Vendor Verification Policy

Last updated: 24 July 2026

VendyGate's "verify once, bid everywhere" model asks vendors to upload compliance documents a single time. This page explains what we ask for, how we review it, and who can see it.

1. Documents we ask vendors to upload

• Certificate of Incorporation (BRELA)
• Tax Identification Number (TIN)
• Value Added Tax Registration (VRN)
• Tax Clearance Certificate
• Business License
• Insurance Cover
• Bank Reference
• SUMATRA / LATRA License
• Proforma Invoice Template

2. Review

Our team checks that each uploaded document is legible, current, and matches the organization on the account. Verification status can be pending, verified, or rejected (with a reason). A verified badge means we have reviewed the documents you submitted; it is not a guarantee of your performance or solvency.

3. Expiry

Where a document has an expiry (tax clearance, licenses), your verified status may be paused until you upload a current copy.

4. Access controls

Each document you upload has a visibility tier that you control and can change at any time:

• Private — only you can see it. Banking details are always locked to this tier and can never be made more visible.
• Companies — visible to any signed-in company account browsing your public vendor profile or the vendor directory, whether or not you've bid on their tender.
• Public — visible on your shareable public profile link, including to visitors who aren't signed in.

You always see your own documents regardless of tier. A company can also request access to a specific private or companies-tier document directly; it only becomes visible to them if you approve that request.

Access is enforced at the database and storage layer, not only in the UI. Downloads use short-lived signed URLs.

5. Custodian responsibilities

The custodian must be authorized to represent the organization and must upload authentic documents. Submitting forged or misleading documents is grounds for immediate suspension and may be reported to relevant authorities.

6. Questions

Contact verify@vendygate.com.