1. Parties
These terms are between Philos Lab Ltd(“we”, “us”) and the brand entity that signed the Service Agreement (“you”, “Brand”). By signing in to app.philoslab.comyou confirm you have authority to bind the Brand.
2. The service
Philos Lab provides:
- A web dashboard for Brand staff to create and manage campaigns, products, surveys, media, and slot assignments.
- Operation of the Gollava kiosk network — physical devices that dispense Brand samples to verified consumers.
- Analytics and 60-day follow-up tracking for samples claimed under your campaigns.
Specific deliverables, sample counts, and timelines are set out in your Service Agreement and the per-campaign brief. Anything outside that scope is best-effort.
3. Brand obligations
- Product safety & compliance. You warrant that every product you submit complies with applicable UK regulations — including the UK Cosmetics Regulation, MHRA notifications where required, INCI labelling, allergen disclosure, and any sector- specific rules for food, supplements, or wellness items.
- Accurate metadata. All product names, INCI lists, claims, batch numbers, expiry dates, COAs, and hero claims you upload must be truthful and current. You will update us promptly if anything material changes.
- IP rights. You confirm you hold or license all rights necessary for the brand assets, photography, video, and copy you upload — and you grant Philos Lab a non-exclusive, royalty-free licence to display them on the dashboard, on Gollava kiosk screens, and in the consumer-facing Gollava app for the duration of your campaign.
- Adverse-event handling. If a kiosk consumer reports an adverse reaction to your product, you must (a) acknowledge to us within 24 hours of being notified and (b) notify MHRA within applicable statutory deadlines. We will assist with the data extraction required for that report.
- Acceptable use. You will not use the dashboard or kiosk network to dispense restricted, illegal, recalled, expired, or unsafe products; to target minors; or to make medical claims you cannot substantiate.
4. Philos Lab obligations
- Data integrity.Every kiosk dispense is HMAC-signed at the device. We do not inflate, simulate, or fabricate kiosk metrics. The dashboard’s shown counts equal the underlying signed events.
- Brand isolation. Your campaign data, consumer responses, and aggregate insights are not shared with another Brand under any circumstances. Aggregate cross- brand benchmarks are only ever published in de-identified, k-anonymised form.
- Best-effort uptime. We target 99.5% availability for the dashboard excluding scheduled maintenance, with a published status page. Kiosks are subject to physical conditions (power, network, vandalism); we maintain them with reasonable care and replace promptly on failure.
- Security. Encryption in transit and at rest, row-level data isolation, immutable audit logs, breach notification within 72 hours. See the Privacy Notice.
5. Data ownership and analytics
Your data is your data. You own the metadata you upload (products, creative, campaign briefs) and you own the campaign-level insights generated for you.
Our data is our data. We retain the underlying behaviour-event stream, device telemetry, fraud signals, and any de-identified aggregate insights derived across the platform. Where these are anonymised beyond reversibility, we may use them to operate, secure, and improve the service indefinitely, including to publish category benchmarks.
6. Sample dispense rules
- One sample per consumer per campaign, enforced by passkey-bound accounts and the 15-layer abuse signals described in our product documentation.
- Samples are dispensed subject to inventory at the kiosk. We do not guarantee any specific consumer can claim on any given day.
- We reserve the right to pause a campaign if signal data indicates inventory shortage, hardware fault, abuse, safety risk, or non-compliance — with prompt notice to you.
- You may pause a campaign yourself at any time from the dashboard. Active devices will stop dispensing within 60 seconds of the pause being saved.
7. Fees, billing, and refunds
Fees, billing schedule, and currency are set out in your Service Agreement and per-campaign Statement of Work. UK VAT is added where applicable. Late payment carries statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998.
If we materially fail to deliver a campaign and the failure is not attributable to your actions, we refund the unused portion of the sample-budget fee pro-rata. We do not refund for samples successfully dispensed.
8. Term & termination
- The Service Agreement sets the initial term (typically 12 months) and renewal terms.
- Either party may terminate for material, uncured breach on 30 days’ written notice.
- We may suspend access immediately for safety, legal, or non-payment reasons, with notice.
- On termination: you retain access to a final data export for 30 days; we then return or destroy your data per the DPA.
9. Liability
Nothing in these terms excludes liability for death, personal injury caused by negligence, fraud, or anything else that cannot be limited under English law.
Subject to that, each party’s aggregate liability under these terms in any 12-month period is capped at the fees paid by the Brand to Philos Lab during that period. Neither party is liable for indirect or consequential loss, loss of profit, loss of goodwill, or loss of data beyond reasonable backups.
10. Confidentiality
Each party will protect the other’s confidential information with the same care as its own (and at minimum a reasonable degree of care). Confidential information may only be used to perform these terms, and only disclosed to staff and sub-processors who need it and are under equivalent duties.
11. Force majeure
Neither party is liable for delay or non-performance due to events beyond reasonable control — natural disasters, pandemics, network outages of our sub-processors, government action, or industrial dispute not caused by the affected party.
12. Changes to these terms
We may update these terms; material changes are notified at least 14 days in advance to the account’s billing contact. Continued use after the effective date constitutes acceptance. The dashboard’s footer always links to the current version.
13. Governing law
These terms are governed by the laws of England & Wales, and disputes are subject to the exclusive jurisdiction of the courts of London — except that we may seek injunctive relief in any jurisdiction where our IP is being infringed.
14. Contact
Contracts: contracts@philoslab.com
Data & privacy: privacy@philoslab.com
Anything else: hello@philoslab.com