Supplier Portal Terms

Version 5 September 2026

Terms for Supplier accounts and personalised Supplier guest links.

1 Purpose and users

The Supplier Portal lets invited business suppliers and their representatives provide requested product data, declarations and evidence to a Passvanta Customer. It is only for entrepreneurs and persons acting professionally.

2 Access

Access uses a Supplier account or personalised guest link. Guest links are confidential, time-limited and must not be shared. Users keep details current and secure credentials. Passvanta may suspend access for security, misuse or on the inviting Customer's instruction.

3 Visibility

Suppliers see only requests, fields, documents and statuses expressly assigned or shared with them. They do not receive the complete DPP, internal assessments or other organisations' data unless the inviting Customer expressly shares them.

4 Submitted content

The Supplier confirms that submissions are accurate, current and complete to the best of its knowledge and that it may provide them. It must flag uncertainty and correct known errors promptly. Rights stay with their owner; Passvanta and the inviting Customer receive a non-exclusive, purpose-limited licence to process the request.

5 Confidentiality and privacy

Non-public requests and data are confidential. Personal data may be provided only with a lawful basis. Special-category data, private IDs, complete payment data and unnecessary personal data must not be uploaded. The inviting Customer is generally controller and Passvanta processes content as its processor.

6 AI processing

Mistral AI, OpenAI or Google Gemini may analyse uploaded documents to suggest fields and map evidence. No result is treated as a Supplier-confirmed fact until an authorised person reviews or approves it.

7 Prohibited conduct

False identities, malware, unlawful content, access-control circumvention, mass automation, unauthorised security testing and use outside the specific supplier request are prohibited.

8 Charges and availability

Basic access for invited Suppliers is free unless a separate contract applies. Continuous availability or a particular feature is not promised. Maintenance and necessary security controls may temporarily restrict access.

9 Liability

Liability is unlimited for intent, gross negligence, death or personal injury and mandatory law. For ordinary negligence, Passvanta is liable only for breach of cardinal duties and foreseeable, typical loss. The Supplier and inviting Customer retain their respective professional and legal responsibility for supplier declarations.

10 End of access

The Supplier or inviting Customer can end access. Passvanta may revoke guest links and close inactive accounts after notice. Content already supplied to the Customer may remain there under the contract, legal duties and documentation needs.

11 Law and language

German law applies, excluding the CISG. For merchants and public-law entities, jurisdiction lies at Passvanta's place of business. The German version prevails over this English translation.