Terms & Conditions

These Terms & Conditions ("Terms") govern access to and use of RefrdBy (the "Service"), operated by RefrdBy ("RefrdBy", "we", "us", "our"). They apply to everyone who uses the Service in any capacity — local-business "Providers" who run a referral program, the "Clients" (customers/referrers) who take part in one, "Affiliates" who promote a Provider's business for commission, "Partners" who promote RefrdBy itself through the RefrdBy Partner Program, and administrators of the platform.

By creating an account, clicking "I agree", submitting a referral or booking request, accepting an affiliate invitation, or otherwise using the Service, you confirm that you have read, understood, and agree to be bound by these Terms and by our Privacy Policy. If you do not agree, please do not use the Service.

If you are using the Service on behalf of a business or other entity, you represent that you have the authority to bind that entity, and "you" refers to both you and that entity.

RefrdBy connects several kinds of users, and these Terms apply to all of them:

• Providers — local businesses and professionals who create an account to run a referral and rewards program, manage clients and appointments, and (optionally) recruit affiliates.
• Clients — the customers, patients, or contacts of a Provider who are referred to, booked with, or otherwise interact with that Provider through the Service (for example, by submitting a booking request through a referral link, or being added by a Provider).
• Affiliates — individuals or organizations invited by a Provider to promote that Provider's business in exchange for a commission on resulting business. (This is separate from the RefrdBy Partner Program described in Section 18.)
• Partners — individuals or organizations who apply to and are approved for the RefrdBy Partner Program, through which they promote RefrdBy itself (rather than any individual Provider) in exchange for a bounty when a business they refer becomes a paying customer.

You must be at least 18 years old and able to form a binding contract to create an account or otherwise use the Service. Providers and Affiliates create accounts directly; Client records may be created by a Provider (for example, when adding a customer) or by the individual themselves (for example, by submitting a booking request through a referral link).

You agree to provide accurate, current, and complete information when creating or updating an account, and to keep your login credentials confidential. You are responsible for all activity that occurs under your account, and you must notify us promptly of any unauthorized use.

We may suspend or terminate accounts that provide false information, are inactive for extended periods, or otherwise violate these Terms.

RefrdBy gives Providers tools to run a word-of-mouth referral program: generating shareable referral links, tracking who referred whom, recording bookings and completed appointments, issuing rewards to Clients who refer others, and (where enabled) managing an Affiliate program with commissions.

Clients use the Service indirectly — typically by following a referral link, submitting a booking or enquiry, receiving messages about their reward, and (if they choose) sharing their own referral link.

RefrdBy is a tracking, communication, and rewards-management tool. We are not a party to, and do not guarantee, any service, appointment, transaction, or reward arrangement between a Provider and a Client or Affiliate — those relationships and any resulting obligations are solely between them.

Providers may use a free plan with limited features, or subscribe to a paid plan that unlocks additional functionality (for example, higher client limits, automated messaging, or affiliate management). Current plans and pricing are described on our Pricing page and may be updated from time to time; price changes will not retroactively apply to a billing period you've already paid for.

Paid plans are billed in advance on a recurring (monthly or annual) basis through our payment processor. By subscribing, you authorize us to charge your chosen payment method for the applicable fees, plus any taxes, until you cancel. You're responsible for keeping your billing information current.

You may cancel a paid plan at any time from your account settings; cancellation takes effect at the end of the current billing period, and we do not provide partial-period refunds except where required by law or expressly stated otherwise. Free trials, promotional pricing, and special program enrollments (such as Friends & Family accounts) are subject to the specific terms presented when they're offered, and we may modify or end them at our discretion.

Each Provider sets their own referral rewards (for example, discounts, free services, gift cards, or priority booking) and welcome offers, and is solely responsible for describing those rewards accurately, fulfilling them, and complying with any laws that apply to their profession or industry — including rules about incentives, gift cards, advertising, and professional conduct. RefrdBy may apply "compliance mode" templates for certain professions, but this does not constitute legal advice and does not relieve a Provider of their own compliance obligations.

Affiliates who accept an invitation from a Provider agree to the commission rate, promotional guidelines, and any additional terms that Provider sets out. Commission amounts, approval, and payout are managed by the Provider (or by RefrdBy on the Provider's behalf where applicable); RefrdBy is not responsible for a Provider's failure to honor a commission, reward, or offer.

You agree not to manufacture fake referrals, self-refer to abuse a reward program, misrepresent who referred whom, or otherwise attempt to game tracking, rewards, or commissions. We may withhold rewards or commissions, and suspend accounts, where we reasonably believe this kind of abuse has occurred.

The Service sends messages on a Provider's behalf — for example, booking confirmations, appointment reminders, post-visit follow-ups, reward notifications, and referral-link invitations — by SMS, email, or both. By providing your phone number or email address (whether as a Client, Affiliate, or Provider), and where you check any consent box presented to you, you agree to receive these operational messages related to your use of the Service.

Message and data rates may apply. You can opt out of SMS messages at any time by replying STOP, and out of marketing emails using the unsubscribe link in those messages; you may continue to receive transactional or service-related messages necessary to operate your account or fulfil a booking you've requested.

When using the Service, you agree not to:

• Violate any applicable law, regulation, or third party's rights (including privacy, intellectual property, and consumer-protection laws);
• Upload or transmit content that is false, misleading, defamatory, abusive, or that you don't have the right to share;
• Attempt to access another user's account, data, or referral links without authorization;
• Interfere with, disrupt, reverse-engineer, or probe the security of the Service or its infrastructure;
• Use the Service to send unsolicited bulk messages ("spam") or to harvest contact information for unrelated purposes;
• Use automated means (bots, scrapers) to access the Service except where we expressly permit it.

Providers and Affiliates retain ownership of the content they add to the Service — business descriptions, reward copy, branding, messages, and similar material ("Your Content"). By submitting Your Content, you grant RefrdBy a non-exclusive, worldwide, royalty-free license to host, store, reproduce, and display it solely as needed to operate and provide the Service (for example, showing your business details on a referral landing page, or including your branding in messages sent on your behalf).

You're responsible for Your Content and for having the rights to use and share it. RefrdBy and its logos, design, and underlying software are owned by RefrdBy and protected by intellectual-property laws; nothing in these Terms grants you rights to our brand or technology beyond what's needed to use the Service as intended.

The Service relies on third-party providers to operate — for example, payment processing (such as Square), SMS and email delivery, and cloud hosting. Your use of those features may also be subject to that third party's own terms and privacy practices, and RefrdBy is not responsible for their acts, omissions, downtime, or policies.

Referral links may lead Clients to a Provider's own booking page, website, or communications channels that are outside RefrdBy's control; once you leave the Service, that destination's terms and privacy practices apply.

We collect and use information — including account details, contact information, referral and appointment activity, and technical data such as IP addresses and timestamps — as described in our Privacy Policy. Providers who add or import Client information are responsible for having a lawful basis to share that information with us and for honoring any privacy commitments they've made to their own customers.

For security, accountability, and to help administrators understand how the platform is being used, RefrdBy maintains an internal audit log that timestamps significant account actions (such as logins, bookings, referrals, and changes made by Providers, Clients, Affiliates, and admins) together with the originating IP address. This data is used for security, troubleshooting, fraud prevention, and compliance purposes, and is handled in line with our Privacy Policy.

The Service is provided "as is" and "as available." While we work hard to keep it accurate and reliable, we don't guarantee that it will be uninterrupted, error-free, or that referral tracking, message delivery, reward calculations, or any third-party integration will always work exactly as expected. To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement.

RefrdBy does not guarantee any particular business outcome — including the number of referrals, bookings, conversions, or earnings a Provider, Client, or Affiliate may achieve through the Service.

To the fullest extent permitted by law, RefrdBy and its officers, employees, and partners will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, data, goodwill, or business opportunity, arising from or relating to your use of (or inability to use) the Service — even if we've been advised of the possibility of such damages.

To the extent permitted by law, our total liability for any claim arising from these Terms or the Service will not exceed the greater of (a) the amount you paid us in the twelve months before the claim arose, or (b) one hundred US dollars ($100).

Nothing in these Terms limits liability that cannot be limited under applicable law.

You agree to defend, indemnify, and hold RefrdBy harmless from claims, damages, losses, and expenses (including reasonable legal fees) arising from your use of the Service, Your Content, your violation of these Terms, or your violation of any law or third party's rights — including, for Providers, claims relating to the rewards, offers, services, or commissions you offer or owe to Clients and Affiliates.

You may stop using the Service and close your account at any time. We may suspend or terminate access to the Service — in whole or in part, with or without notice — if we reasonably believe you've violated these Terms, created risk or legal exposure for us or others, engaged in fraudulent or abusive activity, or if we discontinue the Service.

Provisions that by their nature should survive termination (including ownership, disclaimers, limitation of liability, and indemnification) will continue to apply after your account is closed.

We may update these Terms from time to time — for example, to reflect new features, legal requirements, or operational changes. If we make material changes, we'll provide reasonable notice (such as an in-app notice or email) before they take effect. Continuing to use the Service after changes become effective means you accept the updated Terms; if you don't agree, you should stop using the Service and close your account.

Each version of these Terms is dated, and we keep a record of when each user last accepted a version, for accountability and audit purposes.

These Terms are governed by the laws of the jurisdiction in which RefrdBy operates, without regard to conflict-of-law principles. Any dispute arising from these Terms or the Service should first be raised informally with us at the contact details below so we can try to resolve it quickly and fairly.

The RefrdBy Partner Program ("Partner Program") is a separate, platform-level affiliate program operated directly by RefrdBy — distinct from the Provider-recruited Affiliate program described in Section 6. Through it, individuals or organizations ("Partners") may apply to promote RefrdBy itself (rather than any individual Provider's business) in exchange for a flat, one-time bounty when a business they refer signs up and becomes a paying RefrdBy customer.

Applications & vetting. Joining the Partner Program requires an application; we review and approve (or decline) applications at our discretion, and submitting one doesn't guarantee acceptance. We may follow up by email if we need more information before deciding, and we may ask approved Partners to agree to additional promotional guidelines.

Bounty amount, eligibility & "active" status. The bounty amount, and the criteria that determine whether a Partner is currently eligible to earn new bounties (for example, recent promotional activity or time since approval), are set by RefrdBy, are described in the Partner Portal and/or communicated to Partners directly, and may be changed by us prospectively at our discretion. Changes will not retroactively reduce a bounty you've already earned. We may also pause or end a Partner's active status — with or without cause — as a manual override of these criteria, including in response to inactivity, policy violations, or program changes.

Payouts. Bounties are paid out manually — for example, by check or ACH — on a periodic basis after they qualify; RefrdBy does not provide automated, real-time, or on-demand payment processing for the Partner Program. Partners are responsible for providing accurate payout information, for keeping it up to date (by emailing us, since full bank or account details are exchanged outside the Service — see our Privacy Policy), and for any taxes or reporting obligations that may apply to bounties they receive.

Partner conduct. By participating, Partners agree to represent RefrdBy honestly and accurately; to comply with applicable advertising, endorsement, and disclosure laws (including disclosing their relationship with RefrdBy where required by law or platforms like the FTC guidelines); and not to engage in spam, false or misleading claims, trademark-infringing advertising, incentivized or fraudulent sign-ups, self-referrals, or other deceptive promotional practices. We may decline to count a referral, withhold or cancel a bounty, and suspend or terminate a Partner's participation — with or without notice — where we reasonably believe these Terms, applicable law, or the Partner Program's guidelines have been violated, or where a referred signup is cancelled, refunded, or otherwise never becomes a qualifying paying customer.

This section governs the Partner Program specifically; it doesn't change or limit Section 6, which covers referral rewards that individual Providers offer to their own Clients and Affiliates.

Questions about these Terms — including about the Partner Program — can be sent to hello@refrdby.com.