Legal Documents

Overview

To protect sensitive bid information, Fairmarkit allows admins to require suppliers to agree to Non-Disclosure Agreements (NDAs) and Terms & Conditions (T&Cs) during the sourcing event —

• Before accessing detailed RFx content.

• Before submitting the RFx.

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How Legal Documents Work in Fairmarkit

• Document Types:

  • NDA – Protects confidential information

  • T&Cs – Defines terms under which the bid is submitted

• Storage: Legal documents are stored at the Company level and can be applied as Defaults in templates.

• Assignment: Defaults can be applied automatically, or sourcing managers can select from approved versions.

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Admin Experience

Admins can:

1. Add Legal Documents

   • Go to Admin → Legal Docs

   • Click Add New

   • Select Type = NDA or T&Cs

   • Enter:

     • Name

     • Description

   • Paste text or upload a file.

   • Save.

   
2. Manage Legal Documents

   • Edit – Update document text or description

   • Print – Print format for your document

   • Delete – Remove if no longer in use

   
3. Set Defaults

   • At the Template Level you can determine the desired Legal Docs– For specific sourcing types (e.g., “All SaaS sourcing events use SaaS NDA”)

4. Permissions

   • Allow or prevent sourcing managers from changing assigned documents

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Buyer Experience

• Default Assignment: Receives standard NDA & T&Cs automatically per template.

• Optional Selection: If permitted by admin, can select alternative versions that better fit the event.

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Supplier Experience

Suppliers:

• Review Legal Documents – Before accessing event details (configurable at company/event level)

• Agree or Reject – Must agree to proceed

• Ask Questions – May send clarifying questions to sourcing manager (if enabled)

• Impact of Rejection: Cannot view or submit bid on the event unless agreement is given

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Common Configurations

Configuration	Impact
NDA & T&Cs required before viewing bid details	Suppliers see only title, description, due date until agreement
NDA/T&Cs required before bid submission	Suppliers can see details but must agree before submitting
NDA/T&Cs optional	No legal document gating

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Best Practices

• Maintain multiple versions of NDAs & T&Cs for different sourcing categories

• Always set a default NDA and T&Cs to avoid missing legal coverage

• Keep descriptions clear so sourcing managers select the correct version

• Review supplier NDA/T&Cs history before inviting to sensitive events (future enhancement)