# Terms & conditions Creating a comprehensive Terms & Conditions (T\&Cs) document for your loyalty program helps set clear expectations and protects both your organisation and your customers. Below is a detailed outline of key sections to include in your T\&Cs, ensuring they are robust and aligned with industry standards. *** ## Key terms to consider {% stepper %} {% step %} ### Definitions & eligibility * **Definitions:** Clearly define terms used throughout the document, such as “Loyalty Points,” “Rewards,” “Program,” and “Member.” * **Eligibility:** Outline who is eligible to join, ensuring participants meet legal age requirements and any program-specific criteria (e.g., residency, account registration). * **Geographical restrictions:** Specify any regional or country-specific restrictions for earning or redeeming rewards. {% endstep %} {% step %} ### Membership rules & usage * **Personal use only:** State that the loyalty program is intended for personal, non-commercial use and is not transferable. * **Membership termination:** Allow members to terminate their participation at any time, explaining that all unused points or rewards will be forfeited upon termination. * **Inactive accounts:** Specify that accounts inactive for a certain period (e.g., 12 months) may be closed, with any remaining points forfeited. * **Transferability:** Clarify that accounts, points, or rewards cannot be transferred to other individuals. * **Program misuse:** Clearly state that activities such as exploiting technical errors, submitting false claims, or engaging in any form of fraud are prohibited. * **Membership penalties:** Specify that members engaging in fraudulent behaviour may have their accounts suspended or terminated, with points or rewards forfeited. Legal action may be pursued in severe cases. * **System monitoring:** Highlight that your loyalty program actively monitors transactions, redemptions, and other program activities to detect and prevent fraud. {% endstep %} {% step %} ### Points accrual and usage * **Earning points:** Clearly explain how points can be earned (e.g., spend £1 to earn 1 point) and specify any excluded purchases or transactions (e.g., gift cards, taxes, shipping). * **Spending points:** Outline how points can be redeemed for rewards and specify any limits, such as: * Rewards may not be combined with other offers. * Rewards may expire after issuance. * **Program-specific exclusions:** List any exclusions or limitations specific to your program (e.g., excluded products or services). * **Points expiry:** State the expiration policy for points. Include any notification policy, such as sending reminders before expiry. * **Non-cash redemption:** Emphasise that points have no cash value and cannot be exchanged for money. Points are solely for use within the loyalty program. * **Rewards substitution:** Reserve the right to substitute rewards of equivalent value if an advertised reward becomes unavailable. * **Tax liability:** Notify users that they are responsible for any tax implications arising from earning or redeeming points. {% endstep %} {% step %} ### Program changes & termination * **Right to modify or terminate:** Reserve the right to make changes to the program at any time, including point accrual rates, redemption values, and eligibility criteria. * **Notice of changes:** Specify that participants will be notified of significant changes or program termination in advance. * **Force majeure:** Include a clause limiting liability for disruptions caused by events beyond your control (e.g., natural disasters, technical outages). {% endstep %} {% step %} ### Liability & third-party involvement * **Program liability:** State that the program is provided “as-is” and that your organisation is not liable for errors, omissions, or interruptions. * **Third-party terms:** Clarify that certain rewards or benefits (e.g., gift cards, affiliate offers) are subject to the terms and conditions of third-party providers. * **No guarantees:** Include a disclaimer that points, rewards, or affiliate revenues are subject to availability and not guaranteed. {% endstep %} {% step %} ### Customer support & dispute resolution * **Customer support:** Provide details on how users can contact support for issues or disputes related to the loyalty program. * **Dispute resolution:** Outline a clear process for resolving disputes, including timelines and escalation pathways. {% endstep %} {% step %} ### Receipt submissions (if applicable) * **Receipt rules:** If using the Receipts module to reward purchases based on receipt submission, include rules for those receipt submissions. For example: * Receipts must clearly show retailer name, items purchased, prices, total paid, and transaction date. * Submissions must be made within a specified timeframe (e.g., 14 days of purchase). * Receipts must be unaltered and not duplicated. * Fraudulent submissions will result in suspension or termination of membership. Legal action may be pursued in severe cases. {% endstep %} {% endstepper %} For more detail, refer to your legal team and examples of industry-standard T\&Cs. The below example set of T\&C's is included for reference of common points to consider. *** ## Example terms & conditions {% hint style="warning" %} The example below is for illustrative purposes only. It is a sample and should not be copied or used as-is or considered in any way comprehensive. Any clients using this as a reference are responsible for creating their own legal documentation and having them reviewed by their legal teams to ensure compliance with applicable laws and program requirements. {% endhint %} {% hint style="info" %} You can use a [markdown to rich text converter](https://www.switchlabs.dev/markdown-to-richtext) to convert this into a formatted document or HTML. {% endhint %} {% code overflow="wrap" %} ```markdown # Acme Rewards Program Terms & Conditions **Effective Date:** 01 Jan 2025 **Last Updated:** 01 Jan 2025 Welcome to Acme Rewards, the loyalty program operated by Acme Corp. ("we," "us," or "our"). By participating in Acme Rewards, you agree to these Terms & Conditions, which govern your membership and use of the program. Please read these terms carefully. For questions, contact us at **support@acmecorp.com** or **Acme Corp., 123 Acme St., Acme City, AC 12345**. --- ## 1. Definitions - **Acme Rewards Account:** The account created by a user to participate in the program. - **Points:** Loyalty currency earned through eligible activities. - **Rewards:** Benefits or discounts redeemable through accumulated points. - **Member:** An individual who has successfully joined Acme Rewards. --- ## 2. Eligibility ### 2.1 Eligibility Requirements Participation is open to individuals aged 18 or older. Membership is free and limited to one account per person. ### 2.2 Geographical Restrictions Acme Rewards is available only to residents of the United Kingdom. Points and rewards can only be earned and redeemed within the UK. --- ## 3. Membership Rules & Usage ### 3.1 Personal Use Only Membership is for personal, non-commercial use only. Accounts, points, and rewards are non-transferable. ### 3.2 Membership Termination Members may terminate their participation at any time. Unused points or rewards will be forfeited upon termination. ### 3.3 Inactive Accounts Accounts inactive for 12 months may be closed, with any remaining points forfeited. ### 3.4 Program Misuse Exploiting technical errors, submitting false claims, or engaging in fraudulent activities is strictly prohibited. ### 3.5 Membership Penalties Fraudulent behaviour may result in suspension or termination of the account, with all points forfeited. Severe cases may result in legal action. ### 3.6 System Monitoring We actively monitor transactions, redemptions, IP addresses, and other activities to detect and prevent fraud. --- ## 4. Points Accrual and Usage ### 4.1 Earning Points Points are earned on qualifying purchases at participating Acme Corp. stores and online. The standard rate is 1 point per £1 spent, excluding taxes, shipping, and discounts. ### 4.2 Spending Points Points can be redeemed for rewards at a rate of 100 points per £1. Rewards cannot be combined with other offers and may expire after issuance. ### 4.3 Program-Specific Exclusions Certain products, such as gift cards, taxes, and promotional items, are excluded from earning points. ### 4.4 Points Expiry Points expire 24 months from the date of earning if not redeemed. Notification of expiry will be sent 30 days prior. ### 4.5 Non-Cash Redemption Points have no cash value and cannot be exchanged for money. ### 4.6 Rewards Substitution We reserve the right to substitute rewards of equivalent value if an advertised reward becomes unavailable. ### 4.7 Tax Liability Members are responsible for any applicable tax liabilities arising from earning or redeeming points. --- ## 5. Program Changes & Termination ### 5.1 Right to Modify or Terminate We reserve the right to modify or terminate the program at any time. Participants will be notified of significant changes. ### 5.2 Force Majeure Acme Corp. is not liable for disruptions caused by events beyond its control, such as natural disasters or technical outages. --- ## 6. Liability & Third-Party Involvement ### 6.1 Program Liability Acme Rewards is provided "as-is." Acme Corp. is not liable for errors, omissions, or interruptions. ### 6.2 Third-Party Terms Certain rewards are subject to the terms of third-party providers. Acme Corp. is not responsible for their performance. ### 6.3 No Guarantees Points, rewards, and affiliate revenues are subject to availability and are not guaranteed. --- ## 7. Customer Support & Dispute Resolution ### 7.1 Customer Support For assistance with your account or questions about the program, contact us at **support@acmecorp.com**. ### 7.2 Dispute Resolution Disputes will be resolved in accordance with the laws of the United Kingdom. Escalation processes are outlined in our support documentation. --- ## 8. Privacy and Data Use Participation in Acme Rewards requires the collection and use of your personal data in line with our [Privacy Policy](#). --- ## 9. Receipt Submissions (if applicable) ### 9.1 Receipt Rules - Receipts must clearly show retailer name, items purchased, prices, total paid, and transaction date. - Submissions must be made within 14 days of the transaction. - Only original, unaltered receipts are accepted. ### 9.2 Review and Approval Receipts failing automated checks will undergo manual review and this may take up to 14 days. Approval or rejection decisions are final. ### 9.3 Fraudulent Submissions Fraudulent submissions will result in account suspension or termination. Severe cases may result in legal action. --- **Contact Information** **Acme Corp.** 123 Acme St. Acme City, AC 12345 **Email:** support@acmecorp.com **End of Document** ``` {% endcode %}