Templates
Copy, fill the brackets, send. Keep every filled-in version; the second one is always faster.
Order form (one page)
TEAMTALK ORDER FORM
Customer: [Legal name], [company number], [address]
Supplier: [Your Ltd], [company number], [address]
Plan: [Site £180/site/month · Company £550/£950/£1,600/£2,600 by enrolled-worker band · Enterprise]
Scope: [N] sites, up to [N] enrolled workers (band), unlimited managers
Term: 12 months from [go-live date], then renewing annually unless cancelled with 60 days' notice
Fee: £[x] per year, invoiced annually in advance by Bacs, payable within 30 days (monthly billing available at +15%)
Pilot (if applicable): £2,500 + VAT for 60 days from launch, up to 3 sites and 250 enrolled workers, 100% credited against year one if signed within 30 days of pilot end; refunded if success criteria 1 and 2 are missed
Included: onboarding of the first [N] sites, join cards, admin training (2 × 45 min), email support within one working day
Excluded: SMS delivery of posts (login codes included); available at 8p per message, capped by agreement
Data: processed under the attached Data Processing Agreement; sub-processor list at [url]
Governing law: England and Wales
Signed for Customer: ____________ Name/Title: ________ Date: ______
Signed for Supplier: ____________ Name/Title: ________ Date: ______
Pilot agreement wording (add to the order form for pilots)
Pilot success criteria, agreed by both parties before launch:
1. At least 70% of enrolled workers have logged in within 14 days of launch.
2. At least 85% confirmed receipt on mandatory posts within 72 hours.
3. At least 2 posts per site per week, sustained.
4. A compliance export accepted by the Customer's HSEQ lead as an evidential briefing record.
Day-14 activation review; day-30 formal review; day-60 decision meeting. If criteria 1 and 2 are missed, the pilot fee is refunded. If met, the Customer will take the [Company £x band] plan from [date], with the pilot fee credited against year one.
Data processing agreement: what yours must contain
- Subject matter, duration, nature and purpose of processing; types of personal data (names, phone numbers, optional email, language, posts, photos); categories of data subjects (customer's workers and contractors).
- Your obligations as processor: act on documented instructions; confidentiality; security measures (Annex); sub-processors listed with a right to object; assistance with SARs and breaches (notify within 72 hours); deletion or return at end; audit rights.
- International transfers: named sub-processors outside the UK and the mechanism (UK IDTA / Addendum).
- Annex: technical and organisational measures (the security summary from Chapter 9).
Start from the ICO's contract guidance and a reputable template; have a solicitor read it once. Then never change it per customer unless they pay for the change.
Security summary (one page)
TEAMTALK SECURITY SUMMARY — [date]
Hosting: AWS [region], managed via Laravel Forge. Single-tenant data isolation at database level.
Encryption: TLS 1.2+ in transit; AES-256 at rest (EBS, S3).
Authentication: phone-number one-time codes (Twilio Verify); 30-day sessions; admin roles; leaver lockout on leaving date.
Backups: daily, encrypted, retained [30] days; restore tested [quarterly].
Sub-processors: AWS, Twilio, OpenAI (post text for translation only), Mux (video), Mailgun, Pusher.
Monitoring: uptime and error monitoring with alerts to the on-call engineer.
Vulnerability management: dependencies updated monthly; critical patches within 72 hours.
Incident response: named contact [name, phone]; customer notification within 72 hours of a confirmed breach.
Certifications: Cyber Essentials [cert no., date]; [Cyber Essentials Plus: date].
Contact: [security@yourdomain]
Onboarding checklist (first 30 days of a customer)
- Day 0: tenant created with logo and colours; admin accounts; languages set; first group structure agreed.
- Day 1–3: user import (spreadsheet: name, phone, language, group) or join cards printed per site.
- Day 3–7: on site with the manager for the first join session; first must-read published with them; first chase.
- Day 7: 45-minute admin training. Leave a one-page "how to post" sheet.
- Day 14: activation check; call any site under 40%.
- Day 30: reach review with the buyer; agree the next sites; ask for the reference quote.
Reference request
"You said last week that the chase list saved you an afternoon. Could I quote that, with your name and title, on one page I send to other builders? I'll send you the exact words first."
Price increase / renewal notice (day 300)
Subject: TeamTalk renewal — [date]
[Name], your TeamTalk plan renews on [date]. Over the year you published [N] notices to [N] workers in [N] languages with an average confirmed reach of [N]%.
The renewal is £[x] for the year, [unchanged / up N% in line with our published pricing]. Nothing to do if you're happy; reply if you'd like to add sites before then.