Keep your documents in a private library and share them with buyers

The library is free for suppliers. It belongs to your company, not to a buyer, and your buyers never see each other: each one sees only the versions you share with it. Your requests from buyers work exactly as before, with or without a library.

How do I set up a library?

1. Open a buyer's request page

   Open the link in any buyer's request email. Under Private document library, choose Set up a private library.

2. Describe your company

   Enter the Registered legal name, the Country of registration, the Register identifier type and the Identifier exactly as the public register shows them, such as your ABN or company number. Add the Company website domain · optional and Your role at the company.

3. Confirm your authority and submit

   Tick I am authorized by this company to manage and share its compliance documents and choose Submit for review.

A Vendarity operator checks the company in its public register and confirms that you may act for it, for example by calling the company's published number. A matching name or email domain is never treated as proof. You get an email when the claim is approved, or when it isn't, with the reason. A company can have only one library: if someone at your company already has one, ask its administrator to add you.

How do I sign in?

Choose Open library on a buyer's request page, or go to your library and choose Sign in to your library. Enter your Library email, then the Six-digit access code Vendarity emails you. There is no password. You are signed out after 30 minutes without activity, and after 8 hours in any case.

How do I add documents and share them?

1. Add a document

   Choose Add document, pick the file (PDF, PNG, JPEG or WebP, up to 20 MB) and enter its details, then choose Add to library. Every file is scanned before anyone can receive it, and uploading shares nothing.

2. Connect a buyer

   On that buyer's request page, choose Connect followed by the buyer's name. Connecting shares nothing by itself; it lets you choose that buyer when you share.

3. Share a version

   In your library, choose Share on the document, pick the Version and tick each buyer under Buyers, then confirm. Each buyer reviews the version itself; nothing is accepted automatically.

When a document is renewed, choose Upload new version on it. Once the file passes its checks, Share version with the next number offers it to the buyers who receive the document, already ticked; untick any that shouldn't get it. Each buyer reviews the new version on its own, and its earlier decision stays as it was.

How do I stop sharing or delete a document?

• Stop sharing: that buyer stops receiving the document and its future versions.
• Disconnect: stops every document you share with that buyer.
• Delete document: removes every version from your library and stops sharing it. Stored files are erased, and recovery copies age out within 35 days.

A buyer that already added a version to its records keeps that copy under its own retention policy. Vendarity can't delete a buyer's copy for you, and neither can stopping, disconnecting or deleting.

Who can use the library?

Administrators add colleagues under Members with their Colleague's name and Work email, and choose Add member; each person signs in with their own code. A library can have up to 50 members, 2 GB of files, 500 versions and 25 connected buyers. Members can add, share and delete documents; administrators also add and Remove members. A library always keeps at least one administrator.

How do I close the library?

An administrator can delete documents at any time. To close the whole library, write to help@vendarity.com from the administrator's library email. Vendarity deletes its documents, disconnects its buyers, removes its members' details and sign-in, and confirms when that is done; see the Privacy Policy.