Terms for businesses

1. Who we are and these terms

StampOwl (stampowl.co.uk) is provided by Danci Ltd, a company registered in England and Wales (company number 17228936), whose registered office is at Unit 8b Slutchers Ln, Bank Quay Trading Estate, Warrington, WA1 1PJ (“StampOwl”, “we”, “us”). You can contact us at privacy@stampowl.co.uk.

These terms form a contract between us and the business that creates a StampOwl account (“you”). By creating an account you confirm that you are acting for a business, not as a consumer, and that you are authorised to accept these terms for it. Our privacy notice explains how we handle personal data.

2. The service

StampOwl lets your business run a digital stamp card. It includes:

• a sign-up page and printable QR posters, so customers can join from their phone without downloading an app;
• a stamp card on each customer’s phone, with a QR code that changes every 30 seconds;
• a staff scanner that runs in a phone’s web browser, with a personal PIN for each member of staff;
• a dashboard showing your customers, stamps, rewards and history;
• card designs you can customise, and the extra features of the plan you choose.

We may improve, change or remove features over time. If we remove something that is a main part of your paid plan, we will tell you at least 30 days in advance, and you may cancel and receive a pro-rata refund for any time you have paid for but not used.

3. Your account and your staff

• Keep your sign-in details secure and don’t share your owner login. Tell us straight away if you think someone else has used it.
• You can give up to 25 staff their own scanner PIN per shop. You are responsible for what your staff do with the scanner. When someone leaves, remove them from the Staff tab (this signs out their phone) or change their PIN.
• If you use the optional shared shop PIN, change it when anyone who knew it leaves.
• Make sure the details you give us (your business name, address and branding) are accurate and that you have the right to use any logo you upload.

4. Free trial, plans and payment

• Every new shop starts with a 30-day free trial. No payment card is needed to start.
• After the trial, the plans are: Standard at £19 a month or £190 a year, and Premium at £29 a month or £290 a year, each for one shop. Each extra branch costs £10 a month and gets the same plan as your main shop. The price you pay is the one shown when you subscribe. Prices are in pounds sterling, and any VAT due is added and shown before you pay.
• Payments are taken in advance by our payment provider, Stripe, and renew automatically each month or year until you cancel. We never see or store your full card details.
• You can cancel at any time from Settings → Plan. Your plan stays active until the end of the period you have paid for, then stops renewing. Payments already made are not refunded, except where these terms say so or the law requires it.
• If the trial ends without a subscription, or a payment fails and isn’t fixed, the scanner pauses. Your data is kept, and everything works again as soon as you subscribe.
• We may change our prices. We will give you at least 30 days’ notice by email before a new price applies to you, and you can cancel before it does.

5. Your rewards and your customers

• You decide your reward, the number of stamps, how many stamps can be given per visit and the time between visits. You are responsible for honouring the rewards shown on your card, and for the terms of your loyalty scheme with your customers. We are not a party to that arrangement.
• You must make sure your offer complies with the law, including consumer protection law, and is not misleading.
• If you change or end your scheme, treat customers who have already collected stamps fairly.

6. Marketing and reminder emails

• When customers join, they can choose to receive offers and reminders from you. This is a separate, unticked box. You must only send marketing to customers who have ticked it, and you must follow the Privacy and Electronic Communications Regulations (PECR) and UK data protection law.
• On the Premium plan, StampOwl can send automatic reminder emails in your shop’s name to customers who ticked that box (for example when a reward is waiting). At most one email a week goes to each customer, and every email includes an unsubscribe link. You can turn reminders off at any time in Settings.
• You must not use customer details from StampOwl for any other purpose, or copy them into other systems for marketing, unless you have your own lawful basis to do so.

7. Acceptable use

You must not, and must make sure your staff do not:

• use StampOwl for anything unlawful, fraudulent or misleading, or to offer rewards for age-restricted products to people under the legal age;
• upload content that is offensive or that infringes anyone else’s rights;
• add stamps that weren’t earned, or try to get around the protections against fake stamps;
• try to access other businesses’ data, test or bypass our security, overload the service, or copy or resell it;
• use automated tools to scrape or extract data from StampOwl.

8. Your content and data

You own your business’s content (such as your logo, name and card design) and the data about your customers. You give us permission to store, copy and display it only as needed to provide the service to you and your customers. We own the StampOwl software, brand and designs; these terms don’t give you any rights in them beyond using the service. We may use anonymous, aggregated statistics that do not identify you or any person to run and improve the service.

9. Data processing agreement

This section is the data processing agreement required by Article 28 of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to the personal data of your customers and staff that we handle for you.

9.1 Roles

For your customers’ stamp cards at your shop and for your staff’s scanner details, you are the controller and we are your processor. A customer’s StampOwl sign-in (their email address and the list of their cards, shared across every shop they join) is controlled by us, as described in our privacy notice.

9.2 Details of the processing

• Subject matter and purpose: providing the StampOwl service to you, as described in these terms.
• Duration: while your account is open, and until deletion as described in section 9.4.
• Nature: collecting, storing, displaying, using to send emails you have enabled, and deleting.
• Data subjects: your customers who join your stamp card, and your staff who use the scanner.
• Personal data: customers’ email address, optional first name, optional birthday (only if you offer a birthday treat), stamps, rewards and visits with dates and times, marketing choice and emails sent; staff names, PINs (stored only in hashed form), sign-in times and the stamps they gave. No special category data is processed.

9.3 Our obligations

We will:

• process the data only on your documented instructions (these terms and your settings in StampOwl), unless the law requires otherwise, in which case we will tell you first unless the law prevents it;
• make sure anyone we authorise to process the data is bound by confidentiality;
• keep the data secure, including encryption in transit (HTTPS), PINs and sign-in codes stored only in hashed form, signed session cookies, access limited so each business sees only its own customers, and protections against PIN guessing;
• use the sub-processors listed below, under written contracts that give the data equivalent protection. You give general permission for these and for replacements; we will tell you by email at least 14 days before adding or replacing a sub-processor, and you may object or cancel your plan if you do not agree;
• help you respond to people exercising their data protection rights, taking into account the tools in StampOwl (for example, customers can delete their own cards);
• help you meet your obligations on security, breach notification and data protection impact assessments, as far as they relate to our processing;
• tell you without undue delay, and in any case within 48 hours, after becoming aware of a personal data breach affecting your data, with the information you need to report it;
• delete or return the data at the end of the service, as described in section 9.4;
• make available the information needed to show we meet these obligations, and allow and contribute to reasonable audits, on reasonable notice and no more than once a year unless a breach has occurred.

9.4 When your account closes

You can ask us to close your account by emailing privacy@stampowl.co.uk from the email address on your account. Before it closes we will, on request, give you a copy of your customer list. Within 30 days of closure we will delete your shop, its cards, stamp history, staff and settings. Customers keep their StampOwl sign-in and their cards at other shops. We keep billing records for as long as the law requires (usually six years).

9.5 Sub-processors and international transfers

Where a provider may access data from outside the UK, the transfer is protected by UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework) or by the UK International Data Transfer Agreement or Addendum.

9.6 Your obligations

You must have a lawful basis for the processing you instruct, give your customers and staff the information the law requires (you can point customers to our privacy notice, which covers StampOwl), and only send marketing to customers who have agreed to it.

10. Availability and support

We work hard to keep StampOwl available and secure, and we back up data, but we can’t promise the service will always be uninterrupted or error-free. We may need to carry out maintenance, which we try to do at quiet times. If the scanner is unavailable, staff can note stamps by hand and add them later. For help, email privacy@stampowl.co.uk.

11. Suspension and ending these terms

• You can stop using StampOwl at any time, cancel your plan, and ask us to close your account (see section 9.4).
• We may suspend or close your account if you seriously or repeatedly break these terms, don’t pay, or use the service in a way that could harm us, other businesses or customers. Where we reasonably can, we will warn you first and give you a chance to put things right.
• We may stop providing StampOwl altogether with at least 90 days’ notice, and will refund any time you have paid for but cannot use.
• Sections 8, 9 (for as long as we hold your data), 12 and 14 continue after these terms end.

12. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
• We are not liable for loss of profits, sales, business, goodwill or data you could have prevented, or for any indirect or consequential loss.
• We are not responsible for the rewards you offer, your relationship with your customers, or the content you upload.
• Otherwise, our total liability to you in any 12-month period is limited to the fees you paid us in that period, or £100 if that is more.
• You are responsible for claims that arise from your offers, your content or your use of customers’ data outside StampOwl.

13. Changes to these terms

We may update these terms, for example to reflect new features or changes in the law. If a change materially affects you, we will email you at least 30 days before it applies, and you can cancel before then. The date at the top shows when they were last updated.

14. General

• These terms are the whole agreement between us about StampOwl.
• You may not transfer your rights under these terms without our written agreement. We may transfer ours to a business that takes over StampOwl, and will tell you if we do.
• If any part of these terms is found to be unenforceable, the rest still applies.
• If we don’t enforce a right straight away, we can still enforce it later.
• Nobody else has rights under these terms under the Contracts (Rights of Third Parties) Act 1999.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

15. Contact

Danci Ltd, Unit 8b Slutchers Ln, Bank Quay Trading Estate, Warrington, WA1 1PJ. Email: privacy@stampowl.co.uk. Company number 17228936. Registered with the Information Commissioner’s Office under number ZC293551.