Pilot Agreement

1. In short

This is a summary. The numbered clauses below are the terms that bind us. If they disagree, the clause wins.

Four things you should know before you tick

These four would surprise most owners, so they are at the top rather than buried.

2. Who this agreement is between

2.1 This agreement is between 8Employ Ltd, company number 17082344, registered in England and Wales, registered office as filed at Companies House ("we", "us"), and the business shown on the setup wizard screen where you ticked ("you").

2.2 If that business is a limited company or LLP, "you" means that company, identified by the registered name and number you gave us, and the person who ticked confirms they are a director, partner, owner or manager authorised to agree for it. If the business is run by one person or by partners, "you" means that person, or all of the partners together, trading under the venue's name. We record the name and role of the person who ticked as part of the acceptance record in clause 14.

2.3 You are entering into it for the purposes of your business, not as a consumer. Eira is for business use only: it analyses a venue's trading data and has no personal use.

2.4 If any part is unenforceable because you are held to be a consumer, that part applies to the fullest extent the law allows and the rest is unaffected.

2.5 In return for a free service you give us access to your data and the licences in clause 6, on the terms and with the limits set out there. That is what you give, and it is what makes this a binding contract.

2.6 This agreement starts when you tick the box in the setup wizard, and continues until either of us ends it under clause 10.

3. What we provide

3.1 Eira is our weekly hospitality intelligence service. Your data is the trading data you connect or send us, plus anything you type into the portal. Your report is what Eira produces from it each week.

3.2 Your report is generated early on Monday morning, covering the previous Monday to Sunday. It goes to your client portal, reached by a login link we email you, and to your inbox.

3.3 To produce it you connect a data source or send us data: your till or card provider (SumUp, GoodTill, Square, EposNow, Dojo), your accounting system (Xero), a spreadsheet or CSV upload, or, where we have agreed it with you, a weekly export you send us by email that one of us loads by hand.

3.4 Where you have a Google listing, we fetch a small number of recent public reviews from Google and use them to draft insights and suggested replies. We ask for up to five reviews Google returns for that venue; Google chooses which five, usually the ones it thinks most relevant. A draft reply may name a staff member a reviewer mentioned. Using, changing, ignoring or posting a draft is your decision: we have no way of posting anything to your Google listing.

3.5 Notes you type into the portal, the Sunday check-in, day notes and answers to Eira's questions, are stored, go into the following week's analysis and are sent to our AI provider. Do not type anything you would not want processed that way.

3.6 What Eira is. Written observations, patterns and suggestions from the data you and your providers give us, produced by automated analysis including large language models. It is information to help you think about your business.

3.7 What Eira is not. Eira is information, not advice. It does not give accounting, tax, legal, financial, employment, health and safety or food safety advice, and nothing in a report is professional advice. We are not your adviser and you are not relying on us as one. We do not audit or verify the data we receive: wrong figures in mean a wrong report out. Every decision remains yours.

3.8 AI can be wrong. It can misread a number, miss context you know and we do not, or state something untrue with confidence. Check what matters against your own records, and tell us when we get it wrong.

3.9 The human involvement we actually have. One of us reads your first report before it is released; after that, each week's report passes an approval check before you see it. That approval is a check, not a promise that a person has read every line. You can ask for a report without AI analysis, or ask one of us to look at a particular figure.

3.10 Reports are about your business, not about people. You must not use a report as the sole basis for a decision about an identified individual, including any decision about an employee's hours, pay, role or employment.

3.11 This is a pilot. Eira is provided as it is and as available, with no service levels. We do not promise that a report arrives every Monday, that the portal is always available, that any figure is accurate, or that following a suggestion improves your business. We may add, change, withdraw or suspend features, and may end the pilot programme.

4. What the pilot costs

4.1 Nothing. No fee, no card, no invoice. We will not invoice you under this agreement.

4.2 The pilot does not become a paid service automatically. If we ever want to charge we will propose it separately, and it takes effect only if you accept a new written agreement. You can decline and carry on, or stop, at no cost.

5. What we need from you

5.1 Connect or send the data sources you want Eira to use, keep them connected, and tell us if a connection breaks.

5.2 Authority to connect. You confirm you are entitled to connect your till, card, accounting and other accounts to Eira, that you may share the data they hold with us, and that this does not breach your agreement with the provider. If someone else connects an account for you, you confirm they had your authority.

5.3 If access is withdrawn. If you disconnect a source, or a provider withdraws our access, we stop using that source from the next scheduled run and do not attempt to reconnect. Your reports then stop or become incomplete. We keep data already pulled unless you ask us to delete it, or unless that provider's terms require us to delete it when access is withdrawn.

5.4 Keep your login link and portal access private, and tell us straight away if someone else may have access to your account.

5.5 Tell us if your contact details, business name or legal entity change.

5.6 Do not send us personal data we do not need. Eira works on business figures, not your customers' details. Do not upload customer lists, booking names or marketing lists, and do not send special category data (health, race or ethnic origin, religious or political beliefs, trade union membership, sex life or sexual orientation, genetic or biometric data) or criminal offence data. Public review text sometimes contains such information unintentionally; that is handled in the Data Processing Agreement and is not a breach by you.

5.7 Staff data. Some till systems, Square among them, give us staff names and shift times with the sales figures. Where yours does, that becomes part of your report data, and telling your staff is your responsibility. The Data Processing Agreement says what we do with it.

5.8 Use your reports for your own business. Share them internally and with your accountant, but do not sell them, publish them as a product, or present our analysis as your own service.

5.9 Do not use a report as the only basis for a significant decision. Treat it as one input alongside your own records and judgement.

6. Your data and who owns what

6.1 You own your data and your reports. Nothing here transfers ownership of your data to us.

6.2 We own Eira: the software, analysis methods, prompts, report format and design, the portal, and everything we learn in aggregate from running the service.

6.3 Licence to run the service. You give us a non-exclusive, worldwide licence to store, copy, analyse and process your data to provide Eira to you, for as long as this agreement lasts.

6.4 Licence to improve the product. Separately, you give us a non-exclusive, worldwide licence to use your data to test, evaluate, backtest and improve Eira, including tuning the analysis and comparing performance across venues. That is one reason the pilot is free. Three limits: the licence is subject to your data provider's terms; we do not use data from Square or Xero connections, or Google review content, for this (clause 6.4A); and you can object at any time under clause 17 of the Data Processing Agreement, after which we stop within 30 days and your reports carry on unchanged. This licence ends when this agreement ends or when you object, whichever is first. What we keep afterwards is only the aggregated and anonymised information in clause 6.6.

6.4A What we leave out of that work. Square and Xero developer terms restrict what a third party may do with data taken from them, and Google's terms restrict what we may do with review content. So we have decided not to use Square data, Xero data or Google review content for the work in clause 6.4. That work is not part of producing your weekly report: it happens afterwards, by hand, on copies of past report data, and a founder checks a written exclusion list before any evaluation, backtest or comparison run. No venue uses a Square or Xero connection today, and before we connect either for you we will have a way of keeping its data out of that work.

6.5 We never show your figures to another venue. Your identifiable figures are never shown or reported to another client.

6.6 Aggregated and anonymised information. We may create and use aggregated or anonymised statistics and benchmarks across the venues we work with, during and after the pilot. Anonymised means you, your venue and any individual are not reasonably likely to be identified from the information, by us or by anyone else. We will not identify you as the source, or present it in a way that makes your venue identifiable.

6.7 You may use, copy and keep your reports for your own business, during the pilot and afterwards.

6.8 The data protection side of this, including our legal basis for product improvement and your right to object, is in Part 2 of the Data Processing Agreement (clauses 13 and 17).

7. Being an example (optional)

7.1 This clause applies only if you ticked the separate optional box in the wizard. If you did not, we will not show your reports or figures to anyone outside 8Employ as an example.

7.2 If you did tick it, we may show your reports and figures to prospective customers, in meetings, demonstrations and sales material. Before we show anything we take the reviews section out of it.

7.3 You can withdraw at any time by emailing [email protected], no reason needed. Within 7 days one of us goes through the material we control, including our website, our sales material and our demonstration accounts, removes your reports and figures by hand, and stops using them in anything new. Material already printed, emailed or shown cannot be recalled.

7.4 The permission ends when this agreement ends, and the 7 day rule then applies.

8. Keeping things confidential

8.1 We keep your figures, your reports and anything else non-public you tell us about your business confidential, and use them only as this agreement and the Data Processing Agreement allow.

8.2 You keep confidential the non-public parts of Eira you see as a pilot client: unreleased features, how the analysis works, and prices we discuss.

8.3 Neither of us need keep information confidential if it is already public through no fault of ours, was already known, is developed independently, or comes from someone free to share it. Either may disclose where the law or a regulator requires it.

8.4 These obligations continue for three years after this agreement ends, or longer for personal data as the Data Processing Agreement provides.

9. Feedback

9.1 We will ask what you think of Eira. Honest feedback, including where we get it wrong, is the main thing we get out of this pilot.

9.2 If you give us feedback, suggestions, ideas or bug reports, you give us a perpetual, irrevocable, worldwide, royalty free licence to use them for any purpose. You are not entitled to payment or credit, we are not obliged to use anything you suggest, and we will not publicly name you as the source without asking first.

10. How either of us ends this

10.1 You can stop at any time. Email [email protected] to end the pilot. No reason needed, no cost. It takes effect when we receive it, and clause 13.5 does not delay that.

10.2 We can stop on 14 days' notice by email to the address on your account, for any reason, including ending the pilot programme as a whole.

10.3 We can stop immediately if you break this agreement materially and do not put it right within 14 days of us asking, if we cannot produce your report because your data source access has gone, or if we reasonably believe your use of Eira is unlawful.

10.4 What happens at the end. We stop generating reports and switch off portal access within 5 working days. We then delete or return your data as set out in the Data Processing Agreement, and finish that within 30 days. You keep the reports you already have.

10.5 Clauses 2, 6.2, 6.5, 6.6, 6.7, 8, 9, 11, 13 and 14 survive, along with any other clause that by its nature is meant to.

11. What we are responsible for, and what we are not

Please read this clause. It limits what we can be held legally responsible for, and the limit is low.

11.1 Why the limit is set where it is. Eira is free, either of us can stop at any time, and you could buy analytics commercially from someone who charges and insures the risk. You are better placed than we are to insure your own business losses, and we do not currently hold professional indemnity insurance. That is why the limit is low, and why it is also at the top of this document.

11.2 What we never exclude. Nothing here limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded.

11.3 No other warranties. Apart from what we expressly promise here, and so far as the law allows, we give no warranties: not of accuracy, completeness, availability, uninterrupted delivery, freedom from error, or fitness for a particular purpose. Terms implied by law are excluded.

11.4 Losses we are not liable for. So far as the law allows, we are not liable for loss of profit, revenue, business, contracts, anticipated savings, goodwill, reputation or opportunity, loss or corruption of data or the cost of restoring it, or wasted expenditure, in each case whether direct or indirect, nor for any indirect or consequential loss. We are not liable for decisions you take on a report, and, because Eira is information rather than advice, we accept no duty of care to you in relation to any decision you take on it. Nor are we liable for errors, acts or downtime on the part of your own systems and data providers. They are your suppliers, not ours.

11.5 The cap. Subject to clause 11.2, our total liability arising out of or in connection with this agreement, whether in contract, in tort (including negligence), for breach of statutory duty or otherwise, is limited in aggregate to £500.

11.6 Your side. You will indemnify us against claims, losses and reasonable costs we suffer because you broke clause 5.2 or clause 5.6. That is the only indemnity you give us.

11.7 Data protection liability. Our liability to you under the Data Processing Agreement is included in the £500 in clause 11.5, except for what clause 20.2 of that agreement says cannot be limited: liability to individuals under Article 82 of the UK GDPR, liability to the Information Commissioner's Office, and anything else data protection law does not allow us to limit.

11.8 Each part of this clause operates separately. If one part is unenforceable, the rest still applies.

12. Changes to this agreement

12.1 We may change this agreement, but only to reflect a change in the law or regulatory guidance, a change in how Eira works or in our suppliers that affects these terms, to correct an error or make something clearer, or for security or operational reasons. We will act reasonably and in good faith, never arbitrarily.

12.2 For ordinary changes we will email you at least 14 days beforehand, say what has changed and why, and publish the new version. If, after that date, you keep a data source connected to Eira or sign in to your portal, the new version applies. If you do neither and do not reply, the old version continues until you do, or until either of us ends this agreement under clause 10.

12.3 Material changes need a fresh tick. A material change is one that reduces your rights or protections, increases what you must do, changes clause 6, 7 or 11, adds a new category of personal data or a new purpose in Part 2 of the Data Processing Agreement, weakens our security or retention commitments, changes who we send your data to, or changes the AI provider. For a material change we will not treat you as bound until you accept it: we publish a new version with a new version string and ask you to tick a box accepting it, as you accepted this one. Until you do, the version you accepted applies.

12.4 If you do not want a change, you can end this agreement before it takes effect, at no cost, under clause 10.1.

12.5 Every version is numbered and dated. We never edit a published version in place, and will send you the version you accepted on request.

13. General

13.1 The whole agreement. This agreement and the Data Processing Agreement are the whole agreement between us about Eira. From the date you accept them they replace any earlier pilot agreement or data processing agreement between us. Anything either of us did under an earlier agreement before that date stays valid, and any permission you gave us under it that you have not withdrawn continues on the terms of this agreement. The Privacy Policy is for information only.

13.2 Non-reliance. Each of us confirms it has not relied on any statement, representation, assurance or warranty not written here. That includes anything we said in a meeting, a demonstration or an email. Neither this clause nor clause 13.1 limits liability for fraud or fraudulent misrepresentation.

13.3 No third party rights. A person who is not a party has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term.

13.4 Transferring this agreement. We may transfer it to a company that takes over our business, and will tell you by email. You may not transfer it without our written consent, not unreasonably withheld.

13.5 Notices. Notices are given by email: to you at the address on your account, to us at [email protected]. A notice is treated as received the next working day, unless it bounces.

13.6 Severance and waiver. If any part is unenforceable, the rest continues and that part applies so far as the law allows. Not enforcing something straight away does not give up the right to enforce it later.

13.7 If the documents disagree. On data protection, the Data Processing Agreement takes precedence. On everything else, this agreement does.

13.8 Complaints. If you are unhappy, email [email protected] first. We will acknowledge within 30 days and tell you what we are doing. The Privacy Policy explains your separate right to complain to the Information Commissioner's Office.

13.9 Law and courts. This agreement, and any dispute arising out of it, is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

13.10 Reading this agreement. "Including" means including but not limited to. Headings are there to help you read, not to interpret.

14. How you accepted this

14.1 You accepted this agreement electronically in the setup wizard, by ticking a box that started unticked, next to links to the full text of this agreement and the Data Processing Agreement. The wording was: "I agree to the 8Employ Pilot Agreement and the 8Employ Data Processing Agreement on behalf of my business. I confirm I am authorised to agree to them, and that I have had the opportunity to read both documents in full."

14.2 If you also ticked the optional box in clause 7, that wording was: "I'm happy for 8Employ to show my reports and figures to prospective customers as an example of their work. (Optional — everything works exactly the same if you leave this unticked.)"

14.3 Our system stored the wording you accepted, the version string (pilot-dpa-v1 here and for the Data Processing Agreement, demo-v1 for the optional permission), the date and time in UTC, and the IP address you accepted from. We keep every acceptance record, not just the latest. That record is how we evidence this agreement.

14.4 Accepting electronically is as binding as signing on paper. Email [email protected] for a copy of either document or of your acceptance record, and one of us will send it to you.

Version 1.1 · 4 September 2026 · wizard consent version pilot-dpa-v1. 8Employ Ltd, registered in England and Wales, company number 17082344, registered office as filed at Companies House, ICO registration ZC104872, [email protected]. Read with the Data Processing Agreement; the Privacy Policy is for information.