Legal

Terms of service

Last updated: 21 July 2026.

These terms govern access to and use of PromoProof by business users worldwide. PromoProof may be used internationally, but these terms are governed by the law stated below and subject to any mandatory law that applies to you. They form an agreement between Laurence Caton, a sole trader, trading as PromoProof, of Pickwicks Folly, Thorpe Lane, Trimley St Martin, IP11 0RZ, United Kingdom (we, us and our), and the organisation or individual placing an order or using the service (you and your).

1. The service

PromoProof is a software service that helps you document a free-to-enter promotion and produce a record of a winner selection from an entrant list you supply. Features may include workspace access, campaign records, entry-list imports, validation, list freezing, selection records, certificates and exports.

• We do not host entry forms, acquire entrants, accept payments for campaign entry, issue tickets, run your promotion, contact winners or fulfil prizes.
• We do not provide legal, regulatory, tax or advertising advice, and no service output is a legal approval or compliance guarantee.
• You must not use the service for paid-entry prize draws, ticket sales, gambling, lotteries or any activity that is unlawful in the place where you operate.

2. Your account and team

You must provide accurate account information, keep credentials secure and ensure that every person you invite is authorised to use the relevant workspace. You are responsible for activity performed through your account, including selecting appropriate permissions for colleagues and clients.

3. Your promotions and materials

You remain the promoter, or the agent acting for the promoter, and are solely responsible for each promotion and all information you upload. Before using PromoProof, you must ensure that you have the necessary permissions and a lawful basis to upload personal data and that the promotion has suitable terms and privacy information.

• Your campaign description, prize information, dates, terms and entrant list must be accurate and complete.
• You must resolve duplicate, invalid or excluded entries using your own campaign rules before freezing a list.
• You must not upload special-category personal data, children’s data, data obtained unlawfully, or data that is excessive for the selection process.
• You must retain responsibility for eligibility decisions, winner contact, verification, prize fulfilment and disputes.

4. Plans, fees and credits

The price, billing period, included usage and renewal terms for a plan are shown at checkout or in your order confirmation. Subscription fees are charged in advance for each billing period. One-off credits are consumed when the applicable irreversible selection workflow is started or completed, as indicated in the service.

You authorise our payment provider to collect fees due under your order. We may change prices or plan features for a future renewal period by giving reasonable notice. Taxes are added where applicable unless stated otherwise.

5. Availability, records and changes

We will use reasonable care and skill to provide the service. We may maintain, update or modify the service to improve security, reliability, legal compliance or functionality. We will not knowingly alter a completed evidence record, but you should export and retain the records you need for your own files.

6. Intellectual property

We retain all rights in PromoProof, its software, branding and templates. We grant you a limited, non-exclusive, non-transferable right to use the service during your paid or permitted access period. You retain rights in the content and data you upload, and grant us only the rights needed to operate, secure and support the service.

7. Confidentiality and data protection

Each party must protect the other’s confidential information and only use it to perform this agreement, except where disclosure is required by law. Our privacy notice and any agreed data processing addendum apply to personal data handled through the service.

8. Suspension and termination

You may cancel a subscription in accordance with the cancellation policy. We may suspend or terminate access where we reasonably believe there is non-payment, a security risk, unlawful use, a breach of these terms or a risk to the service or other users. Where appropriate, we will give notice and a reasonable opportunity to remedy the issue.

9. Liability

Legal review required before publication: a solicitor should settle the liability cap, exclusions, indemnity position and consumer-rights wording for this sole-trader business and its insurance position. Nothing in these terms should exclude liability that cannot lawfully be excluded or limited.

10. General

These terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction, subject to any mandatory law that applies to you. If any part is unenforceable, the remainder continues in force. Contact us about these terms at info@promoproof.co.uk.