Founding 100 Promotional Terms
The full terms and conditions for the Easy RFP Founding 100 promotional program.
1. Promotional Free Access — Limited Time
Easy RFP ("we", "us", "the Platform") is operated by Easy RFP OÜ, a company registered in Tallinn, Estonia. The Founding 100 program offers a capped number of qualifying European Meetings, Incentives, Conferences and Exhibitions (MICE) agencies free use of the Platform during a defined promotional period.
The program is not a permanent free tier. It is a structured early-access window designed to (a) refine the Platform with paying-customer-quality input, (b) build a public reference base of European MICE agencies using the tool, and (c) reach feature parity for general availability before introducing standard paid pricing.
The promotional period is expected to run until the end of the third quarter of 2027. The exact end date may shift earlier or later based on product readiness, and we will give existing Founding 100 participants at least 30 days' notice before the period closes.
2. Eligibility
To be approved for Founding 100, an applicant must meet all of the following criteria:
- Legal entity in the EU/EEA or United Kingdom. A registered business — not an individual freelancer without a registered trade — operating in the MICE, corporate events, travel management or hotel sourcing space.
- Active MICE workflow. Run at least one hotel RFP in the past twelve months, evidenced by a sample brief, a vendor email, or a referral from a known industry contact.
- Willingness to give structured feedback. Available for at least three 30-minute product feedback sessions across the promotional period (video call, asynchronous voice memo, or written response — your choice of format).
- Good-faith intent. Not a direct competitor building or operating a hotel RFP automation tool, and not signing up purely to extract competitive intelligence.
We review applications inside three to five working days. If we decline an application, we will tell you the reason in plain language and you are welcome to reapply once the situation changes (for example, once your agency has run its first qualifying RFP).
3. Right to Terminate or Modify (30-Day Notice)
We reserve the right to end the Founding 100 program, to change which features are included free of charge, or to remove an individual account from the program for any of the following reasons:
- The promotional period has run its course and we are transitioning to standard paid pricing.
- An account is being used in a way that materially harms other users, hotels, or the integrity of the Platform (for example, sending bulk unsolicited messages to hotels outside of an active sourcing workflow).
- An account has been inactive for more than 180 consecutive days, in which case we will email a reactivation prompt before any change.
- Eligibility criteria are no longer met (for example, the legal entity has dissolved or transferred its business).
In every case, we will give at least 30 calendar days' written notice by email to the address registered on the account before any change takes effect. During the notice period your data remains fully accessible and exportable.
4. No Refunds (Free Promotional Access)
Because Founding 100 access is granted free of charge during the promotional period, no payment is collected and there is nothing to refund. If you have separately purchased an add-on or paid feature outside the program, the standard refund policy on the relevant order applies.
5. Acceptance by Use
By creating an Easy RFP account and being approved for the Founding 100 program, you agree to these Promotional Terms in addition to our general Terms of Service and Privacy Policy. Continued use of the Platform after a change to these Promotional Terms, following the 30-day notice described in Section 3, constitutes acceptance of the change. If you do not accept a change, you may cancel your account at any time under Section 9.
6. Pricing After the Promotional Period
When the promotional period ends (currently planned for Q4 2026), Founding 100 participants will be offered the option to continue on a paid plan at a discounted "Founding" rate. The list price at the time of transition will be the then-current published pricing on the Easy RFP pricing page.
We will publish the exact paid pricing at least 60 days before the end of the promotional period so that you can plan, budget, and decide whether to continue. No card-on-file will be charged without your explicit consent at the point of transition.
If you choose not to continue on a paid plan, your account moves to a read-only export-and-archive mode for 60 days, after which it is deleted under our standard retention policy.
7. Existing Founding Hotels Are Unaffected
Hotels that are already onboarded as Founding Hotels under their own separate agreement keep the contractual terms of that agreement. Nothing in these Promotional Terms — which apply to the agency side of the Platform — alters or replaces a hotel-side Founding Hotel contract. The two programs run in parallel and are governed by different documents.
8. Loyalty Discount Conditions
The Founding 100 loyalty discount has two tiers, and it applies to the list price of your paid plan once the promotional period ends:
- 30% lifetime discount — if you complete at least three structured product-feedback sessions during the promotional period and are still an active account at the transition to paid pricing.
- 15% lifetime discount — applied by default to any Founding 100 account that does not meet the feedback threshold but remains active at the transition to paid pricing.
"Lifetime" means the discount stays attached to the original Founding 100 account for as long as that account remains continuously active on a paid plan. If you cancel and later re-subscribe, the loyalty discount does not automatically reattach; we will review re-activation requests case by case.
Structured feedback sessions count when they are logged in our internal feedback log with a date, format, and a short summary that you receive a copy of. We will confirm your feedback count in writing before the transition to paid pricing so there are no surprises.
9. Termination by User (Cancel Anytime)
You can close your Founding 100 account at any time, for any reason, with no penalty. To cancel, either use the in-product cancellation flow under your account settings or email [email protected] from the address on your account.
On cancellation, we offer a 60-day export window during which you can download your hotel data, RFP responses, and contract drafts in CSV and PDF formats. After the export window your account data is deleted under the retention rules in our Privacy Policy. If you would like us to delete data sooner than 60 days, request immediate deletion in writing and we will action it within 30 calendar days.
10. Governing Law
These Promotional Terms are governed by the laws of the Republic of Estonia, where Easy RFP OÜ is registered. Any dispute that cannot be resolved by good-faith discussion will be referred to the courts of Harju County, Estonia.
This choice of law does not deprive you of any consumer-protection rights you are entitled to in your country of habitual residence under EU consumer-protection rules.
11. Contact
For anything related to these Promotional Terms, the Founding 100 program, or your account, write to the founder directly:
- Email: [email protected]
- Postal: Easy RFP OÜ, Tallinn, Estonia (full address on request)
We aim to acknowledge every email within two working days. For data-protection requests, see the Data Usage page for the formal channel and timelines.