Terms of Service

1. Introduction and acceptance

ViRFQ (virfq.com) is a buyer discovery and management platform for Vietnamese agricultural exporters, operated by VIRFQ Technology Solutions JSC (Công ty Cổ phần Giải pháp Công nghệ VIRFQ, tax code 0111373222), 1st and 2nd Floor, Building A3, Thanh Pho Xanh Urban Functional Area Project - Vinhome Gardenia, Ham Nghi Street, Tu Liem Ward, Hanoi, Vietnam ("ViRFQ", "we", "us").

These Terms of Service ("Terms") form a binding agreement between you and ViRFQ. By creating an account, submitting an RFQ, purchasing a service plan, or otherwise using the Platform, you confirm that you have read, understood and agree to these Terms together with our Privacy Policy, Payment Policy, Delivery, Cancellation & Refund Policy, Abuse & Spam Policy, Intellectual Property Policy and Disclaimers, which are incorporated by reference. If you do not agree, please do not use the Platform.

2. Definitions

• "Platform": the ViRFQ website, dashboard, the ViRFQ Seller mobile app, APIs and related services at virfq.com.
• "User", "you": any individual or organisation that accesses or uses the Platform.
• "Seller" (also "Exporter"): a Vietnamese exporter or supplier that uses the Platform to find buyers, publish a company profile and product pages, and manage buyer conversations.
• "Buyer": an importer or purchaser who submits a purchase request or otherwise contacts Sellers through the Platform.
• "RFQ": Request for Quotation — a purchase request submitted by a Buyer and published on the Platform after review.
• "Unlock": the act of revealing a Buyer's contact details attached to an RFQ, counted against a Seller's unlock quota.
• "Service Plan": the Free plan and the paid ViRFQ Platform plan sold as a prepaid 1-, 6- or 12-month term. Legacy plans (Starter, Trial, Silver, Gold) are no longer sold; existing subscribers keep their paid benefits until the end of their current term.
• "Account owner": the person who registered a Seller account. The owner may create additional staff seats for their sales team.

3. Accounts

3.1. Eligibility

To register you must be at least 18 years old and have full legal capacity. If you register on behalf of a business, you confirm that you are authorised to bind that business to these Terms. You must provide accurate, complete and current information and keep it up to date.

3.2. Account types

• Seller account: for exporters. Requires a verified email address.
• Buyer account: optional, for buyers who want to manage their RFQs and conversations. Buyers may also submit an RFQ without an account.
• Staff seats: an account owner on a paid plan may invite staff members to work in the same company workspace. Staff see only the buyers and conversations assigned to them. The account owner is responsible for all activity carried out under their staff seats, and for removing seats when a staff member leaves.

3.3. Security

You are responsible for keeping your password and any one-time login codes confidential. Login codes sent to your email are personal and must not be shared. All activity under your account is deemed to be yours. Tell us immediately at contact@virfq.com if you suspect unauthorised access. We may require additional verification before restoring access.

3.4. Closing your account

You may stop using the Platform at any time. See the account deletion page for how to delete your account, and that page and the Privacy Policy for what is retained and for how long.

4. Services and service plans

4.1. What the Platform does

ViRFQ collects and reviews purchase requests from international Buyers, lets Sellers unlock Buyer contact details, hosts Seller company profiles and product pages on the Marketplace, and provides tools for finding and managing buyers (customs-data assistant, WhatsApp inbox, advertising dashboard). ViRFQ is an information and connection service. We are not a party to any trade between Buyers and Sellers — see Buyer-Seller Transactions.

4.2. Free plan

Browsing the Marketplace, creating a company profile and product pages, and submitting RFQs are free. Free accounts cannot unlock Buyer contact details unless ViRFQ grants a bonus quota.

4.3. ViRFQ Platform plan

• Sold as a prepaid 1-, 6- or 12-month term at the prices published on the Pricing page. Listed prices exclude VAT; VAT is added at checkout.
• The 6- and 12-month terms include bonus months (1 and 4 respectively). The term runs for the paid months plus bonus months from activation.
• Trade-AI customs-data assistant with unlimited questions and up to 300 buyer-name reveals per month.
• WhatsApp Business inbox with an optional AI assistant (see section 8).
• Bilingual company profile and product pages.
• The Platform plan does not include an advertising budget, voucher or promo code.

Quotas and features may be adjusted for future terms; changes never reduce what you have already paid for in an active term.

4.4. Verified badge

The "Verified" badge is granted only after ViRFQ staff manually review the business registration and proof of export activity in the last 24 months that a Seller submits. It is not included in, and cannot be purchased through, any Service Plan. ViRFQ may withdraw the badge if the supporting documents expire or prove inaccurate.

4.5. RFQ review

Every RFQ is held for review when submitted. An automated quality score is a reference signal only; ViRFQ staff decide whether an RFQ is published, returned for more information, or rejected. Review does not guarantee that an RFQ is accurate or that the Buyer will transact.

4.6. Availability

We aim to keep the Platform available around the clock but may suspend it for maintenance, upgrades or security reasons. We will give reasonable notice of planned downtime where practical.

5. Rights, obligations and prohibited conduct

5.1. Your obligations

• Provide truthful information about yourself, your company, products, certifications and capacity.
• Use Buyer contact details obtained through an Unlock solely to respond to that Buyer's request. Do not share, resell or publish them, and do not add Buyers to marketing lists without their consent.
• Communicate with Buyers professionally. No spam, bulk unsolicited messages or harassment.
• Comply with Vietnamese law, the laws of the Buyer's country and applicable international trade rules, including export, customs, sanctions and anti-corruption rules.
• Pay service fees in full and on time.

5.2. Prohibited conduct

You must not, among other things: submit fake, duplicated or misleading RFQs; publish false company details or forged documents; scrape, crawl or bulk-download Platform data; attempt to bypass quotas, rate limits or security controls; reverse engineer the Platform; upload malware; or use the Platform to defraud anyone. The full list is in our Abuse & Spam Policy.

5.3. Our rights

We may review, edit for format, translate, decline or remove any content, and may suspend or restrict accounts as described in section 9. We may contact you by email, WhatsApp or in-app notification about your account, your RFQs and service updates; marketing emails can be unsubscribed at any time.

6. Payment and refunds

• Methods: Vietnamese bank transfer / VietQR via SePay (VND) and international cards via Stripe. Card details are handled by the payment processors and never stored on our servers.
• Prices: Platform plan prices are quoted in VND and exclude VAT; VAT (currently 8%) is added at checkout and shown on the invoice. VAT invoices are issued to business customers.
• No auto-renewal: the Platform plan is prepaid per term and never renews or charges automatically. Buying a new term while one is active appends the new term (including bonus months) to your current expiry date.
• Refunds: a paid term that has not been activated is refundable in full. An activated term is refundable pro-rata by whole unused months (bonus months carry no monetary value), and a request can be made at any time during the term. See our Payment Policy; full rules, eligible cases and the request process are in the Delivery, Cancellation & Refund Policy, which prevails over this summary.
• Legacy ad wallets: advertising-budget top-ups closed on 22/08/2026. Remaining balances continue to be spent under the rules in force when they were topped up.

7. User content and intellectual property

7.1. Your content

You keep ownership of everything you upload. For content you choose to publish (company profile, product descriptions, public images and similar public material) you grant ViRFQ a worldwide, non-exclusive, royalty-free licence to host, store, back up, display, reproduce, adapt for format, translate (including by AI) and promote that content on and off the Platform for the purpose of operating and marketing the Platform, for as long as the content remains on the Platform. For private material — verification documents, WhatsApp and RFQ conversations, uploaded files that are not published — you grant ViRFQ only the rights needed to store, process, translate and display it to you, your staff and ViRFQ administrators in order to deliver the service; we will not use it for promotion without your separate written permission. You confirm you have the rights needed to grant these licences.

7.2. ViRFQ content

The Platform, its software, design, brand, aggregated data and editorial content belong to ViRFQ or its licensors and are protected by intellectual property law. You may not copy, distribute, modify, scrape or create derivative works from them without our written consent.

7.3. Infringement notices

If you believe content on the Platform infringes your rights, follow the notice and counter-notice process in our Intellectual Property Policy.

7.4. Content other people send you (zero tolerance)

Buyers and other people can send you messages, files and images through the WhatsApp inbox (web and the ViRFQ Seller app). ViRFQ has zero tolerance for objectionable content and for users who abuse the Platform. Objectionable content means content that is unlawful; hateful or discriminatory; harassing or threatening; sexually explicit; graphically violent; promoting self-harm; fraud, scams, phishing or malware; or spam. You must not send, upload or publish such content through the Platform or the WhatsApp inbox, and an account that does so may be suspended or terminated under section 9.

You can block a buyer: in ViRFQ, their new messages then no longer start the assistant, send you notifications or appear in your main inbox (they stay under the "Blocked" filter), and you can unblock them at any time. A block applies to the whole company, including staff. It works inside ViRFQ only: the buyer is not told, can still message your WhatsApp number, and your WhatsApp account itself is not affected. You can also report a conversation from the conversation menu.

Incoming text (including captions), images and stickers, and buyers' WhatsApp profile names are checked automatically by an AI moderation service for sexual, violent, hateful, harassing and self-harm content. A flagged message or image is covered until you tap to view it, and a flagged profile name is replaced by the phone number. This is best effort: it can miss content, and it does not look for spam, scams, phishing links or malware. Content that could not be checked (for example during an outage, or an unsupported or very large image) may be shown, and voice messages, videos, documents, locations and contact cards are not checked. Use Block and Report for anything it misses.

When you report a conversation, authorised ViRFQ staff read that conversation, including its attachments, to review it. We aim to review every report filed from the WhatsApp inbox within 24 hours. After reviewing it, we may contact the account owner, or suspend or terminate a ViRFQ account that has breached these Terms; for a buyer without a ViRFQ account, you can block them right in the inbox. Reports sent by email to contact@virfq.com follow the timelines on the Complaint page.

7.5. Accepting these Terms in the app

In the ViRFQ Seller app you must accept the current version of these Terms before you send messages, upload files, file a report or create other content. When we publish a new version, the app asks you to accept it at your next content action. When a new version takes effect is governed by section 11. Before you accept, you can still sign out, delete your account and block a sender.

8. Third-party integrations

8.1. WhatsApp Business inbox and AI assistant

Sellers on a paid plan may connect a WhatsApp Business number to the Platform through Meta's WhatsApp Business Platform. By connecting, you authorise ViRFQ to send and receive messages on that number on your behalf, and you agree to Meta's WhatsApp Business terms and policies. If you enable the AI assistant, automated replies are generated from the information you have provided and are sent under your name; you remain responsible for reviewing conversations and for the accuracy of what the assistant says. The assistant is available only while a paid plan is active. Message volume, template approvals and delivery are subject to Meta's rules and may change without notice from us.

8.2. Meta advertising account connection

Sellers may optionally connect their own Meta ad account so that advertising results appear in the ViRFQ dashboard. The basic connection is read-only: ViRFQ never spends, edits or creates campaigns through it. You can disconnect at any time; disconnecting deletes the synced data. Ad spend is paid by you directly to Meta and is not a ViRFQ fee.

If you separately enable management mode, you authorise ViRFQ to act on the ad accounts and Facebook Pages you select, only on your instruction: pause or resume campaigns, change daily budgets, create ads for your Page (created paused, spending nothing until you switch them on), and publish, schedule, edit or delete Page posts. Changes that could raise spending are refused above the daily spend ceiling you set. Every change is recorded in your action history. You remain responsible for your ad content, targeting and spend under Meta's policies; ViRFQ is not liable for results of changes you requested.

8.3. Trade-AI customs-data assistant

Trade-AI answers questions using aggregated customs trade data and AI models. Outputs are statistical estimates for reference only, may contain errors, and are not commercial, legal or financial advice. Do not enter confidential or personal information in your questions. Buyer names revealed through Trade-AI come from customs records and may be used for your own market research and lawful, targeted B2B prospecting; you must not resell, publish or share them outside your company, and any outreach must comply with anti-spam and data-protection law in the recipient's country.

8.4. Other providers

Payments (Stripe, SePay), email delivery, hosting, analytics and AI processing are provided by third parties listed in our Privacy Policy. Their availability may affect the Platform; we are not liable for their outages.

9. Suspension and termination

We may warn, restrict, suspend or terminate an account, remove content, or withhold features if we reasonably believe you have breached these Terms or any incorporated policy, if required by law, if a payment is disputed or reversed, or if your conduct creates risk for other users or for ViRFQ. Where practical we will tell you the reason and give you a chance to respond through our Complaint Center. Fees already paid are not refunded when an account is terminated for breach. Sections 6, 7, 10, 12 and 13 survive termination.

10. Disclaimer and limitation of liability

The Platform is provided "as is" and "as available". ViRFQ does not warrant that RFQs, Buyer information, Seller profiles or Trade-AI outputs are accurate, that any deal will close, or that the Platform will be uninterrupted or error-free. ViRFQ is not responsible for the outcome of any transaction between Users, for other Users' conduct, or for service interruptions caused by force majeure or third-party providers.

To the maximum extent permitted by law, ViRFQ is not liable for indirect, incidental or consequential loss, loss of profit, revenue, data or business, and ViRFQ's total liability arising from or relating to the Platform in any 12-month period is limited to the fees you paid to ViRFQ in that period. Full terms are in our Disclaimers.

11. Changes to these Terms

We may update these Terms from time to time. For material changes we will notify you by email or in-app notice at least 7 days before they take effect; other changes take effect when published with the updated date above. Continued use of the Platform after the effective date constitutes acceptance. If you do not agree, stop using the Platform before that date.

12. Governing law and disputes

These Terms are governed by the laws of the Socialist Republic of Vietnam. Any dispute arising out of or relating to these Terms or the Platform shall first be resolved through good-faith negotiation. If no settlement is reached within 30 days, the dispute shall be submitted to the competent courts of Hà Nội, Vietnam. Nothing in this section prevents either party from seeking urgent injunctive relief.

13. General provisions

• Entire agreement: these Terms and the incorporated policies are the entire agreement between you and ViRFQ regarding the Platform. Where a signed service contract exists, that contract prevails for the matters it covers.
• Severability: if any provision is held invalid, the rest remains in force.
• No waiver: our failure to enforce a provision is not a waiver of it.
• Assignment: you may not transfer your account or these Terms without our consent; we may assign them in a merger, acquisition or restructuring.
• Language: these Terms are published in Vietnamese and English. In case of inconsistency, the Vietnamese version prevails.
• Notices: we send notices to your registered email; you may send notices to contact@virfq.com.

14. Contact

• Company: VIRFQ Technology Solutions Joint Stock Company (Công ty Cổ phần Giải pháp Công nghệ VIRFQ)
• Enterprise / tax code: 0111373222
• Issued on: 30/01/2026 (first registration); amendment no. 1 on 15/09/2026
• Issued by: Business Registration and Corporate Finance Office – Hanoi Department of Finance
• Registered office: Floors 1 and 2, Commercial Unit SO15, Apartment Building CT03 (A3), Thanh Pho Xanh Urban Functional Area Project – Vinhome Gardenia, Ham Nghi Street, Tu Liem Ward, Hanoi, Vietnam
• Phone: +84 866 696 212
• Email: contact@virfq.com
• Website: virfq.com
• Working hours: Monday – Friday, 9:00 – 18:00 (GMT+7)