Terms of Business

How these terms work

A contract is formed when the Client accepts a Service Order incorporating these terms. Card, account, payment, payroll, airline, hotel and other third-party services may also be governed by separate Partner terms.

1. Parties and interpretation

These terms are between YTY Limited (company number 11880920) trading as RewardsPilot, whose registered office is Ground Floor, Radley House, Richardshaw Road, Pudsey, England, LS28 6LE ("RewardsPilot", "we", "us"), and the business identified in the Service Order ("Client", "you").

"Authorised User" means a person authorised by the Client to use the platform, card or payment account. "Partner" means an issuer, programme manager, bank, payment institution, rewards provider, travel provider, payroll provider, accounting integration or other third party involved in delivering a service. "RewardsPilot Points" means the flexible programme points credited to the Client’s RewardsPilot wallet. "Qualifying Spend" means eligible, cleared transaction value before VAT that meets the programme rules. "Service Order" means the commercial schedule setting out selected services, rates, start date, authorised contacts and any special conditions.

2. Services

We will provide the services selected in the Service Order. These may include business onboarding, a corporate payment account, physical or virtual prepaid Visa cards, card payments, Direct Debits, BACS, CHAPS, Faster Payments, spend controls, expense capture, approval workflows, accounting integrations, RewardsPilot Points, redemption support, reporting and account management.

The account and card are not credit facilities. The Client spends funds it has transferred in advance. Services are subject to eligibility, due diligence, Partner approval and applicable limits.

3. Onboarding and account setup

Account and card setup normally takes approximately two weeks after complete onboarding information has been received, but this is an estimate and may be longer where checks, Partner approval or additional information are required.

4. Partner products and separate terms

Cards, accounts, payment services, payroll payment execution, airline transfers, hotel transfers and other redemptions may be issued, operated or fulfilled by Partners. The Client and its Authorised Users must comply with applicable Partner terms, privacy notices, limits and acceptable-use rules.

RewardsPilot is not a bank, does not accept deposits and does not provide financial, tax, legal or investment advice. Where a Partner term governs the operation of a specific Partner product, that term takes priority for that product.

5. Corporate account, card and payment methods

Following approval, the Client may receive a corporate payment account in its company name and a physical or virtual prepaid Visa card. Subject to the selected account and Partner capability, the Client may make card payments, Direct Debits, BACS, CHAPS and Faster Payments.

The Client is responsible for selecting administrators and Authorised Users, setting appropriate limits and categories, reviewing permissions, protecting credentials and removing access promptly when a person changes role or leaves.

Cards and accounts must be used only for lawful business expenditure. Personal expenditure, cash-like transactions, circular funding, misuse, third-party funding without approval and attempts to bypass controls are prohibited.

6. Loading the account and invoice payments

The Client requests a top-up through the RewardsPilot portal, enters the amount, selects the principal spend category, completes the billing details and requests an invoice. The invoice will show the top-up value before VAT, VAT and a unique payment reference.

The Client must pay from a bank account in its own name and use the stated reference. Subject to cleared funds, identification and Partner processing, the account or card balance will normally be loaded within 24 hours after the invoice payment clears.

We may delay or reject funding that is late, incomplete, unusual, unidentified, outside agreed limits or subject to additional checks. We are not required to advance funds or provide credit.

7. RewardsPilot Points and standard earning rate

The standard programme rate is three RewardsPilot Points for every £1 of eligible, cleared Qualifying Spend before VAT, unless a different rate is expressly recorded in the Service Order.

Points are credited when the relevant RewardsPilot or CrestPay invoice payment clears. No points are earned on VAT, unpaid or reversed amounts, refunds, chargebacks, prohibited transactions, excluded categories or amounts that do not meet the programme rules.

RewardsPilot Points are not Avios, cash, deposits or property held on trust. They remain in the Client’s RewardsPilot wallet until the Client chooses to redeem or transfer them. RewardsPilot Points do not expire while held in that wallet. Once transferred to an airline, hotel or other loyalty programme, the receiving programme’s rules, availability, expiry and transfer restrictions apply.

Illustrations of flights, hotel stays or other rewards are examples only. Availability and the points required may change.

8. Flight search, quotation and airline transfer

The RewardsPilot portal provides an automated search using the Client’s departure airport, destination, dates, cabin class and other search criteria. It identifies available reward-seat options and displays the estimated number of points or airline miles required.

Most major airlines and leading carriers are supported, subject to the availability of seats released by the relevant airline for redemption using airline miles or loyalty points.

If the Client accepts the quotation, the Client must provide the relevant airline loyalty-account number. RewardsPilot will arrange transfer of the required points to that loyalty account. The Client then completes or manages the booking through the airline process. Where the portal completes the booking flow directly, the Client remains subject to the airline’s terms.

The Client may use the same process for directors, employees or family members by providing the relevant traveller’s loyalty-account details, where permitted by that programme. The Client may also request a specified number of points to be transferred without using a search quotation.

Cash taxes, airport charges, carrier charges, booking fees or other amounts not covered by points are payable by the Client. Changes, cancellations, refunds and service after transfer or booking are governed by and handled through the airline.

9. Marriott Bonvoy and hotel redemption

Where available, RewardsPilot Points may be transferred to the Client’s nominated Marriott Bonvoy account at a standard one-for-one conversion rate. There is no minimum transfer amount.

Transfers will normally be completed within 24 hours after the Client accepts the transfer and provides correct account information. The Client may request an additional transfer if the points needed for a booking change.

The Client books through Marriott Bonvoy and may use transferred points across participating Marriott brands, subject to availability and Bonvoy programme rules. Cash taxes, resort fees, destination fees, incidental charges and other extras are payable by the Client.

Additional hotel programmes may be introduced in the future and will be subject to their own terms.

10. Payroll-related payment execution through CrestPay

For the RewardsPilot partnership service, the Client, its accountant or its bookkeeper remains responsible for calculating payroll, producing payslips and making RTI submissions to HMRC. The Client receives and reviews its normal payroll report or net-pay file and signs off the amounts in the usual way.

Instead of making the individual payments itself, the Client enters or uploads the approved employee, contractor, PAYE, National Insurance, pension and other authorised payroll-payment instructions into the CrestPay portal. CrestPay facilitates payment execution only for this partnership service.

The qualifying payroll value is the complete approved payroll liability processed through CrestPay, including eligible employee pay, PAYE, National Insurance, pension and contractor amounts, before VAT.

CrestPay may provide wider payroll calculation, payslip or filing services to other clients under separately agreed terms, but those services are not included in the RewardsPilot payment-execution arrangement unless expressly stated in the Service Order.

11. Payroll timing and same-day requests

Approved payment instructions and cleared funds must be provided at least 24 hours before the required payment date. The Client should provide them 48 hours before the payment date wherever possible.

For a same-day payment request, the Client must contact its support agent before submitting or funding the instruction. Same-day execution is not guaranteed and remains subject to cut-offs, cleared funds, validation, Partner availability and security checks.

12. Fees, VAT and tax treatment

RewardsPilot does not charge a standard subscription or account-setup fee to qualifying clients unless the Service Order states otherwise. Partner, foreign-exchange, replacement, chargeback, exceptional-support, travel, tax or third-party fees may apply where disclosed.

Invoices are issued for the relevant service or transaction amount plus VAT. Rewards are calculated on the eligible amount before VAT. The Client is responsible for its own VAT recovery, accounting and tax treatment.

RewardsPilot has obtained specialist tax advice on the programme structure. The programme is designed so that points arise from ordinary business expenditure rather than additional expenditure incurred for personal reward. The Client must obtain its own advice regarding any personal use, employee benefit, distribution, transfer or cash buyback in its particular circumstances.

13. Quarterly buyback

Where the buyback feature is available, the Client may request a quotation to sell unused RewardsPilot Points back to RewardsPilot. Buyback is discretionary, subject to eligibility, verification, available pricing and any limits stated in the portal or quotation.

A buyback amount may be lower than the illustrative travel value of the points. No cash value is guaranteed until a quotation has been issued and accepted. The Client is responsible for the accounting and tax treatment of any payment received.

14. Protection, insurance and client controls

RewardsPilot holds professional indemnity insurance with a stated level of cover of £5 million, subject to the policy terms, conditions, limits and exclusions. CrestPay holds separate professional indemnity insurance with a stated level of cover of £20 million, subject to its policy terms, conditions, limits and exclusions.

The insurance and payment-protection documents form part of the protection arrangements described in the onboarding pack. Reimbursement applies only where the circumstances fall within the relevant policy or protection arrangement and the insurer or responsible provider accepts the claim. Insurance is not the same as FSCS deposit protection.

The Client must verify payment details using a trusted contact, use dual approval where available, restrict administrators, protect passwords and security codes, review transactions promptly and report suspected fraud or incorrect activity immediately.

15. Data protection and confidentiality

Each party will comply with applicable data-protection law. The Client must ensure it may provide personal data and has given required privacy information to directors, employees, contractors, cardholders and other individuals.

Information may be shared on a need-to-know basis with card issuers, programme managers, payment and banking providers, CrestPay, rewards and travel providers, accounting integrations, identity and fraud providers, professional advisers and public authorities where required.

Each party must protect the other’s confidential information and use it only for the contract, service delivery, security, compliance and legal obligations.

16. Service availability, errors and complaints

We will use reasonable skill and care and aim to provide the service in accordance with agreed support arrangements. Services may be unavailable because of maintenance, security, telecommunications, banks, card schemes, merchants, airlines, hotels, Partners or events outside our reasonable control.

The Client must notify us promptly of errors, disputed transactions, missing points or service concerns and provide supporting information. Provider deadlines may be short and late reporting may reduce available remedies.

Complaints should first be sent to the Client’s account manager or the contact stated in the Service Order. Provider-specific complaints may also need to be made directly to the relevant Partner.

17. Liability

Nothing excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be limited.

Subject to that, neither party is liable for indirect or consequential loss, loss of profit, revenue, anticipated savings, business, goodwill or data, or for losses caused by merchants, travel suppliers, banks, card schemes or Partners outside its reasonable control.

Our total aggregate liability arising in any 12-month period will not exceed the fees paid or payable to RewardsPilot under the affected Service Order in that period, except where the Service Order expressly states a higher cap. This cap does not apply to the Client’s payment obligations, misuse, infringement or breach of confidentiality.

18. Term, suspension and termination

There is no fixed minimum term unless the Service Order states otherwise. The contract continues monthly and either party may terminate it by giving 30 days’ written notice.

A party may terminate immediately for material breach not remedied within 14 days after notice, insolvency, illegality, fraud, serious security concern or serious reputational risk. We may suspend services while investigating risk, unpaid amounts, missing information, suspected misuse, a Partner restriction or an instruction that may be unlawful.

On termination, outstanding amounts remain payable. Partner products may have separate closure steps, residual-balance processes and redemption deadlines.

19. General and governing law

Neither party may assign the contract without consent, except that we may assign it to a group company or successor as part of a genuine reorganisation or sale. We may subcontract while remaining responsible for our contractual obligations, subject to Partner roles.

Notices must be sent to the addresses in the Service Order. Delay in enforcing a right is not a waiver. Invalid provisions are severed. No third party has rights under the Contracts (Rights of Third Parties) Act 1999 unless expressly stated.

The contract and non-contractual disputes are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction, unless a Partner’s terms validly provide otherwise for a Partner product.