the expiration date.
• The document must be signed.

If the document you have provided does not contain all the required information, a supporting document (such as Birth Certificate) may be requested.

1. Private limited liability companies registered in the United Kingdom

You may be requested to provide one or more of the following documents:

• Company Registration
• VAT Registration
• Certificate of Mem & Arts
• Utility Bill, Bank Statement or Credit Card Statement in the name of the business and dated from the past 180 days. Documents from financial service providers or online digital banks are not acceptable.

2. Sole Proprietors and Partnerships registered in the United Kingdom

You may be requested to provide one of the following documents dated from the past 180 days:

• Operating agreement for the partnership.
• Company Registration
• VAT Registration
• Certificate of Mem & Arts
• Copy of a Utility Bill, Bank Statement or Credit Card Statement in the name of the sole proprietor or the trading name and dated from the past 180 days. Documents from financial service providers or online digital banks are not acceptable.

3. Charity registered in the United Kingdom

You must provide the following documents at the time of registration:

• Certificate of Incorporation
• Company Memorandum
• Articles of Association
• Company Register
• Confirmed list of all the trustees – this must display their full name and date of birth. The document must be dated from the past 180 days and signed by a Legal Representative of the business.
• Copy of a Utility Bill, Bank Statement or Credit Card Statement in the name of the charity and dated from the past 180 days. Documents from financial service providers or online digital banks are not acceptable.

Information Validation

How long will it take to verify my information?

Once we receive all of the required information, we proceed with the verification of your account. Verification can take up to 10 days. However, based on the complexity of the account, it may take longer.

Am I allowed to sell while my information is being verified?

You may be allowed to start selling on VegaVend while the information you provided at registration gets verified, subject to certain limits. Depending on certain criteria, we may require that you provide all the required information, and that this information is verified before we open your Vendor account. In this case, you can’t start selling until your account successfully completes verification.

How can I appeal VegaVend’s decision to decline my application?

Verification decisions are final and are based on the information and documentation we have received from you.

Impact on selling on VegaVend

What happens to my orders if I haven’t provided the required identity information or if my information is pending verification?

If you have been allowed to start selling on VegaVend immediately after registration, you can fulfil your existing orders while your information is pending verification, up to a certain limit. However, you must provide the required identity information as soon as possible, to avoid any constraints to your Vendor account.

Why has my application for a Vendor account been declined?

There are several reasons why we may have declined to open your account. It may be because we were unable to verify your identity as required by applicable legislation. Providing incomplete or inaccurate information is a common reason why verification may not be successful. If you feel your information should have been successfully verified and would like to appeal, contact Vendor Support.

What will happen to my FBV inventory?

In the event that you are unable to open your Vendor account, you can ask to have your inventory returned to you.

Frequently asked questions for Selling on VegaVend

Where can I get a copy of my business registration extract?

You can easily request a copy of your company’s registration extract online, by going to the website of your national or local company register. If you are registered in the United Kingdom, follow these steps to obtain the Extract

• Go to gov.uk website

I entered some information and now the items that are listed in red have changed. Why?

This means that VegaVend Stripe Payments requires more information to verify your identity. In some cases, additional identity information is required to comply with applicable legislation. Alternatively, you may have provided some information that we were unable to verify, so we require you to enter this portion of the information again.

How do I provide this information?

In order to provide the requested information in Your Vendor Dashboard, go to Settings > Payments . On the Vendor account information page, click each section that is highlighted in red. All addresses need to be entered in Latin characters.

How can I upload more than one document at a time?

Sometimes, the number of documents that we require may be greater than the number of fields present in Your Vendor Dashboard for you to upload the documents. If this is the case, you must merge the documents into one document before uploading them for review. In order to do this, we recommend that you follow one of the two methods explained below:

• You can merge the scanned images into a Microsoft Word document and create a PDF document. The easiest way to do this is to insert JPEG images into the word document and then create the PDF document while saving the file as explained below:
• Insert scanned images (.JPG) of the documents into a Microsoft Word document and create a PDF, as explained in the following steps:
  
  • Click Insert on the toolbar at the top of Microsoft Word.
  • Click Pictures and locate the file that you would like to add to the document.
  • Repeat these steps until you have added all the required images to the document.
  • Make sure that all images are on separate pages.
  • Click File > Save As and select PDF as the document type.
• Use Adobe Acrobat to create a PDF.

Alternatively, while scanning the documents, you can opt to create a PDF document and scan the pages to create a single document.

What should I do if I am unable to upload my documents using the tool provided?

Contact Vendor Support if you encounter problems while uploading documents.

What if I have to update my information?

Go to Settings > Account info and then click each section that you want to update. If your information has already been verified or the verification process has not yet started, you can update your information. Any updates are subject to verification. Depending on our verification results, you may be required to provide additional information.

Why can’t I edit my information?

Information cannot be updated while it is being verified.

Can I save my information and complete the form later?

Yes. The update wizard allows you to resume entering data at any step in the process. Make sure that you click Submit on each screen after entering your information.

You can still use Your Vendor Dashboard. However, if you don’t provide your information within the specified time period, your selling privileges will be suspended. Your privileges may be reinstated once you have entered the requested data and your information has been verified.

I provided the requested information. Why has VegaVend Stripe Payments requested additional information from me?

During the verification process, we may determine that additional information is required from you to complete your account registration.

How will I be notified if VegaVend Stripe Payments requires additional information?

If we require additional information, you get notified via the email address that you provided at registration, as well as via a notification in Your Vendor Dashboard. Alternatively, to see what additional information is required, go to Settings > Account info and look for the sections that are highlighted in red. We may provide additional information about the request via your Performance notifications section on your Your Vendor Dashboard account..

What should I do or who should I contact if my country of establishment is not an option in the drop-down list?

If your country of establishment is not in the drop-down list, we are currently unable to support that country. Please check back in the future as we are continuously expanding the list of supported countries.

I do not have one of the documents requested, what should I do?

If you don’t have one or more of the documents requested, contact us and provide details about these documents. We will then get in touch with you regarding alternative documents that we may be able to accept.

Why do my documents need to be dated within certain timeline?

The validity period of certain documents is defined by the administration that issues such documents. For example, registration extracts are typically valid for three months. After that, the information they contain is not guaranteed to be up-to-date.

For utility bills, in order to verify an address, we require the copy of the bill to be dated within the last 180 days.

What language must I enter the information in?

You can provide the information in English or in any of the supported languages, such as French, Italian, Spanish, German, Dutch, Swedish, Polish, Portuguese, Turkish, Chinese, or Japanese.

Additional FAQ’s

What information do I need to provide in the document to prove ownership of bank account?

VegaVend Payments must verify the name and number of the bank account that you have registered with us. The document acceptance criteria are as follows:

Account number

The document must mention the account number and match a bank account that you have registered with VegaVend Payments for disbursements.

Account holder’s name

The name of the account holder must be mentioned in the document and it needs to match the name of the selling entity (such as the business name, or the name of the Vendor for a private person).

Note: The beneficial owner’s (such as shareholders) name may not be accepted for a business Vendor. This depends on local regulations.

Bank name and logo

The name or logo of the bank, or both, must be clearly visible in the document.

Date

If the document’s issue date is available, it must be within the last 180 days.

To protect your privacy, we recommend that you remove the following information from the document:

• from the document if you do not want to share this information with us.
•  (card number and/or transactional information) if it appears in the document.
•  from the document. The document will be approved if the acceptance criteria (mentioned above) are met.

When does VegaVend Stripe Payments verify the information that I provide?

In certain cases we verify all of the information that you provide when your account is created and updated, which may take a few days. During this time, you may be able to access your account in Your Vendor Dashboard and change or upload new listings. However, you can’t start selling on VegaVend until all the verification has been completed and your account has successfully completed the verification process. Most of the information we need from you is outlined in the Vendor account information page, although additional documents or information may be required at a later date.

Make sure that the information you have entered is complete and accurate so that the verifications can be done swiftly.

Why doesn’t VegaVend Stripe Payments support my country of establishment?

Your country of establishment may not be currently supported and included in the drop-down list for various reasons. This may include international restrictions or our ability to process information and documents in specific languages. Please check back in the future as we continuously expand the list of supported countries.

Why do I have to agree to the Terms and Conditions of VegaVend Stripe Payments?

In order to sell on VegaVend, you must open an account with VegaVend Stripe Payments. Accepting the terms and conditions of VegaVend Stripe Payments is a requirement of the registration process for your Vendor account.

How does VegaVend Stripe Payments handle my data?

In order to comply with applicable law, VegaVend Stripe Payments is required to collect and verify certain information to open and maintain your Vendor account. We will solely use your data in accordance with our privacy notice. We know that you care about how information about you is used and shared, and we appreciate your trust that we will do so carefully and sensibly. The VegaVend Stripe Payments Privacy Notice – Selling on VegaVend demonstrates this.

How is the primary contact person defined?

The primary contact person is the person who has access to the Vendor account. They provide the registration information on behalf of the account holder (the registered Vendor) and initiate transactions such as disbursements and refunds. Actions taken by the primary contact person are deemed to be taken by the account holder.

If the primary contact person is not the beneficial owner or the legal representative of the business, a Letter of Authorisation (“LOA”) signed by a legal representative will be requested, confirming that the primary contact person is authorised to act on behalf of the business.

How is the beneficial owner defined?

A beneficial owner is a natural person who directly or indirectly owns more than 25% of the shares or voting rights of the business, or that owns the business via other means. If no individual qualifies under these criteria, then any individual who holds the position of senior manager is considered a beneficial owner.

How do I add beneficial owners to my account?

In case the beneficial owner is not the same person as the primary contact person, you must provide details of each of the beneficiary owners of the company meeting the above criteria. Where there are no beneficial owners meeting the above criteria, a senior manager will be required to be entered on the account in place of a beneficial owner.

To update the number of beneficial owners, follow these instructions:

1. Identity information.
2. +Add all in-scope beneficial owners. It is located at the bottom of the screen, in blue font.
3. Submit for verification.

What does VegaVend Stripe Payments expect to receive as a Letter of authorisation for the primary contact person?

Note: It is necessary to provide this information in order for your account to be eligible for selling on VegaVend.

We expect to receive a statement like the following, or something comparable:

————————————————————————
+++++++++
[Letterhead of the company]

POWER TO ACT ON BEHALF OF THE COMPANY

The undersigned [name of Company here] (herein after, the “Company”), duly represented by (name and function) [add full name and function of the signatory here], confirms that [add full name of the Person of Contact here] is authorised to open a Vendor account with VegaVend Payments, accept the User Agreement and other Policies, have access to the Selling on VegaVend  account, and initiate transactions in the name and on behalf of the Company.

Dated this

By:

————————————————————————

Does VegaVend have the right to change the agreement without notice?

We are committed to maintaining a dynamic, safe and compliant store for both customers and Vendors. The changes to our agreements are a necessary step towards this goal. Therefore, we request that all Vendors accept the agreements so that we may continue to offer outstanding products and services to both customers and Vendors.

What does the VegaVend Vendor Solutions Agreement cover?

VegaVend Vendor Solutions Agreement contains the terms and conditions for selling on VegaVend, Fulfilment by VegaVend, services, and product ads.

I don’t want to accept the new agreements. Can I contact VegaVend to discuss the changes?

The agreements must be accepted as written. Our goal is to have a transparent platform that works for both Vendors and VegaVend.

If you have questions on the overall process, we encourage you to contact Vendor Support. However, they will be unable to waive any terms of the agreements.