Terms and Conditions

What these Terms cover

These Terms and Conditions govern access to and use of Kola, the workplace culture and rewards platform operated by Numero Technology Ltd. Kola helps organisations and their people recognise contributions, celebrate important moments, organise group activities, listen to employees, play workplace games and provide rewards through Slack, Microsoft Teams and Kola web services.

The core culture product does not require a company wallet. Financial features, funded rewards, cash balances, contributions, payouts and card-based products are optional, are activated separately and may be subject to additional terms, eligibility checks, fees and provider requirements.

If you install Kola, accept these Terms for an organisation, administer a Kola workspace or use Kola after your organisation makes it available, you agree to the provisions that apply to your role. Please read them carefully and keep a copy.

1 About Kola and these Terms

Kola is operated by Numero Technology Ltd, a company incorporated in England and Wales.
111 New Union Street, Coventry, West Midlands CV1 2NT, United Kingdom.

These Terms form a binding agreement between Numero Technology Ltd (Numero, Kola, we, us or our) and: (a) the organisation that installs, configures, purchases or authorises Kola (the Organisation); and (b) each individual permitted to access Kola (an Authorised User or you).

An Organisation may have a separate order form, pilot agreement, data processing agreement, fee schedule or financial-services terms with us. If there is a conflict, the document that is more specific to the relevant subject takes priority. Mandatory law always takes priority over these Terms.

Business service

Kola is primarily a business service supplied to organisations for workplace use. An Organisation enters into the principal customer relationship. Authorised Users use Kola through that relationship and must follow these Terms and the Organisation's lawful policies. Nothing in these Terms removes rights that cannot lawfully be excluded, including any mandatory rights that apply to an individual consumer transaction.

2 Definitions

3 Who may use Kola

You may use Kola only if you are invited or otherwise authorised by an Organisation, are legally capable of agreeing to the provisions that apply to you, and are not prohibited from using the Services by applicable law.

Kola is not directed to children. An Organisation must not invite anyone under 16, or below any higher minimum age required by applicable law, without first obtaining all legally required authority and contacting us to agree appropriate safeguards. Financial features may require a higher minimum age.

You must provide accurate information, use Kola for legitimate workplace or organisational purposes and comply with applicable laws, workplace rules and Third Party Service terms.

4 Organisations and authorised users

The person accepting these Terms for an Organisation confirms that they have authority to bind the Organisation. If they do not have that authority, they must not install or activate Kola for it.

The Organisation is responsible for deciding who may use its Kola workspace, assigning appropriate roles, maintaining accurate membership and permissions, giving required workplace notices, and ensuring its instructions to us are lawful. It must promptly remove or update access when a person's role or relationship changes.

Authorised Users are responsible for actions taken through their accounts and must not share authentication links, access credentials or secure financial links. They must tell the Organisation or Kola promptly if they suspect unauthorised access.

The Organisation must not use Kola as the sole basis for employment, disciplinary, promotion, compensation or dismissal decisions.

Recognition, participation, leaderboard position and survey results are contextual workplace signals, not objective performance ratings.

The Organisation must use appropriate access, privacy, fairness and consultation processes when configuring workplace visibility or analytics.

5 Accounts authentication and integrations

Kola may support sign-in through Google, Microsoft, passwordless email, Slack, Teams or other approved methods. We may require account linking, verification or step-up authentication before sensitive actions. Matching email addresses may suggest a connection but do not by themselves prove identity.

When an Organisation connects Slack or Microsoft Teams, it authorises Kola to access the permissions shown during installation. We use the minimum scopes reasonably required for enabled features. The Organisation may revoke an integration, but revocation may disable connected features and scheduled delivery.

A person may belong to more than one Organisation. Organisation switching must be deliberate, and data and financial authority remain separated by Organisation. Users must not try to access another Organisation's data or act outside their assigned scope.

6 The Kola services

Kola's core Services may include workplace recognition, company values, birthdays and anniversaries, wishlists, groups and spaces, events and RSVPs, gift exchanges, games, polls and surveys, leaderboards, badges and levels, Celebration Screen, insights, company-created non-monetary rewards and related administration.

The precise features available may depend on the Organisation's settings, deployment stage, country, connected platform, plan, technical availability and applicable law. Slack and Microsoft Teams may not launch or achieve feature parity on the same date.

Wallet free use

An Organisation can install and use the core Kola culture product without creating a Company Wallet, virtual account, payment method or other financial relationship. We will not create a wallet merely because Kola is installed. Financial activation is a separate decision available only to an appropriately authorised role.

Beta and preview features

A feature identified as beta, pilot, preview or experimental is provided for evaluation, may change materially and may have additional limitations. The Organisation must not rely on a preview feature for critical, regulated or irreversible activity unless we expressly agree otherwise in writing.

7 Organisation settings roles and administration

Kola uses role-based permissions. Roles may include Organisation Owner, People Admin, Wallet Admin, Group Lead, Employee and limited Kola support roles. An Organisation controls its appointments, subject to security rules and any separation required for financial actions.

People roles do not automatically grant wallet authority. Wallet roles do not automatically grant access to private employee preferences, anonymous survey responses or personal balances. Certain actions may require approval by another authorised person.

Organisation Owners and administrators may configure values, permitted channels, groups, reminders, campaigns, scoring, rewards, visibility, exports and other workplace settings. They must use these powers lawfully, proportionately and consistently with notices given to employees.

8 Recognition scores leaderboards and privacy

Recognition is non-monetary unless an authorised person deliberately attaches an eligible funded reward. A Recognition Score is separate from any Kola Balance and has no cash or property value.

Organisations may configure which activities create Recognition Scores, scoring periods, caps, exclusions, tie-break rules and whether individual, group or collective leaderboards are visible. We may apply anti-gaming controls, including velocity limits, repeated-pair detection and score corrections.

Users must respect audience and privacy settings. Private recognition is excluded from public ranking unless the recipient has made an appropriate choice or the Organisation has another lawful basis clearly communicated to that person. Personal balances and private redemption activity are not shown to colleagues or ordinary People Admins.

9 User content and acceptable use

User Content includes recognition messages, reactions, images, profile information, wishlist links, event material, survey responses, comments and other material submitted through Kola. You retain ownership of your User Content, subject to the licences in these Terms.

You grant us a non-exclusive, worldwide, royalty-free licence to host, copy, transmit, display, adapt and process User Content only as reasonably necessary to operate, secure, support and improve the Services, follow authorised Organisation settings and comply with law. This licence ends when the content is deleted from active systems, subject to backups, legal retention and content already lawfully shared.

Prohibited conduct

Harassment, bullying, discriminatory, hateful, sexually explicit, threatening, defamatory or deliberately humiliating content.

Sharing confidential, personal, health, financial or other sensitive information without authority or a genuine need.

Impersonation, deceptive recognition, vote or score manipulation, coordinated gaming, fake accounts or circumvention of limits.

Malware, phishing, credential theft, unauthorised scraping, probing, reverse engineering or attempts to bypass access controls.

Using Kola for unlawful payments, bribery, fraud, sanctions evasion, money laundering or prohibited goods and services.

Infringing intellectual property, privacy, publicity or other rights, or using merchant material in a misleading way.

Using Kola to make covert or solely automated employment decisions with legal or similarly significant effects.

Moderation

We and authorised Organisation administrators may investigate reported content, restrict visibility, preserve evidence, remove content or suspend access where reasonably necessary to protect users, enforce these Terms or comply with law. We do not undertake to monitor every message and are not responsible for every workplace communication made through Kola.

10 Celebrations groups events games and listening

Employees may control supported birthday, anniversary, wishlist and public-recognition visibility settings. A year of birth or age should not be displayed by default. Nothing is posted to an external social network unless the employee deliberately chooses to download or share a previewed asset.

Participation in Kola Pots, gift exchanges, social games, events and similar activities must be voluntary where participation could reasonably create personal cost, disclosure, embarrassment or exclusion. Organisers must provide accurate rules and treat participants fairly.

Survey and mood-check features must be configured with appropriate privacy expectations. If a survey is described as anonymous, the Organisation must not attempt to identify respondents. We may suppress reports below a minimum response threshold and restrict raw exports to reduce re-identification risk.

Wishlist and merchant links are provided for convenience. Kola does not endorse or guarantee linked products, merchants, availability, price, delivery, safety or suitability. Users should check a merchant's own terms and privacy information before purchasing.

11 Rewards redemptions and fulfilment

An Organisation may create its own non-monetary rewards without activating financial features. The Organisation is responsible for the accuracy, availability, eligibility, fulfilment and internal tax or employment treatment of those rewards unless we expressly agree to fulfil them.

Where Kola or a provider fulfils airtime, data, gift cards or another funded reward, the confirmation screen or applicable reward terms will show the product, value, fees, eligibility, expiry and material restrictions. Some rewards are issued by third parties and are subject to issuer terms.

Rewards are not wages, guaranteed compensation or an employment entitlement unless the Organisation expressly designates them as such and applicable law requires that treatment. A reward may be unavailable, substituted with an equivalent option or refunded to the funding source where fulfilment fails, subject to applicable terms.

Restricted rewards, airtime, data and gift cards cannot be withdrawn as cash unless the specific product expressly allows it. Recognition Scores never become cash merely because an Organisation uses them in an internal reward rule.

12 Optional financial features

Company Wallets, Group Wallets, Kola Pots, employee Kola Balances, payment sessions, cash withdrawals, international payouts and virtual cards are optional financial features. They may be provided by Numero, an affiliate or a regulated banking, payment, card, foreign-exchange, identity or payout partner.

Financial features are available only after separate activation. We may require additional contracts, identity or business verification, source-of-funds information, sanctions and fraud screening, transaction limits, verified beneficiaries, maker-checker approval or other controls.

Wallet and authority rules

Only an authorised Company Wallet role may initiate an allocation from a Company Wallet.

A Group Wallet may receive permitted allocations, transfers and contributions but cannot pull from a Company Wallet or another wallet.

Employees do not receive a dedicated virtual account merely by using Kola. Eligible contributions use a specific payment session or expiring transaction reference.

A Group Lead withdrawal is a controlled payout request to an approved beneficiary, not unrestricted access to company funds.

Kola may display references to financial balances and statuses while the designated financial provider remains the authoritative ledger unless we state otherwise.

Future international payouts and virtual cards

International local-currency payouts and virtual USD card rewards are roadmap capabilities, not commitments of current availability. They will launch only for approved countries and providers and may require further terms, identity checks, foreign-exchange quotes, cardholder agreements, fees and limits. A displayed roadmap or demonstration does not create a right to receive a product.

13 Fees funding payments and refunds

The core culture product may be offered without a subscription or per-user charge. Transactional, funded, fulfilment, payment, payout, card, foreign-exchange or premium-service fees may apply to optional features.

Before a chargeable action is confirmed, Kola will aim to show the amount, currency, applicable fee and total debit, or provide access to the applicable fee schedule. Quotes may expire. Taxes may be added where required.

The Organisation must ensure that payment methods and funding sources are authorised and sufficient. We may delay, reject, reverse or hold an activity where required for security, reconciliation, legal compliance, provider requirements or a suspected error.

Refunds depend on the product, fulfilment stage, provider outcome and mandatory law. Completed airtime, data, gift card, payout, foreign-exchange or card transactions may be irreversible. Where a transaction fails before value is delivered, we will release, reverse or refund eligible amounts to the appropriate source after reconciliation. Chargebacks or unauthorised reversals may result in suspension and recovery of amounts owed.

14 Third party services and marketplace platforms

Kola interoperates with Third Party Services, including Slack, Microsoft Teams, Google, Microsoft identity services, reward suppliers, payment partners and linked merchants. Their own terms, privacy notices, service limits and availability apply independently.

We are not responsible for a Third Party Service's acts, omissions, outages, changes, content or security, although we remain responsible for our own obligations and for selecting and managing processors where data protection law requires it.

Slack and Microsoft may review, suspend or remove the Kola integration under their platform rules. An integration outage or revocation may prevent delivery of messages or actions even where the Kola web service remains available.

15 Intellectual property

Kola, its software, interface, workflows, designs, original stickers, documentation, trademarks, domains and other materials are owned by Numero Technology Ltd or its licensors. Except for the limited right to use the Services under these Terms, no intellectual property right is transferred.

While these Terms remain in effect, we grant the Organisation and its Authorised Users a limited, non-exclusive, non-transferable and revocable right to access and use the Services for legitimate internal workplace purposes. They may not resell, sublicense, copy, frame, create a competing derivative from or commercially exploit the Services except with our written permission.

Organisation names, logos and brand assets remain the Organisation's property. The Organisation grants us a limited licence to display them within its configured Kola workspace and user-facing outputs. We will not use an Organisation's name as a public customer endorsement without permission.

If you provide feedback, you permit us to use it without restriction or payment, provided we do not publicly identify you or disclose confidential information without permission.

16 Privacy confidentiality and security

Our Privacy Policy explains how we handle personal data. Where we process Organisation Data solely on an Organisation's documented instructions, the Organisation is generally the controller and we act as its processor. We act as controller for purposes we determine, including account security, legal compliance, direct support relationships, service administration, fraud prevention, marketing preferences and optional financial relationships, as explained in the Privacy Policy and any data processing agreement.

Each party must protect the other's confidential information using reasonable care and use it only for the relationship contemplated by these Terms. Confidential information does not include information that is public without breach, already lawfully known, independently developed or lawfully received from another source.

We use technical and organisational measures designed to protect the Services, but no service is completely secure. Organisations and users must use secure devices and accounts, assign least privilege and promptly report suspected compromise to [email protected].

17 Service operation changes and availability

We may update the Services to improve functionality, security, compliance, accessibility or performance. We may add, modify or retire features and will provide reasonable notice where a material change is likely to significantly reduce paid functionality, unless urgent security, legal or provider action makes prior notice impracticable.

We aim to operate Kola reliably but do not promise uninterrupted or error-free availability. Maintenance, internet conditions, Third Party Services, beta limitations and events beyond reasonable control may affect performance. Any service levels expressly agreed in an order form or pilot agreement take priority.

We may apply fair-use, rate, storage, API and abuse limits where reasonably required to protect users and service stability. Kola does not impose artificial limits on ordinary groups, channels or spaces, but reasonable technical and safety controls still apply.

18 Suspension termination and data on exit

An Organisation may stop using Kola and disconnect integrations at any time, subject to any paid commitment, outstanding amount or financial settlement obligation. Users may leave or request account action through their Organisation or Kola, depending on who controls the relevant data.

We may suspend or restrict access where reasonably necessary to address a security risk, suspected fraud, unlawful activity, material breach, non-payment, provider instruction or risk to other users. Where appropriate, we will give notice and an opportunity to remedy.

We may terminate the agreement for an uncured material breach, insolvency, legal prohibition or withdrawal of a necessary platform or provider relationship. Either party may terminate a free beta or free service on reasonable notice.

After termination, access ends and integrations may be revoked. We may allow an Organisation a limited period to export eligible data. We then delete or anonymise data according to the Privacy Policy, applicable data processing terms, legal holds, backup cycles and financial record obligations. Provisions intended to survive termination, including payment, intellectual property, confidentiality, liability and dispute provisions, continue.

19 Warranties and disclaimers

We warrant that we will provide paid Services with reasonable care and skill. We do not warrant that every feature will be available in every country or platform, that every message will be delivered at an exact time, or that Third Party Services and reward products will remain available.

Kola is not an employer, employment adviser, tax adviser, financial adviser or substitute for professional advice. Insights, scores, polls and suggestions are informational. Organisations remain responsible for workplace decisions, reward taxation, employee consultation and compliance with employment and local laws.

Except for express warranties in these Terms and rights that cannot be excluded by law, the Services are provided as available. Implied conditions are excluded to the maximum extent permitted by law.

20 Liability

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, wilful misconduct, breach of a liability that cannot lawfully be limited, or any other matter for which exclusion is prohibited.

Subject to the paragraph above, neither party is liable to the other for indirect or consequential loss, loss of profit, revenue, anticipated savings, goodwill or business opportunity, or loss arising solely from the other party's failure to maintain appropriate backups or access controls.

For claims by an Organisation arising in any 12-month period, our aggregate liability under these Terms will not exceed the greater of: (a) the fees paid or payable by that Organisation for Kola in the 12 months before the event giving rise to the claim; and (b) GBP 1,000. Any different cap in a signed order form or pilot agreement applies instead.

The cap does not reduce any liability that cannot lawfully be limited. It also does not prevent us from paying amounts that we are expressly required to refund or release following a failed transaction. An Authorised User retains any mandatory rights available to them under applicable law.

21 Indemnities

The Organisation will indemnify us against third-party claims and reasonable resulting costs to the extent caused by: (a) Organisation Data, instructions or configurations that infringe another person's rights or breach law; (b) the Organisation's unlawful employment or workplace use of Kola; or (c) a material breach of these Terms by the Organisation or its administrators. This does not apply to the extent the claim was caused by our breach, negligence or wilful misconduct.

We will promptly notify the Organisation of an indemnified claim, provide reasonable cooperation at the Organisation's cost and allow the Organisation to control the defence and settlement, provided no settlement admits fault by us or imposes a non-monetary obligation on us without consent.

22 Changes to these Terms

We may update these Terms to reflect changes in the Services, law, security, providers or business operations. We will publish the revised version and update the effective date. For a material change, we will provide reasonable notice through the website, app, integration or email.

If an Organisation continues using the Services after the effective date, the revised Terms apply. If it does not agree to a material change, it may stop using the affected free Services or terminate in accordance with any applicable paid agreement before the change takes effect. Changes to optional financial terms may need separate acceptance.

23 Communications and marketing

We may send operational messages required to provide and secure Kola, including authentication, administrator, service, reward, incident, policy and transaction notices. These are not promotional messages and may continue while the relevant service or transaction remains active.

Subject to applicable law and your choices, Numero Technology Ltd may tell Organisation contacts and users about Kola and other products, features and services within the Numero Technology Ltd ecosystem. We do not need to name every product in advance, but marketing will identify the sender and provide an appropriate unsubscribe or preference mechanism.

Where consent is required for email, SMS, WhatsApp, push or similar marketing, we will request it separately. Withdrawing marketing consent does not affect service messages or processing already carried out lawfully.

24 Complaints disputes and governing law

Please raise service or billing complaints with [email protected]. We will acknowledge and investigate the matter and may ask for information needed to verify the account or transaction.

Before starting court proceedings, each party should make a good-faith attempt to resolve a dispute through discussions between authorised representatives for at least 30 days, unless urgent relief is reasonably required.

These Terms and non-contractual disputes arising from them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over disputes with an Organisation, subject to any mandatory law that grants an individual the right to bring a claim elsewhere.

25 General legal terms

Neither party may assign the agreement without the other's prior written consent, except that we may assign it as part of a merger, reorganisation, sale of business or transfer to an affiliate that can perform the obligations. The Organisation may not resell or transfer access to another legal entity without consent.

We are not liable for delay caused by events beyond our reasonable control, provided we take reasonable steps to reduce the effect. This does not excuse payment for completed services or safeguarding and reconciliation duties that remain applicable.

If a provision is unlawful or unenforceable, it will be adjusted to the minimum extent necessary and the remaining provisions continue. A delay in enforcing a right is not a waiver. No person other than the parties has a right to enforce these Terms under the Contracts Rights of Third Parties Act 1999, except where a specific additional term says otherwise.

These Terms, the Privacy Policy, applicable order forms, data processing terms, fee schedules and separately accepted financial terms form the agreement about the Services and replace earlier discussions on the same subject. Nothing excludes liability for fraudulent statements.

26 Contact details

Numero Technology Ltd
111 New Union Street, Coventry, West Midlands CV1 2NT, United Kingdom

General support [email protected]

Privacy enquiries [email protected]

Website withkola.com