Rewards Programme Rules

1. Definitions

Account means your RewardsPilot customer account.

Points means the reward points credited to your RewardsPilot account.

Eligible Spend means qualifying business expenditure approved by RewardsPilot.

Net Spend means the value of qualifying expenditure excluding VAT.

Programme means the RewardsPilot Rewards Programme.

2. Membership

Businesses become members of the Rewards Programme once:

• their RewardsPilot account has been approved;
• onboarding has been completed;
• identity verification has been successfully completed;
• all required agreements have been accepted.

Membership is free.

3. Earning Points

Customers will receive: 4 RewardsPilot Points for every £1 of Eligible Spend calculated on the Net Spend (excluding VAT). Example: on a gross transaction of £1,200 with £200 VAT, the Eligible Spend is £1,000 and 4,000 Points are earned. RewardsPilot reserves the right to round fractional calculations where appropriate.

One RewardsPilot Point is equivalent to one airline mile with each of the airline programmes RewardsPilot works with.

Eligible Spend means all funds transferred through the programme, less CrestPay fees and VAT.

There is no minimum monthly spend to participate and no limit on the spend that may earn Points.

Customers transacting more than £1,000,000 per calendar month receive 5 Points for every £1 of Eligible Spend. A Customer may also be on an individually agreed rate, in which case that rate applies and is stated in their Terms of Business.

4. Eligible Transactions

Eligible transactions may include:

• Marketing
• Advertising
• Digital advertising
• Meta Ads
• Google Ads
• Software subscriptions
• Supplier payments
• Business stock
• HMRC payments
• Approved payroll funding
• General business operating expenses
• Other approved categories

RewardsPilot reserves the right to amend eligible transaction categories.

5. Excluded Transactions

Unless otherwise agreed, Points will not normally be awarded for:

• cash withdrawals;
• gambling;
• cryptocurrency purchases;
• chargebacks;
• refunds;
• disputed transactions;
• fraudulent transactions;
• prohibited merchant categories;
• payments prohibited by Payment Partners.

RewardsPilot's decision regarding eligibility is final.

6. Crediting Rewards

Points will normally be credited after:

• payment has successfully completed;
• funds have settled;
• transaction verification has completed.

Crediting timeframes can vary and are not fixed.

7. Reversal of Rewards

RewardsPilot may deduct previously credited Points where:

• a transaction is refunded;
• a payment fails;
• fraud is identified;
• duplicate rewards have been issued;
• an administrative error has occurred;
• the transaction later becomes ineligible.

Negative balances may occur where previously awarded Points have been removed.

8. Reward Adjustments

RewardsPilot may adjust balances where necessary to correct:

• system errors;
• duplicate credits;
• calculation errors;
• fraud;
• abuse of the Programme.

9. Programme Abuse

RewardsPilot may suspend or permanently remove membership where it reasonably believes a customer has:

• manipulated transactions;
• attempted to artificially generate rewards;
• submitted false information;
• acted fraudulently;
• abused promotional offers;
• breached the Terms of Business.

Any Points may be cancelled without compensation.

10. Transfer of Rewards

Unless expressly permitted by RewardsPilot, Points cannot be:

• sold;
• transferred;
• assigned;
• exchanged;
• pledged as security.

RewardsPilot expressly permits two exceptions: Points may be transferred into a Customer's own airline or hotel loyalty account through the portal, and Points may be sold back to RewardsPilot for cash under the Buyback Scheme described in section 12 and in the Buyback Policy.

11. Redemption

Points may be redeemed at any time through RewardsPilot's approved redemption platform. Available redemption options may include:

• Hotel loyalty programmes
• Airline loyalty programmes
• Car hire rewards
• Gift cards
• Travel rewards
• Other partner rewards

Transfers into a Customer's own airline or hotel loyalty account are processed within 24 to 48 hours of the request being approved. Available redemption partners may change without notice.

Some loyalty programmes are only issued to us by our suppliers in fixed blocks, and transfers into them must be made in whole blocks. Emirates Skywards miles can only be redeemed in blocks of 500,000, and Marriott Bonvoy points in blocks of 100,000. Some programmes also limit how often points may be transferred in: Marriott Bonvoy allows five transfers per member per calendar year. Where a block applies, it is shown when the transfer is requested, and a request for any other amount cannot be accepted. Block sizes may change if our supplier terms change.

12. Cash value and the Buyback Scheme

Points are promotional rewards and are not legal tender. They carry no fixed or guaranteed cash value, and a Customer has no right to demand cash for them.

Separately from that, RewardsPilot operates a Buyback Scheme under which it offers to repurchase Points for cash. The scheme is an offer made by RewardsPilot, not a right attaching to the Points themselves, and it may be varied, suspended or withdrawn in accordance with the Buyback Policy. While the scheme is open, a Customer may request a buyback at any time.

The buyback amount is calculated as a percentage of the Eligible Spend that generated the Points being repurchased: 3% as standard, or 4% for Customers transacting more than £1,000,000 per calendar month, unless an individually agreed rate applies. Payment is made to the Customer's registered bank account within 24 to 48 hours of approval, and the repurchased Points are cancelled at the point of payment.

Full eligibility, valuation, limits and cancellation terms are set out in the Buyback Policy, which forms part of these Rules.

13. Expiry

Points do not expire. RewardsPilot does not operate an expiry period, and Points remain available for redemption or buyback for as long as the Customer's account remains open and in good standing.

14. Promotions

RewardsPilot may operate promotional campaigns offering:

• bonus Points;
• accelerated earning;
• welcome bonuses;
• seasonal promotions.

Each promotion may have separate terms and conditions.

15. Errors

If RewardsPilot incorrectly credits Points, it may:

• reverse the credit;
• recover the points;
• suspend redemption until the error has been corrected.

16. Fraud

Where fraud is suspected, RewardsPilot may:

• suspend accounts;
• freeze rewards;
• reverse transactions;
• notify Payment Partners;
• notify law enforcement where appropriate.

17. Programme Changes

RewardsPilot reserves the right to:

• amend earning rates;
• amend redemption partners;
• amend qualifying transactions;
• introduce spending limits;
• withdraw rewards;
• terminate the Programme.

Where reasonably practicable, notice will be provided before material changes take effect.

18. Termination of Membership

Membership automatically ends where:

• the RewardsPilot account closes;
• the Terms of Business terminate;
• fraud is identified;
• RewardsPilot withdraws the Programme.

On closure of an account, unused Points may be forfeited unless otherwise agreed. Points are not forfeited through the passage of time.

19. Limitation of Liability

RewardsPilot accepts no liability for:

• changes made by redemption partners;
• withdrawal of partner programmes;
• delayed crediting;
• technical failures;
• interrupted availability of the Programme.

20. Governing Law

These Programme Rules are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction.

Schedule 1 — Illustrative Reward Examples

Schedule 2 — Payroll Rewards

Where payroll funding is processed through CrestPay under the RewardsPilot programme, Customers shall receive: 4 Points for every £1 of qualifying payroll funding calculated on the net amount excluding VAT, subject to compliance with the CrestPay Payroll Services Agreement. Qualifying payroll funding is wages and PAYE; pension contributions do not earn Points.