Pilot and Online Order Terms

1. Order details

This public document supports two distinct Order routes. A sales-assisted pilot uses a completed signed Pilot Order. An expressly offered recurring purchase uses the server-generated Online Subscription Order shown immediately before checkout. Either route must identify every applicable customer-specific choice below; an incomplete or mixed route is not authority to activate or charge.

• A unique Order reference, execution date, proposed activation date and UK timezone.
• Supplier: VOTE PLATFORM LIMITED, company number 17385346, Flat 8 Jayson Court, 44 Ashburton Road, Croydon, England, CR0 6AN.
• The Customer's full legal name, entity type, registration number where applicable, registered office and operating jurisdiction.
• Each signatory's name, title, verified business email and express authority to bind its named party.
• Durable operational, privacy, security, billing and invoice contacts, plus any required purchase-order reference.

2. Pilot purpose and success

• The executed Order describes the business problem, permitted pilot use, named organisation, internal audience and intended decision types in plain English.
• It records measurable success outcomes, the evidence owner and the review date so the pilot can be evaluated without relying on an informal sales promise.
• The standard Order is available only to a UK-registered company or limited liability partnership. A charity, education provider, council or public body, union, sole trader, partnership or unincorporated organisation requires separate eligibility and contract review.
• Excluded or separately assessed decision uses: public or political elections, statutory or regulated votes, shareholder or formal charity/union governance, and employment or other high-impact individual decisions.

3. Service scope

• The executed Order lists the enabled modules, pilot capacity, authorised organisations, administrator roles, onboarding, training and any feature limit. Anything not listed is outside the purchased scope.
• AI is disabled. Enabling AI requires a later signed Order that names each feature, accepted AI Use Schedule and verified provider configuration.
• Live Stripe checkout and recurring billing are disabled for the standard pilot, which uses the manual-invoice schedule below. An Online Subscription Order enables Stripe only for the selected recurring purchase after its separate release and authority gates pass.
• Exports and external sharing are disabled unless the executed Order names the enabled path, approved recipient class and Customer control.

4. Term and renewal

• The standard pilot starts only when Votegrain records that the signed Order, London production binding, customer setup, current provider terms, monitored support route, participant notice, export/deletion route and backup evidence are complete. Unless the executed Order states different dates, it runs for 30 calendar days from activation.
• The pilot expires at its stated end date and does not renew automatically.
• Either party may terminate for convenience on 14 days' written notice. A material breach has a 10-business-day cure period unless it is irremediable or law permits immediate termination.
• Production conversion: requires a new signed Order; completing the pilot, using the service or paying an invoice does not silently create a production subscription.
• Online subscription: starts only after Votegrain verifies the accepted Online Subscription Order and matching successful Stripe evidence, then renews automatically at the displayed cadence until cancelled. Its on-screen summary states the renewal cadence and normal renewal amount before payment.

5. Manual pilot and online subscription billing

The standard paid pilot is sales-assisted. Votegrain issues a manual invoice only after both parties execute its Pilot Order and before activation. An Online Subscription Order is a separate recurring route and applies only when its exact summary and incorporated documents are displayed and accepted before Stripe. Requesting a demo, creating an account, using a test checkout or entering payment details is not authority to charge the Customer.

• The executed Order states one fixed pilot fee in pounds sterling. Fees are exclusive of VAT; Votegrain adds VAT only where legally due.
• Votegrain invoices the full fixed fee after both parties execute the Order and before activation, unless the executed Order expressly uses a milestone schedule.
• The invoice is sent to the named billing contact and includes the Customer's required purchase-order reference where one was supplied before signature.
• A correct invoice identifies the supplier and Customer, unique invoice number and date, service, amount, currency, VAT where legally due, payment date and approved payment details. Its undisputed amount is due by bank transfer within 30 calendar days after receipt.
• The Customer must identify a good-faith disputed amount and reasons within 10 business days and pay the undisputed amount on time. The parties escalate the dispute promptly and in good faith.
• Where applicable, Votegrain may claim statutory interest, fixed compensation and reasonable recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998.
• Fees are non-refundable after service starts except where law requires, Votegrain's uncured material breach gives a refund remedy, Votegrain terminates for convenience and refunds the unused prepaid period, or the executed Order states an additional credit. No Stripe term overrides the signed Order.
• Votegrain does not request or store full payment-card details for a manually invoiced pilot.
• An Online Subscription Order states the billing organisation, selected plan and capacity, normal recurring GBP price, cadence, first charge, promotion effect, agreed tax treatment, cancellation route and refund position. Stripe repeats the renewal cadence, displays the exact provider amount and handles full card details before payment. Votegrain must not activate the Order if the accepted commercial terms and provider amount do not match.
• The online subscription renews automatically at the accepted cadence until cancelled. A first-payment promotion does not change later renewals unless the Order expressly says it does.
• Cancellation stops future renewals but does not itself refund a completed charge, delete Customer Data or end duties that survive termination. Refunds follow the Customer Agreement, the Online Subscription Order and applicable law.

6. Data protection and residency

• The executed Order records whether the Customer is controller or a processor acting for another controller, its privacy contact, its data-subject groups and the Customer Data categories it authorises.
• Special-category, criminal-offence, government-identifier, payment-card, health and other highly sensitive data: prohibited unless a separately signed exception and verified controls are attached.
• Primary database and authentication region: Supabase West EU (London). Activation is blocked until the connected customer-production project is read back and recorded as London.
• Other processing locations: Vercel application runtime in the United States; Resend email sending from Ireland with account data and logs in the United States; redacted Sentry diagnostics in Germany; authorised Votegrain support from the United Kingdom or Australia. The DPA and Subprocessor Schedule state the safeguards.
• Applicable documents: DPA-2026-08-29-V1, SECURITY-2026-08-29-V1, SUBPROCESSORS-2026-08-29-V1, and the Customer's Participant Notice. AI-2026-08-29-DISABLED-V1 records the disabled AI posture.

7. Security, support and service commitments

• Support: demo@votegrain.com with “Pilot support” and the Order reference in the subject. Activation requires a confirmed monitored mailbox and rota for 09:00–17:00 UK time, Monday to Friday excluding public holidays in England.
• Initial-acknowledgement target: four staffed hours for Priority 1 and two business days for Priority 2, Priority 3 and general requests. The Customer Agreement defines severity; no resolution time is guaranteed.
• No uptime SLA, service credits or planned-maintenance commitment beyond reasonable skill and care and reasonable notice where practicable.
• Supabase daily backups are available on a rolling seven-day basis. The pilot has no contractual recovery-point or recovery-time objective and no guaranteed restore time.
• Votegrain notifies the Customer without undue delay after becoming aware of a personal data breach affecting Customer Data and provides available facts in phases where necessary.
• Customer dependencies: timely contacts, decisions, lawful data, administrator access and reasonable incident cooperation.

8. Retention, export and exit

• While an Order remains active, completed decision records are retained for 24 months after result release by default; an initiative closed without release uses its closure date. The executed Order may select a lawful shorter or justified longer period.
• The executed Order lists the tested export formats and data categories available for that pilot; Votegrain does not promise a complete database dump.
• The Customer may request the supported export until 30 days after the pilot ends.
• When the last Order ends, the exit schedule overrides an unexpired live-retention period: Votegrain completes operator-mediated deletion of live initiatives, options, results, reports, comments, shares and other Customer Data within 30 days after the export window or a valid earlier instruction. Ongoing, cancelled and never-released initiatives follow that same deadline.
• Accepted ballots and bounded eligibility, duplicate-prevention and audit evidence may remain until 24 months after result release or initiative closure to preserve integrity and establish the record, unless the Customer lawfully selects a shorter period. Access remains restricted and identity linkage is minimised or pseudonymised where possible.
• Supabase backups are isolated from ordinary use and age out of the accessible backup set on a rolling seven-day cycle after live deletion. This is a provider backup-availability cycle, not selective editing of a backup or a guaranteed restore time.
• Legal hold, accounting or dispute exception: limited to the records and period required, with other processing blocked.
• Customer responsibility for exported copies and downstream recipients after download or external sharing.

9. Incorporated documents and special terms

• Customer Agreement MSA-2026-08-29-PILOT-V2 at /legal/customer-agreement.
• DPA-2026-08-29-V1 at /legal/data-processing, SECURITY-2026-08-29-V1 at /legal/security and SUBPROCESSORS-2026-08-29-V1 at /legal/subprocessors.
• AUP-2026-08-29-V1 at /legal/acceptable-use and AI-2026-08-29-DISABLED-V1 at /legal/ai-use.
• The execution copy appends each canonical HTTPS URL, effective date and content SHA-256 from the approved legal release manifest. It states any numbered special term; if none is stated, there is no departure.
• Order of precedence: mandatory transfer terms, DPA, this Order, Customer Agreement, enabled AI schedule, AUP, then other incorporated schedules.

10. Signing and authority

By signing, each signatory confirms that they are authorised to bind the named party. The Customer signatory confirms that the Customer has reviewed this Order and every incorporated version, is responsible for the legality and governance of its decision processes, and understands that Votegrain provides software rather than a guarantee that a vote or resolution is legally valid or binding.

The execution block records each signatory's name, title, signature, authority declaration and UTC date. The completed Order and exact incorporated documents must be provided to both parties in a durable form.

An approved e-signature or manual execution service is the execution evidence for a sales-assisted pilot. For an Online Subscription Order, the evidence is the authenticated server record that binds the Customer, authority declaration, Order summary, selected offer, prices, every incorporated version and hash, UTC acceptance time and later matching Stripe evidence. The Customer must receive a durable copy. An ordinary product action, browser return or Stripe receipt alone is not execution evidence.