Letter of intent

1. Parties

This letter of intent is between GroupFlow Ltd (company number 17358245), of 61 Bridge Street, Kington HR5 3DJ ("GroupFlow"), and [Organisation name] ("the Organisation").

The Organisation is represented for these purposes by [Name], [Role].

2. The intended trip

• —Group type: Faith / pilgrimage
• —Route or corridor: To be confirmed
• —Expected group size: To be confirmed
• —Departure: To be confirmed
• —Return: To be confirmed
• —Booking deadline: To be confirmed
• —Current coordination method: Not stated

3. Purpose

The Organisation intends to run the trip described above using GroupFlow as its coordination platform, as part of GroupFlow's founding pilot programme. This letter records that intention and the terms on which the pilot is expected to proceed.

4. Pilot timeline

• —Onboarding: the Organisation's trip, travellers and requirements are set up together with the GroupFlow team, in the two weeks following signature.
• —Active coordination: GroupFlow is used to track traveller readiness, documents and payments from onboarding through to departure.
• —Travel: the platform remains available to the Organisation for the duration of the trip.
• —Review: within four weeks of return, both parties review what worked and what did not.

5. What GroupFlow provides

• —Full access to the platform for the pilot trip at no charge, including TripCircles, traveller readiness profiles and the organiser dashboard.
• —RouteDNA route risk scoring for the intended itinerary.
• —Hands-on onboarding and setup support.
• —A direct line to the founding team throughout the pilot.
• —Any pricing beyond the pilot to be agreed in writing before it applies.

6. What the Organisation provides

• —A named coordinator who will use the platform as the trip's system of record.
• —Trip and traveller information sufficient to run the pilot.
• —Reasonable feedback during and after the pilot, including a review conversation.
• —Notice as soon as practicable if the trip is cancelled or materially changes.

7. Success metrics

The pilot will be assessed against measures agreed at onboarding. Both parties expect these to include:

• —The proportion of travellers reaching full readiness before the information deadline.
• —Organiser time spent on coordination, compared with the Organisation's previous method.
• —Whether any traveller was prevented from travelling by a documentation issue that was visible in advance.
• —Whether route risks identified before booking proved accurate.

8. Data handling

• —GroupFlow acts as a data processor for traveller personal data supplied by the Organisation, which remains the data controller.
• —Traveller data is used only to deliver the platform to the Organisation, and is never sold or shared for marketing.
• —Data is held in the United Kingdom or the European Economic Area.
• —On written request, the Organisation's trip data will be exported and deleted.
• —GroupFlow's Privacy Policy and Data Processing & Retention Policy apply, and are published at groupflow.uk.

9. Non-binding nature

This letter records an intention to work together. It is not a contract, and it creates no legally binding obligation on either party, save that each party will keep the other's confidential information confidential.

Neither party is obliged to proceed with the pilot, and either may withdraw at any time by written notice, without liability. Nothing here commits the Organisation to any payment, or GroupFlow to providing any service beyond what it chooses to provide.

Any binding arrangement would require a separate written agreement signed by both parties.

10. Reference consent

The Organisation consents to being referenced only in anonymised form, and not to being named.

This consent may be withdrawn at any time by writing to Oluwadara@groupflow.uk.