Calderbrook Housing Group - Renewal Proposal v1

• The current contracted annual recurring revenue is £44k.
• There are no overdue invoices.
• The licensed user allowance is 40 users.
• Support contact has been light, with one ticket raised in the last month, which was treated as high priority and handled through the normal process.

Usage among the regular users has softened a little compared with the previous quarter. That is not unusual at this point in a first year, and it is something we would like to talk through with you rather than assume. We would value your view on which teams are using the brain most, and which are not yet.

What we propose

We propose a straightforward renewal of the existing subscription:

There is no implementation fee on a renewal, so the deal amount and the annual price are the same figure. The price is unchanged from the current term. Tom will confirm the final commercial terms in writing before anything is signed.

What stays the same

• The Growth tier feature set, including pages, chat and search, and the dashboards builder.
• Quarterly business reviews with your customer success manager.
• The Growth service levels for availability, first response on priority tickets and the nightly refresh, as set out in your current order form.
• Your data, which remains in your own Snowflake account throughout.

Making the next year count

A renewal is a good moment to ask what the brain is worth to Calderbrook. We suggest using the weeks before the term ends to agree a small number of things:

• Questions asked. Which questions the business-intelligence team and the wider business now ask the brain that they could not answer before, and who is asking them.
• Reporting to the board. Whether the joined-up picture across calls, repairs, complaints and arrears is now part of the regular board reporting cycle.
• Wider adoption. Whether other teams, such as housing management or customer services, would benefit from access within the existing user allowance.
• Data coverage. Whether any connected sources need attention so that the nightly refresh keeps the brain current.

Daniel will pull together a short usage summary ahead of that conversation so that it is grounded in what has actually happened on the account.

Open points

These are not yet settled and are marked here so that nothing is assumed:

• Whether Calderbrook wishes to renew on the same terms, or adjust the number of users or connectors.
• Whether any change in your internal platform plans affects how you want to use the brain over the coming year.
• Who at Calderbrook will be the commercial signatory for the renewal.
• Whether annual billing in advance remains your preference, or you would like to discuss quarterly billing.

Proposed next steps

• Tom to share this draft with the Calderbrook business-intelligence lead and agree a date for a short call.
• Daniel to prepare the usage and value summary for that call.
• Calderbrook to confirm its intentions on tier, users and connectors, in good time before the term ends.
• Tom to issue a renewal order form once the terms are agreed, for signature before 1 Sep 2025.

Acceptance

This document is a draft proposal and is not an order form. It becomes binding only when an order form is signed by both parties.