Terms of Service

1. About these terms

These terms are an agreement between CoolPoints ("we", "us") and the business that creates an account ("you"). By creating an account or using coolpoints.co.uk, you agree to them. If you do not agree, please do not use the service.

2. Who can use CoolPoints

CoolPoints is for businesses. You must be at least 18, have authority to act for your business and give us accurate information when you sign up.

3. Your account

• Keep your sign-in details secure and tell us straight away if you think someone else has used them.
• You are responsible for everything that happens under your account, including activity by your staff.
• Keep your contact details up to date so we can reach you about your account.

4. The service

CoolPoints provides tools to run loyalty programmes, rewards, customer messaging, selling and reporting. Parts of the service are delivered with the help of trusted third-party providers. We may improve, change or remove features from time to time, and will give reasonable notice of changes that significantly reduce what you have paid for.

5. Plans, fees and payment

• Prices and what each plan includes are shown when you choose a plan. Prices exclude VAT unless stated.
• Paid plans are billed in advance on a recurring basis until you cancel.
• You can cancel at any time. Cancellation takes effect at the end of the current billing period, and fees already paid are not refunded unless the law says otherwise.
• If we change our prices, we will tell you in advance, and you can cancel before the new price applies.
• Some usage, such as extra SMS messages, may be charged separately. We will tell you before you incur those charges.

6. Your customers' data and your responsibilities

You decide what customer information you collect and how you use it. For that data, you are the data controller and we act as your processor. You must:

• tell your customers how you use their data, and have a lawful reason for using it
• follow UK GDPR and the Privacy and Electronic Communications Regulations (PECR)
• only send marketing messages to customers who have agreed to receive them, and always honour opt-outs
• respond to your customers' requests about their data

7. Acceptable use

You must not use CoolPoints to:

• break the law or infringe anyone's rights
• send spam, misleading, abusive or unlawful messages
• upload data you do not have the right to use
• attempt to hack, overload or reverse-engineer the service
• resell or share access to the service without our written permission

8. Messaging

Messages sent by SMS, email or WhatsApp must follow the law and the rules of the networks and providers that carry them. We may limit, delay or block messages that look unlawful or harmful, and we may suspend messaging if it risks our service or other customers.

9. Intellectual property

We own the CoolPoints service, website, branding and software. You keep ownership of your own content and customer data. You give us permission to use that content only as needed to provide the service to you.

10. Availability and support

We aim to keep CoolPoints available and working, and we provide support by email. We do not promise the service will be uninterrupted or error-free, and there may be planned maintenance or issues outside our control.

11. Our responsibility to you

Nothing in these terms limits liability that cannot lawfully be limited, including for death or personal injury caused by negligence, or for fraud.

Subject to that, we are not liable for indirect or consequential losses, or for loss of profit, revenue or goodwill. Our total liability to you for any claim is limited to the fees you paid us in the 12 months before the claim arose.

12. Suspension and ending the agreement

You can stop using CoolPoints and close your account at any time. We may suspend or end your account if you seriously or repeatedly break these terms, if you do not pay, or if we must do so by law. Where it is reasonable, we will tell you first. On request, we will help you export your data when your account ends.

13. Changes to these terms

We may update these terms. If we make an important change, we will give you reasonable notice by email or on the website. Continuing to use CoolPoints after a change takes effect means you accept the updated terms.

14. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales will have jurisdiction, unless the law gives you the right to bring a claim elsewhere.

Contact us

Questions about this document? Email hello@coolpoints.co.uk or use our contact page.