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Terms and Conditions

Terms and Conditions

Effective date: August 11, 2025 | Last updated: August 11, 2025

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Definitions

  • Spotlight Vendor, we, us, or our means the provider of the services described on this site.
  • Customer means a senior care provider or other organization that purchases or uses the services.
  • Vendor means a service provider that lists a profile, responds to RFPs, or provides proposals through the services.
  • Services means the Spotlight Vendor platform, including compliance tracking, RFPs and proposals, vendor directory, dashboards, websites, mobile or desktop apps, and related support.
  • Order Form means an online checkout, signed quote, or other ordering document that references these Terms.
  • Customer Data means data submitted by or for a Customer to the Services.
  • Vendor Content means information submitted by or for a Vendor, including profiles, proposals, and documents.
  • Documentation means online guides and help resources provided by Spotlight Vendor.

Acceptance of Terms

Your use of the Services is conditional upon your acceptance of these Terms and any applicable Order Form. If you do not agree, do not use the Services. Continued use after changes take effect means you accept the updated Terms.

Eligibility and Business Use

The Services are intended for business use by adults. You must be at least 18 years old and capable of forming a binding contract to use the Services.

Account Registration and Security

  • You must provide accurate account information and keep it current.
  • You are responsible for all activities that occur under your credentials.
  • You must maintain the security of your password and notify us of any suspected unauthorized access.
  • We may suspend or terminate accounts that violate these Terms.

Access Rights and Roles

Customer workspaces

  • Customer administrators control seat assignments, roles, and access to Customer Data.
  • Customers are responsible for configuring retention, visibility, and permissions.

Vendors

  • Vendors control their profiles and submissions.
  • Vendors may be visible to Customers through the directory according to visibility settings.

Use of the Services

You may use the Services only for lawful business purposes and in accordance with these Terms and the Documentation.

Acceptable use

You agree not to:

  • Copy, modify, or create derivative works of the Services.
  • Reverse engineer, decompile, or attempt to extract source code except where permitted by law.
  • Bypass security or access controls.
  • Upload malware or interfere with the operation of the Services.
  • Use the Services to send spam or unsolicited messages.
  • Misrepresent your identity or your affiliation with an organization.
  • Upload content you are not authorized to share.
  • Upload patient information or protected health information. The Services are not designed to store PHI.

Platform Features

Compliance tracking

  • You may upload and manage documents such as W-9s, Certificates of Insurance, and workers’ compensation certificates.
  • You are responsible for the accuracy of uploaded documents and for meeting your own compliance obligations.
  • Automated reminders are provided for convenience and are not legal advice.

RFPs and proposals

  • Customers may post RFPs and invite Vendors to bid.
  • Vendors may submit proposals and supporting materials.
  • Customers are solely responsible for evaluating proposals and awarding jobs.
  • Spotlight Vendor does not guarantee outcomes, pricing, or performance.

Vendor directory

  • Vendor profiles may be discoverable by Customers based on your settings.
  • Do not post misleading or deceptive information.
  • We may remove content that violates these Terms or applicable law.

Subscriptions, Trials, and Fees

  • Fees, billing terms, and subscription periods are stated in your Order Form or checkout.
  • Unless otherwise stated, subscriptions renew automatically for the same term at the then-current rates.
  • You authorize us or our payment processor to charge all applicable fees.
  • Trials are for evaluation only and may be changed or discontinued at any time.
  • Fees are non-refundable except where required by law or expressly stated in the Order Form.

Term and Termination

  • These Terms start when you first use the Services and continue until your subscription ends or your account is closed.
  • Either party may terminate for material breach that is not cured within 30 days of written notice.
  • We may suspend access immediately for security risks, suspected fraud, or unlawful conduct.

Effect of termination

  • Access to the Services will end.
  • You remain responsible for all fees due up to the termination date.
  • Upon request within 30 days, and subject to applicable law, we will enable export of Customer Data that is still in our systems.

Data and Content

Customer Data and Vendor Content

  • You retain all rights to Customer Data and Vendor Content.
  • You grant Spotlight Vendor a limited license to host, process, transmit, and display such data to provide and support the Services.

Representations

You represent and warrant that:

  • You have all rights necessary to submit Customer Data or Vendor Content.
  • Your submissions are accurate and lawful.
  • Your use complies with all applicable laws and industry rules.

Sensitive information

  • Do not submit PHI or other sensitive categories unless we expressly agree in writing to appropriate protections.

Third-Party Services and Integrations

  • You may enable integrations provided by third parties.
  • Your use of third-party services is governed by their terms and privacy policies.
  • We are not responsible for third-party services and do not control their actions.

Intellectual Property

  • Spotlight Vendor and its licensors own all rights in the Services, including software, designs, and trademarks.
  • No rights are granted except as expressly stated in these Terms.
  • You may not remove or alter proprietary notices.

Feedback

If you provide feedback or suggestions, we may use them without restriction and without obligation to you.

Confidentiality

Each party may receive non-public information from the other. The receiving party will use such information only to perform under these Terms, will protect it with reasonable care, and will not disclose it to third parties except to personnel and service providers who need to know and are bound by confidentiality obligations.

Privacy and Data Protection

Our collection and use of personal information is described in our Privacy Policy. By using the Services, you agree to the processing of personal information as described there.

Security

We implement safeguards designed to protect the Services and data. No method of transmission or storage is fully secure. You are responsible for securing your endpoints and credentials.

Warranties and Disclaimers

  • The Services are provided on an “as is” and “as available” basis.
  • We do not warrant that the Services will be uninterrupted, error free, or fit for a particular purpose.
  • The Services provide tools and reminders for compliance and procurement. They do not constitute legal, insurance, accounting, or compliance advice.
  • Outcomes such as win rate, completion percentages, or cost savings are illustrative only and not guaranteed.

Limitation of Liability

To the fullest extent permitted by law:

  • Neither party will be liable for any indirect, incidental, special, consequential, or punitive damages.
  • Each party’s total liability arising out of or related to these Terms will not exceed the amounts paid by you to Spotlight Vendor for the Services giving rise to the claim during the 12 months before the event giving rise to liability.
  • These limitations apply even if a remedy fails of its essential purpose.
  • The limitations do not apply to your payment obligations or to either party’s liability for death, personal injury, willful misconduct, or violations of intellectual property rights where such exclusions are not permitted by law.

Indemnification

You will indemnify and hold Spotlight Vendor and its affiliates, officers, employees, and agents harmless from claims, damages, losses, liabilities, costs, and expenses arising from:

  • Your use of the Services in violation of these Terms or applicable law.
  • Your Customer Data or Vendor Content, including alleged infringement or misrepresentation.
  • Your interactions and agreements with other users, Customers, or Vendors.

Beta, Trial, and Preview Features

We may offer features identified as beta, trial, or preview. Such features are provided for evaluation, may be modified or withdrawn at any time, and are provided without warranties or service commitments.

Service Availability and Support

  • We aim to provide reliable service with reasonable maintenance windows.
  • Basic support is available by email at hi@spotlightvendor.com during standard business hours unless otherwise stated in your Order Form.

Export Controls and Sanctions

You represent that you are not subject to sanctions and will not use the Services in violation of export control or sanctions laws. You will not make the Services available to persons or entities prohibited under applicable laws.

Government Use

The Services and Documentation are commercial items. Government users obtain only those rights specified in these Terms and any applicable Order Form.

Publicity

We may use your company name and logo to identify you as a customer or vendor, unless you notify us in writing to opt out.

Governing Law and Dispute Resolution

  • These Terms are governed by the laws of [Insert governing law, for example the State of Delaware], without regard to conflicts of laws rules.
  • The exclusive venue for disputes will be the state or federal courts located in [Insert venue, for example Wilmington, Delaware].
  • Each party consents to personal jurisdiction in those courts.

Arbitration and class action waiver (optional template)

If you choose to include arbitration:

  • Any dispute arising out of or relating to these Terms will be resolved by binding arbitration administered by [Arbitration provider] under its rules.
  • You and Spotlight Vendor waive any right to participate in a class action or class arbitration.
  • You may opt out of this arbitration agreement by sending written notice to hi@spotlightvendor.com within 30 days of first accepting these Terms.

Changes to These Terms

  • We may update these Terms from time to time.
  • If we make material changes, we will post the updated Terms and update the Effective Date. We may also provide notice by email or through the Services.
  • Continued use after changes take effect constitutes acceptance of the updated Terms.

Miscellaneous

  • Entire agreement. These Terms, the Privacy Policy, and any Order Form constitute the entire agreement between you and Spotlight Vendor.
  • Order of precedence. If there is a conflict, the Order Form controls, then these Terms, then the Documentation.
  • Assignment. You may not assign these Terms without our prior written consent. We may assign to an affiliate or in connection with a merger, acquisition, or sale of assets.
  • Severability. If any provision is unenforceable, the remaining provisions will remain in effect.
  • No waiver. Failure to enforce a provision is not a waiver of that provision.
  • Force majeure. Neither party is liable for delays or failures caused by events beyond reasonable control.

Contact Us

Spotlight Vendor
Attn: Legal
Email: hi@spotlightvendor.com

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