Terms and Conditions

RewardLoop

Last Updated: 28/06/2026

These Terms and Conditions ("Terms") govern access to and use of services provided by RewardLoop LTD ("RewardLoop", "we", "us", "our") through the RewardLoop app, merchant/admin tools and website. By using RewardLoop, creating an account or participating in a RewardLoop loyalty programme, you agree to these Terms. If you do not agree, you must not use the service.

1. Description of Service

RewardLoop provides an app-first loyalty platform for participating stores. Customers can select stores, collect loyalty progress, use optional wallet passes and redeem rewards. Merchants can set up their store, prepare launch materials, manage loyalty operations and view store activity through the owner/admin tools.

2. Customer Use

• Account and store selection: Customers may need to create an account, sign in and select a store before participating in that store's loyalty programme.
• Collecting progress: Customers can collect progress through the RewardLoop app, a short-lived QR collection flow or an optional wallet pass where supported by the store.
• Wallet remains optional: Wallet passes are a convenience layer. The RewardLoop app remains the full customer experience.
• Reward redemption: Customers can claim rewards offered by participating stores. The store is responsible for honouring the reward details it has provided and for explaining any reasonable redemption conditions.
• Notifications: Customers may receive custom store announcements or automatic close-to-reward and reward-ready reminders where available and permitted. Customers can manage store notification preferences where the app provides that control.
• Suggestions: Customers may submit lightweight suggestions to a store. Suggestions are intended to be anonymous to the store, but customers should not include personal information in suggestion text.

3. Merchant Accounts and Staff Use

• Merchant access: Merchants create access using a work email and are responsible for keeping account credentials secure.
• Staff access: Staff may use the owner-side app or admin tools where the merchant authorises them to do so. The merchant remains responsible for staff use of the service.
• Store details: Merchants are responsible for providing accurate business details, store information, reward offers, branch details, logos, brand notes and launch-material requirements.
• Reward offers: Merchants are responsible for the legality, accuracy and fulfilment of their own offers, promotions and rewards.
• Acceptable use: Merchants must not upload unlawful, misleading, offensive or infringing content, or use RewardLoop to send inappropriate announcements or communications.

4. Setup, Launch and Go Live

• Setup: Merchants can start setup by creating access, adding store details, choosing a reward structure, selecting a plan and preparing launch information.
• Launch materials: Standard setup includes branded digital launch materials. Printed packs, Fast Track support or Print & Deliver services are optional unless included in a separate commercial agreement.
• Launch-ready state: RewardLoop may mark a store or location as launch-ready when setup and operational requirements are complete.
• Go Live: Daily use begins when the merchant activates at Go Live, subject to account readiness, plan selection and any required billing steps.
• Changes after setup: Significant changes to store screens, launch materials, offer structures or bespoke requirements may require additional scoping or fees.

5. Plans, Billing and Payments

• Plans: Plan prices, plan limits and included services are shown on the Pricing page or in the agreed order, proposal or invoice.
• Start Free: Creating a merchant account and completing setup does not by itself start monthly billing.
• Billing start: Monthly billing begins when the merchant activates at Go Live or as otherwise agreed in writing.
• Payment provider: Payments are handled through Stripe or another payment provider we identify. RewardLoop may store payment status, card brand, card last four digits and payment provider references, but does not store full card numbers.
• Renewals and failed payments: Subscription plans renew until cancelled under the applicable plan or agreement. Failed or overdue payments may result in restricted access, delayed activation, suspension or cancellation after reasonable notice.
• Add-ons: Optional services such as Fast Track, Print & Deliver or bespoke changes may be charged separately.
• Taxes and refunds: Fees may be subject to applicable taxes. Refunds, credits and cancellations are handled according to the applicable plan, order or legal requirement.

6. Notifications and Announcements

Custom announcements are currently supported through a guided process. Merchants send the desired send date/time, notification title and message body to admin@rewardloop.co.uk, and RewardLoop helps schedule the announcement for customers where supported. Automatic close-to-reward and reward-ready reminders are separate from merchant-requested custom announcements.

7. Data Hub and Store Visibility

Merchants can access store activity and Data Hub visibility where data is available, including transactions, reward activity, customer detail, suggestions and branch information where supported. Data Hub becomes more useful as customers interact with the loyalty programme. RewardLoop does not guarantee a particular level of customer activity, insight volume or commercial result.

8. Bespoke App

Bespoke App is a separate scoped service for businesses that need their own app under their own name. It is not included in standard RewardLoop self-serve plans unless expressly agreed. Features, platforms, pricing, delivery scope, support and launch materials for Bespoke App are agreed case by case.

9. Privacy and Data

Our Privacy Policy explains how we collect, use, share and protect personal data. Merchants must use customer data made available through RewardLoop only for legitimate operation of their RewardLoop loyalty programme and in accordance with applicable law.

10. Intellectual Property

RewardLoop, the platform, software, designs, website content, trade marks and related intellectual property belong to RewardLoop LTD or its licensors. Merchants retain ownership of their own logos, brand assets and store content, but grant RewardLoop permission to use them to provide the service, prepare launch materials, display the store in RewardLoop and promote the store's RewardLoop participation.

11. Availability, Support and Changes

We aim to keep RewardLoop reliable, but we do not guarantee uninterrupted access. Maintenance, third-party provider issues, app-store processes, payment provider issues, connectivity problems or security incidents may affect availability. Support is provided through the routes we make available, including email and booking routes where appropriate.

We may update the service, features, plans or these Terms over time. We will post updated Terms on the Website and update the date above. Where a change is material, we may provide additional notice where appropriate.

12. Suspension and Termination

We may suspend or restrict access if an account is used unlawfully, payment is overdue, the service is abused, merchant content creates legal or safety risk, or continued access could harm customers, merchants, RewardLoop or third parties. Merchants and customers can contact us at admin@rewardloop.co.uk for account deletion or cancellation support.

13. Limitation of Liability

RewardLoop is provided with reasonable care and skill. We do not exclude liability that cannot lawfully be excluded. Subject to that, RewardLoop LTD is not responsible for indirect losses, loss of profit, loss of business, loss of goodwill or losses caused by inaccurate merchant-provided information, third-party service failures or customer activity outside our reasonable control.

14. Governing Law

These Terms are governed by the laws of England and Wales, unless mandatory consumer law requires otherwise. The courts of England and Wales will have jurisdiction, subject to any mandatory rights that apply to consumers.

Contact Us

If you have any questions about these Terms, contact us at admin@rewardloop.co.uk.