Our terms, in plain English.

1. How the agreement works

1. 1.1These terms, your order and the OutreachOS data processing agreement (the “DPA”), which we send with your order, together make up the “Agreement”. If they conflict, the DPA wins on data protection, then your order, then these terms.
2. 1.2The Agreement starts when we accept your order, which we do by confirming it in writing (email counts).
3. 1.3Your order sets out your business details, the event or events it covers (name, dates and stand), the tier for each, any credits, the total and when payment is due, what visitors receive, a link to your privacy notice, and who in your team should have a CRM login. You can add events with further orders on these terms.
4. 1.4These terms are for businesses only, not consumers.

2. What we provide

1. 2.1For each event in your order we provide the tier you choose, as described under Tiers and prices. Every tier includes your own QR form for the event and your own lead CRM, hosted in the UK, with a login for your team.
2. 2.2Before your event we draft your form, follow-up messages and (on Follow-up + Voice) AI call script with you. Nothing is sent until you approve it. Please approve at least 5 working days before the event. If approval comes later, we will do our best, but follow-ups can only start once you have approved them.
3. 2.3WhatsApp follow-ups are sent from the OutreachOS WhatsApp Business number, name your business, and use message templates approved by WhatsApp (Meta), which is outside our control. If an approval isn’t in place in time, we will tell you and send email follow-ups meanwhile. Replies come to us and we pass them straight to you. Your own WhatsApp number can be set up on request, subject to Meta’s approval.
4. 2.4On Follow-up + Voice, AI calls are placed only to visitors who ticked the box agreeing to a call. The caller always says it is an AI assistant calling on your behalf. Calls are made on weekdays between 9:00 and 19:00 UK time, with up to 2 attempts per visitor. The outcome is written to the lead in your CRM.
5. 2.5We will provide the service with reasonable skill and care. We do not promise any number of leads, replies, meetings or sales: results depend on your event, your offer and your visitors.
6. 2.6We rely on third-party services to deliver messages and calls (listed in the DPA). We are not responsible for delays or failures caused by them, or by a visitor’s phone, email provider or WhatsApp account, but we will tell you about any problem we know of and help work around it.

3. Your responsibilities

1. 3.1Display your OutreachOS QR code at your stand, and give us accurate information about your business, your event and what visitors should receive.
2. 3.2Approve the wording of your form, messages and call script, and make sure what you offer visitors is accurate and lawful.
3. 3.3Comply with data protection and marketing law as the controller of your visitors’ data, as set out in the DPA, including keeping a privacy notice that your form can link to.
4. 3.4Keep your CRM logins to your own team, tell us when someone should lose access, and don’t use OutreachOS to send messages to people who haven’t filled in your form.

4. Fees and payment

1. 4.1Fees are per event, as shown under Tiers and prices, and are the same whatever the footfall. There is no setup fee at the moment. No VAT is added.
2. 4.2We invoice when we accept your order. Payment is due 7 days before the event starts, or on receipt if you book within 7 days of the event. We may pause setup for an event that hasn’t been paid for by then.
3. 4.3Credits: joining the waitlist gives £50 off your first event. If you join through another exhibitor’s referral link, you get a further £50 off, and they get £50 off their next event once you have signed up. Credits have no cash value, can’t be transferred, come off the next event fee, and expire 12 months after they are issued.
4. 4.4If an invoice is overdue, we may charge interest under the Late Payment of Commercial Debts (Interest) Act 1998.

5. Cancelling or moving an event

1. 5.1You can cancel an event by email. If you cancel 14 or more days before it starts, we refund the fee in full. If you cancel within 14 days, we refund 50%, because setup work will have been done. Once the event has started, the fee is not refundable.
2. 5.2If the organiser cancels or postpones the event, you can move your booking to another event at no extra cost or have a full refund.
3. 5.3If we can’t provide the service for an event for reasons within our control, we refund the fee for that event in full.

6. Your data and our platform

1. 6.1Your leads, your content and your brand belong to you. You allow us to use them only to provide OutreachOS to you, as set out in the DPA. We never sell your leads or share them with other exhibitors.
2. 6.2OutreachOS, including its software, forms, CRM and templates, belongs to us. You may use it while the Agreement runs.
3. 6.3We won’t name you as a customer, or use your results in our marketing, without your written permission.
4. 6.4Each of us keeps the other’s confidential information confidential and uses it only for the Agreement.

7. Liability

1. 7.1Nothing in the Agreement limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.
2. 7.2Neither of us is liable for loss of profit, revenue, business or goodwill, or for indirect or consequential loss.
3. 7.3Otherwise, our total liability under the Agreement is limited to the fees you paid or owed us in the 12 months before the claim arose.
4. 7.4Neither of us is responsible for delays or failures caused by events outside our reasonable control, such as the event venue closing or a major outage at a provider we rely on. If that stops us delivering an event, clause 5.2 or 5.3 applies.

8. How long the Agreement lasts

1. 8.1The Agreement continues until 12 months after your last event. Your CRM access continues throughout, so you can keep working your leads.
2. 8.2Either of us can end the Agreement on 30 days’ written notice. Events already booked are then handled under clause 5. Either of us can end it immediately if the other seriously breaks it and doesn’t fix the problem within 14 days of being asked, or becomes insolvent.
3. 8.3When the Agreement ends, you can download your leads as a CSV file. We then delete your lead data within 30 days, as set out in the DPA.

9. General

1. 9.1We may update these terms by giving you 30 days’ notice by email and updating this page. Changes don’t apply to events you have already booked.
2. 9.2Notices under the Agreement are sent by email: to us at cameron@outreachos.co.uk, and to you at the contact email in your order.
3. 9.3The Agreement is the whole agreement between us about OutreachOS. Neither of us may transfer it without the other’s consent, except that we may transfer it to a company that takes over OutreachOS. No one else has rights under it.
4. 9.4The Agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Tiers and prices

Prices are per event and the same whatever the footfall. No VAT is added.