Promotion rules – what must they contain to be legal?

Are you organizing a promotion in your store or a contest for customers? The idea itself is just the beginning – the key element is the promotion rules, which organize the rules, build trust, and protect your company from legal problems. A lack of clear provisions may result in complaints and even penalties from supervisory authorities. That is why it is important to know how to write promotion rules and what legal requirements you need to include in them.

Why are promotion rules so important?

The rules and regulations are a document that clearly defines the rules of a promotional campaign. It provides transparency for customers and protects the organizer. Thanks to it:

• you avoid disputes and misunderstandings,
• you meet legal requirements,
• you build credibility and customer trust,
• you protect your company in the event of complaints or inspections.

Without rules and regulations, it is difficult to talk about a transparent and professional marketing campaign.

Promotion rules – mandatory elements

A properly drafted set of rules should include at least the following:

• organizer details – full company name, address, legal form,
• promotion participants – who can take part, what conditions must be met,
• promotion duration – clearly defined time frame,
• personal data processing rules – in accordance with the RODO, if data is collected,
• description of the promotion rules – how it works, how discounts, prizes, or other rewards are awarded,
• complaints procedure – how and where to file a complaint and within what time frame.

Promotion rules and prize contest – the difference

If the promotion takes the form of a contest, it is important to remember that its announcement constitutes a public promise within the meaning of Articles 919–921 of the Polish Civil Code. This entails additional obligations.

How to write promotion rules step by step?

When creating a document, remember to use simple and understandable language. The customer must quickly understand the rules of the promotion. Key tips:

• avoid legal jargon – write simply and clearly,
• use bullet points and lists – they are easier to read,
• ensure a logical structure – from the organizer, through the rules, to complaints,
• make the rules available online – they should be easily accessible to every participant.

Legal requirements for in-store promotions:

When running a promotion, you need to follow a few key rules:

• Consumer law – the rules and regulations must not be misleading or contain prohibited clauses.
• Tax law – prizes are subject to taxation, and the tax is usually settled by the organizer.
• RODO – participants’ data must be protected and used only in accordance with the rules and regulations.

Failure to comply with these issues may result in financial penalties and loss of customer trust.

👉 If you are planning a promotion or contest, make sure you have complete rules and regulations in place – including details about the organizer, participants, prizes, GDPR rules, and tax issues.
💡 This is the best way to avoid legal problems and show your customers that your company operates fairly and transparently.