Cancellation Policy

This Cancellation Policy sets out the formal rules governing cancellation of registrations, tenders, direct purchase orders, and related platform processes on the Private E-Marketplace platform (“Private E-Marketplace”, “PEM”, “Platform”, “we”, “us”, or “our”).

Private E-Marketplace functions solely as a marketplace facilitator and intermediary. Any contract for the sale of goods is solely between the buyer and the seller. Cancellation of a platform process does not, by itself, determine commercial settlement for the price of goods, which remains a private matter between the parties.

This Policy must be read together with the General Terms and Conditions (GTC), Refund Policy, Payment Policy, and any applicable Special Terms and Conditions (STC) or Additional Terms and Conditions (ATC). Fee consequences arising from cancellation are governed primarily by the Refund Policy.

• Cancellation rights and consequences differ by transaction type: seller subscription, tender processes, and direct purchase orders.
• Once a platform service has been rendered (including tender publication, order creation, contact-detail disclosure, or fee payment associated with acceptance), cancellation does not automatically entitle the user to a cash refund of platform fees.
• Users must raise disputes relating to cancelled or disputed transactions through the Incident Management system where applicable.
• Private E-Marketplace reserves the right to cancel tenders, invalidate bids, block users, or terminate processes to protect platform integrity, fairness, and compliance.
• Submission of false information, misuse of cancellation mechanisms, or circumvention of platform workflows may result in penalties, suspension, or termination of access.

3.1 Active Subscription Period

Sellers must hold a compulsory one-year registration/subscription to remain registered on Private E-Marketplace. Users with an active subscription are not permitted to delete their account during the subscription period.

3.2 Effect of Cancellation or Non-Renewal

Voluntary discontinuation, non-renewal after expiry, or administrative suspension does not entitle the seller to a refund of registration or subscription fees already paid. Seller fees remain strictly non-refundable as set out in the Refund Policy.

3.3 Administrative Cancellation

Private E-Marketplace may suspend, restrict, or terminate a seller account for breach of platform policies, submission of inaccurate information, listing of prohibited goods, collusion, or other misconduct. Such administrative action shall not give rise to any claim for refund of seller fees.

4.1 Buyer Responsibility Before Publication

Buyers must ensure that all selected products, specifications, quantities, delivery requirements, and consignee details are accurate before creating and publishing a tender. Changes are restricted after publication. Incorrect tender data shall not, by itself, create a right to revive a cancelled tender or to obtain a cash refund of tender platform fees.

4.2 Cancellation Due to Insufficient Bids

While creating a tender, the buyer may specify a minimum number of bids required for the tender to remain valid. If the minimum number of bids is not achieved by the end of the configured bid or reverse auction period, the tender shall be handled according to the extension settings defined by the buyer.

If, after completion of all configured extensions, the minimum number of bids is still not achieved, the tender will be automatically cancelled by the system. Once cancelled for this reason:

• The tender cannot be revived
• The buyer must create a new tender if procurement is still required
• The buyer shall not be entitled to a cash payback of platform fees paid; wallet treatment shall follow the Refund Policy (release of Blocked Amount to Available Amount where applicable)

4.3 Cancellation Due to Non-Acceptance by Sellers

Where no seller accepts the tender, or where a selected seller rejects the tender and no alternate eligible seller completes acceptance in accordance with platform rules, the tender may be cancelled. In such cases, the buyer would not be able to ask for cash payback of the platform fees paid. Applicable wallet releases, if any, are governed by the Refund Policy.

4.4 Seller Rejection After Selection

Selection of a seller does not create an order until the selected seller expressly accepts the tender. If a selected seller rejects a tender, the seller may be blocked from the Platform, and the buyer or system may proceed to the next eligible seller in accordance with platform rules. Rejection or cascading reassignment does not create a cash-refund entitlement for either party in respect of platform fees already paid.

4.5 Bid Withdrawal Within Tender Processes

In Bid tenders, sellers may submit, withdraw, and re-submit bids in accordance with platform participation limits. Bids submitted after the bid end time are not accepted. Withdrawal of a bid does not, by itself, cancel the tender and does not entitle the withdrawing seller to any platform-fee refund.

4.6 Platform-Initiated Tender Cancellation

Private E-Marketplace reserves the right to monitor tenders, bids, and auctions; invalidate bids; block users; cancel tenders; or modify tender-related rules and procedures to ensure fairness, transparency, and platform integrity. Platform-initiated cancellation shall not oblige Private E-Marketplace to issue a cash refund of platform fees, except where administration expressly approves an exceptional adjustment under the Refund Policy.

5.1 Pre-Acceptance Review

Buyers must carefully review product details, specifications, quantities, and delivery terms before placing a direct purchase order. Direct purchase value limits apply as stated in the GTC (including applicable monetary caps for individuals and other organization types).

5.2 Seller Acceptance or Rejection

Sellers may accept or reject a direct purchase order. If the seller rejects the order:

• The order is cancelled
• Applicable platform rules and penalties may apply
• The buyer’s platform fee, where held as a Blocked Amount, may be released to Available Amount (Status IN) for future platform fee use, in accordance with the Refund Policy

If the seller accepts the order, the seller becomes contractually obligated to fulfill the order as per the agreed terms, must pay the applicable seller platform fee, and no changes to the order are permitted thereafter at the buyer’s instance.

5.3 Post-Acceptance Cancellation

After seller acceptance and payment of applicable platform fees, unilateral cancellation by either party is restricted. Any request to cancel, modify, or abandon fulfillment must be handled between the buyer and seller, and may be recorded through the Incident Management system. Platform fees already paid remain subject to the non-refundability rules in the Refund Policy, unless an exceptional administrative approval is granted.

5.4 Prohibited Off-Platform Conduct

Users must not attempt to renegotiate pricing, request additional payments, exchange personal contact details outside permitted visibility rules, or conduct transactions outside the platform workflow once a direct order is placed. Breach may result in cancellation of related privileges, penalties, suspension, or termination.

Buyer verification submissions must be completed within the prescribed time window stated in the GTC. If the verification window expires, the verification request is automatically cancelled, and the user must restart the process. Buyer registration and verification itself do not attract a registration fee; however, restart of verification does not create any claim against Private E-Marketplace.

• Buyer and seller contact details become visible to each other after the seller has accepted the order and paid the applicable platform fees, subject to process-specific rules.
• Cancellation prior to such acceptance and fee payment shall generally prevent disclosure of contact details under the cancelled process.
• Acceptance Reports, contracts, tax invoices, and payment receipts are generated according to successful completion milestones; cancelled processes may not generate completion documents.

If cancellation arises from alleged non-delivery, quality issues, quantity mismatch, breach of contract, or similar commercial disputes, the affected party must raise an incident through the Private E-Marketplace Incident Management system. Private E-Marketplace may facilitate communication and, where appropriate, record resolutions; however:

• Private E-Marketplace does not guarantee commercial refunds or reinstatement of cancelled orders
• Private E-Marketplace does not assume liability for losses arising from cancelled transactions between buyers and sellers
• Platform-fee consequences remain governed by the Refund Policy

To the maximum extent permitted by applicable law, Private E-Marketplace shall not be liable for any loss, damage, cost, or expense arising from cancellation of tenders, direct orders, registrations, or related processes, including loss of business opportunity, except to the limited extent of platform-fee adjustments expressly approved under the Refund Policy.

Private E-Marketplace reserves the right to amend this Cancellation Policy at any time. Updated versions shall be published on the Platform and shall apply prospectively from the date of publication, unless otherwise required by law.

For queries relating to cancellation of tenders, direct orders, or account processes under this Policy, please contact: Private E-Marketplace Support Team Email: support@pem.co.in