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Vendor Intake Form

Vendor Intake Form Template for Austria

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Key Requirements PROMPT example:

Vendor Intake Form

"I need a comprehensive Vendor Intake Form that complies with Austrian data protection laws for my IT consulting company, with special emphasis on cybersecurity certifications and data processing agreements, to be implemented by March 2025."

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Document background
The Vendor Intake Form serves as a crucial document for organizations operating in Austria to establish and maintain compliant vendor relationships. This form is specifically designed to collect comprehensive information about potential vendors while adhering to Austrian commercial law, EU regulations, and industry best practices. The document is typically used during the initial vendor onboarding process or during periodic vendor information updates. The Vendor Intake Form includes sections for gathering essential business information, regulatory compliance details, financial data, and other relevant documentation required under Austrian law. It ensures that organizations maintain proper due diligence records and comply with various regulatory requirements, including the Austrian Data Protection Act (DSG), anti-money laundering regulations, and tax laws.
Suggested Sections

1. Company Information: Basic vendor details including legal company name, registration number, VAT ID, legal form, and business address

2. Contact Details: Primary contact information, including authorized representatives, business contacts, and emergency contacts

3. Banking Information: Bank account details, payment terms, and financial contact information

4. Tax and Regulatory Compliance: Tax residence information, certifications, and regulatory compliance declarations

5. Business Profile: Nature of business, products/services offered, and relevant certifications or licenses

6. Data Protection Information: GDPR compliance information and data processing details

7. Certifications and Quality Standards: List of current certifications, quality management systems, and industry standards compliance

8. Declaration and Signature: Confirmation of information accuracy and authorized signature section

Optional Sections

1. International Trade Information: For vendors involved in international trade: customs numbers, Incoterms preferences, and import/export licenses

2. Environmental Compliance: For vendors in industries with environmental impact: environmental certifications and compliance declarations

3. Insurance Information: For vendors providing high-risk services or products: details of insurance coverage and policies

4. Supplier Diversity Information: For jurisdictions with supplier diversity programs: minority ownership status and related certifications

5. Health and Safety Compliance: For vendors working on-site or in regulated industries: health and safety certifications and procedures

Suggested Schedules

1. Schedule A - Required Documents Checklist: List of mandatory documents to be submitted with the form (trade license, tax certificates, etc.)

2. Schedule B - Product/Service Categories: Detailed classification of products or services offered by the vendor

3. Schedule C - Compliance Declarations: Standard compliance declarations and certifications to be signed

4. Appendix 1 - Data Processing Agreement: For vendors who will process personal data: standard DPA as per GDPR requirements

5. Appendix 2 - Code of Conduct: Company's supplier code of conduct to be acknowledged and signed

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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alex.den.21@genieai.co
Relevant legal definitions
Vendor
Company
Services
Products
Confidential Information
Personal Data
Data Processing
Business Day
Force Majeure
Purchase Order
Authorized Representative
Intellectual Property Rights
Trade License
Commercial Register
VAT Registration Number
GDPR
DSG
Quality Management System
Compliance Documentation
Professional Liability Insurance
Payment Terms
Delivery Terms
Framework Agreement
Group Company
Affiliated Entity
Business Hours
Contract Year
Data Protection Officer
Trade Secrets
Quality Standards
Material Change
Business Register Extract
Company Identification Number
Declaration of Conformity
Regulatory Approvals
Relevant Industries

Manufacturing

Information Technology

Professional Services

Construction

Retail

Wholesale

Healthcare

Financial Services

Transportation and Logistics

Energy and Utilities

Telecommunications

Food and Beverage

Real Estate

Consulting Services

Relevant Teams

Procurement

Finance

Legal

Compliance

Supply Chain

Accounts Payable

Risk Management

Vendor Management

Operations

Internal Audit

Relevant Roles

Procurement Manager

Vendor Management Specialist

Supply Chain Director

Compliance Officer

Legal Counsel

Finance Manager

Accounts Payable Manager

Risk Management Officer

Data Protection Officer

Operations Manager

Category Manager

Sourcing Specialist

Contract Administrator

Chief Financial Officer

Supply Chain Analyst

Industries
Austrian Data Protection Act (DSG): Implements GDPR requirements in Austrian law, governing how vendor data must be collected, processed, and stored
Austrian Civil Code (ABGB): Provides the fundamental legal framework for contracts and business relationships in Austria
Austrian Commercial Code (UGB): Regulates commercial transactions and business relationships between companies
Financial Markets Anti-Money Laundering Act (FM-GwG): Establishes requirements for business partner verification and due diligence procedures
Austrian Federal Fiscal Code (BAO): Sets requirements for business documentation and record-keeping for tax purposes
E-Commerce Act (ECG): Governs electronic business transactions and digital documentation requirements
Austrian Trade Act (GewO): Regulates business licenses and professional qualifications that may need to be verified in the vendor intake process
Value Added Tax Act (UStG): Specifies VAT-related information that needs to be collected from vendors
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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