Acceptance records the Host's agreement to this exact version and SHA-256 checksum 44a00d2b81fc7c3c916ef4a4cf0cade4c9f3ccce9b51d48e450176b1f921490e. It does not by itself enable live collection.
1. Parties, scope, and precedence
This Entry Fee Processing Addendum (“Addendum”) is between One More Try Software LLC, operator of VAULTmeet (“VAULTmeet”), and the organization whose authorized owner accepts it (“Host”). It governs only meet-entry payments facilitated through VAULTmeet and supplements the VAULTmeet Terms of Service, Meet Host Agreement, and Payments and Refunds policy.
For a facilitated meet-entry payment, this Addendum controls over the Meet Host Agreement, Payments and Refunds policy, and general Terms if they conflict. A transaction-specific checkout disclosure or lawful Host refund term controls only for the price, event, and participant right it expressly addresses. Stripe terms govern Stripe’s provider services, but do not reallocate the economic duties between Host and VAULTmeet stated here.
2. Host is the seller and merchant of record
Host is the event provider, seller, and merchant of record for each meet entry. Host sets the price, eligibility rules, registration decisions, event terms, withdrawal and refund policy, and is responsible for lawful delivery of the event. VAULTmeet is not the seller of the meet entry.
VAULTmeet uses Stripe Connect separate charges and transfers. The family charge is created on VAULTmeet’s platform account and is separate from the later transfer of Host net proceeds. VAULTmeet identifies Host through Stripe’s on_behalf_of parameter so Host is the settlement merchant for the payment. Host must maintain an eligible connected account and accurate identity, ownership, business, tax, and bank information.
3. Limited collection agency and payer discharge
Host appoints VAULTmeet as Host’s limited payment collection agent solely to accept and process facilitated meet-entry payments through Stripe, apply the allocations authorized by this Addendum, and transmit Host net proceeds. This appointment does not make VAULTmeet the event provider, fiduciary, trustee, escrow agent, or general agent of Host.
When Stripe confirms a payer’s facilitated payment to VAULTmeet, the payer’s payment obligation to Host is extinguished for the amount confirmed, and Host must treat that amount as paid even if the related transfer or payout to Host is delayed. A later lawful refund, reversal, or dispute is handled under this Addendum and does not retroactively make the original confirmed payment unpaid at the time it was made.
4. Charge, fee, tax, and transfer allocation
Checkout charges the family the Host-published entry price plus any tax that must be collected. Tax is not Host proceeds. VAULTmeet takes no percentage or fixed per-entry platform fee. Software membership is billed separately under its accepted monthly terms. Stripe’s actual transaction-specific processing cost is deducted from Host proceeds. Neither amount is added as a separate family surcharge under the current model.
After Stripe confirms payment and required reconciliation succeeds, VAULTmeet may transfer Host net proceeds: the entry-fee base less actual Stripe processing cost, refunds, reversals, disputes, reserves, and other authorized adjustments. Estimates are planning aids only; Stripe records and VAULTmeet’s immutable transaction ledger govern final reconciliation.
Recovered actual Stripe processing cost is consideration paid by Host for VAULTmeet’s service, not consideration paid by the athlete and not tax on the athlete’s entry. For a Host service sourced to Texas, VAULTmeet conservatively classifies that service as Texas data processing and calculates sales tax on the statutory 80% taxable portion using Stripe Tax and the Host’s verified billing location. VAULTmeet does not hardcode a combined sales-tax rate. A zero-tax exemption treatment requires a current exemption certificate that VAULTmeet has reviewed and recorded; an organization name or nonprofit label is not enough.
5. Host-service invoices and collection
VAULTmeet provides Host a periodic invoice or statement that separately reconciles gross entries, refunds, entry tax held, the zero platform fee, recovered actual Stripe processing cost, the statutory and provider taxable bases, Host-service sales tax, credits, transfers, reversals, and Host net proceeds. The invoice and immutable ledger, together with Stripe’s provider records, document the transaction-specific amount.
Host authorizes VAULTmeet to apply actual Stripe processing cost against Host proceeds at settlement and to collect an invoiced Host-service tax or other invoiced balance by a clearly recorded offset against current or future Host proceeds. VAULTmeet will not silently add Host-service tax to the athlete’s Checkout and will not debit Host’s bank account automatically unless Host separately authorizes that debit through a lawful provider flow.
6. Reserves, holds, reimbursement, and setoff
Stripe controls provider reserves, payment availability, and bank-payout timing. VAULTmeet may delay or withhold a transfer when reasonably necessary for verification, suspected fraud, refunds, disputes, tax, a provider restriction, a legal requirement, a negative balance, or correction of an error.
Host must reimburse VAULTmeet for amounts allocated to Host under this Addendum, including refunded or disputed Host proceeds, Host-caused losses, tax caused by inaccurate Host information, and reasonable recovery costs to the extent permitted by law. Host authorizes VAULTmeet to reverse related transfers and set off those amounts against current or future Host proceeds. VAULTmeet will not debit Host’s bank account automatically unless Host separately authorizes that debit through a lawful provider flow.
7. Refund allocation
A completed full or partial entry refund reverses Host proceeds proportionally. There is no per-entry VAULTmeet fee to retain or refund. Host may lawfully retain entry fees only under the refund or withdrawal policy shown before payment. Entry refunds and meet cancellations do not automatically refund the separate software membership.
Stripe decides whether its processing cost is returned. Under this version, VAULTmeet absorbs the proportional original Stripe processing cost that Stripe does not return for the portion successfully refunded. The Host-service invoice provides corresponding proportional service and sales-tax credits for the successfully refunded portion. A later version may change that allocation only prospectively after any required renewed acceptance.
8. Disputes, chargebacks, and fraud
Host must promptly provide event, registration, waiver, communication, attendance, refund-policy, and delivery evidence reasonably requested for a dispute. For separate charges and transfers, Stripe may debit VAULTmeet’s platform balance for the disputed amount and provider fee. Host authorizes VAULTmeet to reverse the related transfer and set off Host proceeds.
Host is economically responsible to the extent a dispute, chargeback, refund, penalty, or loss concerns Host’s event, conduct, description, refund decision, failure to deliver, inaccurate information, or breach. VAULTmeet is responsible to the extent a loss results solely from VAULTmeet’s processing error or misconduct. Nothing eliminates a consumer right or assigns liability where law prohibits it.
9. Marketplace tax certification and allocation
VAULTmeet is registered in Texas as a marketplace provider. For a facilitated marketplace transaction for which VAULTmeet is legally responsible, VAULTmeet certifies to Host that it assumes the Texas marketplace-provider rights and duties required by Texas Tax Code § 151.0242, including calculation, collection, reporting, and remittance of applicable marketplace tax.
Host must provide accurate seller, event, location, price, taxability, and exemption information and retain supporting records. Host must reimburse VAULTmeet for tax, interest, penalties, or costs caused by materially inaccurate Host information or Host’s failure to perform duties outside VAULTmeet’s legally assigned marketplace role, to the extent permitted by law. VAULTmeet does not state that every meet entry is taxable or exempt.
10. Records, durable copy, and reconciliation
VAULTmeet records the accepted document object, version, SHA-256 checksum, signer legal name and title, authority representation, affirmative text and action, authenticated account, organization, request and security identifiers, user agent, approved IP-derived security hash evidence, acceptance time, and durable-copy outbox record. VAULTmeet does not store the raw IP address in the acceptance evidence.
VAULTmeet records gross entry fees, entry tax, refunds, the platform fee, Stripe cost, Host-service taxable base and tax, invoice credits, transfers, reversals, setoffs, and Host net when available. Stripe remains authoritative for provider charges, costs, tax calculations and transactions, disputes, balances, and payouts. Host must review Finance records promptly and report a suspected error with enough detail to investigate.
11. Host promises and prohibited use
Host promises that it will:
- offer only lawful meet entries it is authorized and reasonably able to deliver;
- publish accurate prices, dates, locations, eligibility rules, and refund terms before payment;
- not use the payment workflow for cash advances, pass-through transfers, or unrelated goods or services;
- not evade provider rules, taxes, sanctions, card-network rules, or consumer law; and
- protect account access and notify VAULTmeet promptly of suspected fraud or unauthorized activity.
12. Suspension, termination, and survival
VAULTmeet may suspend facilitated collection or settlement for a provider restriction, legal requirement, security concern, material breach, suspected fraud, excessive disputes, or unresolved negative balance. Host may stop offering new facilitated entries, but existing refund, dispute, tax, record, reimbursement, setoff, and settlement duties survive as needed. Ending access does not cancel an amount already owed.
13. Changes and electronic acceptance
VAULTmeet may publish a new version prospectively. A material change to the fee, Stripe-cost allocation, refund treatment, dispute responsibility, limited collection agency, seller role, or marketplace role will be dated and presented for renewed owner acceptance when required.
Typing the signer’s legal name and title, affirming authority, selecting the exact displayed acceptance text, and clicking the acceptance action is intended as an electronic signature. The accepted record and durable copy can be retained and accurately reproduced. This document was prepared as an operational policy and has not been represented as attorney-reviewed.
14. Questions
Questions about this Addendum may be sent to [email protected]. Do not email card numbers, bank credentials, or sensitive identity documents.