1. Introduction

1.1 About Co-ops Africa

Co-ops Africa (accessible at https://coops.africa) is a digital trade facilitation platform created to serve the interests and ambitions of the African Cooperative Movement. The platform exists to connect cooperators — including individuals, small and medium enterprises (SMEs), and Co-operative Societies — across the African continent and the African diaspora with one another and with commercial merchants. It facilitates trade in goods, services, and project opportunities while promoting the cooperative principle of shared prosperity and inclusive participation in local and international economies.

Co-ops Africa acts as a trusted intermediary between suppliers and buyers, aggregating products and services from cooperatives and cooperators to fulfill trade opportunities — including those that require large, structured supply chains. The platform enables buyers (including Merchant Pro Users) to publish trade opportunities and allows cooperators and Co-operative Societies to respond, be matched, or be aggregated into group suppliers where necessary.

This platform is designed to lower the barrier of entry into formal trade for Africans, offering structured support and documentation to enable co-operatives and individual cooperators to participate in meaningful economic exchange. Through its facilitation, documentation services, and integration with service providers, Co-ops Africa ensures trade is secure, verifiable, and beneficial to all parties — while upholding principles of fairness, transparency, and sustainability.

 

1.2 Definition of Key Terms

To ensure clarity and consistency throughout these Terms and Conditions, the following definitions apply:

• Co-ops Africa (the Platform): Refers to the digital platform hosted at https://coops.africa, operated for the purpose of facilitating trade and cooperation between cooperators, Co-operative Societies, merchants, and service providers.
• Co-ops Africa Minerals: A division within Co-ops Africa responsible for mineral-related trade facilitation, including sourcing, aggregation, and documentation of mineral supply contracts between cooperative suppliers and buyers.
• Co-operator: An individual registered on the platform who either belongs to a Co-operative Society or is in the process of being matched to one, with the intent to participate in cooperative-based trade and economic activity.
• Co-operative Society: A registered legal entity operating under cooperative principles, consisting of multiple members and formally recognized in its jurisdiction, which participates in trade via the platform as a supplier or buyer.
• Merchant: A registered buyer or seller that is not a cooperative but engages in trade on the platform, typically on a for-profit basis. Merchants may subscribe to advanced features as Merchant Pro Users.
• Merchant Pro User: A buyer who pays an annual subscription fee to access enhanced features, including the ability to post contract opportunities directly to the platform. Despite this, Merchant Pro Users remain subject to the platform’s standard facilitation fees.
• Service Provider: Any third-party entity or individual engaged by Co-ops Africa to provide professional or logistical services necessary to fulfill a trade transaction, including inspection, testing, transport, legal documentation, or financial settlement.
• Trade Opportunity: A product or service demand published on the platform, either by Co-ops Africa or a Merchant Pro User, which cooperators or Co-operative Societies can respond to by applying or being aggregated into a supply group.
• Facilitation Fee: A 2.5% charge levied on both the buyer and the supplier for each completed trade transaction facilitated by the platform. Additional administrative or service provider fees may also apply as required.
• Aggregation: The process through which Co-ops Africa groups multiple cooperators or co-operatives together to fulfill a trade contract that exceeds the capacity of a single entity, thereby enabling participation in larger market opportunities.
• Final Contract: A legally binding agreement prepared by Co-ops Africa upon successful matching of a supplier and buyer, incorporating terms specific to the trade, responsibilities, timelines, and dispute resolution.
• Diaspora Cooperators: Individuals of African descent residing outside the continent who participate in the African Cooperative Movement through trade, membership, or investment in African co-operatives via the platform.

 

1.3 Purpose of the Platform

The primary purpose of Co-ops Africa is to facilitate secure, structured, and inclusive trade between cooperators, Co-operative Societies, and merchants across Africa and the African diaspora. The platform serves as a digital marketplace and collaboration hub that enables individuals and organizations committed to cooperative economic principles to trade products, services, skills, and innovations with trust and transparency.

Co-ops Africa aims to remove structural barriers that traditionally exclude African producers, SMEs, and individuals from large-scale trade by aggregating supply and ensuring the availability of support services such as legal contracting, documentation, logistics, and payments. The platform empowers Co-operative Societies to access buyers and markets previously out of reach, while enabling buyers to reliably source high-quality goods and services at scale from Africa’s cooperative sector.

Key objectives of the platform include:

• Creating Trade Linkages between cooperators, Co-operative Societies, and buyers across sectors including agriculture, minerals, services, and manufactured goods.
• Promoting the Cooperative Economy by giving individuals and SMEs a path to trade through structured, member-driven organizations.
• Enabling Large-Scale Supply through aggregation, allowing cooperators to combine capacity and meet high-value contract demands.
• Providing Transaction Support including contract preparation, compliance, and service provider coordination.
• Encouraging Diaspora Participation by enabling those of African descent living abroad to engage meaningfully in African trade through cooperative membership or investment.

Ultimately, the platform is designed to foster sustainable, mutually beneficial trade rooted in cooperative values, while unlocking economic potential for communities across Africa and beyond.

 

1.4 Scope of the Terms and Conditions

These Terms and Conditions govern all activities, transactions, and relationships conducted on or facilitated through the Co-ops Africa platform. They apply to every user of the platform, including but not limited to cooperators, Co-operative Societies, merchants, Merchant Pro Users, and service providers. By registering, accessing, or participating in any trade or transaction on the platform, users agree to be bound by these Terms and Conditions.

The scope of this document includes:

• The rules and obligations governing trade between cooperators, Co-operative Societies, merchants, and other parties on the platform.
• The processes for posting and responding to trade opportunities.
• The roles and responsibilities of Co-ops Africa as a trade facilitator and contract administrator.
• The fees, charges, and costs associated with platform use and transaction facilitation.
• The expectations, rights, and responsibilities of suppliers and buyers participating in trade agreements.
• The terms of engagement with third-party service providers introduced by Co-ops Africa to support trade execution.
• The dispute resolution, liability, and indemnity frameworks that guide all commercial engagements facilitated through the platform.

These Terms and Conditions are intended to be comprehensive and universally applicable to all forms of trade on the platform — including agriculture commodities, minerals, services, consultancy work, employment opportunities, and technology-based solutions. Where specific trade opportunities require additional terms, Co-ops Africa will prepare a Final Contract tailored to the needs of that transaction.

The document may be updated from time to time to reflect operational, regulatory, or policy changes. All users are expected to regularly review the latest version and will be deemed to have accepted any updates by continuing to use the platform.

 

1.5 Acceptance of Terms

By accessing, registering on, or transacting through the Co-ops Africa platform, users acknowledge that they have read, understood, and agreed to be bound by these Terms and Conditions in their entirety. This acceptance forms a binding legal agreement between the user and Co-ops Africa, governing all interactions, trade activities, and engagements undertaken on the platform.

Acceptance of these Terms and Conditions is mandatory for all categories of users, including:

• Individual Cooperators
• Co-operative Societies
• Merchants and Merchant Pro Users
• Service Providers
• Buyers and Sellers of goods or services

Users who do not agree with any part of these Terms and Conditions must refrain from using the platform and its services. Continued use of the platform constitutes ongoing acceptance, including acceptance of any future amendments made to this document.

In the case of entities such as Co-operative Societies or companies, the individual completing registration or engaging in trade on behalf of the entity affirms that they have the legal authority to accept these terms and enter into binding agreements on behalf of that entity.

Use of the platform may also be subject to additional guidelines, rules, or policies that may be published and updated from time to time. These are incorporated by reference and form part of the Terms and Conditions.

 

2. Eligibility and Registration

2.1 Eligibility Criteria

To participate in any trade, collaboration, or engagement on the Co-ops Africa platform, users must meet specific eligibility requirements to ensure the integrity, security, and cooperative nature of the platform’s ecosystem. These criteria are designed to promote accountability and enable fair participation across all categories of users.

Eligible participants include:

• Individual Cooperators: Persons aged 18 years or older who are members of a registered Co-operative Society or are in the process of being affiliated with one through the platform. Individuals must provide valid identification and other Know Your Customer (KYC) documentation as required.
• Co-operative Societies: Legally recognized co-operative entities operating within African jurisdictions or representing members of African descent in the diaspora. They must be registered with their respective national cooperative regulatory bodies and must provide proof of such registration during onboarding.
• Merchants and Merchant Pro Users: Legally established businesses, traders, or buyers engaging in trade activities through the platform. These users must provide evidence of incorporation or business registration, tax compliance (where applicable), and any necessary permits related to their sector of operation.
• Service Providers: Entities or professionals seeking to provide services such as logistics, inspection, legal documentation, or consulting. They must demonstrate relevant credentials, licenses, or partnerships and meet any vetting requirements set by Co-ops Africa.

Ineligible participants include:

• Individuals or organizations previously banned from the platform for violations of the Terms and Conditions.
• Entities involved in illegal, unethical, or non-cooperative business practices.
• Participants from jurisdictions subject to international sanctions or where use of the platform would violate applicable law.

Co-ops Africa reserves the right to refuse registration or remove access at its sole discretion, especially where eligibility requirements are not met or where there is a risk to the integrity of the platform.

 

2.2 Types of Users

The Co-ops Africa platform supports a diverse ecosystem of users who participate in trade, service delivery, and cooperative development. Each user type plays a distinct role and is subject to specific rights, responsibilities, and onboarding procedures. The following are the main categories of users:

a) Cooperators

Cooperators are individual members of Co-operative Societies or prospective members seeking to join the cooperative economy through the platform. They may participate in trade as buyers or sellers of products and services and may also access opportunities for training, employment, or funding. Cooperators must either be affiliated with a specific co-op or accept allocation to a suitable co-op based on the nature of the trade or opportunity they are interested in. This structure ensures accountability and collective responsibility in trade participation.

b) Co-operative Societies

These are formally registered cooperative entities that represent groups of individuals engaged in shared economic activities. Co-operative Societies can trade in bulk, apply for contracts on behalf of their members, or offer goods and services as suppliers. They may also aggregate the supply capacity of their members to meet the demands of large contracts. Co-operative Societies are responsible for ensuring compliance by their members and are recognized as corporate participants in the platform’s ecosystem.

c) Merchants

Merchants are buyers, traders, or commercial entities looking to source products or services from Co-operative Societies or cooperators. They may operate on the platform as standard users or upgrade to Merchant Pro Users, which allows them to post trade opportunities directly and receive applications from cooperators and co-ops. However, all merchants are required to comply with platform trade terms, including payment of facilitation fees and participation in contract finalization processes.

d) Service Providers

These include logistics firms, inspectors, legal professionals, consultants, aggregators, and other third-party providers who support the execution of trade deals. Service Providers are vetted by Co-ops Africa and may be brought in as needed to complete the value chain for a transaction. Their services are billed separately to the parties involved in the trade, with clear terms provided prior to engagement.

Each user type must register under the appropriate category and maintain updated documentation to remain in good standing on the platform. Co-ops Africa provides tailored interfaces and support services based on the user’s category, ensuring an efficient and compliant trading experience.

 

2.3 Account Registration Process

To access the services and participate in trade opportunities on Co-ops Africa, all users must complete the platform’s account registration process. This process is designed to ensure identity verification, regulatory compliance, and proper classification of users within the cooperative trade ecosystem.

Step 1: Account Type Selection

Upon visiting the platform, users must select the appropriate account type based on their role—Cooperator, Co-operative Society, Merchant, Merchant Pro, or Service Provider. Each account type has a unique set of fields and verification requirements that must be completed.

Step 2: Submission of Personal or Organizational Information

Users are required to provide accurate and complete information, which may include:

For Individuals (Cooperators): Full name, national ID or passport, address, mobile number, email address, and proof of co-op membership or request to join one.

For Co-operative Societies: Registered name, registration certificate, physical and mailing address, contact person, list of executive members, and co-op constitution or bylaws.

For Merchants and Merchant Pro Users: Company registration documents, tax clearance certificates, proof of address, authorized representative details, and business profile.

For Service Providers: Business or professional registration documents, references, licensing certificates (where applicable), and detailed service offerings.

Step 3: Know Your Customer (KYC) and Verification

All accounts must undergo KYC verification. This process includes identity or business verification, cross-checking documentation, and in some cases, a background or reputation check. Co-ops Africa may request additional documents or conduct virtual or physical interviews where necessary.

Step 4: Review and Approval

Once all documents have been submitted, the Co-ops Africa team will review the application. If everything is in order, the account will be approved and activated. Users will receive login credentials and onboarding instructions.

Step 5: Platform Access and Dashboard Activation

Upon approval, users will gain access to their personalized dashboard, where they can:

View and respond to trade opportunities

Post listings (Merchants Pro only)

Communicate with other users

Track transactions

Access support and resources

Co-ops Africa reserves the right to decline or deactivate any account where false information is provided, required documents are not submitted, or platform rules are violated.

 

2.4 Verification of Identity and Co-operative Membership

To maintain a secure, trusted, and cooperative-centered trading environment, Co-ops Africa implements a strict verification process for all users. This ensures that only authentic cooperators, co-operative societies, merchants, and service providers operate on the platform, and that every participant is traceable, accountable, and genuinely aligned with the cooperative movement.

a) Identity Verification (All Users)

All users—whether individuals or organizations—must complete identity verification as part of registration. This includes:

Individuals (Cooperators): Submission of a valid national ID, passport, or driver’s license. Where available, biometric data or government-issued digital identity systems may be used.

Organizations (Co-operative Societies, Merchants, Service Providers): Upload of business or registration certificates, tax identification numbers, proof of physical address, and a valid ID for an authorized representative.

The platform reserves the right to request further documentation or conduct additional verification through video calls, in-person meetings (where applicable), or third-party KYC services.

b) Co-operative Membership Verification (Individuals and Societies)

For individuals to trade as Cooperators, they must be affiliated with a registered Co-operative Society. This can happen in two ways:

Direct Membership: The individual provides proof of current membership in a co-operative, such as a membership certificate, official letter from the co-op, or a verified reference from co-op leadership.

Platform Allocation: If not already a member of a co-operative, individuals may choose to be allocated to a suitable co-op through the platform, based on their trade interests, location, or product focus. This promotes inclusive participation and cooperative alignment.

Co-operative Societies must submit:

Certificate of registration from a recognized national cooperative authority

Co-op constitution or bylaws

List of executive members and their identification

Verification contacts for independent background checks

The verification process is mandatory before users can engage in trade, apply for contracts, or respond to opportunities. Co-ops Africa may periodically request updated documentation to maintain verified status. Failure to comply with verification requirements may result in suspension or deactivation of the account.

 

2.5 Allocation to Co-operatives for Trade Facilitation

Co-ops Africa is built on the principles of cooperative economics, and as such, all trade activities on the platform are facilitated within a co-operative framework. For individuals who are not yet members of a registered Co-operative Society, the platform offers a structured allocation system to ensure every participant is linked to a cooperative unit for the purpose of accountability, aggregation, and mutual benefit.

a) Why Allocation is Required

Trade within the platform is not just transactional—it is relational and community-based. Allocation ensures that:

Individual users are supported and represented within a recognized legal entity.

Trade is traceable and backed by the oversight of a co-operative structure.

Aggregation of supply or demand can take place to meet large-scale contracts.

Cooperators benefit from the protections, shared values, and collective bargaining power of co-ops.

b) Allocation Criteria

When allocating individuals to co-operatives, the platform considers:

The user’s location or region

The product or service they intend to trade

Availability of active and verified co-ops in the user’s sector

Language and communication compatibility

The preference of the user, if any

The goal is to place each cooperator where they can be most productive and where trade opportunities are aligned with their skill set, supply capacity, or service offering.

c) Role of the Assigned Co-operative

Once allocated, the co-operative will:

Review the cooperator’s profile and approve participation

Monitor the user’s activity and trade performance

Provide support, mentorship, or quality assurance where needed

Serve as a party to contracts or agreements where aggregation is required

The co-operative does not take ownership of the cooperator’s assets or profits but may agree on internal arrangements such as service fees, shared returns, or co-branded submissions for contracts.

d) Opting to Join Permanently

Allocated users may choose to formally join the assigned co-operative, subject to the co-op’s constitution and membership requirements. This allows them to enjoy full member benefits, including voting rights, dividends (where applicable), and deeper integration into the co-op’s ecosystem.

Users who do not wish to join permanently may still operate under the co-op’s umbrella for as long as they participate in platform trade. However, respect for the assigned co-op’s rules, quality standards, and ethical expectations is mandatory.

 

3. Platform Use and User Responsibilities

3.1 Permitted Use of the Platform

The Co-ops Africa platform is intended solely for facilitating ethical, transparent, and cooperative-based trade among members of the African Cooperative Movement, including individuals (Cooperators), Co-operative Societies, Merchants, and approved Service Providers. All users must use the platform in a manner consistent with its core objectives—economic empowerment, inclusive trade, and co-operative development.

a) Trade Facilitation

Users are permitted to:

Browse and respond to contract opportunities for products, services, and projects.

Post trade opportunities (Merchants Pro only) for goods or services they require from the cooperative network.

Submit offers or applications for posted opportunities, subject to eligibility and verification.

Engage in negotiations, receive contracts, and enter into trade agreements prepared by Co-ops Africa.

b) Account Management and Communication

Users may use their accounts to:

View dashboards and trade histories.

Manage co-operative assignments and preferences.

Communicate with other verified users (buyers, suppliers, cooperatives, and service providers).

Access learning tools, support resources, or training programs related to cooperative trade and entrepreneurship.

c) Participation in Aggregated Trade

Users may participate in group supply or service arrangements where Co-ops Africa aggregates members to fulfill larger contract opportunities. Participation in such arrangements is subject to performance standards, co-operative approval, and terms outlined in the final trade agreement.

d) Respect for Platform Integrity

Permitted use strictly prohibits any of the following:

Fraudulent listings or misrepresentation of capacity, products, or services.

Circumvention of the platform to avoid facilitation fees or verification requirements.

Use of the platform for personal gain unrelated to cooperative trade or in conflict with cooperative principles.

Uploading, transmitting, or distributing malicious software, illegal content, or harmful data.

Violation of these usage policies may lead to immediate suspension or termination of the user’s account, cancellation of active contracts, and legal action where applicable.

 

3. Platform Use and User Responsibilities

3.1 Permitted Use of the Platform

The Co-ops Africa platform is intended solely for facilitating ethical, transparent, and cooperative-based trade among members of the African Cooperative Movement, including individuals (Cooperators), Co-operative Societies, Merchants, and approved Service Providers. All users must use the platform in a manner consistent with its core objectives—economic empowerment, inclusive trade, and co-operative development.

a) Trade Facilitation

Users are permitted to:

Browse and respond to contract opportunities for products, services, and projects.

Post trade opportunities (Merchants Pro only) for goods or services they require from the cooperative network.

Submit offers or applications for posted opportunities, subject to eligibility and verification.

Engage in negotiations, receive contracts, and enter into trade agreements prepared by Co-ops Africa.

b) Account Management and Communication

Users may use their accounts to:

View dashboards and trade histories.

Manage co-operative assignments and preferences.

Communicate with other verified users (buyers, suppliers, cooperatives, and service providers).

Access learning tools, support resources, or training programs related to cooperative trade and entrepreneurship.

c) Participation in Aggregated Trade

Users may participate in group supply or service arrangements where Co-ops Africa aggregates members to fulfill larger contract opportunities. Participation in such arrangements is subject to performance standards, co-operative approval, and terms outlined in the final trade agreement.

d) Respect for Platform Integrity

Permitted use strictly prohibits any of the following:

Fraudulent listings or misrepresentation of capacity, products, or services.

Circumvention of the platform to avoid facilitation fees or verification requirements.

Use of the platform for personal gain unrelated to cooperative trade or in conflict with cooperative principles.

Uploading, transmitting, or distributing malicious software, illegal content, or harmful data.

Violation of these usage policies may lead to immediate suspension or termination of the user’s account, cancellation of active contracts, and legal action where applicable.

 

3.2 Prohibited Activities

To ensure the integrity, safety, and cooperative spirit of the Co-ops Africa platform, all users are expected to act ethically, lawfully, and in alignment with the platform’s mission. The following activities are strictly prohibited and constitute grounds for immediate suspension, removal, legal action, or disqualification from participation in future trade opportunities.

a) Fraudulent and Misleading Conduct

Posting false, exaggerated, or misleading information about a product, service, or capacity to deliver.

Submitting falsified documentation or identification during registration or verification.

Misrepresenting membership in a Co-operative Society or impersonating another user or organization.

b) Circumvention and Fee Evasion

Attempting to bypass the platform’s 2.5% facilitation fee by trading outside the platform after an introduction has been facilitated.

Entering side agreements or executing trades without involving Co-ops Africa when the trade originated through the platform.

Using third parties to conceal the actual parties to the transaction.

c) Disruption of Platform Operations

Uploading viruses, malware, or engaging in any activity that interferes with or disrupts the integrity or performance of the platform.

Attempting to gain unauthorized access to other users’ accounts or private data.

Hacking, data scraping, or replicating platform features or content for unauthorized use.

d) Unethical Business Practices

Offering or accepting bribes, kickbacks, or inducements in exchange for trade preferences.

Exploiting workers, violating human rights, or engaging in environmentally harmful practices during the delivery of goods or services.

Failure to fulfill contract obligations, including quality, delivery timelines, and quantity, without valid cause.

e) Inappropriate Communication and Harassment

Using abusive, threatening, or discriminatory language toward any user, co-op, or Co-ops Africa personnel.

Spamming other users with unsolicited offers, unrelated marketing, or repetitive messages.

Attempting to recruit users into off-platform schemes or unrelated business ventures.

f) Illegal Activities

Attempting to trade prohibited goods or services, including narcotics, weapons, counterfeit items, or items restricted by law.

Laundering money or using the platform to facilitate criminal enterprises.

Violating any applicable national, regional, or international laws governing trade, finance, or cooperatives.

Users found engaging in prohibited activities may face penalties including account deactivation, blacklist placement, legal prosecution, and forfeiture of pending or future trade opportunities.

 

3.3 Accuracy of Information

All users of the Co-ops Africa platform—whether Cooperators, Co-operative Societies, Merchants, or Service Providers—are expected to provide and maintain accurate, truthful, and up-to-date information on their profiles and throughout all trade engagements. The success of trade facilitation and cooperative aggregation on the platform relies heavily on trust and transparency.

a) Responsibility to Provide Accurate Information

Users must ensure that:

All registration details, including identity, contact information, and co-operative membership status, are correct.

Trade applications reflect actual capacity to supply or deliver the product or service as described.

Uploaded documents (e.g., certifications, cooperative affiliation, legal documents) are valid, current, and authentic.

False or misleading information undermines the cooperative ecosystem and may lead to delays, failed trade, or harm to other participants.

b) Obligation to Update Information

Users are required to update their profiles and trade offers in a timely manner when:

Contact details or cooperative affiliations change.

Supply capacity, product availability, or service scope changes.

There are material updates to certifications, regulatory status, or legal standing.

Failure to update relevant information may result in removal from pending trades, suspension from the platform, or reputational damage to the associated co-operative.

c) Platform Rights to Verify

Co-ops Africa reserves the right to:

Conduct background checks and verifications, either independently or through third-party partners.

Request clarification or additional documentation to confirm the authenticity of any claim or document.

Reject or suspend any account or application if inconsistencies or falsehoods are discovered.

By using the platform, all users consent to these verifications as a condition of participation in the cooperative trade network.

 

3.4 Communication and Notification Policy

Effective and transparent communication is central to the operations of the Co-ops Africa platform. This Communication and Notification Policy outlines how information will be shared between Co-ops Africa, platform users, and between parties to a trade or service contract. It is the responsibility of all users to remain reachable and responsive to ensure smooth facilitation of opportunities.

a) Official Communication Channels

Co-ops Africa will communicate with users primarily through:

The in-platform messaging system.

Registered email addresses provided during account creation.

SMS or phone contact (where applicable and consented to).

Platform dashboard notifications and updates.

All communication from these channels is considered official and binding where related to trades, compliance, or platform operations.

b) Response Obligations

Users are required to:

Respond to communications relating to active trades or contract negotiations within 72 hours.

Acknowledge receipt of key documents such as contracts, payment instructions, and compliance notices.

Maintain updated contact information to avoid missed messages or delayed responses.

Failure to respond to critical communications within the stipulated time may result in removal from an opportunity, default status, or temporary account suspension.

c) Trade Updates and Notifications

The platform will provide timely notifications regarding:

New trade opportunities matching the user’s category or interests.

Status updates on submitted applications, aggregated bids, and contract finalizations.

Payment reminders, dispute notices, and service deadlines.

Policy updates or platform changes that affect participation.

d) Communication Between Users

All communications between buyers, suppliers, and service providers on the platform must be:

Respectful, professional, and focused solely on the opportunity or service at hand.

Conducted within the platform’s messaging tools unless otherwise directed by Co-ops Africa.

Subject to moderation, monitoring, or review to ensure compliance with the platform’s terms.

Off-platform communication, particularly for the purpose of fee evasion or bypassing trade protocols, is prohibited and may result in sanctions.

 

 

3.5 Data Use and Privacy

Co-ops Africa is committed to protecting the privacy, confidentiality, and data rights of all users. This section outlines how personal and trade-related data is collected, used, stored, and shared on the platform in accordance with applicable data protection laws and ethical standards.

a) Collection of Data

Co-ops Africa collects data from users to enable the effective operation of the platform. This includes:

Personal identification details (name, contact information, national ID/passport number).

Co-operative membership data and affiliations.

Trade preferences, applications, and transaction history.

Uploaded documents such as contracts, licenses, and verification records.

System usage logs and communication records.

By registering on the platform, users consent to this data being collected for operational purposes.

b) Purpose of Data Use

Collected data will be used for the following purposes:

Verifying the identity and cooperative status of users.

Matching trade opportunities with suitable suppliers, buyers, or service providers.

Facilitating communication and contract preparation.

Maintaining records of trades, disputes, payments, and performance.

Enhancing user experience, platform security, and operational efficiency.

Co-ops Africa does not sell or rent user data to third parties.

c) Sharing of Data

User data may be shared:

With verified third-party service providers (e.g., logistics, legal, compliance) directly involved in executing or supporting a trade.

With buyers or sellers for the purpose of facilitating a contract.

When required by law or government/regulatory authorities.

With affiliated cooperatives or partners for the purpose of verifying user affiliation.

All third-party access is governed by strict confidentiality and data-use agreements.

d) Data Security and Storage

Co-ops Africa implements industry-standard security protocols to protect data, including:

Secure servers and encrypted data transmission.

Role-based access control for sensitive information.

Regular security audits and system updates.

User data is stored only as long as necessary for platform use, contractual compliance, or as required by applicable laws.

e) User Rights

Users have the right to:

Access the personal data stored about them.

Request corrections or updates to inaccurate information.

Request deletion of their data, subject to retention policies and trade obligations.

Withdraw consent for certain data processing activities (note: this may impact platform use).

Any requests regarding data access or privacy must be submitted in writing to the Co-ops Africa Data Protection Officer via the platform.

 

4. Posting and Responding to Trade Opportunities

4.1 Creating and Publishing Trade Offers

Co-ops Africa enables users—particularly Merchant Pro Users, Co-operative Societies, and verified Cooperators—to post trade opportunities for goods, services, or labour across the platform. These trade offers form the basis for engaging the broader cooperative market and are essential for driving meaningful aggregation and cooperative-led economic activity.

a) Eligibility to Post Trade Offers

To create and publish trade offers on the platform:

A user must be a verified Merchant Pro Subscriber or a registered Co-operative Society in good standing.

Individual Cooperators and Service Providers may request to post offers, subject to approval by Co-ops Africa or their affiliated co-operative.

All postings are subject to review and moderation before going live.

b) Information Required in a Trade Offer

Each trade offer must include comprehensive and accurate details to ensure successful matching. The required information includes:

Product or service category (e.g., agricultural commodity, mineral ore, logistics service).

Specifications (quality, grade, quantity, technical requirements).

Delivery terms (location, timeline, Incoterms if applicable).

Payment terms (currency, payment method, credit terms if offered).

Supporting documents (permits, certifications, licenses).

Application deadline and expected start date for fulfilment.

Incomplete or misleading trade offers will be rejected or returned for revision.

c) Platform Review and Moderation

Upon submission, trade offers will undergo a review process by the Co-ops Africa Trade Desk to:

Validate the identity and credibility of the buyer.

Ensure compliance with platform terms and applicable laws.

Standardize format for aggregation or syndication where necessary.

Approved offers will be published on the Trade Opportunities section of the platform and made visible to eligible users.

d) Facilitation and Fees

All published trade offers are subject to a 2.5% facilitation fee, charged to both the buyer and selected supplier(s) upon successful conclusion of a contract. This fee supports:

Documentation preparation and legal drafting.

Supplier verification and matching.

Coordination of logistics or service providers as required.

 

4.2 Responding to Trade Offers and Applications

Once a trade opportunity is published on Co-ops Africa, eligible users—Co-operative Societies, Cooperators, Service Providers, or Aggregators—may respond by submitting applications to supply goods, provide services, or execute works. This section outlines how users engage with these opportunities and the rules governing application submissions.

a) Eligibility to Respond

To respond to a trade offer, users must:

Hold a verified account on Co-ops Africa.

Belong to a registered co-operative society or be allocated to one for trade facilitation.

Meet the qualifications and capacity requirements specified in the trade posting (e.g., quantity, quality standards, certifications).

Unverified users or those without an appropriate co-op affiliation will be restricted from applying.

b) Application Submission Process

Responding to an opportunity involves:

Selecting an open trade offer from the opportunities dashboard.

Filling out the application form, which may include:

Proposed delivery capacity.

Compliance documents (licenses, certifications, etc.).

Pricing and payment preferences.

Timeline for delivery or execution.

Submitting supporting documents via the platform's upload system.

All applications must be submitted before the stated deadline. Late submissions will not be considered unless an extension is granted by Co-ops Africa.

c) Evaluation and Aggregation

Upon application:

Co-ops Africa may aggregate applications from multiple cooperators to meet larger contract quantities.

Applications are evaluated based on capability, reliability, pricing, past performance (if applicable), and compliance with stated terms.

Final selections are made in consultation with the buyer and based on the best overall value.

In cases where multiple applicants are selected, Co-ops Africa will coordinate allocation, deliveries, and collective invoicing as needed.

d) Notification and Contract Preparation

Applicants will be notified via platform messaging and email:

If shortlisted for further discussion or negotiation.

If selected as the supplier or service provider.

If unsuccessful, with general feedback on application outcome (where feasible).

Successful applicants will work with Co-ops Africa to finalize the trade contract. A facilitation fee of 2.5% of the contract value will apply.

 

4.3 Aggregation of Supply and Bidding Assistance

Co-ops Africa facilitates the aggregation of supply from multiple cooperators and co-operative societies to enable participation in larger trade contracts and opportunities that may be beyond the capacity of individual suppliers. This approach not only expands market access for small players but also strengthens the competitiveness of the African cooperative movement.

a) Purpose of Aggregation

Aggregation is designed to:

Combine outputs from multiple cooperatives or cooperators to meet minimum supply thresholds or volumes required by buyers.

Enable SMEs and micro-producers to access high-value trade deals they would not qualify for individually.

Create a unified, reliable, and cost-effective supply chain while maintaining traceability and accountability.

b) Aggregation Process

When a trade offer is published:

Co-ops Africa may proactively invite multiple qualified suppliers to express interest.

Applications submitted individually may be considered for grouping based on compatibility of product quality, delivery timelines, location, and compliance.

Co-ops Africa coordinates communication between aggregated suppliers and the buyer to ensure unified proposals and shared responsibilities are clearly understood.

Each participant in an aggregated supply contract will sign a supply agreement that details their contribution and delivery terms. A master contract is concluded with the buyer on behalf of the group.

c) Bidding Assistance Services

To enhance the competitiveness of cooperative bids, Co-ops Africa offers support services including:

Guidance on preparing compliant applications and quotations.

Document formatting, certification checks, and proposal writing.

Negotiation facilitation and clarification communication with the buyer.

Coordination of inspection, packaging, branding, or logistics services through partner providers.

These services may incur additional charges, which will be clearly communicated in advance. Co-ops Africa ensures transparency in all assistance provided and will not guarantee winning a contract, but will strive to improve every applicant’s competitiveness.

 

4.4 Buyer Subscription as Merchant Pro Users

To streamline access to reliable suppliers and facilitate direct engagement with the cooperative market, Co-ops Africa offers a subscription model for buyers known as Merchant Pro Users. This category is tailored for organizations, businesses, NGOs, and large buyers who frequently procure goods and services and wish to post trade opportunities directly on the platform.

a) Merchant Pro User Benefits

By subscribing as a Merchant Pro User, buyers enjoy the following benefits:

Ability to directly post trade opportunities without pre-screening delays.

Priority access to co-operative supplier pools, including those aggregated by Co-ops Africa.

Faster bid processing through pre-approved posting workflows and templates.

Enhanced support with trade documentation, verification, and contracting.

Visibility and branding as a verified buyer to build trust with potential suppliers.

Merchant Pro status ensures that buyers have continuous and efficient access to Africa’s cooperative supply base, improving procurement timelines and expanding sourcing options.

b) Subscription Terms and Fees

Buyers must pay an annual subscription fee (amount subject to prevailing platform rates).

Merchant Pro Users are still required to pay the 2.5% facilitation fee per trade, just like other users.

Subscription is renewable annually and includes access to a dedicated trade relationship manager from Co-ops Africa.

The subscription fee does not substitute any charges related to aggregation, documentation, logistics, or optional service add-ons.

c) Onboarding and Support

Upon registration, Merchant Pro Users receive:

Onboarding assistance and account setup support.

Training on how to post opportunities and evaluate supplier applications.

Access to platform analytics, supply chain intelligence, and co-op performance records.

Buyers seeking to become Merchant Pro Users must undergo a basic vetting process to ensure legitimacy and alignment with the cooperative trade framework.

 

4.5 Screening and Shortlisting Process

To ensure quality, reliability, and compliance in every trade facilitated through the Co-ops Africa platform, all responses to posted trade opportunities undergo a structured screening and shortlisting process. This process is designed to protect the interests of both buyers and suppliers, promote fairness, and maintain the integrity of cooperative trade.

a) Initial Screening by Co-ops Africa

Upon receiving applications or expressions of interest:

Co-ops Africa conducts a preliminary review to verify that applicants meet the basic requirements stated in the trade posting, such as minimum capacity, documentation, cooperative affiliation, and timelines.

Any application that is incomplete, unverified, or non-compliant with platform rules or trade-specific criteria may be rejected at this stage with notice to the applicant.

Co-ops Africa also screens for red flags such as past non-performance, duplicity, or fraud.

b) Evaluation Criteria

Shortlisting is based on a merit-based evaluation which may include the following:

Capacity and capability to deliver the product or service at the required scale and timeline.

Past performance and ratings (if applicable).

Compliance with required licenses, certifications, or cooperative verification.

Pricing and value proposition, considering affordability, quality, and reliability.

Geographical location, where proximity to delivery points is relevant.

The evaluation process is designed to ensure transparency and equal opportunity for all eligible cooperators and co-ops.

c) Shortlisting and Communication

Once the evaluation is completed:

A shortlist of the most qualified suppliers or service providers is prepared and shared with the buyer.

Where aggregation is needed, selected cooperators are grouped accordingly and contacted for final confirmation.

All applicants will receive communication on the outcome of their submission, with feedback provided where practical.

Buyers retain final discretion to accept or reject shortlisted suppliers based on their internal procurement criteria. Co-ops Africa will facilitate communication and negotiation as needed until contract finalization.

 

 

5.1 Aggregation and Matching

Co-ops Africa plays a central role in aggregating supply and demand across its network of cooperators, co-operative societies, and buyers. This function ensures that trade opportunities—regardless of size—can be fulfilled efficiently by leveraging collective capacity and cooperative principles.

a) Aggregation of Supply

When an individual co-operator or co-operative society lacks sufficient volume or capacity to fulfill a trade order independently, Co-ops Africa steps in to aggregate multiple suppliers into a single, coordinated offering. This approach:

Enables small-scale producers and service providers to participate in large contracts.

Enhances bargaining power and pricing for suppliers.

Ensures buyers receive complete orders that meet volume and quality requirements.

Reduces delivery fragmentation by coordinating logistics and scheduling among grouped suppliers.

Each supplier in an aggregated contract remains responsible for their portion of the agreement but benefits from shared access to opportunity, resources, and formal trade structures.

b) Matching of Trade Partners

Co-ops Africa uses a structured matching process to link buyers with suitable suppliers or service providers. This involves:

Reviewing trade requirements submitted by buyers or Merchant Pro Users.

Identifying and filtering potential suppliers based on capacity, quality, certification, and past performance.

Facilitating a competitive yet cooperative environment where multiple qualified parties may be matched or combined to fulfill the opportunity.

Offering recommendations and alternatives where no direct match is immediately available, while maintaining communication with both sides.

The goal of the matching process is to ensure fit-for-purpose partnerships that deliver results while upholding the cooperative values of trust, transparency, and mutual benefit.

 

5.2 Documentation Preparation

As part of its role in facilitating seamless trade between cooperators, co-operative societies, merchants, and service providers, Co-ops Africa is responsible for the preparation and coordination of all trade documentation required to formalize and execute trade agreements. This ensures consistency, legal clarity, and protection of interests for all parties involved.

a) Drafting Standard and Custom Contracts

Once a trade match is confirmed, Co-ops Africa:

Prepares a customized trade contract based on the agreed terms, including delivery timelines, quantities, pricing, payment methods, quality expectations, dispute resolution, and any buyer- or supplier-specific conditions.

Utilizes standardized templates for common categories (e.g., agricultural commodities, minerals, services) to maintain legal and procedural consistency.

Ensures that all contracts comply with regional trade laws and international best practices, where applicable.

Each contract is reviewed jointly with the parties before signing to ensure clarity and mutual understanding.

b) Supporting Documentation

In addition to the main trade contract, Co-ops Africa prepares and compiles all necessary supporting documents, including:

Purchase Orders (POs)

Delivery Schedules and Manifests

Quality Assurance Checklists

Export/Import Permits (where required)

Tax and Compliance Declarations

Proof of Co-operative Membership or Registration

These documents are compiled into a comprehensive trade dossier for transparency, auditing, and record-keeping.

c) Integration with Service Providers

Where required, Co-ops Africa liaises with relevant third-party service providers—such as logistics, warehousing, inspection, insurance, and legal services—to gather and incorporate their documents into the contract pack. Fees for these services are transparently charged and detailed in the final contract documentation.

All parties receive digital copies of trade documents through their platform accounts, and Co-ops Africa maintains secure, centralized records for future reference and performance tracking.

 

5.3 Engagement of Service Providers

To ensure successful execution of trade agreements facilitated on the Co-ops Africa platform, Co-ops Africa may engage qualified third-party service providers to deliver essential services that support, secure, or validate various aspects of the trade. These providers are selected based on experience, relevance, compliance, and capacity to serve cooperators across the African continent and its diaspora.

a) Types of Service Providers

The platform may engage a range of specialized providers, including but not limited to:

Logistics and Transportation Companies for product movement across regions or countries.

Warehousing and Storage Providers to manage inventory during the delivery cycle.

Inspection and Quality Assurance Firms to verify compliance with agreed specifications and industry standards.

Legal and Regulatory Advisors to ensure trade contracts and transactions adhere to applicable laws.

Financial Service Providers (e.g., escrow services, payment gateways) to manage secure financial settlements.

Insurance Companies for coverage on goods in transit, warehoused commodities, and performance bonds where necessary.

These providers act in support of the buyer and supplier relationship and under the coordination of Co-ops Africa.

b) Cost of Services and Fees

All services arranged by Co-ops Africa are charged transparently to the relevant parties (buyer, supplier, or both), based on the nature of the services rendered. These fees are:

Quoted in advance before final contract execution.

Itemized within the trade agreement or accompanying invoices.

Charged separately from the standard 2.5% facilitation fee levied by Co-ops Africa.

Where possible, Co-ops Africa negotiates preferential rates with service providers to ensure affordable and cooperative-friendly terms.

c) Quality and Accountability

All engaged service providers are held to high standards of professionalism, efficiency, and accountability. Co-ops Africa monitors their performance, collects feedback from platform users, and may suspend or delist providers that fail to meet expected service levels or who breach contractual obligations.

By coordinating these services centrally, Co-ops Africa reduces administrative burdens on cooperators and improves the reliability and transparency of cross-border and intra-Africa cooperative trade.

 

5.4 Oversight of Trade Execution

Co-ops Africa plays an active and neutral role in overseeing the execution of trade agreements facilitated through the platform. This oversight ensures that all parties—buyers, suppliers, and service providers—fulfill their contractual obligations in a transparent, timely, and cooperative manner.

a) Monitoring of Milestones and Deliverables

Once a trade agreement is signed, Co-ops Africa:

Tracks all contractual milestones, including production schedules, delivery timelines, inspections, and payment events.

Monitors performance of both the buyer and the supplier against agreed standards and timeframes.

Coordinates communication between parties to reduce delays, misunderstandings, or administrative bottlenecks.

Logs progress updates and documentation within the platform for both accountability and record-keeping.

Each trade contract is assigned a Trade Coordinator from Co-ops Africa who ensures real-time visibility of execution and resolves minor issues before they escalate.

b) Issue Escalation and Problem Resolution

In the event of a potential delay, deviation, or failure to perform, Co-ops Africa:

Initiates early communication to understand the cause and propose adjustments where mutually acceptable.

Engages relevant service providers or advisors to mitigate operational risks.

Ensures both parties are aware of their rights and responsibilities under the contract.

Serious disputes may be referred to formal resolution mechanisms outlined in the contract, with Co-ops Africa providing support and evidence where necessary.

c) Documentation and Compliance

Throughout the execution phase, Co-ops Africa:

Collects and verifies all delivery notes, receipts, quality inspection reports, and payment confirmations.

Ensures compliance with applicable trade regulations, tax requirements, and cooperative policy frameworks.

Provides final completion reports and digital archives for auditing and future reference.

This structured oversight protects the interests of both cooperators and merchants, reduces risk, and strengthens trust in the cooperative trading ecosystem.

 

5.5 Final Contract Documentation

Co-ops Africa is responsible for preparing the final, legally binding contract documentation that governs every trade agreement concluded on the platform. These documents formalize the relationship between the buyer and supplier, define the responsibilities of each party, and clearly articulate the terms under which the trade will proceed.

a) Customization and Accuracy

Each final contract is tailored to the specific nature of the trade opportunity, reflecting:

Agreed pricing, quantities, and quality specifications.

Delivery timelines, milestones, and payment schedules.

Any service providers to be involved and their respective roles.

Applicable taxes, fees (including the Co-ops Africa facilitation fee), and cost-sharing arrangements.

Dispute resolution procedures and governing laws.

The platform uses standard templates as a baseline, but all contracts are customized based on inputs from both parties and the trade context.

b) Review and Approval

Before finalization:

A draft contract is shared with both parties for review.

Co-ops Africa facilitates any negotiations or amendments.

Once all terms are agreed upon, the contract is signed electronically (or manually where required) by all relevant parties, including Co-ops Africa as the facilitator.

All parties are required to provide supporting documentation, such as proof of cooperative membership, trade licenses, tax registration, or product certifications, before execution.

c) Contract Storage and Accessibility

Finalized contracts are securely stored within the Co-ops Africa platform. Registered users can:

Access their own contract records at any time.

View associated documents, such as delivery notes, inspection reports, and payment receipts.

This central documentation repository ensures transparency, traceability, and enforceability of all cooperative trade agreements.

 

5.6 Conflict Resolution and Mediation

Co-ops Africa is committed to ensuring fair and transparent conflict resolution in the event of disputes between parties involved in a trade facilitated through the platform. Recognizing the cooperative principles of mutual respect and consensus, Co-ops Africa provides structured mediation services aimed at resolving disagreements amicably and efficiently.

a) Early Resolution Mechanisms

Disputes may arise due to delays, quality issues, payment defaults, or miscommunication. To prevent escalation:

Co-ops Africa encourages parties to report concerns at the earliest stage through the platform’s dispute notification feature.

The platform assigns a neutral Dispute Mediator, who engages both parties to understand the nature of the problem.

Efforts are made to reach a mutually acceptable resolution through dialogue and compromise within defined timeframes.

This process is informal, non-binding, and designed to preserve long-term trading relationships among cooperators.

b) Mediation Services by Co-ops Africa

If the early resolution stage fails:

Co-ops Africa offers formal mediation services led by trained mediators, who will review the contract, correspondence, and submitted evidence.

A mediation session is scheduled, either virtually or in person, where both parties are heard in a balanced setting.

A mediation agreement may be drafted, signed, and enforced under the original contract terms.

Participation in mediation does not limit either party’s right to pursue formal legal or cooperative tribunal remedies later, should mediation fail.

c) Escalation to Arbitration or Legal Channels

Where mediation is unsuccessful:

The dispute may be escalated to arbitration or other legal forums agreed upon in the contract.

Co-ops Africa provides relevant records, documentation, and transaction logs to assist in the adjudication process.

Co-ops Africa’s role as a neutral facilitator is to promote fair outcomes and minimize the financial and relational costs of unresolved conflicts. By embedding cooperative values in the dispute resolution process, the platform aims to strengthen trust and accountability across all users.

 

6.1 Facilitation Fee Structure (2.5% Buyer + 2.5% Supplier)

Co-ops Africa operates as a trusted facilitator in cooperative trade by providing a secure digital marketplace, matchmaking services, documentation, verification, aggregation, and dispute resolution. To sustain these critical services and infrastructure, Co-ops Africa levies a standard facilitation fee of 5% of the total trade value, shared equally between the Buyer and the Supplier.

a) Fee Breakdown

2.5% of the contract value is charged to the Buyer as a facilitation fee. This is automatically calculated and included in the final contract invoice issued upon conclusion of trade.

2.5% of the contract value is charged to the Supplier as a facilitation fee, which is deducted from payments due or paid as a separate invoice depending on the payment structure.

This dual structure ensures fairness and shared responsibility between parties benefiting from the platform’s services.

b) When Fees Are Due

The facilitation fees are due upon execution of the final trade contract or at the point of payment depending on the terms of the deal.

In cases where partial payments are made (e.g., milestone-based contracts), the facilitation fee is apportioned accordingly.

c) Non-Refundable Nature

Facilitation fees are non-refundable once trade documentation has been finalized and trade activity initiated, even in the event of later cancellation by either party, unless such cancellation is due to fault on the part of Co-ops Africa.

This structured fee model helps ensure the sustainability of the platform and supports the operational costs of providing a secure and professional trade environment for the African cooperative community.

 

6.2 Payment Terms and Currency

To ensure smooth and transparent financial transactions, Co-ops Africa has established standardized payment terms and currency policies applicable to all trades facilitated through the platform.

a) Accepted Currencies

All trade transactions on Co-ops Africa are denominated in major global or regional currencies depending on the parties involved. The primary accepted currencies include:

United States Dollar (USD) – Default currency for international transactions.

South African Rand (ZAR) – Preferred for trades within the SADC region.

Local currencies may be used for domestic-only transactions, subject to mutual agreement between the parties and supported exchange infrastructure.

Currency exchange rates, where applicable, are based on prevailing market rates at the time of contract finalization.

b) Payment Schedules

Advance Payment: Some contracts may require an initial deposit or advance payment prior to execution of the service or delivery of goods.

Milestone Payments: For large or long-term contracts, payment may be structured in agreed milestones tied to deliverables.

Upon Delivery or Completion: In many cases, full payment is made once the agreed goods or services are delivered and verified.

All payment terms, including timing, invoicing, and methods, are clearly outlined in the final trade contract prepared by Co-ops Africa.

c) Payment Methods

Co-ops Africa supports various secure payment channels including:

Bank transfers (local and international)

Mobile money (for local currency trades)

Escrow services (for high-value or cross-border transactions)

Cooperative financial institutions (where available and approved)

All payments must be made through channels approved and monitored by Co-ops Africa to ensure traceability and protect all parties.

 

6.3 Refunds and Cancellations

Co-ops Africa is committed to maintaining trust and accountability in all cooperative trade transactions. However, given the administrative and operational costs incurred in facilitating trade, certain conditions apply to refunds and cancellations.

a) Refund Policy

Facilitation fees charged by Co-ops Africa (2.5% from Buyer and 2.5% from Supplier) are generally non-refundable once a trade contract has been finalized and any of the following has occurred:

Trade documentation has been prepared and shared.

Aggregation, screening, or matching services have been completed.

Service providers (e.g., inspectors, logistics providers, legal drafters) have been engaged.

Communication of award has been made to any party.

Refunds may be considered only under exceptional circumstances, such as:

Mutual cancellation before contract finalization.

Proven fault or negligence on the part of Co-ops Africa.

Force majeure events making trade execution legally or physically impossible, and upon agreement of both parties.

Any request for a refund must be submitted in writing and will be reviewed by Co-ops Africa’s Compliance Team. Approved refunds will be processed within 30 business days.

b) Cancellation by Buyer or Supplier

If a Buyer or Supplier cancels after award or during execution without valid cause:

They may forfeit any fees paid.

They may be subject to additional penalties including temporary suspension or a ban from the platform.

Disputes arising from such cancellations will be reviewed under Co-ops Africa's mediation process.

c) Cancellation by Co-ops Africa

Co-ops Africa reserves the right to cancel a trade opportunity or suspend its facilitation under the following circumstances:

Discovery of fraudulent or misleading information.

Non-compliance with platform rules or legal obligations.

Inability to verify parties or fulfill due diligence requirements.

In such cases, Co-ops Africa will determine whether a refund or partial refund is due based on the stage of the process and costs already incurred.

 

6.4 Additional Charges (e.g. Documentation, Service Providers)

In addition to the standard 2.5% facilitation fee charged to both Buyers and Suppliers, Co-ops Africa may apply additional charges to cover specific services required to structure and execute a trade. These charges are disclosed upfront and are agreed to before the commencement of any service.

a) Documentation Fees

Co-ops Africa prepares tailored legal and commercial documents for each trade opportunity. These include but are not limited to:

Memorandums of Understanding (MoUs)

Supply and Purchase Agreements

Joint Venture or Aggregation Contracts

Regulatory Compliance Forms

A documentation fee may be charged depending on the complexity of the deal, size of the contract, and jurisdictional requirements. This fee is typically fixed or based on a percentage of the contract value and will be outlined in the pre-contract briefing.

b) Service Provider Charges

Where necessary, Co-ops Africa engages external or in-network service providers to ensure trade readiness and execution. These may include:

Logistics and freight agents

Product inspectors and assessors

Legal advisors

Insurance providers

Financial institutions or cooperative banks

Certification and verification bodies

The costs for such services are passed on to the relevant party (Buyer or Supplier) and are billed separately from the facilitation fee. Where possible, Co-ops Africa negotiates bulk or group rates and communicates expected charges in advance.

c) Fee Transparency and Consent

All additional charges will be communicated clearly and agreed in writing before the service is rendered. Parties are under no obligation to accept any service or charge without prior approval. However, in cases where the service is essential to the trade (e.g. inspection or compliance certification), opting out may disqualify the trade.

 

6.5 Annual Merchant Pro Subscription Fees

To enhance participation and streamline access to trading opportunities, Co-ops Africa offers a Merchant Pro Subscription for buyers, cooperators, or merchant organizations that regularly seek suppliers through the platform.

a) Purpose of Merchant Pro Subscription

The Merchant Pro Subscription allows users to:

Post contract opportunities directly on the platform without waiting for Co-ops Africa to initiate or approve the listing.

Receive applications from cooperatives, suppliers, and service providers in real time.

Access priority support and trade facilitation services, including faster aggregation and screening processes.

Track and manage multiple trade offers simultaneously through an enhanced user dashboard.

b) Subscription Fee Structure

The annual subscription fee for becoming a Merchant Pro User is:

USD $300.00 per year (or equivalent in local currency based on prevailing exchange rates).

This fee is non-refundable once the subscription has been activated and services accessed.

The subscription runs for 12 months from the date of activation and is renewable annually. Reminders for renewal will be sent at least 30 days before expiry.

c) Inclusion of Facilitation Fees

It is important to note that the Merchant Pro subscription fee does not replace or waive the standard 2.5% trade facilitation fee charged per transaction. The facilitation fee remains applicable for each trade completed through the platform, even for Merchant Pro users.

 

 

 

7. Supply Contract Terms and Obligations:

7.1 Supplier Eligibility and Responsibility

To ensure reliability and uphold trade integrity on the Co-ops Africa platform, only qualified and compliant suppliers are eligible to participate in trade contracts facilitated by the platform.

a) Supplier Eligibility Criteria

Suppliers must meet the following conditions to qualify for trade:

Be an active member of a recognized Co-operative Society, or a registered Co-operative Society itself.

Have completed full registration and verification on the Co-ops Africa platform.

Demonstrate the capacity to supply the specified product or service in the quantity, quality, and timeframe required.

Possess the necessary legal documents, permits, and certifications relevant to their industry (e.g., mining permits, export licenses, product standards).

In cases where a prospective supplier is an individual cooperator, Co-ops Africa may allocate them to a suitable co-op to meet eligibility requirements through aggregation or sponsorship.

b) Supplier Responsibilities

Each supplier participating in a trade through Co-ops Africa shall:

Accurately disclose all relevant information regarding their product or service, including origin, specifications, availability, and pricing.

Deliver the product or service in accordance with the agreed contract terms, including quantity, quality, timeline, and compliance with standards.

Cooperate with inspectors or service providers engaged by Co-ops Africa for verification, documentation, or logistics.

Respond to communication and documentation requests in a timely manner.

Maintain honest and ethical business practices, including zero tolerance for counterfeit, misrepresentation, or corruption.

Non-compliance with these responsibilities may result in removal from the platform, forfeiture of deposits, or legal action.

 

7.2 Buyer Eligibility and Responsibility

To maintain a trustworthy and transparent marketplace, all buyers on the Co-ops Africa platform must meet defined eligibility requirements and uphold specific responsibilities throughout the trade process.

a) Buyer Eligibility Criteria

Buyers must:

Be a registered user of the Co-ops Africa platform, verified either as an individual cooperator, a Merchant, or an entity (e.g., cooperative society, company, institution).

Comply with any sector-specific legal requirements, including licensing or regulatory approvals necessary for purchasing and importing the listed product or service.

Provide evidence of financial capacity or secured funding to fulfill their trade obligations.

Where applicable, subscribe as a Merchant Pro User to post trade opportunities directly.

Buyers operating on behalf of a group, cooperative, government, or corporation must be authorized to transact and must upload supporting documentation during the application or contracting phase.

b) Buyer Responsibilities

All buyers must:

Clearly describe the nature of the opportunity when posting trade offers, including specifications, timelines, quantities, and delivery expectations.

Conduct due diligence where necessary and cooperate with Co-ops Africa and service providers during the screening and contracting process.

Fulfill all payment obligations in accordance with the agreed contract terms, including payment of facilitation fees and any other associated charges.

Use the platform in good faith, avoiding misrepresentation, bait-and-switch tactics, or attempts to circumvent agreed fees and processes.

Commit to timely communication, approvals, and execution of documents required for trade completion.

Failure to uphold these responsibilities may result in suspension from the platform and legal or financial penalties as defined in the final contract.

 

7.3 Product and Service Specifications

To ensure transparency, fairness, and trust in trade transactions facilitated by Co-ops Africa, all products and services traded on the platform must meet clearly defined specifications and standards agreed upon by both parties.

a) Product Specifications

For all product-based contracts—including commodities, minerals, agricultural produce, manufactured goods, and raw materials—the following details must be explicitly stated in the trade offer or final contract:

Product type and classification (e.g., Nickel ore, Grade A maize, refined shea butter)

Quantity (in appropriate units such as metric tons, kilograms, liters, or pieces)

Quality or grade standards (e.g., purity level, moisture content, ISO or regional standards)

Packaging and labeling requirements

Point of origin and traceability information where required

Inspection and certification needs, including whether third-party testing or quality assurance is required

Failure to meet these specifications without prior written agreement may lead to cancellation of the contract, forfeiture of payment or deposits, or the initiation of dispute resolution processes.

b) Service Specifications

For services—including logistics, training, consulting, construction, or other professional services—the following specifications must be provided and adhered to:

Nature and scope of the service

Timeline and milestones

Required qualifications, licenses, or experience

Output expectations (e.g., reports, deliverables, outcomes)

Performance standards as agreed during negotiation

The supplier of services must ensure that delivery meets the agreed specifications and must cooperate with any monitoring, evaluation, or audit processes carried out by the buyer or Co-ops Africa.

 

7.4 Quality Assurance and Inspection

To protect the integrity of trade facilitated through Co-ops Africa and ensure that both buyers and suppliers fulfill their obligations, all trades are subject to quality assurance and inspection protocols as outlined in each contract.

a) Pre-Delivery Quality Assurance

Before the delivery of goods or services:

Suppliers may be required to submit samples, certificates of analysis, or product test results for verification.

Co-ops Africa or a designated third-party inspection agency may conduct site visits, audits, or remote quality assessments depending on the nature of the product or service.

For agricultural and mineral products, grading and certification by recognized bodies may be mandatory.

In the case of services, project plans, deliverable outlines, or staff credentials may be reviewed prior to contract confirmation.

b) Inspection at Point of Delivery

At the point of delivery or execution:

Buyers have the right to inspect goods or services upon receipt and to raise objections within a defined window (typically 3–5 working days) if specifications are not met.

In the event of non-conformance, buyers may request a remedy, replacement, or cancellation, subject to the contract’s dispute resolution provisions.

Co-ops Africa may require photographic, documentary, or third-party evidence to support claims of non-compliance or to approve release of payment.

c) Ongoing Monitoring

For contracts involving phased delivery or long-term service provision:

Periodic inspections, milestone reviews, or independent evaluations may be scheduled and enforced by Co-ops Africa or its designated agents.

Suppliers are required to cooperate fully with these quality assurance processes as a condition of continued participation on the platform.

Failure to meet agreed quality standards may lead to contract termination, withholding of funds, penalties, or suspension from the Co-ops Africa platform.

 

7.5 Delivery and Performance Terms

Timely and accurate delivery of goods and services is essential to the credibility and sustainability of trade conducted through the Co-ops Africa platform. This section outlines the obligations of both suppliers and buyers concerning delivery timelines, performance milestones, and related logistics.

a) Delivery Timelines

All contracts must specify:

The agreed delivery date(s) or timeframe for phased deliveries.

The location for delivery, including any special handling or customs procedures.

Whether delivery is the responsibility of the supplier (Delivered Duty Paid - DDP) or another incoterm applies.

Suppliers must adhere strictly to these terms. Delays must be communicated in writing as early as possible, and may result in penalties, renegotiation, or cancellation, depending on severity and cause.

b) Performance of Services

For service-based contracts:

The timeline for commencement, progress milestones, and completion must be clearly stated.

The supplier must provide periodic updates, status reports, or presentations as agreed.

Buyers must cooperate by making available any required information, personnel, or facilities to enable timely delivery.

Failure by either party to meet obligations without just cause may trigger a default clause, financial penalty, or dispute resolution intervention.

c) Transfer of Risk and Title

Unless otherwise agreed:

Risk of loss or damage to goods passes to the buyer upon receipt or upon signing of delivery documentation.

Title to goods transfers upon confirmation of delivery and full payment.

d) Proof of Delivery and Acceptance

Delivery must be evidenced by:

Signed delivery notes, shipping documents, or system confirmations via the platform.

For services, delivery may be evidenced by signed-off reports, completion certificates, or digital acceptance.

Buyers must confirm receipt and acceptance within the agreed timeframe or raise any concerns formally within the contract-specified dispute window

 

7.6 Warranties and Returns

To ensure confidence in trade on the Co-ops Africa platform, all suppliers are expected to provide warranties for their goods or services and to honor fair and timely return processes where applicable. These provisions safeguard buyers while upholding the integrity of supply commitments.

a) Warranties

Suppliers must provide clear warranties as part of their contractual obligations, including but not limited to:

Product authenticity and source: Goods must be genuine, accurately described, and meet the standards outlined in the trade agreement.

Conformance to specifications: The goods or services supplied must match the quality, quantity, functionality, and performance criteria specified in the contract.

Warranty period: Where applicable, suppliers must state a warranty duration during which defects or failures due to manufacturing or performance issues will be repaired, replaced, or refunded at no cost to the buyer.

Service guarantee: For service-based contracts, the supplier must ensure the quality and timeliness of service delivery. If services do not meet agreed standards, corrective action must be taken at no additional cost.

b) Returns and Replacements

Buyers are entitled to return goods or reject services that:

Do not meet the contractual or specification standards.

Are delivered damaged, incomplete, or otherwise defective.

Are found to be misrepresented in origin, quantity, or quality.

Returns must be initiated within the timeframe outlined in the final contract (typically 3–7 business days from receipt), and buyers must provide supporting documentation (photos, delivery notes, inspection reports).

Once a return is initiated and accepted:

The supplier must arrange for replacement, repair, or refund within a defined time.

In cases where returns involve transport or logistics, cost responsibility will be clarified based on the incoterm used in the contract or as agreed between the parties.

Failure to honor warranty and return obligations may result in contract termination, financial penalties, or suspension from the Co-ops Africa platform.

 

7.7 Dispute Resolution

Disputes between trading parties on the Co-ops Africa platform are to be resolved in a manner that preserves trust, encourages fair outcomes, and minimizes disruption to business relationships. Co-ops Africa acts as a neutral facilitator in the resolution process and provides mechanisms for mediation and, if necessary, arbitration.

a) Initial Resolution

In the event of a dispute between a supplier and a buyer:

The parties must first attempt to resolve the matter amicably through direct communication using the platform’s messaging system or formal correspondence.

A period of up to 7 business days is provided for initial resolution between the parties.

b) Mediation by Co-ops Africa

If the parties are unable to resolve the issue independently:

Either party may request mediation from Co-ops Africa by submitting a formal dispute notification through the platform.

Co-ops Africa will assign a mediator within 3 business days to review documentation, engage both parties, and propose a fair resolution within 10 business days.

The mediator’s recommendation is non-binding unless accepted in writing by both parties.

c) Arbitration

If mediation fails:

The matter may be escalated to binding arbitration under the rules of an agreed arbitration body or commercial arbitration center in the jurisdiction designated in the final trade contract.

Arbitration costs will be shared equally by both parties unless otherwise decided by the arbitrator.

The arbitrator’s decision is final and enforceable in accordance with applicable laws.

d) Jurisdiction and Applicable Law

Unless otherwise stated in the final contract:

All disputes will be governed by the laws of the country where the buyer is legally registered, or another neutral jurisdiction as agreed.

Dispute processes must align with international best practices for commercial trade and cooperative governance.

 

8. Contract Types and Categories:

**8.1 Agricultural Commodities

Agricultural commodities form a major category of trade on the Co-ops Africa platform, supporting transactions between cooperatives, farmers, processors, and merchants both within Africa and the diaspora. Contracts in this category are designed to facilitate structured trade, aggregation, value addition, and market access for smallholder farmers and agricultural co-operatives.

a) Types of Agricultural Commodities Covered

This category includes, but is not limited to:

Grains (e.g. maize, sorghum, millet, rice)

Legumes (e.g. beans, groundnuts, cowpeas)

Oilseeds (e.g. sunflower, soybeans, sesame)

Fresh produce (e.g. fruits, vegetables)

Livestock and animal products (e.g. eggs, meat, dairy)

Cash crops (e.g. cotton, tobacco, coffee, tea)

Processed and semi-processed goods (e.g. flour, oil, meal)

b) Contract Terms

Agricultural commodity contracts will specify:

Quantity and delivery schedule (monthly, seasonal, or one-time supply)

Grading and quality standards as per national or regional benchmarks (e.g. SADC, EAC, ECOWAS)

Packaging and handling requirements

Storage and warehousing obligations where applicable

Inspection and quality assurance processes (may include third-party verification)

c) Role of Co-ops Africa

Co-ops Africa facilitates the aggregation of supply from multiple cooperatives, ensuring volume requirements for buyers are met. It also provides:

Documentation and contracting support

Matchmaking between buyers and producers

Price discovery tools and negotiation assistance

Oversight of contract execution and logistics coordination

d) Risk Management

Contracts may include options for:

Commodity insurance coverage

Forward pricing or minimum price guarantees

Integration with warehouse receipt systems where available

These measures help protect both buyers and sellers from market and production-related risks.

 

8.2 Minerals and Natural Resources

The Co-ops Africa platform enables structured trade in minerals and natural resources, particularly ores and raw materials extracted by mining co-operative societies across Africa. These contracts support formalization of artisanal and small-scale mining (ASM) operations, compliance with responsible sourcing standards, and access to regional and international markets.

a) Types of Minerals and Resources Covered

This category includes, but is not limited to:

Base metals (e.g. nickel, copper, cobalt, manganese, zinc)

Precious metals (e.g. gold, silver, platinum)

Industrial minerals (e.g. lithium, graphite, bauxite, fluorite, phosphate)

Construction materials (e.g. limestone, granite, clay)

Energy minerals (e.g. coal, uranium)

Contracts typically cover raw ore, concentrates, or semi-processed outputs.

b) Contract Terms

Mineral contracts specify:

Grade and composition (verified by certified laboratories)

Monthly or batch supply quantities

Delivery point (mine site, collection hub, or designated warehouse)

Logistics responsibility (FOB, CIF, EXW terms)

Payment terms, including advance payment, milestone payments, or upon delivery

Compliance requirements, including proof of origin, licensing, and environmental responsibility

c) Aggregation and Trade Facilitation

Co-ops Africa supports:

Aggregation of supply from multiple mining co-operatives to meet bulk contracts

Selection and verification of mining societies and cooperators

Preparation of export documentation in collaboration with regulatory bodies

Engagement of buyers, including refineries, traders, and industrial users

d) Responsible Sourcing and Regulation

All mineral trade on the platform complies with:

National mining laws and export controls

Due diligence frameworks such as OECD Guidance for Responsible Mineral Supply Chains

Co-op declarations on environmental and labor standards

Traceability systems, where applicable

 

 

8.3 Industrial and Manufactured Goods

The Co-ops Africa platform facilitates trade in industrial and manufactured goods produced by co-operative societies, SMEs, and partner manufacturers across Africa and the diaspora. This category includes finished and semi-finished goods that support industrial development, domestic production, and regional value chains.

a) Types of Goods Covered

This category includes, but is not limited to:

Textiles and garments (e.g. uniforms, fashion items, protective gear)

Building and construction materials (e.g. bricks, roofing sheets, tiles, cement)

Machinery and equipment (e.g. agro-processing units, solar kits, hand tools)

Household and consumer products (e.g. soaps, detergents, furniture, appliances)

Packaging and industrial supplies (e.g. containers, labels, paper, plastic)

Co-op branded products produced under collective labels

b) Contract Terms

Contracts in this category detail:

Specifications and technical standards for products

Minimum order quantities and delivery schedules

Quality control procedures, warranties, and after-sales service

Custom branding or packaging options (e.g. for co-branded exports)

Logistics and shipping arrangements

Pricing structure, including any applicable duties or taxes

c) Role of Co-ops Africa

Co-ops Africa facilitates:

Verification of manufacturer capacity

Aggregation of orders for bulk or institutional buyers

Access to certification for regional or international trade

Trade matchmaking between producers and merchants or retailers

Contract documentation and coordination of supply

d) Standards and Compliance

All goods traded must comply with:

Local and regional regulatory standards (e.g. ZABS, KEBS, SON, SABS)

Cooperative society or SME licensing requirements

Where applicable, certification for exports, such as CE Mark or ISO standards

 

 

8.4 Services and Consulting

The Co-ops Africa platform enables co-operative societies, cooperators, and professionals to offer a wide range of services and consulting solutions to fellow cooperatives, businesses, institutions, and development partners. These contracts support knowledge exchange, skills utilization, and service-based economic participation within and beyond the African Cooperative Movement.

a) Types of Services Covered

Service and consulting contracts may include, but are not limited to:

Professional consulting (e.g. financial advisory, legal services, cooperative development)

Technical services (e.g. IT support, engineering, agronomy, mining support)

Creative services (e.g. media production, marketing, design, publishing)

Education and training (e.g. facilitation, curriculum development, vocational instruction)

Administrative support (e.g. bookkeeping, procurement, research)

Field services (e.g. installation, maintenance, logistics)

b) Contract Terms

Service contracts specify:

Scope of work and deliverables

Duration or term of engagement (e.g. one-time, retainer, project-based)

Payment terms (e.g. hourly, milestone-based, fixed fee)

Confidentiality, intellectual property rights, and non-disclosure

Performance benchmarks and service level agreements (SLAs)

Liability, dispute resolution, and termination clauses

c) Verification and Matching

Co-ops Africa facilitates:

Verification of credentials, licenses, and work experience

Matching service providers with buyers based on skillsets and availability

Engagement of multiple cooperators or societies for larger consulting assignments

Provision of templates and support in developing scopes of work and contracts

d) Quality and Compliance

All service providers are expected to:

Adhere to professional ethics, local licensing laws, and contractual obligations

Deliver timely and quality outcomes in accordance with agreed terms

Participate in post-service evaluations by buyers

Register their cooperative or individual professional profile with full disclosure

 

 

8.5 Labour and Job Contracts

Co-ops Africa supports the facilitation of labour and job-based contracts, allowing cooperatives, SMEs, institutions, and individuals to engage workers or skilled personnel from within the cooperative movement. These contracts provide opportunities for income generation, job placement, and inclusive employment across various sectors in Africa and the diaspora.

a) Types of Labour and Jobs Covered

This category includes:

Skilled labour (e.g. carpenters, welders, electricians, machine operators)

Unskilled/general labour (e.g. loaders, cleaners, casual farmhands)

Temporary or seasonal jobs (e.g. harvesting crews, construction teams)

Permanent job placements (e.g. office staff, cooperative administrators)

Project-based assignments (e.g. enumerators, event support, drivers)

Community service or cooperative work programs

b) Contract Terms

Labour contracts facilitated through the platform will define:

Role and job description

Duration of engagement (e.g. daily, weekly, fixed term)

Compensation structure (e.g. hourly, daily, or task-based pay)

Working conditions and hours

Health and safety obligations

Termination and grievance procedures

c) Worker Registration and Allocation

Co-ops Africa ensures that:

Labour providers are registered individually or through their cooperative

Workers can be allocated to relevant co-ops or teams based on demand

Verification of skills and references is conducted when necessary

Labour pools may be aggregated to meet bulk demand or tender requirements

d) Compliance and Oversight

All job engagements must adhere to:

Local labour laws and fair employment practices

Minimum wage requirements and health regulations

Worker rights, including access to contracts, safety gear, and clear terms

Monitoring of performance and reporting mechanisms

 

 

8.6 Custom Contracts (Large Aggregated Orders)

Co-ops Africa enables the creation and facilitation of custom contracts that arise from large aggregated orders. These contracts are designed to pool together products, services, or resources from multiple cooperators, co-operative societies, or service providers in order to fulfill substantial buyer requirements that exceed the capacity of a single entity. Custom contracts are ideal for high-value transactions, public procurement, bulk export deals, and large institutional or corporate supply demands.

a) Aggregation Model

Through the platform’s aggregation model:

Individual suppliers and cooperatives submit expressions of interest or capacities

Co-ops Africa bundles and structures a unified response to the buyer’s opportunity

Participants agree to shared terms of performance, timelines, and quality

A lead co-op or coordinating entity may be appointed to oversee execution

b) Contract Features

Custom contracts typically include:

Collective supply volumes sourced from multiple providers

Tiered pricing structures or volume discounts

Centralized logistics or delivery arrangements

Unified standards and quality controls

Revenue-sharing and performance-tracking mechanisms

Provisions for subcontracting, backup suppliers, and fallback arrangements

c) Responsibilities of Participants

All contributors to a custom contract must:

Commit to agreed quantities and delivery schedules

Participate in joint coordination meetings or briefings

Accept penalties or redistribution of profits based on performance

Allow platform oversight and documentation audits as required

d) Strategic Use Cases

Custom contracts are commonly used for:

Government and NGO procurement

Export contracts requiring large volumes

Construction or infrastructure projects

National and regional supply chain programs

Emergency or seasonal supply mobilizations

9.1 Payment Methods

All payments conducted on the Co-ops Africa platform must follow secure, traceable, and approved methods to protect the interests of both buyers and suppliers. The platform is designed to accommodate multiple forms of payment to ensure accessibility across diverse regions and user types, while maintaining compliance with financial regulations.

Accepted Payment Channels

Co-ops Africa supports the following methods for the settlement of trade transactions:

Bank Transfers – Local and international wire transfers into designated escrow or settlement accounts.

Mobile Money Payments – Mobile-based platforms such as M-Pesa, Ecocash, Orange Money, MTN Mobile Money, etc., as applicable by country.

Card Payments – Debit or credit card payments via secure gateways integrated with the platform.

Digital Wallets – Co-ops Africa may offer a secure internal wallet system to store, transfer, or hold trade funds.

Platform Tokens or Credits – Where implemented, trade credits or tokens issued by Co-ops Africa may be used for partial or full settlement, subject to conversion policies.

Currency Support

Payments may be made in:

USD (United States Dollars) as the primary base trade currency

ZAR (South African Rand) or other regional currencies where relevant

Local currency equivalents, converted at prevailing rates, where allowed

Currency selection will be clarified at the time of trade confirmation and will be clearly stated in the contract agreement. Conversion fees, if any, are borne by the party making the payment.

Security and Verification

To ensure the safety of all transactions:

All payments are subject to automated and manual verification.

Third-party payment processors used by Co-ops Africa comply with international standards such as PCI DSS.

Users must update and verify their banking or wallet details prior to initiating or receiving payments.

 

9.2 Escrow and Fund Release Conditions

To protect the interests of all trading parties and ensure transactional integrity, Co-ops Africa employs an escrow system for all eligible trades facilitated through the platform. This mechanism holds funds securely while contract obligations are being fulfilled and ensures that payments are only released when predefined terms and milestones have been met.

a) Purpose of Escrow

The escrow account serves to:

Guarantee payment to suppliers upon verified delivery and acceptance of goods or services.

Provide buyers with assurance that funds are securely held and only released upon satisfactory performance.

Offer a neutral and controlled financial environment in cases where disputes or delays occur.

b) How the Escrow Process Works

Payment into Escrow: Once a trade agreement is signed, the buyer deposits the full or agreed portion of payment into Co-ops Africa’s designated escrow account.

Verification of Delivery/Performance: After delivery or completion, the buyer confirms receipt and quality. Alternatively, Co-ops Africa or a third-party inspector may verify compliance.

Release of Funds: Upon verification, escrowed funds are released to the supplier’s nominated account or wallet.

Partial Release or Milestone Payments: For large or staged contracts, payments can be released in tranches linked to agreed milestones.

c) Conditions for Fund Release

Funds will only be released when:

Delivery has been confirmed as per the trade contract.

Quality and quantity inspections, where required, have been successfully completed.

All required documentation, such as invoices, delivery notes, or inspection reports, are uploaded and verified.

d) Exceptions and Delays

If disputes arise, funds will remain in escrow until the issue is resolved under Section 7.7 (Dispute Resolution).

Delays in delivery or non-performance may lead to a hold or reallocation of funds, subject to contractual clauses and platform mediation.

e) Fees and Escrow Maintenance

The cost of managing the escrow facility is included in the 2.5% facilitation fee unless otherwise stated. In complex or high-risk deals, additional escrow charges may apply and will be disclosed upfront.

 

9.3 Late Payments and Penalties

To ensure timely execution of all financial obligations, Co-ops Africa enforces clear rules regarding late payments and the associated penalties. These terms apply to all parties engaged in trade via the platform, including buyers responsible for deposit into escrow and suppliers obligated to fulfill performance-linked payments.

a) Buyer Delays in Payment

If a buyer fails to deposit funds into escrow or make direct payments within the timeframes stipulated in the trade agreement:

A grace period of 5 calendar days may apply, after which a late payment penalty of 2% per week (or part thereof) is charged on the unpaid amount.

Persistent delay beyond 14 days may result in:

Suspension of the buyer’s account.

Termination of the contract at the discretion of Co-ops Africa and/or the supplier.

Forfeiture of deposits (where applicable).

Loss of Merchant Pro privileges for Pro users.

b) Supplier Delays in Delivery-Linked Payments

Where suppliers are required to refund or pay penalties due to non-performance, quality failure, or other breaches:

A delay of more than 7 calendar days past the due date will attract a late payment fee of 2.5% per week.

Co-ops Africa may deduct these charges automatically from future payments or enforce them through legal or cooperative channels.

c) Notification and Escalation

Users will be notified automatically via email and in-platform alerts of any upcoming or overdue payments.

After repeated failure to settle penalties or outstanding balances, the defaulting party may be reported to cooperative unions or relevant financial authorities and may be barred from further participation on the platform.

d) Discretion and Waivers

In exceptional circumstances (e.g., force majeure, verified system failures), Co-ops Africa may, at its discretion, waive or restructure penalties upon written request and review.

 

9.4 Payment Protection Policy

Co-ops Africa is committed to creating a safe and trustworthy trading environment by offering a robust Payment Protection Policy for all transactions conducted through the platform. This policy is designed to protect both buyers and suppliers by ensuring that funds are only released when all parties meet their contractual obligations.

a) Escrow Protection

All payments for goods and services must be deposited into the platform’s designated escrow account before the commencement of delivery or performance, unless otherwise agreed in the final contract. This ensures:

Buyers do not lose funds without receiving what was promised.

Suppliers are assured that payment is secured before dispatch or service delivery.

Funds in escrow are only released once:

Delivery is confirmed by both parties.

All inspection and acceptance criteria outlined in the contract are satisfied.

Any disputes arising are resolved or mediated per Clause 7.7.

b) Fraud and Misrepresentation Safeguards

In cases where a party is found to have acted fraudulently or misrepresented goods/services:

The platform will freeze escrow funds immediately.

A thorough investigation will be conducted.

Funds may be refunded to the affected party based on the outcome, minus any applicable investigation or administrative fees.

c) Non-Performance and Default

If a supplier fails to deliver or a buyer defaults on confirming delivery without valid cause:

Co-ops Africa will hold funds in escrow and engage both parties for resolution.

In unresolved cases, the platform will act as an intermediary to refund or pay out funds based on contract terms and supporting evidence.

d) Exclusions

The Payment Protection Policy does not cover:

Off-platform payments or arrangements.

Transactions conducted in violation of these terms and conditions.

Force majeure events unless covered under specific contract clauses.

e) Platform Liability Limit

While Co-ops Africa facilitates secure transactions, it is not liable for financial losses arising from:

Deliberate fraud between users not preventable by platform systems.

Natural disasters or war affecting the performance of either party.

Delays in fund release due to incorrect or incomplete documentation provided by the users.

 

10. Risk, Liability, and Insurance

10.1 Platform Liability Disclaimer

Co-ops Africa provides a digital platform that facilitates trade and contract engagement between Cooperators, Co-operative Societies, Merchants, and Service Providers. While the platform endeavors to ensure due diligence in aggregating supply, screening offers, assisting in documentation, and overseeing execution, Co-ops Africa does not assume liability for the actual performance, conduct, or contractual compliance of users.

All users acknowledge that Co-ops Africa acts solely as a facilitator, and not as a principal, agent, guarantor, or insurer of any user, product, service, or transaction. Consequently:

The platform does not warrant that a transaction will proceed to completion or that either party will meet its obligations.

Co-ops Africa is not liable for any loss, damages (direct or indirect), missed opportunities, or disputes arising from any transaction, delay, non-performance, misrepresentation, or breach by any party involved in the trade.

Users transact at their own risk and are expected to exercise prudent business judgment, perform due diligence, and seek legal or financial counsel where necessary.

This liability disclaimer also applies to:

Platform downtime or service interruptions.

Errors or omissions in listings or contract content.

Misuse of the platform by registered users.

Loss or theft of login credentials or data caused by user negligence.

Where Co-ops Africa assists with documentation, match-making, aggregation, or oversight, such support is offered in good faith and does not constitute legal representation or contract guarantee.

By using the platform, all users agree to indemnify and hold harmless Co-ops Africa, its partners, affiliates, officers, and agents from any claim or liability arising out of their use of the platform or participation in a transaction facilitated through it.

 

10.2 Force Majeure

Co-ops Africa and all users of the platform (including Cooperators, Co-operative Societies, Merchants, and Service Providers) shall not be held liable for any failure or delay in the performance of their obligations under any contract facilitated through the platform if such failure or delay is caused by circumstances beyond their reasonable control—a Force Majeure event.

Force Majeure events include, but are not limited to:

Natural disasters (e.g., floods, earthquakes, storms, droughts)

Acts of war, terrorism, or civil unrest

Government actions, embargoes, or restrictions

Epidemics or pandemics

Power outages, telecommunications failure, or cyber-attacks

Strikes, lockouts, or other industrial disturbances

Delays in transportation or shortages of raw materials

In the event of a Force Majeure, the affected party must:

Notify the other party and Co-ops Africa in writing within a reasonable timeframe.

Provide evidence of the Force Majeure event and explain how it affects their ability to perform.

Take reasonable steps to mitigate the impact of the event.

If the Force Majeure event continues for more than 30 days, any party may request a review of the contract or propose its termination without penalties or liabilities, subject to mutual agreement and, where required, facilitation by Co-ops Africa.

 

10.3 Insurance Requirements for Trade (if applicable)

To ensure risk mitigation and enhance trust in trade transactions, Co-ops Africa may require insurance coverage for certain categories of trade facilitated on the platform. This applies especially to high-value contracts, goods in transit, perishable commodities, mining outputs, and bulk services, where the risk of loss, damage, or non-performance could materially impact any party involved.

a) When Insurance Is Required

Insurance coverage may be required under the following conditions:

The value of the contract exceeds a predefined threshold set by Co-ops Africa.

The nature of the goods or services involves logistical, quality, or safety risks.

The buyer or supplier explicitly requests insured performance.

A financial institution or third-party financier requires insured trade as a condition for funding.

b) Types of Acceptable Insurance

Depending on the nature of the transaction, Co-ops Africa may require or recommend:

Goods-in-transit insurance

Marine cargo insurance

Trade credit insurance

Performance bonds or guarantee insurance

Product liability or professional indemnity insurance (for services)

All policies must be underwritten by recognized and reputable insurers licensed to operate in the relevant jurisdictions.

c) Submission and Verification

Where insurance is required:

The supplier or buyer must submit proof of a valid policy before contract execution.

Co-ops Africa may facilitate the arrangement of insurance through affiliated providers or partnerships.

The insurance certificate must clearly reference the trade contract or shipment.

d) Disclaimer

While Co-ops Africa may support or require insurance, the responsibility for obtaining and maintaining valid coverage lies solely with the parties involved in the trade. Co-ops Africa does not act as an insurer or insurance broker and assumes no liability for claims, exclusions, or disputes arising from insurance policies. 10.4 Indemnification

All users of the Co-ops Africa platform—including but not limited to Cooperators, Co-operative Societies, Merchants, and Service Providers—agree to indemnify, defend, and hold harmless Co-ops Africa, its affiliates, directors, employees, agents, and partners from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

Any breach of these Terms and Conditions by the user;

Any violation of applicable laws, rules, or regulations by the user;

Any content, data, or material uploaded, posted, or transmitted through the platform by the user;

Any infringement or alleged infringement of intellectual property rights or proprietary rights of any third party;

Any contractual or trade disputes arising between users that are not caused by Co-ops Africa’s negligence or misconduct;

Any negligent, fraudulent, or willful misconduct by the user in the course of using the platform.

Users acknowledge that Co-ops Africa acts solely as a facilitator and aggregator of trade, and that the final contract obligations rest between the buyer and supplier. This indemnification obligation will survive the termination or expiration of the user's relationship with the platform and any contract facilitated through it.

 

11. Intellectual Property and Platform Content

11.1 Ownership of Content

All content, materials, and intellectual property displayed or made available on the Co-ops Africa platform—including but not limited to logos, designs, text, graphics, trade listings, software, documentation, and user interface elements—are the exclusive property of Co-ops Africa or its licensors and are protected by applicable copyright, trademark, and intellectual property laws in Africa and internationally.

Users are granted a limited, non-exclusive, non-transferable, and revocable license to access and use the platform and its content strictly for purposes consistent with the objectives of the platform as outlined in these Terms and Conditions. This license does not permit users to copy, reproduce, distribute, sell, publicly display, modify, or create derivative works from the platform's content without prior written consent from Co-ops Africa.

All rights not expressly granted to users are reserved by Co-ops Africa. Unauthorized use of the platform’s content may result in suspension of access, termination of membership, and possible legal action.

 

11.2 Use of Platform Branding and Materials

All trademarks, logos, service marks, trade names, and other branding elements used on the Co-ops Africa platform (collectively referred to as “Co-ops Africa Branding”) are the exclusive property of Co-ops Africa and may not be used by any party without prior written approval, except as expressly allowed under these Terms and Conditions.

Users—whether Cooperators, Co-operative Societies, Merchants, or Service Providers—may only use Co-ops Africa branding, promotional materials, or content for the sole purpose of promoting or engaging in approved platform-related activities. Any such use must be consistent with Co-ops Africa’s brand guidelines, must not misrepresent affiliation or endorsement, and must maintain the integrity and reputation of the platform.

Unauthorized use, alteration, or reproduction of Co-ops Africa’s branding or marketing materials for independent commercial gain, false representation, or off-platform use is strictly prohibited. Co-ops Africa reserves the right to take legal action and suspend or terminate user accounts in cases of misuse or infringement.

Requests to use branding for co-marketing, advertising, media releases, or other external communications must be submitted in writing and explicitly approved by Co-ops Africa in advance.

 

 

11.3 User-Generated Content Rights

Users of the Co-ops Africa platform may upload, submit, or share content such as trade offers, product descriptions, cooperative profiles, service listings, comments, documents, images, or other materials (“User-Generated Content”). By submitting such content, users affirm that they own or have obtained the necessary rights, licenses, and permissions to share the content legally on the platform.

By posting or submitting User-Generated Content to the platform, users grant Co-ops Africa a worldwide, non-exclusive, royalty-free, transferable license to use, reproduce, distribute, publish, publicly display, and create derivative works from the content solely for the purpose of operating, marketing, promoting, and improving the platform and its services.

Co-ops Africa does not claim ownership of User-Generated Content. However, Co-ops Africa reserves the right to review, moderate, or remove any content that is deemed inappropriate, misleading, unlawful, or in violation of these Terms and Conditions without prior notice.

Users are solely responsible for the content they provide and may be held liable for any legal claims, damages, or losses that result from the use or sharing of such content. Users agree not to upload content that infringes on third-party rights, promotes illegal activity, or contains false or misleading information.

 

12.1 Termination by User

Any registered user of the Co-ops Africa platform—including Cooperators, Co-operative Societies, Merchants, or Service Providers—may choose to terminate their account at any time by submitting a formal request through the platform or by contacting Co-ops Africa directly at the provided support contact.

Upon receipt of a termination request, Co-ops Africa will process the closure of the account within a reasonable timeframe, provided there are no ongoing trade engagements, pending financial obligations, or unresolved disputes linked to the account. In such cases, termination will only be effected after all commitments are fully concluded and any outstanding issues are resolved.

Users acknowledge that termination of their account will result in the permanent deletion of their profile, access credentials, and any associated trade history or preferences. However, Co-ops Africa reserves the right to retain records of transactions and communications as required by law or platform policy for auditing, regulatory, or dispute resolution purposes.

Users are encouraged to download any important content or documentation related to their account before submitting a termination request, as post-termination access to such content will not be possible.

 

 

12.2 Termination or Suspension by Co-ops Africa

Co-ops Africa reserves the right to suspend or terminate a user’s account or access to the platform at its sole discretion, with or without prior notice, under the following circumstances:

Violation of Terms: If a user is found to be in breach of these Terms and Conditions, including but not limited to engaging in fraudulent activities, misrepresentation, unauthorized use of content, or prohibited conduct on the platform.

Legal or Regulatory Requirements: If required by applicable law, regulation, or legal authority, or if continuing to allow the user access would expose the platform to legal liability.

Non-Performance or Disruption: If a user repeatedly fails to honor commitments, such as contract obligations, payments, or delivery terms, or disrupts the platform's operations or the experience of other users.

Security or Risk Concerns: If the user’s activity poses a security risk, financial risk, or reputational damage to Co-ops Africa, its users, or trade facilitators.

Upon termination or suspension, the user’s access to their account and any active trade participation will be restricted. Co-ops Africa may, at its discretion, complete or cancel outstanding transactions depending on the situation. Any facilitation fees or obligations accrued up to the date of termination remain payable.

Termination or suspension is not subject to appeal unless otherwise stated in a separate agreement. Users whose accounts have been terminated may not re-register without prior written consent from Co-ops Africa.

 

12.3 Suspension of Accounts

Co-ops Africa may suspend a user’s account temporarily, either as a precautionary measure or as part of an investigation into potential violations of the platform’s Terms and Conditions. Suspension may be applied to any type of user—Cooperator, Co-operative Society, Merchant, or Service Provider—at any time and without prior notice, particularly where urgent action is required to protect the integrity of the platform or ongoing trade.

Suspension may occur for reasons including but not limited to:

Suspected fraudulent, unethical, or unlawful activity.

Repeated late performance or failure to fulfill contract terms.

Disputes raised by other users that require resolution before further trade.

Incomplete or unverifiable registration or verification information.

Non-payment of facilitation fees, service provider charges, or subscription dues.

While suspended, users will not be able to access certain platform functions, including posting or applying for trade opportunities, initiating payments, or communicating with other users. Co-ops Africa will notify the user of the suspension, outlining the reason(s) and steps required for reinstatement.

Reinstatement of a suspended account is subject to the user’s resolution of the issues that led to the suspension and, where necessary, approval by Co-ops Africa’s compliance or support team. In cases where reinstatement is not achieved within a reasonable period, suspension may lead to permanent termination.

 

12.4 Effect of Termination on Trade Deals

Upon termination of a user’s account—whether initiated by the user or by Co-ops Africa—all active trade engagements involving that user will be subject to immediate review. Co-ops Africa reserves the right to either:

Suspend performance of all ongoing contracts pending investigation;

Reassign the trade responsibility to another eligible user or co-operative through re-aggregation; or

Cancel the affected contract(s) entirely if continuation is deemed unfeasible.

For suppliers, termination will result in forfeiture of any rights to pending payments for undelivered goods or services unless those obligations were met and verified before the termination. For buyers, any prepaid amounts held in escrow will be assessed and released based on the terms and conditions of the specific contract, minus any applicable facilitation, documentation, or penalty fees.

In all cases, Co-ops Africa will act as a neutral facilitator to resolve obligations, protect affected parties, and ensure fair outcomes. Any outstanding disputes or financial obligations will survive the termination and must be addressed in accordance with the platform’s dispute resolution and payment enforcement processes.

 

 

 

13. Amendments and Updates

13.1 Changes to Terms and Conditions

Co-ops Africa reserves the right to amend, revise, or update these Terms and Conditions at any time to reflect changes in legal requirements, business practices, user feedback, or improvements to the platform. All updates will be published prominently on the platform and will take effect immediately upon posting, unless a later effective date is specified.

Users will be notified of material changes through the platform’s internal messaging system, email, or any other suitable means of communication provided in their account profile. Continued use of the platform after such changes have been communicated and published will constitute acceptance of the revised Terms and Conditions.

Users are encouraged to review the Terms and Conditions periodically to stay informed of their rights and responsibilities. Failure to review or acknowledge updates does not exempt users from compliance. In cases where a user does not agree with the revised terms, they may choose to discontinue use of the platform and terminate their account in accordance with Section 12.

 

13.2 Notification Process

Co-ops Africa is committed to ensuring all users are kept informed of any material changes, updates, or important notices regarding the platform's Terms and Conditions, policies, or service operations. Notifications will be delivered using one or more of the following methods:

Email Notifications: Sent to the registered email address linked to the user’s account.

Platform Alerts: Visible prompts or banners upon login or within the user dashboard.

SMS Notifications (where applicable): For users who have verified mobile contact details and opted in for mobile alerts.

Website Announcement Page: A designated section of the platform where official updates and notices are archived.

It is the responsibility of each user to maintain up-to-date contact information within their account profile and to regularly check their registered email and the platform for updates. Co-ops Africa shall not be held liable for any losses or disputes arising from a user’s failure to read or respond to posted or sent notifications.

 

13.3 User Acceptance of Updates

By continuing to access or use the Co-ops Africa platform after updates or amendments to the Terms and Conditions have been published and communicated through the designated notification channels, users expressly acknowledge and agree to be bound by the revised terms. Such continued usage constitutes full legal acceptance of the updated Terms and Conditions, regardless of whether the user has read the changes in detail.

If a user does not agree with any amendments, they must immediately discontinue use of the platform and may terminate their account as outlined in Section 12. Failure to do so implies unconditional consent to the updated terms.

Users are advised to keep copies or regularly review the current version of the Terms and Conditions for their own reference. Co-ops Africa will maintain a version history or archive of major changes for transparency and ease of access.

 

 

14. Legal Framework and Jurisdiction

 

14.1 Governing Law

These Terms and Conditions, as well as all agreements, transactions, and disputes arising from the use of the Co-ops Africa platform, shall be governed by and interpreted in accordance with the laws of the Republic of South Africa. This includes, but is not limited to, regulations related to digital commerce, cooperative governance, and trade facilitation.

Where trade is facilitated across borders within the African continent or with members of the African diaspora, relevant regional treaties, cooperative frameworks, and international trade agreements to which South Africa is a party may also apply, where appropriate and applicable.

By using the platform, all parties consent to the application of South African law in the resolution of any legal matters arising from platform usage or contractual obligations facilitated by Co-ops Africa.

 

14.2 Dispute Resolution Mechanism

Co-ops Africa is committed to fostering fair, transparent, and cooperative trade relationships. In the event of a dispute arising between users—whether Cooperators, Co-operative Societies, Merchants, or Service Providers—the parties must first attempt to resolve the issue amicably through direct communication facilitated by Co-ops Africa.

If a resolution cannot be reached informally within 14 business days, the dispute shall be escalated to mediation, coordinated by Co-ops Africa or an appointed independent mediator. The costs of mediation will be shared equally by the parties, unless otherwise agreed.

Should mediation fail, the dispute may be referred to binding arbitration in accordance with the rules of the Arbitration Foundation of Southern Africa (AFSA), or another recognized arbitration body agreed upon by the parties. The arbitration shall take place in Johannesburg, South Africa, and proceedings shall be conducted in English.

Participation in the platform constitutes agreement to this dispute resolution mechanism, and parties waive the right to pursue claims through civil court unless arbitration has been exhausted or is deemed unenforceable by law.

 

14.3 Jurisdiction and Venue

All legal proceedings arising out of or in connection with the use of the Co-ops Africa platform, including but not limited to trade contracts, facilitation services, or user disputes, shall fall under the exclusive jurisdiction of the courts of the Republic of South Africa.

Unless otherwise agreed in writing by the parties involved, the primary venue for arbitration, mediation, or court proceedings shall be Johannesburg, South Africa. This applies irrespective of the geographic location of any of the parties involved, including Cooperators, Co-operative Societies, Merchants, or Service Providers operating from other African countries or the diaspora.

By using the Co-ops Africa platform, users explicitly consent to the jurisdiction of South African courts and to Johannesburg as the designated legal venue for the resolution of all disputes, claims, or proceedings under these Terms and Conditions.