1. Who we are and who these terms apply to
These Terms of Service ("Terms") govern your access to and use of the services provided by ReachOut.Systems ("we", "us", "our"), a business operating in the United Kingdom.
By engaging our services, accessing our website, or submitting your contact details, you ("you", "the Client") agree to be bound by these Terms. If you do not agree, please do not use our services.
Questions about these Terms? Contact us at info@reachout.systems.
2. What we do
ReachOut.Systems provides AI-powered customer outreach services to small and medium-sized businesses. Our services include, but are not limited to:
- Connecting to and analysing your existing customer data sources
- Customer scoring, segmentation, and value analysis
- Creating and sending personalised outreach campaigns (email, SMS, content)
- Providing reporting and performance dashboards
- Operating AI-assisted lead engagement tools
The specific scope of services, pricing, and deliverables will be agreed between us in writing before any engagement begins.
3. Engagement and approval
A core principle of our service is that nothing is sent to your customers without your approval. All outreach content — including emails, SMS messages, and any customer-facing communications — is presented to you for review before dispatch. By approving content, you authorise us to send it on your behalf.
You remain responsible for reviewing and approving all outreach material. We are not liable for content that you approve and authorise us to send.
4. Your data and our responsibilities
4.1 Your ownership
All customer data you provide to us remains your property at all times. We do not claim any rights over your data and will not use it for any purpose other than delivering the services you have engaged us to provide.
4.2 Your responsibilities as a data controller
You are the data controller of your customer data. By providing us with customer data, you confirm that:
- You have a lawful basis under UK GDPR (or applicable law) to share and process this data
- Your customers have been informed of how their data may be used
- You are permitted to engage a third party to process this data on your behalf
- The data you provide is accurate to the best of your knowledge
We act as a data processor on your behalf. A Data Processing Agreement (DPA) will be provided and signed as part of any formal engagement.
4.3 Historical data
We understand that long-term customer relationships are central to the value we provide. We are experienced in working with historical datasets spanning many years. You are responsible for ensuring your retention and use of historical data is lawful.
4.4 Data security
We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or misuse. In the event of a security incident affecting your data, we will notify you promptly and take all reasonable steps to contain and remediate the issue.
5. Fees and payment
Fees are agreed on a per-engagement basis and will be set out clearly in your service agreement. Unless otherwise agreed:
- There are no long-term contracts or lock-in periods
- No large upfront setup fees are charged
- Invoices are due within 14 days of issue
- We reserve the right to pause services on accounts with overdue invoices
6. Cancellation
Either party may end the engagement by giving written notice (email is acceptable). We ask for reasonable notice — typically aligned to the current billing period — so we can complete any in-progress work and hand over your data cleanly.
On cancellation, we will return or securely delete your customer data within 30 days, as you instruct.
7. Intellectual property
All tools, systems, templates, AI models, and methodologies we use to deliver our service remain the intellectual property of ReachOut.Systems. You retain ownership of all content, data, and materials you provide to us.
Any reports, dashboards, or campaign outputs we create specifically for you are licensed to you for your internal business use.
8. Liability
We take care to deliver our services professionally, but we cannot guarantee specific commercial outcomes such as conversion rates, revenue increases, or response rates. Results depend on many factors outside our control, including your customers' behaviour and the quality of the data provided.
To the fullest extent permitted by UK law, our total liability to you for any claim arising from our services shall not exceed the total fees paid to us in the three months preceding the claim.
We are not liable for indirect, consequential, or loss-of-profit damages arising from use of our services.
9. Anti-spam and compliance
We operate in compliance with UK GDPR, the Privacy and Electronic Communications Regulations (PECR), and applicable email and SMS marketing laws. We will not send unsolicited marketing to your customers and will ensure all outreach includes appropriate unsubscribe or opt-out mechanisms.
You are responsible for ensuring that your customer data was collected in a lawful manner and that appropriate consents or legitimate interests exist for the outreach activities you instruct us to carry out.
10. Changes to these Terms
We may update these Terms from time to time. We will notify active clients of material changes. The "last updated" date at the top of this page reflects the most recent version. Continued use of our services after changes are posted constitutes acceptance of the revised Terms.
11. Governing law
These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
12. Contact
For any questions about these Terms, please contact us at: info@reachout.systems