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Terms template

Loyalty programme terms, with a template

If you run a loyalty programme you need terms for it. Not because it is complicated, but because the guest has to see what they get, and you have to know when you may change it.

What it has to cover

  1. Who runs the programme

    Company name, registered address, tax number, contact. This is the point most terms leave half finished.

  2. Who can join, and how

    Any age condition, how joining works, and whether participation is free. If there is an age limit, say so here.

  3. How points or stamps are earned

    What earns them, how many, and what does not count — for example, no points on an item received as a reward.

  4. What can be redeemed, and how

    The range of rewards, how redemption works, and that they cannot be exchanged for cash. If you cap rewards per purchase, write it down.

  5. Expiry and inactivity

    Whether points expire, after how long, and whether the guest is warned first. A programme without expiry is fine — just say that too.

  6. Data handling

    What data you hold, for what purpose and on what legal basis, and for how long. This usually lives in a separate privacy notice the terms link to.

  7. Changes and closure

    How and how far in advance you tell members, and what happens to points already earned if the programme ends.

The template

Copy it and replace the parts in square brackets. It is short on purpose — nobody reads a long set of terms.

[COMPANY] LOYALTY PROGRAMME TERMS
Effective from: [DATE]

1. Who runs the programme
[COMPANY] ([REGISTERED ADDRESS], tax number: [TAX NUMBER], email: [EMAIL]).

2. Participation
Any natural person aged [AGE] or over may take part. Joining is free and happens via [HOW TO JOIN]. Participation may be ended at any time without giving a reason.

3. Earning
Members receive [POINTS] points for every [AMOUNT] spent. / Members receive one stamp for every [CONDITION].
No points are earned on: items received as rewards, gift card purchases, and [OTHER EXCEPTION].
Points are credited at the time of purchase, after payment.

4. Redemption
[POINTS] points / [STAMPS] stamps can be redeemed for: [REWARDS].
Rewards cannot be exchanged for cash and are not transferable, unless the operator expressly allows it.
A maximum of [NUMBER] rewards may be redeemed per purchase.

5. Validity
Points expire [PERIOD] after being credited. / Points do not expire.
The operator notifies the member [DAYS] days before expiry.

6. Data handling
The operator processes the member's [DATA] for the purpose of running the programme, on the basis of the member's consent, until membership ends. Details: [LINK TO PRIVACY NOTICE].

7. Changes and closure
The operator may amend these terms and will notify members via [NOTIFICATION METHOD], [DAYS] days in advance. If the programme closes, members may redeem points already earned for a further [PERIOD].

8. Other
By taking part in the programme, the member accepts these terms.

One important note

This template is a starting point, not legal advice. Once you have adapted it to your own programme — and especially if you handle personal data alongside it — have someone who knows the area look it over. The GDPR part deserves particular care.

GDPR and your loyalty programme: what to know

Revino handles the part behind the terms

Crediting points, expiry, notifications and redemption are all handled by the system, so what your terms promise is actually what happens.

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