Sourcing City Distributor Terms & Conditions

Dynamic Image Ltd trading as Sourcing City

Effective date: September 2026
Version 2.0

These Distributor Terms & Conditions ("Terms") govern the use of the Sourcing City platform and associated services by distributors and other subscribing customers ("you", "your").

By accessing or using the platform or any of the services described below, you agree to these Terms.

1. About Sourcing City

Sourcing City is a business to business promotional merchandise platform operated by Dynamic Image Ltd trading as Sourcing City ("Sourcing City", "we", "us", "our").

Dynamic Image Ltd is registered in England and Wales, company registration number 4595360, registered office The Hub, Fowler Avenue, Farnborough, Hampshire, GU14 7JP.

Sourcing City, Sourcing City Platinum, Promotional Office, Dynamic Office Lite, Dynamic Highway, Purple Club, Sourcing City News and Merchandise World are trading names or services of Dynamic Image Ltd. Merchandise World is jointly owned with the British Promotional Merchandise Association.

2. The services

Depending on your subscription, we may provide access to services including:

• the Sourcing City sourcing platform and Sourcing City Platinum
• Promotional Office and Dynamic Office Lite business management software
• Dynamic Highway data integrations
• skin sites, eco skin sites, web shops and top client sites that we build and host for you
• Sourcing City News, market analysis and research publications
• Purple Club benefits
• Merchandise World participation
• advertising, marketing and lead generation services

Services may evolve or change over time. Where a change materially reduces a service you subscribe to, we will tell you.

3. Who these Terms apply to

These Terms apply to promotional merchandise trade distributors, and to any other organisation that subscribes to or uses the services, other than suppliers.

Where a supplier uses the platform in its capacity as a supplier, the Sourcing City Supplier Platform Terms & Conditions apply instead. Where an organisation acts in both capacities, each set of Terms applies to the relevant services.

Sourcing City is an exclusively trade service. We may verify trade status before granting or continuing access, and we may decline or withdraw access where trade status cannot be established.

4. Subscriptions, charges and notice

• Access requires payment of any applicable set up charge and the ongoing subscription charge, unless you are an approved free trial customer.
• Monthly subscriptions are payable one month in advance. Some subscriptions are agreed on an annual basis and are payable annually in advance.
• Access may be suspended where subscription charges are unpaid.
• Annual subscriptions run for the agreed term. Notice to terminate takes effect at the end of the current term unless we agree otherwise in writing.
• Charges are subject to change. We will give existing customers a minimum of one month's notice of any change to subscription charges. Where a change would take effect during an annual term already paid for, it will apply from the start of the next term.

Minimum term. Unless your order confirmation states otherwise, each new subscription has a minimum initial term of 12 months from its commencement date.

A subscription cannot be terminated during its minimum initial term, except as permitted by section 14, section 15 or Schedule 1. After the minimum initial term, either party may terminate a monthly subscription by giving one month's written notice.

Order details. The package, charges, billing frequency and minimum term set out in your order confirmation or subscription summary form part of these Terms.

In every other respect, these Terms prevail over those documents.

Payments are processed by our payment providers. We do not hold full card details on our own systems. See section 12 of our Privacy Policy.

5. Your account

You are responsible for:

• keeping account credentials secure and confidential
• all activity carried out under your account
• ensuring that access is used only by the people within your business who are entitled to it
• telling us promptly if you believe your account has been compromised

Login credentials are issued to your business for use by your authorised personnel. Sharing credentials outside your business, or with any competitor of Sourcing City, is not permitted.

6. Acceptable use

You agree not to:

• extract, copy, scrape, republish or resell platform data in whole or in part, whether manually or by automated means, without our written permission
• use the platform to send unlawful, unsolicited or misleading communications
• attempt to gain unauthorised access to any part of the platform or to another user's account
• interfere with the operation, security or integrity of the platform
• use the platform other than for legitimate promotional merchandise trade purposes

All data within Sourcing City is protected by copyright and database rights and must not be used in whole or in part without our written permission.

7. Product, pricing and supplier information

Product, pricing, stock and supplier information on our platforms is provided by suppliers, not by us.

• We do not verify and are not responsible for the accuracy, availability, specification, suitability, quality, legal compliance or performance of any product, price, image, supplier or other information on the platform.
• Prices shown, including within Sourcing City Platinum, are shown in good faith on the basis of data provided by suppliers and are indicative. They do not constitute an offer.
• Full product details, pricing and compliance requirements should be confirmed directly with the relevant supplier before you rely on them, quote from them or place an order.
• Any contract for the supply of goods or services is between you and the supplier. We are not a party to it, and we are not responsible for its performance by either party.

Our Product Compliance Information page is provided for general signposting only and does not constitute legal or compliance advice.

8. Your content and your documents

You retain ownership of the content and data you enter into our software and hosted websites, including your own customer records, quotations, orders and documents.

You are responsible for the accuracy and lawfulness of the content you enter.

Please keep your own copies. We recommend that you retain your own copies of documents created in, stored in or sent from Promotional Office and Dynamic Office Lite, including email copies of documents you send.

Files you upload are not backed up. Our backup arrangements cover the database content of the software. Files you upload and store within it, such as artwork, proofs, images and attached documents, are not included in those backups and cannot be recovered by us if they are lost.

You should keep your own master copies of any uploaded file you would not want to lose.

We are not responsible for loss arising where you have not retained your own copies.

9. Data protection

Our Privacy Policy is the authoritative explanation of how we handle personal data. It is available at sourcingcity.co.uk/privacy_policy and forms part of your understanding of these Terms.

In summary:

• Where we act as controller, for example in relation to your subscription, your account, our marketing and the enquiries you submit through the platform, our processing is described in the Privacy Policy.
• Where we act as processor, being the business management software and hosted websites we provide to you, you are the controller of your own customer data and we process it on your instructions. Schedule 1 to these Terms sets out the data processing terms that apply.

Where you submit an enquiry to a supplier through our platform, relevant information is shared with that supplier so they can respond, as described in the Privacy Policy. Suppliers receive that information as independent controllers.

10. Intellectual property

The platform, its software, structure, compiled data and content are owned by or licensed to Dynamic Image Ltd and remain our property.

Your subscription grants a non-exclusive, non-transferable right to access and use the services for your own business purposes for the duration of your subscription. No other rights are granted.

Where we build and host a website for you, you retain rights in your own branding and content, and you grant us the licence necessary to host, operate and support that site.

11. Availability

We will use reasonable efforts to maintain availability of the platform and services, but we do not guarantee uninterrupted access.

Services may be modified, suspended or unavailable for maintenance, updates or operational reasons. We will give notice of planned maintenance where reasonably practicable.

12. Disclaimer

The products featured on our platforms that carry names, trademarks or logos are shown as supplied by the relevant supplier. Their appearance does not imply that those products have been supplied to, endorsed by, or approved by the owners of those names, trademarks or logos.

Prices shown in Sourcing City Platinum and elsewhere on our platforms are displayed in good faith from data provided by suppliers, are indicative, and may change without notice.

Content on our platforms, including market analysis, research, news and guidance pages, is provided for general information. It does not constitute legal, compliance, financial or professional advice, and should not be relied upon as such.

Our platforms may link to third party websites. We do not control those sites and are not responsible for their content, availability or practices.

Nothing in this section limits our liability beyond what section 13 permits.

13. Limitation of liability

Nothing in these Terms excludes or limits our liability for:

• death or personal injury caused by our negligence
• fraud or fraudulent misrepresentation
• any other liability that cannot lawfully be excluded or limited

Subject to that, and to the maximum extent permitted by law:

• we are not liable for indirect or consequential loss, loss of profits, loss of business, loss of anticipated savings, loss of opportunity, loss of goodwill, or loss or corruption of data
• we are not liable for loss arising from the accuracy or availability of supplier product, pricing or stock information, or from any dispute between you and a supplier
• we are not liable for loss arising from your failure to retain your own copies of documents as described in section 8
• our total liability arising out of or in connection with these Terms and the services, whether in contract, tort, breach of statutory duty or otherwise, is limited to the total charges paid by you to us in the twelve months preceding the event giving rise to the claim

Each of these provisions operates separately. If any is held to be unreasonable or unenforceable, the others continue to apply.

14. Suspension and termination

We may suspend or terminate access where:

• subscription charges are unpaid
• these Terms are breached
• unlawful activity occurs
• the security or integrity of the platform is compromised
• trade status cannot be established or is no longer held

Your right to terminate. You may terminate your subscription at any time, including during a minimum initial term, if we commit a material breach of these Terms and fail to remedy it within 30 days of your written notice setting out the breach. Where you terminate on this basis, we will refund the unused balance of any charges paid in advance.

On termination, your right to access the services ends. Sections 6, 7, 8, 10, 12, 13 and 16, and Schedule 1 where it relates to the return or deletion of data, survive termination.

Where we hold data on your behalf as processor, Schedule 1 sets out what happens to it on termination.

15. Changes to these Terms

We may update these Terms from time to time to reflect changes in our services, our systems or the law.

We will publish the updated Terms with a revised effective date and version number. Where a change is material, we will give you at least 30 days' notice by email or by notice within the platform before it takes effect.

If you do not wish to accept a material change, you may terminate your subscription by giving notice before the change takes effect. Where you have paid annually in advance, we will refund the unused balance of the current term.

Continuing to use the services after a material change has taken effect, having received notice of it, indicates your acceptance of the revised Terms.

16. Governing law

These Terms are governed by and interpreted in accordance with the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

17. Contact

Questions about these Terms may be directed to info@sourcingcity.co.uk or 01252 224191.

 

Schedule 1: Data Processing Terms

These terms apply where we process personal data on your behalf as your processor. They apply in addition to, and do not limit, the rest of these Terms.

1. Roles

You are the controller and we are the processor in relation to personal data that you or your customers enter into, or that is generated through, the business management software and hosted websites we provide to you.

This includes our customer relationship, quotation and order management software, currently provided as Promotional Office and Dynamic Office Lite, and the skin sites, eco skin sites, web shops and top client sites we build and host for you. It applies to any successor or replacement service we provide performing the same function.

2. Subject matter, duration, nature and purpose

We process the personal data for the purpose of providing, hosting, maintaining and supporting the services, for the duration of your subscription and for any period afterwards agreed for the return or deletion of data.

3. Types of personal data and categories of data subject

Types of personal data: name, job title, business contact details, correspondence, quotation and order records, delivery details, and account and login information.

Categories of data subject: your employees and authorised users, your customers and their personnel, your prospects and enquirers, and where relevant the visitors to and purchasers through the websites we host for you.

4. Our obligations

We will:

• process the personal data only on your documented instructions, including these Terms, unless required otherwise by law, in which case we will tell you before processing unless the law prohibits it
• ensure that our personnel with access are subject to appropriate confidentiality obligations
• implement appropriate technical and organisational security measures, including access controls, authentication, encryption in transit and appropriate segregation of customer environments
• assist you, taking into account the nature of the processing and the information available to us, in responding to requests from individuals exercising their rights
• assist you with your obligations relating to security, breach notification, data protection impact assessments and prior consultation notify you without undue delay after becoming aware of a personal data breach affecting your data, and provide the information you reasonably need to meet your own notification obligations
• make available the information reasonably necessary to demonstrate compliance with these terms, and allow for and contribute to audits, including inspections, conducted by you or an auditor you appoint, on reasonable notice, no more than once in any twelve month period unless required by a supervisory authority

5. Sub-processors

You give general authorisation for us to appoint sub-processors. We impose data protection obligations on each sub-processor that are no less protective than these terms, and we remain fully liable to you for their performance.

Our current sub-processors are:

• Amazon Web Services (Ireland), for the hosting of our business management software
• Microsoft Azure, for cloud hosting and infrastructure of our platform services
• Promidata B.V. (Netherlands), for the development and support of our business management software
• Evorio (United Kingdom), for website hosting and the administration of customer hosted sites
• Akiko Design Ltd (United Kingdom), for IT support, website management and development, whose personnel are located in the United Kingdom and India

Our own personnel, including contractors engaged directly by us and working under our instruction, are not sub-processors. Some of them are located outside the United Kingdom, as described in clause 6.

We will give you at least 30 days' notice before adding or replacing a sub-processor. If you have a reasonable data protection objection, tell us within that period and we will work with you in good faith to address it. If we cannot, you may terminate the affected service without penalty, with a refund of any unused prepaid charges.

6. International transfers

Our operations and hosting are based in the United Kingdom and the European Economic Area.

Personal data may be accessed from outside the United Kingdom in two circumstances:

• by our hosting and development sub-processors located in the European Economic Area, currently Ireland and the Netherlands
• by contractors engaged directly by us and working under our instruction, currently including a contractor based in the Czech Republic who supports our data integration services
• by personnel of our IT support sub-processor, who are located in the United Kingdom and India

Where personal data is transferred outside the United Kingdom, we ensure an appropriate safeguard is in place. For transfers to the European Economic Area, we rely on UK adequacy regulations. For transfers to countries not covered by adequacy regulations, including India, we rely on the International Data Transfer Agreement or the UK Addendum to the European Commission's standard contractual clauses, together with any additional measures required, and we require the same of our sub-processors.

7. Return and deletion

On termination of the relevant service, and at your choice, we will return your personal data to you or delete it, together with existing copies, unless we are required by law to retain it.

You may request an export of your data before termination. We will provide it in a commonly used format within a reasonable period.

We will retain data for a short transition period following termination to allow for export requests and to guard against accidental loss, after which it will be deleted.

8. Your obligations

You warrant that:

• you have a lawful basis for the personal data you enter into, or generate through, the services
• you have provided the necessary information to the individuals concerned
• your instructions to us comply with applicable data protection law

You are responsible for the accuracy of the data you enter and for managing the access rights of your own users.

Dynamic Image Ltd, registered in England and Wales, company number 4595360. Registered office: The Hub, Fowler Avenue, Farnborough, Hampshire, GU14 7JP. VAT registration number GB 807 3619 28. Registered with the Information Commissioner's Office, reference Z8923474.