Reward Partner Terms

These terms apply when a business or organisation (the Partner, you) offers a reward to WeRoam users. They are an agreement between you and Active AI Ltd, a company registered in England and Wales (company number 16499926) whose registered office is at The Rockery, Shap, Penrith, CA10 3LY (WeRoam, we, us). Active AI Ltd operates WeRoam in partnership with Kent County Council, with funding from the UK Government.

Each campaign is set out in a Campaign Brief containing the details in section 15. These terms and every signed Campaign Brief together make up the Agreement. If a Campaign Brief conflicts with these terms, the Campaign Brief applies to that campaign only, except that sections 7 (user data and privacy) and 8 (funders and endorsement) always take priority.

In the Agreement:

All dates and times in the Agreement and in any Campaign Brief are UK time (GMT or BST, whichever is in force).

You provide a Reward. We add it to the App as a reward Marker, a challenge prize, or both, as agreed in the Campaign Brief.

Users Unlock the Reward by walking, wheeling or cycling to a Marker, or by completing a challenge, and claim it by showing the unlocked Reward in the App at a Venue.

You take part as a sponsor. You do not get access to the App's systems, admin tools or user records.

The partnership is not exclusive. Other businesses, including your competitors, may be partners at the same time and in the same area.

Unless the Campaign Brief says otherwise, no fee is payable by either of us, and you bear the full cost of providing the Reward.

Offers made through an affiliate network such as Awin are governed by that network's terms, not these terms, except that sections 7 and 8 still apply.

Your Reward must be:

• genuinely available at every Venue throughout the Campaign Window and until the Redemption Deadline;
• described accurately in the Campaign Brief, including every condition that applies to it;
• free to claim, unless the Campaign Brief clearly states a minimum spend or other condition, which we will show to Users in the App; and
• lawful, safe and of satisfactory quality.

WeRoam exists to encourage people to walk, wheel and cycle for their health. Rewards must fit that purpose and must not involve alcohol; tobacco, vaping or nicotine products; gambling; weight-loss or diet products or services; or parking discounts or anything else that encourages car travel.

Claiming a Reward must not depend on a User giving you personal data, joining a mailing list, loyalty scheme or app, or following you on social media. You may offer these separately, but the Reward cannot depend on them.

If the Campaign Brief sets a Reward Cap, we will close the Marker or challenge within one working day of the cap being reached. You must honour every Reward Unlocked before it closed.

Each User may claim the Reward once per Campaign, unless the Campaign Brief says otherwise.

We may decline a proposed Reward, or ask you to change it, if we reasonably think it does not meet this section 3 or could harm the reputation of WeRoam or its funders.

To start a Campaign, apply through our partner form and we will send you a Campaign Brief to complete and sign. Please return it at least 10 working days before you want the Campaign Window to open. A Campaign is agreed when both of us have signed the Campaign Brief.

We decide where each Marker goes. We place Markers on publicly accessible routes, as close to your Venue as is practical. We will not place a Marker anywhere that requires Users to enter private land or go somewhere unsafe. Tell us if you know of a safety issue near a Venue.

We will share what we know about where Users already walk, wheel and cycle, to help you choose Venues. Where Users go varies, and we do not guarantee any number of Unlocks, visits or sales.

We set the points value, Marker tier and how the Reward appears in the App.

Tell us at least 2 working days in advance, or as soon as you can if that is not possible, if a Venue will close, change its opening hours or be unable to honour Rewards, so we can pause the Marker.

Users can Unlock a Reward only during the Campaign Window. We are responsible for making the App enforce the Campaign Window and for closing Markers when it ends. Changes to the Campaign Window must be agreed in writing and take effect only when we confirm they are live in the App.

You must honour any Reward a User shows you in the App that was Unlocked during the Campaign Window and is claimed on or before the Redemption Deadline, during the Venue's normal opening hours.

Unless the Campaign Brief says otherwise, the Redemption Deadline is 7 days after the Campaign Window closes.

To claim, the User shows the Reward screen in the App. It shows the Reward, your name and the date it was Unlocked. Staff may ask to see the screen but must not ask to handle the User's phone. Section 16 is a short guide for staff.

You may refuse a Reward if it was Unlocked outside the Campaign Window, is claimed after the Redemption Deadline, has already been claimed, or you reasonably suspect misuse. Please tell us within 5 working days if you refuse a Reward for any of these reasons, so we can look into it.

If a fault in the App lets Users Unlock a Reward outside the Campaign Window, we will close it as soon as we know and tell you. You do not have to honour Rewards Unlocked outside the Campaign Window, but please treat Users courteously: a User is not at fault for a system error.

Before the Campaign Window opens, brief staff at every Venue about the Reward and how to check it.

Comply with all laws that apply to your business and the Reward, including consumer protection, food safety and allergen information, licensing, and health and safety.

Treat Users claiming a Reward as you would any other customer, and make reasonable adjustments for disabled Users as the Equality Act 2010 requires.

Make sure anything you publish about the Campaign is accurate and complies with the UK Code of Non-broadcast Advertising and Direct & Promotional Marketing (the CAP Code). Send us any material that mentions WeRoam for approval before you use it.

Name a contact for each Campaign and reply to our queries within 2 working days.

We will not share any User's personal data with you. That includes names, email addresses and other contact details, locations, routes, activity and health data, and anything else that could identify a User.

The only Campaign information we give you is aggregated and anonymised, such as total Unlocks by Venue and by day. We will not report a figure below 10 where it could allow someone to be identified.

You must not try to identify any User from information we give you, or combine it with other information to do so.

Any personal data a User chooses to give you directly, for example by separately joining your loyalty scheme, is your responsibility as an independent controller under UK data protection law. It does not come from WeRoam, and you must not present it as connected to WeRoam.

You must not place any tracking technology, code or link in the App or in Reward content that collects information about Users. A link to your website in a Reward listing is allowed with our approval; your own privacy and cookie policies apply once a User leaves the App.

Nothing in the Agreement makes either of us a processor for the other.

WeRoam is delivered in partnership with Kent County Council and funded by the UK Government. Being a Partner does not mean that Kent County Council, the UK Government or Active AI Ltd endorses you or your products or services.

You must not use the name or logo of Kent County Council or any government body, or suggest that any of them has approved or endorsed you, without their prior written permission obtained through us.

We may tell Kent County Council and our other funders about your Campaign, including your name, the Reward and the aggregated results described in clause 7.2.

You give us a non-exclusive, royalty-free licence to use your name, logo, Venue images and Reward description in the App, on the WeRoam website, in emails to Users and on social media to run and promote each Campaign, and in reports to funders and case studies for 12 months after the Agreement ends.

We give you a non-exclusive, royalty-free licence to use the WeRoam name and logo, as we supply them and in line with any brand guidance we give you, only to tell people about your Campaign.

Each of us keeps ownership of its own intellectual property. You confirm that you have the rights to the materials you give us.

You are responsible for your Venues, your staff, the Reward and anything that happens on your premises. You will indemnify us against claims by Users or anyone else arising from the Reward, your products or services, or your breach of sections 3, 6, 7 or 9.

We do not guarantee any number of Users, Unlocks, visits or sales, or that the App will always be available or free from errors.

Neither of us is liable to the other for loss of profit, revenue, business or goodwill, or for any indirect or consequential loss.

Apart from the indemnity in clause 10.1 and any breach of section 7, each party's total liability to the other under the Agreement is limited to £500 for each Campaign.

Nothing in the Agreement limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law.

Neither of us is responsible for delay or failure caused by events outside its reasonable control, including outages of app stores, mobile networks, mapping services or other third-party services.

The Agreement starts when both of us sign your first Campaign Brief and continues until it is ended under this section.

Either of us may end a Campaign, or the whole Agreement, by giving the other 14 days' written notice.

We may pause or remove a Marker or Campaign straight away if we reasonably believe that Rewards are not being honoured, a Venue is closed or unsafe, Users have raised complaints that need investigating, your conduct could harm the reputation of WeRoam or its funders, or you have broken the Agreement.

Either of us may end the Agreement straight away by written notice if the other seriously breaches it and does not put the breach right within 10 working days of being asked to, or becomes insolvent.

However a Campaign ends, you must keep honouring Rewards Unlocked before it ended until the Redemption Deadline or, if it ended early, for 7 days after it ended. This does not apply if it ended because a Venue became unsafe or you stopped trading.

Clauses 5.2, 9.3 and 11.5 and sections 7, 8, 10, 12 and 14 continue after the Agreement ends.

Each of us will keep confidential the other's non-public business information, including Campaign results and the terms of any Campaign Brief. This does not stop either of us sharing information where the law requires it, with our professional advisers, or, in our case, with funders under clause 8.3.

We may update these terms by giving you at least 30 days' written notice. Changes do not apply to a Campaign already agreed unless you agree to them. If you do not accept a change, you may end the Agreement under clause 11.2.

Notices under the Agreement must be in writing and may be sent by email: to you, at the contact address in your most recent Campaign Brief; to us, at holly@weareactiveai.com.

The Agreement does not create a partnership in law, a joint venture or an agency between us.

Neither of us may transfer the Agreement without the other's written consent, except that we may transfer it, on notice to you, to any organisation that takes over the operation of WeRoam.

Each of us will comply with the Bribery Act 2010. You must not offer any gift or hospitality to officers of Kent County Council or any other funder in connection with the Agreement.

No one other than you and us has any right to enforce the Agreement under the Contracts (Rights of Third Parties) Act 1999.

The Agreement is the whole agreement between us about its subject. If any part of it is found invalid, the rest continues to apply.

The Agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.