Terms & Conditions

Who you are agreeing with

You are agreeing with SendPraise, which is run by a sole trader in the United Kingdom.

Email: hello@sendpraise.co.uk

These terms apply between us and the business that signs up (“you”). They are a business-to-business agreement.

What SendPraise does

We give your customers a way to leave a kind word about a member of your staff, deliver that recognition to the person it was meant for, and show you what your customers value. We provide the physical things that make it work in your venue — a sticker, a table talker, a tap tag — and the software behind them.

Getting started

The starter kit deposit. You pay a one-off, refundable deposit for your starter kit. It is refunded in full when you return the kit to us in usable condition, at your cost, within 30 days of your account ending. Ordinary wear is fine; a tag that has been painted over, snapped, or never comes back is not.

Your free period, and what happens after it. Your subscription begins with a free period, and nothing charges automatically when it ends. We have a short, no-obligation conversation about whether to carry on. Billing only begins if you say yes. If you would rather stop, you pay nothing at all and your deposit still comes back to you.

The current deposit, free period and rates are on our pricing page. The rate you are quoted at sign-up is the rate you pay, and we will not change it without telling you at least one month beforehand.

Paying, and stopping

Monthly, rolling, no minimum term. There is no contract length and no exit fee. You are never tied in.

To stop, tell us. An email to hello@sendpraise.co.uk is enough — you do not have to explain why, and we will not put you through a retention conversation. You keep the service until the end of the month you have paid for.

If a payment fails we will tell you and try again. If it is still unpaid after 14 days we may pause your account, which stops new praise being collected. We will not delete anything at that point.

We do not charge VAT while we are below the registration threshold. If that changes we will tell you before it affects a bill.

What happens to the praise if you leave

This is the part most worth reading, because it is unusual.

The praise belongs to the member of staff it was left for, not to your business. It is tied to their own account. If they leave your employment, or you stop using SendPraise, they keep it. It follows them to their next job. You cannot take it from them, and neither can we — only they can delete it.

You keep your own venue-level history for as long as your account exists. When your account ends we keep an anonymous record that praise happened at your venue on given dates, with no words and no people in it.

Your side of it

You agree to:

• Tell your staff SendPraise is being used, what it collects, and that praise about them is theirs to keep. We give you wording for this; you have to actually say it.
• Only add people to your team who genuinely work for you, and take them off when they leave.
• Tell us if someone on your team is under 18 when you add them, so we can apply the right protections. We never ask for their age or date of birth, and we never record one.
• Not use SendPraise to collect anything other than genuine praise from real customers — no incentivised, staged or fake entries.
• Keep your login to yourself, and tell us quickly if it is lost.

What you must never use it for

SendPraise must never be used to rank, score, compare or grade your staff against one another, and must never be an input to anyone’s pay, tips, hours or discipline.

We have designed it so this is difficult rather than merely discouraged: there is no leaderboard, no per-person score, and no per-person number shown anywhere two people appear on the same screen. This matters practically as well as ethically — the amount of praise a person receives mostly measures how much customer contact they have. Full-time beats part-time, the till beats the floor, and the kitchen barely appears at all. A manager comparing those numbers reaches a wrong conclusion, not merely an unkind one.

Where tips are involved, the Employment (Allocation of Tips) Act 2023 requires them to be allocated fairly and transparently. SendPraise data is not a fair or transparent basis for that, and using it as one would breach these terms.

Data protection

We are the data controller for the personal data in SendPraise, and you do not need a data processing agreement with us. That is deliberate and it is unusual for business software. It follows from how the product works: a member of staff’s praise deliberately outlives their employment with you, and we could not sensibly claim to be holding it on your behalf once you can no longer see it, correct it, or ask us to delete it.

What we hold and why is set out in our Privacy Policy, and who else touches it is on our sub-processors page. If one of your staff asks us for their data, or asks us to delete it, they can do that directly and we will deal with it — you do not have to be involved.

If you enable the optional catch-up notes feature, both the manager and the member of staff can read everything written in it. There is no private manager record about a person, by design.

Content that is not kind

Anyone can write anything into a box. We filter for the obvious — web addresses, contact details, nonsense, absurd length — and a manager can flag anything inappropriate, which hides it from every wall immediately and holds it rather than deleting it.

If something arrives that is abusive, or that worries you about a young member of staff, flag it and tell us at hello@sendpraise.co.uk. We would rather hear about it once too often.

Our side of it

We will provide the service with reasonable care and skill. We will not sell your data or your staff’s data, ever, and we will not use anyone’s praise to train an AI system.

We cannot promise the service is never unavailable. It depends on hosting and internet providers we do not control. We will fix things as quickly as we reasonably can and we will tell you if something significant has gone wrong.

Our liability. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else which cannot legally be limited. Subject to that, and because this is a business-to-business agreement, we are not liable for loss of profit, loss of business, or any indirect loss, and our total liability to you in any twelve-month period is limited to the amount you paid us in that period.

If we need to end it

We may end this agreement by giving you one month’s notice, or immediately if SendPraise is being used to rank or penalise staff, for fake praise, or unlawfully. If we end it without cause we will refund any part-month you have paid for, and your deposit.

Whatever the reason, your staff keep their praise. That does not change.

Changes, law, and disputes

If we change these terms in a way that materially affects you, we will tell you at least one month beforehand. If you do not like the change you can leave, with your deposit returned.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If something has gone wrong, email hello@sendpraise.co.uk first — almost everything is fixable by a conversation.

If you only remember one thing

Your staff’s praise is theirs — not yours, and not ours. Never use it to rank anyone. Everything else above is detail around that.