Terms of Service

1. Acceptance of These Terms

These terms form an agreement between you and HFD HUMANITARIAN VENTURES. By using this website, you accept these terms in full. By submitting a voucher request, you accept these terms on behalf of the organisation you represent and you confirm that you are authorised to do so. If you do not accept these terms, you must not use the website and must not submit a request to the desk.

The desk may also ask you to accept a separate programme schedule or a funder agreement for a particular tranche of work. Where such a document conflicts with these terms, the specific document prevails for that programme to the extent of the conflict.

2. Definitions

In these terms, the desk means the resupply voucher desk operated by HFD HUMANITARIAN VENTURES. The company means HFD HUMANITARIAN VENTURES. A partner means an organisation that submits a request to the desk and is verified to receive goods. A voucher means a numbered authorisation that links a partner, a service line, a quantity, a value and an expiry. A service line means one of the six standing services described on the services page of this website. A carrier means a freight or transport provider engaged to move a load. Goods means the physical items described in a voucher. Content means the text, layout and design of this website.

3. Eligibility and Partner Verification

The desk works with organisations rather than with the general public. To receive goods, a partner must be verified by the desk. Verification includes confirming the legal name and address of the organisation, confirming the district it serves, identifying at least one authorised contact who can sign for a load, and confirming that the organisation has the capacity to receive and store the goods it requests.

The desk may decline a request, or withdraw a verification, where it cannot confirm the identity of an organisation, where a record appears false or misleading, or where releasing goods would create an unacceptable risk of diversion. The desk does not have to give detailed reasons where giving them would compromise a lawful investigation or the safety of a field team, but it will act in good faith and will keep a written record of its decision.

4. Services of the Desk

The desk brokers humanitarian procurement and logistics coordination across six standing service lines: medical resupply kits, water filtration units, shelter roll programs, school supply pallets, field partner logistics and grant and voucher administration. These services are described in more detail on the services page of this website.

The desk is a coordinator, not a retailer. It sources, checks, packs, programmes and arranges carriage of goods, and it maintains the records that tie a pledge to a signed handover. Goods move against a numbered voucher and a signed receipt, never over a retail counter. The desk may engage suppliers, packers and carriers to perform part of the work, but it remains accountable to the partner for the coordination it has promised.

5. The Voucher Process

Every request follows the same fixed sequence. First, a named partner submits a request with the district, the service line and the quantity it seeks. Second, the desk logs the request and checks it against sealed stock and open commitments. Third, if stock is available the desk raises a numbered voucher that carries a value, an expiry and a signature path; if stock is short the desk either splits the request or holds it and tells the partner an honest date. Fourth, the goods are packed to a standard count, sealed and approved at the desk. Fifth, a known carrier moves the load and the receiving partner signs the closure.

A voucher is valid until its stated expiry. If a partner does not receive the goods before that date, the desk and the partner will agree either to extend the voucher, to reallocate it to the next available tranche, or to cancel it and carry the value forward. A voucher that has expired without a signed closure does not authorise the release of any goods.

6. Partner Responsibilities

A partner agree to provide accurate information to the desk and to keep that information current. A partner agree to nominate at least one authorised contact who can sign for a load, and to tell the desk promptly if that contact changes. A partner agree to receive goods at the handover point it has confirmed and to store them in conditions that suit the goods, including keeping medical and water supplies dry and out of direct sun.

A partner agree to use goods only for the humanitarian purpose described in the voucher and not to sell, exchange or divert them. A partner agree to report a leak, a spoilage or a quality concern to the desk without delay so that the desk can investigate and, where appropriate, replenish the affected items. A partner agree to cooperate with a reasonable audit or reconciliation request, and to return any unspent or surplus goods where the voucher requires it.

Where a partner fails to meet these responsibilities, the desk may pause further dispatches, adjust the verification of the organisation, or close open vouchers after giving the partner notice and a reasonable chance to respond.

7. Pricing, Values and Currency

Where the desk quotes a value for a service line, that value reflects the cost of sourcing, packing, coordination and carriage. Values are quoted in the currency stated on the voucher, and they are fixed for the life of that voucher unless a funder agreement or a programme schedule says otherwise. If the cost of a component rises materially before a dispatch, the desk will discuss the change with the partner and will not alter a voucher value without the agreement of the party bearing the cost.

The desk does not add hidden charges. Carriage, packing and coordination are either included in the stated value or itemised on the voucher. Where a partner arranges its own carriage, the desk will note that on the record and the value will reflect it.

8. Dispatch, Title and Risk

The desk dispatches only after a voucher is raised, the goods are packed and approved, and a carrier has been engaged. The desk will tell the partner the intended dispatch date and will update that date if a route or a permit requires a change. Dispatch dates are targets rather than guarantees, because roads, borders and weather can move a plan.

Title to goods passes to the partner when the desk releases the goods to the carrier, unless a funder agreement says otherwise. Risk in the goods passes to the partner at the same point, unless the desk has agreed in writing to carry the risk to the handover point. Where goods are damaged or lost in transit, the desk will help the partner pursue the carrier and will manage the claim as part of its coordination role, but it does not insure a load unless a programme schedule expressly provides for it.

9. Handover and Signature

A handover happens at the point the desk and the partner have agreed in writing. The receiving partner must check the load against the packing list, note any shortage or damage, and sign the closure. A voucher is not closed until that signature is on file. The desk keeps the signed closure with the voucher, the packing list and the carrier record so that the movement can be audited later.

If a partner cannot sign at the agreed point, it must tell the desk before the carrier arrives so that a new point or a new date can be arranged. The desk will not leave goods with an unauthorised person, and it will not accept a verbal closure in place of a signature.

10. Supply Limits and Substitution

The desk can dispatch only what is in stock or what it can source within the window of a voucher. Where an item is unavailable, the desk may offer a substitute of equal or better suitability, and it will describe the substitute clearly before the partner agrees. A partner may accept the substitute, accept a partial dispatch, or ask the desk to hold the voucher for the next tranche.

The desk will not silently substitute a material item. If a change affects the safety or the performance of a product, the desk will seek explicit agreement in writing. Where a substitute is accepted, the desk updates the voucher record so that the audit trail reflects exactly what was shipped.

11. Grants and Funded Programmes

Where a programme is funded by a grant, the funder agreement sets the value, the eligible lines, the reporting and the reconciliation cycle. The desk converts a funding commitment into vouchers and administers the release of goods against those vouchers. The desk reconciles at the close of each window and either carries a balance into the next tranche or returns it, with a written note that the funder and the partner both hold.

A funder may request records that evidence the use of a grant. The desk will provide the records the funder is entitled to receive, while protecting information that belongs to a partner or to the people a partner serves. Where a funder seeks information beyond what the agreement covers, the desk will tell the partner and will seek a lawful basis before disclosing.

12. Acceptable Use of the Website

You may use this website for lawful purposes connected with the desk. You must not attempt to gain unauthorised access to any part of the website or its systems, introduce malicious code, interfere with the availability of the site, scrape Content for a competing service, or use the contact form to send unlawful, abusive or misleading material.

The desk may block access, remove submitted material or report conduct to the relevant authority where it believes the website is being misused. The desk is not obliged to monitor every submission, but it may review material when a concern is raised.

13. Intellectual Property

The Content of this website, including its text, layout, graphics and the design of the voucher desk motif, belongs to HFD HUMANITARIAN VENTURES or is used with permission. You may view and print pages for your own internal, non commercial use in connection with the desk. You must not reproduce, republish, sell or redistribute the Content without written permission from the company.

The names, vouchers, packing standards and record formats used by the desk are part of its operating method and remain the property of the company. Nothing in these terms transfers any intellectual property right to you.

14. Confidentiality

Each side may receive information that the other treats as confidential, such as partner contact details, route information, stock positions or funder terms. Each side agree to use that information only for the purpose of the desk relationship and to protect it with reasonable care. A side may disclose confidential information where the law requires it, where a regulator lawfully demands it, or where a professional adviser needs it and is bound to confidentiality.

Confidentiality does not apply to information that is already public, that a side independently develops without using the other side information, or that a side lawfully receives from a third party without a duty of confidence.

15. Warranties and Disclaimers

The desk provides its services with reasonable skill and care and takes genuine steps to source goods that meet the specification of a voucher. The desk does not promise that any particular item will be available at any particular time, and it does not promise that a route will remain open or that a dispatch date will not move for reasons outside its control.

This website is provided on an as available basis. While the desk works to keep the site accurate and online, it does not warrant that the site will be uninterrupted, free of error or free of harmful components. To the fullest extent permitted by law, the desk disclaims implied warranties that are not expressly stated in these terms. Nothing in these terms excludes a warranty that the law does not allow to be excluded.

16. Limitation of Liability

To the fullest extent permitted by law, HFD HUMANITARIAN VENTURES will not be liable for indirect, incidental, special or consequential loss, nor for loss of profit, loss of opportunity or loss of goodwill, arising out of the use of this website or the desk services. The desk does not exclude liability for death or personal injury caused by its negligence, for fraud, or for any other liability that the law does not allow to be limited.

Where the desk is liable for a matter connected with a voucher, its total liability is limited to the value of that voucher, unless a separate written agreement sets a different limit. This limit reflects the coordination role of the desk and the fact that the desk does not manufacture the goods it brokers.

17. Indemnity

You agree to indemnify HFD HUMANITARIAN VENTURES against a claim, loss or expense that arises from your breach of these terms, your misuse of the website, or your use of goods in a manner that is unlawful or outside the purpose described in a voucher. This indemnity does not apply to the extent that the claim arises from the negligence or wilful misconduct of the desk.

Where a claim is made against the desk, the desk will tell the partner promptly and will allow the partner a reasonable opportunity to participate in the defence, without surrendering the right of the desk to manage its own response.

18. Force Majeure

The desk is not in breach of these terms where a delay or a failure is caused by an event outside its reasonable control. Such events include natural disaster, severe weather, flood, fire, epidemic, war, civil unrest, border closure, a change in law, a failure of a carrier or a supplier, a failure of a public network or a labour dispute. The desk will tell the partner about the event and will resume performance as soon as it reasonably can.

If a force majeure event continues for a prolonged period, either side may ask to vary or close an affected voucher. The desk will preserve the value of the voucher where it can, or return an unspent balance where the value can no longer be used for the intended purpose.

19. Suspension and Termination

The desk may suspend or close a partner relationship where a partner breaches these terms, where verification can no longer be sustained, where there is a credible risk of diversion or harm, or where the law requires it. Where it is able to do so, the desk will give notice and a reasonable chance to respond before acting.

Either side may end the desk relationship at any time. Ending the relationship does not cancel an obligation that has already arisen, including the obligation to close an open voucher, to sign for a delivered load, to reconcile a grant or to respect confidentiality. The desk will close open vouchers in an orderly way and will provide the records a partner reasonably needs to account for what was received.

20. Governing Law and Disputes

These terms are governed by the laws of the State of Utah, United States, without regard to conflict of law rules, and the courts located in Utah have jurisdiction over a dispute that is not resolved informally. The desk prefers to resolve a concern directly and quickly, so please raise the matter with the desk first at info@hfdhumanitarian.surf or +13188540796 before starting a formal proceeding.

Where the parties cannot resolve a dispute by discussion, they will consider mediation before litigation, unless a party needs urgent relief to protect its rights or the safety of a field team. Nothing in this section prevents either side from seeking a protective order from a court of competent jurisdiction.

21. Changes to These Terms

The desk may update these terms from time to time to reflect a change in its practice or in the law. When a change is material, the desk will update the effective date at the top of this page and will describe the change in plain language. If you continue to use the website or to work with the desk after a change takes effect, you accept the updated terms. If you do not accept a change, you should stop using the website and tell the desk so that open matters can be closed in an orderly way.

22. Contact

Questions about these terms, a voucher, a delivery or a record should be sent to the desk at the details below. The desk aims to acknowledge a question within one business day and to answer it within a reasonable time, taking account of any inquiry that requires a carrier or a funder to be consulted.