This document is a practical startup pilot draft for review. It is not a substitute for independent legal advice.
Parties
Provider: Scott Parker / SmartFlow, currently operated directly by Scott Parker during the pilot phase. Contact: scott@smartflow.bar.
Pilot Venue: [Venue Name], [Venue Address], represented by [Name and Role].
Effective Date: [Date].
1. Pilot purpose
The purpose of the pilot is to evaluate whether SmartFlow can improve guest experience, staff responsiveness and venue performance in a real hospitality environment.
The pilot is intended to gather practical feedback and operational data before any commercial launch.
2. Pilot duration
The default pilot duration is 90 days from the agreed start date unless the parties agree otherwise in writing.
The parties may agree a shorter setup period, review period or extension if useful.
3. No-cost pilot arrangement
The pilot is provided at no cost to the Pilot Venue for the agreed pilot period.
No subscription fee, setup fee or minimum commitment applies during the pilot unless separately agreed in writing.
4. Hardware responsibilities
- SmartFlow may provide or help configure NFC table cards, stickers, table identifiers or setup materials where agreed.
- The Pilot Venue is responsible for providing suitable staff devices, such as a tablet, phone, laptop or other device, unless otherwise agreed.
- The Pilot Venue should take reasonable care of any materials or devices provided for the pilot.
- Any lost or damaged pilot hardware should be reported promptly.
5. Pilot Venue responsibilities
- Use SmartFlow during agreed service periods or in agreed venue areas.
- Ensure staff understand how to monitor and respond to SmartFlow requests.
- Provide honest feedback from owners, managers and staff.
- Complete reasonable pilot questionnaires and participate in review discussions.
- Report technical issues, misuse, safety concerns or operational problems promptly.
- Continue to comply with normal hospitality, safety, licensing and customer service obligations.
6. SmartFlow responsibilities
- Provide reasonable setup support for the pilot.
- Provide access to the SmartFlow pilot platform for agreed venue use.
- Use reasonable efforts to keep the pilot service available and working.
- Review pilot data and feedback with the Pilot Venue.
- Maintain reasonable confidentiality around venue-specific pilot results.
7. Data collection and performance measurement
SmartFlow may collect operational and technical data during the pilot, including table request activity, request timestamps, request status, staff workflow data, technical logs and venue feedback.
The parties may review metrics such as missed requests, guest waiting time, additional orders, bill request response times, staff feedback, customer satisfaction, review impact and table-level demand patterns.
Personal data will be handled in line with the SmartFlow Privacy Policy.
8. Confidentiality
Each party should treat non-public pilot information, technical details, venue-specific results, operational feedback and commercial discussions as confidential.
SmartFlow may use anonymised or aggregated learning from the pilot to improve the platform and explain general pilot findings.
9. Feedback requirements
The Pilot Venue agrees to provide practical feedback during and after the pilot. Feedback may include staff comments, manager observations, guest reactions, operational issues and suggestions for improvement.
SmartFlow may use feedback to improve the platform without owing compensation, unless separately agreed in writing.
10. Intellectual property ownership
SmartFlow software, branding, workflows, documentation, designs and related materials remain owned by Scott Parker or the relevant rights holder.
The Pilot Venue keeps ownership of its own venue information, menu content, venue branding and feedback records, subject to SmartFlow's right to use pilot feedback and operational learning to improve the service.
11. Early termination
Either party may end the pilot early by giving written notice to the other party.
SmartFlow may suspend or end the pilot immediately if there is misuse, security risk, unlawful use, serious operational concern, non-cooperation or technical reasons that make continuation impractical.
12. No guarantee of outcomes
SmartFlow does not guarantee increased revenue, reduced waiting times, improved reviews, improved customer satisfaction or any specific business outcome.
The pilot is designed to test whether SmartFlow provides measurable value in real service conditions.
13. Limitation of liability
To the maximum extent permitted by law, SmartFlow is provided during the pilot on a best-efforts basis. SmartFlow will not be liable for indirect loss, loss of profit, loss of revenue, business interruption, loss of goodwill or loss caused by venue operations, staffing decisions or guest behaviour.
Nothing in this agreement limits liability where it cannot legally be limited.
14. End-of-pilot review
At the end of the pilot, the parties should review operational data, staff feedback, guest experience observations and whether SmartFlow appears useful for the venue.
After the review, the parties may discuss whether to end use, extend the pilot or enter into a future commercial agreement. No commercial agreement is required unless both parties agree separately in writing.
Signature placeholders
Provider signature: ____________________ Date: __________
Pilot Venue signature: _________________ Date: __________