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

1

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.

2

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.

3

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.

4

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).

5

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.

6

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.

7

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.

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

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.

You can use a markdown to rich text converter to convert this into a formatted document or HTML.

# 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 **[email protected]** 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 **[email protected]**.  

### 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:** [email protected]  

**End of Document**