Terms and conditions

1. About these terms

GiftAidPay provides software that helps participating organisations accept and administer donations, manage collection activity and prepare information relevant to Gift Aid. In these terms, “GiftAidPay”, “we”, “us” and “our” mean the operator of the GiftAidPay service. “Organisation” means the charity, company or other body applying for or using an organisation workspace.

By creating an account, accepting these terms on behalf of an Organisation, or using the service, you agree to these terms. If you act for an Organisation, you confirm that you have authority to bind it.

2. Accounts and eligibility

• You must provide complete, accurate and current information.
• You must be at least 18 and legally able to enter into these terms.
• Organisation administrators are responsible for controlling users, collectors and permissions within their workspace.
• You must protect sign-in details, invitation links and devices and tell us promptly if you suspect unauthorised access.
• We may verify an Organisation and its representatives using public registers, documents and other reasonable checks before activating or continuing service.

3. Donations, payments and Gift Aid

Payment transactions are processed by the payment provider connected to the Organisation. GiftAidPay is not a bank, payment institution or card issuer and does not hold donor card details or Organisation settlement funds.

The Organisation remains responsible for confirming Gift Aid eligibility, obtaining and retaining valid declarations, checking exports and claims, maintaining required records, and submitting accurate information to HMRC. GiftAidPay provides administrative tools and does not give tax, accounting or legal advice.

Refunds, chargebacks, settlement timing and payment-provider charges are governed by the Organisation’s agreement with its payment provider.

4. Acceptable use

You must not use the service unlawfully or fraudulently; impersonate another person or Organisation; collect money without proper authority; upload malicious or infringing material; attempt to bypass security or access another workspace; interfere with the service; or use automated activity that places an unreasonable load on it.

5. Organisation content and records

The Organisation retains responsibility for information and documents it supplies. It grants us the rights necessary to host, copy, process and transmit that material solely to provide, secure and improve the service and meet legal obligations. The Organisation must have a lawful basis for supplying personal data and must give relevant individuals appropriate privacy information.

6. Charges

Any subscription, transaction or other charges will be stated in the applicable order, pricing page or written agreement. Unless stated otherwise, charges exclude applicable taxes. Payment-provider charges are separate.

7. Service availability and changes

We aim to provide a reliable service but do not promise uninterrupted or error-free availability. Maintenance, security incidents, third-party failures and events outside our reasonable control may affect access. We may update the service where reasonably necessary for security, legal compliance, performance or functionality.

8. Third-party services

The service may integrate with payment providers, public registers, email services and other third parties. Their separate terms and privacy notices apply. We are not responsible for a third-party service where the issue is outside our reasonable control, but we will take reasonable care in selecting and operating our integrations.

9. Intellectual property

GiftAidPay and its licensors own the service, software, branding and related intellectual property. We grant authorised users a limited, non-exclusive, non-transferable right to use the service for the Organisation’s legitimate activities while its account remains active.

10. Suspension and termination

We may restrict or suspend access where reasonably necessary to protect users or the service, investigate suspected fraud or misuse, comply with law, address non-payment, or complete Organisation verification. We will normally explain the reason unless law or security concerns prevent this. An Organisation may request account closure subject to outstanding payments, record-retention duties and any written agreement.

11. Responsibility and liability

Nothing in these terms excludes liability that cannot legally be excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation. Subject to that, neither party is responsible for losses that were not reasonably foreseeable when the agreement began. We are not responsible for an Organisation’s Gift Aid eligibility, HMRC submission decisions, fundraising authority, payment-provider decisions or inaccurate information supplied by users.

12. Privacy

Our Privacy notice explains how GiftAidPay handles personal data. Organisations may also be independent data controllers and must provide their own privacy information where required.

13. Changes to these terms

We may update these terms to reflect changes in law or the service. We will give reasonable notice of material changes where practicable. Continued use after the effective date means the revised terms apply.

14. General

If any part of these terms is unenforceable, the remaining terms continue. A delay in enforcing a right does not waive it. Neither party may transfer the agreement without the other’s consent, except that we may transfer it as part of a reorganisation or sale of the service while preserving users’ rights.

These terms are governed by the laws of England and Wales. The courts of England and Wales have jurisdiction, except where mandatory consumer law gives an individual the right to use another court.