Terms of Service

Promo Buddy is operated by Workflow Corporation, which trades as Radio Workflow HQ and has its place of business at 210 Emerson Pl, Suite 300, Davenport, IA 52801, USA. In this document “we”, “us” and “our” mean Workflow Corporation; “you” means the person or organisation using Promo Buddy. You can reach us at support@workflowcorp.com or +1 (563) 275-6409; support is available at any hour, and the office is open Monday to Friday, 8:00 AM to 6:00 PM Central, closed at weekends.

These terms apply to the Promo Buddy website, the console, the REST API, and the public winner pages the product serves on your behalf. The Acceptable Use Policy forms part of this agreement and is incorporated by reference. The Privacy Policy explains what we do with data and is not part of the contract but describes how we perform it.

You accept these terms by creating an account, by joining a workspace you were invited to, or by using the API with a key issued to you. If you are accepting on behalf of an organisation — a station, a station group, a company — you confirm you have authority to bind it.

You must be at least 18 years old to hold an account. This service takes payment by card and holds records about real people — contest winners, their contact details, their addresses and the tax-relevant value of what they won. Neither a subscription nor custody of other people’s personal data is something a child can take on. If we learn that an account holder is under 18 we will close the account.

A listener who opens a winner link does not accept these terms and does not need an account. That page is addressed to them in plain language, and what happens to the details they submit is described in the Privacy Policy.

All content in Promo Buddy belongs to a workspace— a station group’s shared record — not to an individual. A workspace has members, and each member holds one of four roles:

Owner

Full control, including deleting the workspace and everything in it.

Admin

Manages members, billing and API keys, and may delete winner and event records — which is logged when it happens.

Member

Runs the record: creates and edits promotions, prizes, winners, liners, imaging and events.

Viewer

Read-only. Sees everything — show prep, liners, prize availability — and can change nothing.

Everything in a workspace is visible to the workspace. Promotions, prize values, winner records and the listener database are workspace-scoped, so anyone you admit can read them. Admit people accordingly — the Viewer role exists precisely so the whole airstaff can read without being able to write.

You are responsible for keeping your password and API keys secret and for everything done through them. API keys are hashed at rest, so we cannot show you a key again after it is created — if one is lost or exposed, revoke it and issue a new one.

What you put into Promo Buddy — promotions, prize details, liner and imaging copy, run sheets, sponsor and station records, and the listener database, including what listeners submit through winner links — is your workspace’s record and stays yours. We claim no ownership of any of it.

You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit and process it for the purposes of operating the service for you: keeping the records, computing the hub’s figures, serving the winner pages you issue, and showing it all back to your workspace. This licence exists so we can run the product; it ends for a given item when that item is deleted, subject to the backup window described in the Privacy Policy.

We do not sell your records, and we do not use your listener database for anything of our own. No marketing to your listeners, no pooling across customers, no training of anything. The audience you build running contests is yours, and the product gives you a CSV export precisely so you can take it with you.

Running promotions means holding personal data about members of the public: names, contact details, postal addresses, what they won and what it was worth. Between the two of us, the division of responsibility is this:

• Your workspace controls its listener records. You decide who goes in, what is recorded about them, who on your team sees it and when it is corrected or removed. We process those records on your behalf to run the product.
• You warrant that you collect and use listener data lawfully — that entrants knew they were entering, that the details you hold were given for the purpose you use them for, and that you honour the promises your own contest rules made.
• The winner link is a credential. Anyone holding the URL can open the page and submit details against that winner record, so send it to the winner and nobody else. You can revoke a link at any time, after which every visit answers a plain 404.
• The e-signature the winner page records is the name the listener typed, kept verbatim with the time of signing. Whether that record satisfies a given legal requirement for a release in your jurisdiction is a question for your counsel, not a promise this product makes.

Promo Buddy is record-keeping, not compliance. Contests, sweepstakes and prize giveaways are regulated — differently by state and country, and sometimes by the station licence you hold. Registering a contest, publishing its rules, honouring odds disclosures, and awarding what you advertised are yours to do; the product keeps the record of what you did.

The tax view works the same way. A winner’s prize value is frozen at award time and totalled per listener per calendar year, and totals at or over the $600 federal 1099 reporting threshold are flagged. Those figures are computed from the records you keep: they are a bookkeeping aid, not tax advice, and not a filing. Whether a form is due, and filing it, is between you and your accountant.

The Acceptable Use Policy lists what you may not do with the service. Breaching it is a breach of these terms. Running a contest you do not intend to award, fabricating winner records, and using the listener database to harass or defraud the people in it are among the things that will get an account suspended immediately rather than warned.

Each plan caps concurrent scale: how many promotions may be ACTIVE at the same time, and how many un-archived stations the workspace holds. The current figures are on the pricing page and in the console; the Free plan is 2 promotions live at once and 1 station.

• These are live counts, not meters. Nothing accrues over a month and nothing resets on a date. Pause or archive a promotion and its slot frees immediately; archive a station and so does its. There is no overage charge, because there is nothing to overrun — at the cap, activating one more is refused with the reason, and everything already live keeps running.
• The caps count promotions and stations, never people. You may invite as many members as you like on any plan, including Free.
• Caps are enforced at the moment of activation or creation, inside a transaction — two people activating the last slot at once get one activation and one refusal, not two activations.

Paid plans are prepaid. Each charge is settled from your account credit first, if you have any, and only the remainder goes to the card on file. Card details go straight from your browser to Authorize.Net and are tokenised there; we never receive or store a card number, and the only card facts kept in our database are the brand, the last four digits and the expiry month and year, so the console can tell you which card is on file.

Account credit

• Account credit is a balance in US dollars held on the workspace. It arrives from a promotional code — entered at sign-up or later by the workspace owner in billing settings — or because we put it there. It is not a discount on a future price.
• It is applied automatically to the next charge — a renewal or a prorated upgrade — and only the difference is taken from your card. If the balance covers a charge in full, no card is needed for that charge. Whatever is left rolls forward.
• Credit does not expire. A promotional code has an end date; the credit it granted does not. Every grant and every spend is listed with the balance after it, in billing settings.
• It has no cash value and is not refundable. We do not convert it to money, and it does not transfer between workspaces. We may remove unspent credit that was granted in error, or granted by a promotional code used in a way it was not offered for — credit you have already spent is not clawed back, and withdrawing a code takes back only what that code granted and you have not spent.
• Where this deployment is not configured to take payments at all, there is nothing for credit to offset. The balance is still yours and still shown; it simply cannot be spent until payments are enabled, and the billing page says so rather than implying otherwise.

Periods and renewal

• A billing period is 30 days, not a calendar month. It starts when you subscribe and renews automatically on the same cycle until cancelled.
• Prices are in US dollars and are charged in US dollars. If your card is issued in another currency, your bank sets the exchange rate and may add its own fee; we neither see nor control either.
• Prices are exclusive of tax. The amount charged is the plan price as listed, with no tax added — the service does not calculate one. Where sales, use or a similar tax is due on your purchase and we are not collecting it, accounting for it is yours to do. If we become required to collect tax on your subscription we will add it to the charge and tell you before the first charge that includes it.

Changing plan mid-period

• Upgrading charges the difference between the two plan prices, scaled to the part of the period still ahead. The new caps apply immediately.
• Downgrading is not refunded. You keep the plan you paid for — including its caps — until the end of the current period, and the lower price takes effect at the next renewal. Nothing is credited for the unused part of the period, because the full plan was available to you throughout it.

Cancelling

You can cancel at any time from the billing settings. Cancelling stops the next renewal; it does not end the current period. You keep the paid plan until the period ends, and the workspace then moves to the Free plan. There is no cancellation fee. If the workspace is over the Free plan’s caps at that point, nothing is deleted — what is live stays live, and the caps apply to what you activate next.

Failed payments

If a charge is declined we retry it up to three more times, 1, 3 and 5 days later. Your service keeps running throughout — a declined card is a payment problem, not a trust problem. If every attempt fails, the workspace drops to the Free plan and its caps drop with it. Nothing you recorded is deleted.

Refunds

The service issues no automatic refunds. There is no self-serve refund path and no proration on the way down. If you were billed in error, or something went wrong that we should stand behind, email support@workflowcorp.com and a person will decide; we can reverse a charge at the gateway when that is the right answer. Where a charge was settled partly from account credit, only the part your card actually paid can be reversed at the gateway — the rest is returned to your credit balance by hand, by the same person. Your payment history shows both figures on every charge for exactly this reason.

There is no cooling-off period, because US law does not give you one here and we are not inventing one. What you have instead is the cancellation above: you can stop the next renewal at any moment, from the console, without asking us. If you are a consumer somewhere whose law does give you a withdrawal or refund right that cannot be contracted away, this paragraph does not take it away — tell us and we will honour it.

We aim to keep Promo Buddy available but do not promise that it will be uninterrupted or error-free. No plan carries an uptime commitment, a service credit or a support response time. There is no service level agreement, on any plan, at any price on the pricing page. If you need contractual availability, that is a separate written agreement — email support@workflowcorp.com — and until one is signed, nothing here or on the pricing page creates one.

• Outbound email is the exception worth knowing about, and we would rather say so than have you discover it. The service sends two kinds of message — workspace invitations and password resets — and with no mail provider configured on a deployment, both are written to our server log instead of being sent, while the person who triggered the message is told it succeeded. If somebody you invited never heard from us, that is the first thing to suspect. Nothing about billing is emailed at all: a failed payment appears as a banner on the billing page, alongside the payment history and the date the workspace would drop to Free. That page is where to look, not your inbox.
• We may add, change or remove features. If a change materially reduces what a paid plan does, we will tell you at least 30 days before it takes effect, by the same route as a material change to these terms.

We may suspend or terminate an account or a workspace if you breach these terms or the Acceptable Use Policy, if we are required to by law, or if your use threatens the security or stability of the service. For serious abuse — fraud against listeners, fabricated records, misuse of the listener database — we will act without notice.

You can stop using Promo Buddyat any time. An owner can delete a workspace from its settings, which permanently removes its promotions, prizes, winner and listener records, API keys and history. You can delete your own account from Settings › Account — with one restriction: if you are the last owner of a workspace that still has other members, hand ownership over first, so that nobody is left holding a workspace they cannot bill or manage.

Inside a workspace, deletion is deliberately rare: promotions, prizes, stations and sponsors archive rather than delete, so history keeps its references. Winner and event records can be deleted by an Admin, and each deletion is logged. What survives a deletion, and for how long, is set out in the Privacy Policy — read it before you rely on deletion.

Export anything you want to keep before you delete a workspace — the audience CSV and the tax CSV exist for this. We are not obliged to retain a copy for you.

The service is provided “as is”. To the fullest extent permitted by law we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement.

Promo Buddy keeps the records you give it and computes figures from them. It cannot know that a prize value was entered wrong, that a winner was recorded against the wrong listener, or that a contest breached a rule we have never seen. Check the record before you act on it — before a prize ships, before a form files, before a winner airs. Nothing in the product is legal, tax or accounting advice.

Nothing in this section limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud.

Subject to the paragraph above, our total liability to you arising out of or relating to these terms — in contract, in tort, or on any other basis, taken together across every claim — is capped at the greater of the fees you paid us for Promo Buddy in the twelve months before the claim arose, or USD 100. We are not liable for indirect or consequential loss, for loss of profit, revenue, business, goodwill or anticipated savings, or for loss of or corruption of data, however caused.

That cap is small because the price is small: a workspace on the Free plan has paid nothing, and the paid plans run from a few dollars a month upward. If your promotions carry risk out of proportion to what you pay us — a licence obligation, a regulator, a national sponsor with penalties in the contract — the protection that fits is your own insurance and your own review of the record, not a number in this document. We would rather tell you that than write a cap you would only discover was low when you needed it.

This cap limits what we owe you. It does not limit what you owe us under the indemnity below, and it does not apply to fees you have agreed to pay for the service.

You will defend and indemnify us against claims, damages and reasonable costs arising from your records, your contests, or your breach of these terms — most obviously a claim by a listener about how their data was collected or used, a dispute over a prize that was advertised and not awarded, or a regulator’s finding about a contest you ran. We run the software; the contest is yours.

How that works in practice:

• We tell you promptly. We will notify you in writing once we are aware of a claim covered by this section, without undue delay. Late notice does not release you, except to the extent the delay actually prejudiced the defence.
• You run the defence. You take sole control of it, with counsel of your choosing. We may participate with our own counsel at our own cost, and you will keep us reasonably informed.
• No settlement that binds us without our written consent. You may settle freely where the settlement is money you pay, releases us fully, and admits no fault on our part. Anything else needs our agreement, which we will not unreasonably withhold.
• We co-operate; you pay for it. We will give you the records, the logs and the account history the defence reasonably needs, and you reimburse our out-of-pocket costs of doing so.

We may update these terms. For a material change — at least 30 days’ notice before it takes effect, given two ways: by publishing the new version on this page with its new effective date at the top, and by emailing workspace owners. The date on this page is the one that governs. Email is the courtesy and the page is the record — mail can bounce, be filtered, or (as the availability section admits) not be sent at all, and none of that should decide when a contract changed.

A change that is not material — a clarification, a corrected cross-reference, a new phone number — takes effect when it is published. Continuing to use Promo Buddy after the effective date means you accept the new version. If you do not accept it, cancel before that date: cancellation stops the next renewal and the period you already paid for runs out as normal.

These terms are governed by the law of the State of Iowa, USA, without regard to its conflict-of-laws rules, and the state and federal courts located in Scott County, Iowa have exclusive jurisdiction over any dispute arising out of or relating to them. Each of us consents to personal jurisdiction there. Iowa is simply where Workflow Corporation is — Davenport is in Scott County — rather than a forum chosen for its case law.

There is no mandatory arbitration clause and no class-action waiver in this agreement. We are not asking you to give up a court or a jury, and we would rather say that plainly than bury the opposite in a paragraph nobody finishes.

Before either of us files anything, tell the other side what is wrong. Email support@workflowcorp.com with what happened and what you want; we will respond, and most of what reaches a filing could have been settled by somebody reading it first. If it is not resolved within 30 days of that email, either of us is free to go to court.

If you are a consumer resident somewhere whose law gives you the right to bring proceedings in your local courts, or applies consumer protections that cannot be contracted away, this section does not take that away from you.

• These terms, plus the Acceptable Use Policy, are the whole agreement between us about Promo Buddy.
• If a provision is unenforceable, the rest continues to apply.
• Not enforcing a term once does not waive it.
• You may not assign this agreement without our consent. We may assign it to a successor of the business.

Questions about these terms, and formal notices under them, go to support@workflowcorp.com — mark a legal notice for the attention of the legal team in the subject line, which is what routes it. There is one address on purpose: a legal@ or a notices@ that nobody watches is worse than a shared inbox that is read. Post reaches us at Workflow Corporation, 210 Emerson Pl, Suite 300, Davenport, IA 52801, USA, and the phone is +1 (563) 275-6409.

Support is available at any hour. The office is open Monday to Friday, 8:00 AM to 6:00 PM Central, and closed at weekends, so anything needing a decision rather than an answer — a notice, a refund, an appeal — is dealt with on a business day.