Terms of Service — Donorbook

1. Acceptance of Terms

By creating an account on Donorbook ("the Service", "we", "us", "our"), you confirm that you have read, understood, and agree to be bound by these Terms of Service and all policies incorporated by reference, including our Privacy Policy and Data Retention Policy. If you are accepting on behalf of an organisation, you represent that you have authority to do so.

2. Eligibility & Account

The Service is intended for registered charities, non-profit organisations, and fundraising professionals in the United Kingdom and internationally. You must be at least 18 years old to create an account. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. You agree to notify us immediately of any unauthorised access.

3. Description of Service

Donorbook is a cloud-based donor and donation management platform. We provide tools for recording donor information, managing fundraising campaigns, processing Gift Aid declarations, generating reports, sending email communications to donors, and integrating with third-party systems via API and webhooks. The Service is provided "as is" and functionality may change over time as we improve the platform.

4. Data You Process Through the Service

You retain ownership of all donor data, donation records, and other content you upload or create within the Service. By using the Service, you grant us a limited licence to store, process, and transmit that data solely to provide the Service to you. You are responsible for ensuring you have the appropriate legal basis to process your donors' personal data (including Gift Aid declarations) and that you comply with applicable data protection laws including UK GDPR. We act as your data processor; you are the data controller.

5. Prohibited Uses

You agree not to use the Service to:

Process data for organisations that are not legitimate charities or non-profits
Send unsolicited bulk communications (spam) to donors
Circumvent or attempt to circumvent any security measures
Reverse engineer, copy, or resell the Service without an authorised partner agreement
Submit false or misleading Gift Aid declarations
Violate any applicable law or regulation

6. Payment and Plans

Certain features of the Service require a paid subscription. Paid plans are billed on a monthly or annual basis as selected at time of purchase. All prices are exclusive of VAT where applicable. You may cancel your subscription at any time; you will retain access until the end of your paid billing period. We reserve the right to change pricing with 30 days' notice. Refunds are not provided for partial billing periods except where required by applicable law.

7. Suspension and Termination

We may suspend or terminate your account if you breach these Terms, engage in fraudulent activity, or if your account is inactive for more than 24 months. On termination, you may request an export of your data within 30 days. After 30 days following termination, your data will be deleted in accordance with our Data Retention Policy, subject to any statutory obligations.

8. Limitation of Liability

To the maximum extent permitted by law, Donorbook shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or profits, arising from your use of the Service. Our total liability for any claim arising from these Terms shall not exceed the total fees paid by you in the 12 months preceding the claim.

9. Availability

We aim for high availability but do not guarantee uninterrupted access. Planned maintenance will be communicated where reasonably practicable. We are not liable for any losses caused by temporary unavailability of the Service.

10. Changes to These Terms

We may update these Terms from time to time. We will notify you by email and display a notice within the Service at least 14 days before material changes take effect. Continued use after the effective date constitutes acceptance of the revised Terms.

11. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Contact

For legal enquiries: Donorbook, England, United Kingdom. Email: legal@donorbook.co.uk.