Adding Terms and Conditions to Your Platform

This article is designed to show an example of Terms and Conditions you may wish to have your employees agree to before participating in your reward program. It is not intended to be a comprehensive list of Terms and Conditions, but is instead a good starting point for you to build the Terms and Conditions necessary for your company's bylaws and stipulations. 

You will need to include your company name in the text. We suggest performing a Find and Replace (Control+F, or Command+F) search for "COMPANY" and then replacing it with your company name when using this template. Please read carefully and make changes to the template as necessary.

SAMPLE TEXT

COMPANY Employee Awards Program Terms and Conditions

Welcome to the COMPANY Employee Awards Program. The site is comprised of various web pages operated by Awardco. The Award Program is offered to you based on your acceptance without modification of the terms, conditions, and notices contained herein. Your use of the Award Program constitutes your agreement to all such Terms. Please read these terms carefully and keep a copy of them for your reference.

The products redeemed through the Award Program may be subject to additional terms and conditions. Participants are encouraged to read any and all information disclosed, including additional terms and conditions and privacy policies that may also apply to the Awardco site and/or the products redeemed through the site.

The COMPANY Reward Program: The purpose of this program is to offer rewards to participants by giving points that can be redeemed on the Awardco site.

Term of Award Program

The Award Program will be launched and available to all eligible participants to join on [MM/DD/YYYY]. The Award Program will continue for an indefinite period. COMPANY reserves the right, in its sole and absolute discretion, to modify, limit or terminate the Award Program at any time.

Should COMPANY terminate the Award Program, COMPANY will provide thirty (30) days notice to all current participants (defined below) in order to REDEEM any points remaining in an account. Notice shall be provided via email. The right to EARN points will cease during the 30-day notice period.

Eligible Participants

In order to participate in the Award Program, a participant must be an employee in any participating department of COMPANY and have an active account in said company.

Participation in the Award Program is optional.

How to Participate

In order to join the Award Program, participants must: (i) visit the company account; (ii) login using credentials provided by COMPANY; and (iii) read and accept these terms and conditions without modification of the terms, conditions, and notices contained herein.

Point Distribution

COMPANY management and/or the Award Program administrator oversees the distribution and awarding of points to participants. Points may be given for one of the following COMPANY criteria: Performance, Learning, Anniversaries, Extra Effort, Innovation, and Exhibiting Core Values.

Performance: Points may be awarded based on a specific or continuous performance that goes above and beyond normal expectations by a participant. Awarding points for performance may be independent of COMPANY’s financial performance.

Learning: Points may be awarded based on the learning and development of a participant’s skills and knowledge including but not limited to the successful completion of a training course, exemplary self-teaching or demonstrating competence in a specific responsibility or issue.

Anniversaries: Points may be awarded upon a participant's milestone anniversary of employment with COMPANY.

Extra Effort: Points may be awarded upon a participant exceeding a target or performing above expectations.

Innovation: Points may be awarded upon a participant initiating and/or demonstrating a new, creative, cost or otherwise effective idea that would have a positive effect on COMPANY, a client or otherwise.

Exhibiting Core Value: Points may be awarded upon a participant initiating and/or demonstrating a COMPANY Core Value.

All awarding of points, including the amount of points, is at the discretion of COMPANY Management and/or the COMPANY Rewards Program administrator. COMPANY has the right to change, limit, modify or cancel the criteria in which points are awarded at any time.

Participants will see points and the description of the award as they are posted in each participant’s account.

Point Redemption, Shipping of Products, and Additional Terms

Participants can redeem points 24/7 for one or multiple products using some or all of the points in their account. Points are strictly to be redeemed on the Awardco site and are non-transferrable. Points have no expiration date and can be carried over to the next year.

Point redemption, and the product(s) selected, may be subject to additional terms and conditions. For example, items redeemed through Amazon may be subject to the terms and conditions of Amazon Business. Participants who redeem points for hotel reservations may be subject to terms and conditions, including refund or cancellation terms of the specific hotel. These additional terms and conditions are made available per individual request by the participant to the Awardco Support Team. This request may be submitted to the Team by emailing [e-mail]. Participants are encouraged to carefully read all terms and conditions prior to checkout.

These Terms, and COMPANY’s responsibility and obligations, do not extend to the products redeemed by Participants.

Products are shipped to the address specified during checkout. Shipping details will be disclosed to Awardco's fulfillment vendors during checkout. Shipping costs may vary depending on the product selected by the Participant. COMPANY is not responsible for shipping costs associate with orders placed by the Participant. Once an order is placed, it cannot be cancelled. See the Amazon Product Returns section below for further information.

Amazon Product Returns

Generally, Participants have 30 days to return an Amazon product from the time when a product is delivered to the submitted shipping address. Participants may be responsible for the shipping costs to return products to Awardco or the appropriate vendor. Some products may not be refundable. COMPANY is not responsible for product returns. The Participant is responsible for consulting product terms and conditions before finalizing an order. 

To initiate a return, please call 800-320-0893, email [e-mail], or chat live with Awardco Support using the Support widget at the bottom of each platform page during business hours. After the product has been successfully returned, the participant will receive a credit in points. The credit may take up to 15 days to process after the product is confirmed as returned.

Taxable Income

Employees in the US: REDEEMED points during a 12-month period ending on December 31st will be considered taxable income and as such will be reflected on the participant’s applicable tax forms.  

*The above is sample text, if you have any questions concerning taxes, please consult with your CPA (Certified Public Accountant).

Correction and Termination of Points

COMPANY reserves the right to correct any point distribution mistake. For example if a Manager gives a participant too many points, they can deduct the points from the participant's account at any time. The system will track all point reductions.

If a participant resigns or employment with COMPANY is terminated, regardless of the reason, all points are immediately nullified.

Termination of Participant

If COMPANY believes you have (a) violated any of these Terms, (b) the Terms of Awardco, (c) acted in a manner inconsistent with applicable law, regulations, ordinances, or the Employee Handbook Policies, (d) engaged in any misconduct or wrongdoing in connection with the Award Program, or (e) engaged in abusive, fraudulent, inappropriate, or hostile conduct in connection with the Award Program, COMPANY reserves the right to revoke, cancel, or suspend your participation in the Award Program and revoke, cancel, or suspend any and all unredeemed points, or take other action at its discretion, at any time with immediate effect and without written notice.

Privacy

Your participation in COMPANY Reward Program is subject to Awardco's Privacy Policy. Please review the Awardco Privacy Policy, which also governs the Site and informs Participants of Awardco’s data collection practices. 

Your Account

If you use the COMPANY Reward Program site, you are responsible for maintaining the confidentiality of your account and password, restricting access to your computer, and you agree to accept responsibility for all activities that occur under your account or password. You may not assign or otherwise transfer your account or portions thereof to any other person or entity. You acknowledge that the COMPANY Reward Program or Awardco is not responsible for third party access to your account that results from theft or misappropriation of your account.  The COMPANY Reward Program and Awardco and its associates reserve the right to refuse or cancel service, terminate accounts, or remove or edit content in their sole discretion or to modify these terms and conditions.

Links to Third Party Sites/Services

The COMPANY Reward Program site may contain links to other websites. The linked sites are not under the control of COMPANY or Awardco. COMPANY and Awardco are not responsible for the contents of any linked site, including without limitation any link contained in a linked site, or any changes or updates to a linked site. Awardco is providing these links to you only as a convenience and the inclusion of any link does not imply endorsement by Awardco of the site or any association with its operators.

Certain services made available via the COMPANY Reward Program are delivered by third party sites and organizations. By using any product, service or functionality originating from the COMPANY Reward Program site domain, you hereby acknowledge and consent that Awardco may share such information and data with any third party with whom Awardco has a contractual relationship to provide the requested product, service or functionality on behalf of COMPANY Reward Program users and customers.

Release

By participating in the Award Program and by redeeming any point(s) for an item from Awardco, you forever release, discharge and hold harmless COMPANY and its affiliates, directors, officers, partners, representatives and agents from any all damages, injuries, death, loss or liability to person or property, due in whole or in part, whether directly or indirectly, by (i) participating in Award Program and (ii) the acceptance, redemption, participation, use or misuse of any item.

COMPANY extends absolutely no representations or warranties in respect of any item and accepts no liability arising in respect of such an item or the use thereof.

© 2019 Awardco

If you feel this article left your questions unanswered, please let us know how we can improve and clarify this topic by commenting below.