Legal · terms

Terms and Conditions of Use

The agreement between your organisation and ThirdSectorBee Ltd covering your use of the ThirdSectorBee platform.

Last updated

ThirdSectorBee

Effective date: 30/7/2026 Last updated: 30/7/2026

This is the bit that everyone claims they’ve read. It’s guided by the principle that we’ll do right by you and we’d like you to reciprocate!

These Terms and Conditions of Use (“Terms”) govern access to and use of the ThirdSectorBee charity data platform and related websites and services. Please read them carefully. By creating an account, logging in or otherwise using the Service, you agree to these Terms.

1. Definitions

In these Terms:

  • “ThirdSectorBee”, “we”, “us”, “our” means ThirdSectorBee Ltd, registered in England and Wales with company number 17359072, whose registered office is at 124 City Road, London EC1V 2NX, UK.
  • “Customer”, “you”, “your” means the organisation that enters into these Terms with us, whether by accepting them online or by signing an Order.
  • “Service” means the ThirdSectorBee charity data platform, including its modules for fundraising, programme delivery, finance and impact data, the associated websites, and any related support and documentation.
  • “Order” means an order form, sign-up flow, or written agreement that specifies the plan, modules, Weighted Contact allowance and fees applicable to the Customer.
  • “Authorised User” means an individual employee, contractor or volunteer of the Customer whom the Customer permits to access the Service.
  • “Customer Data” means all data, including personal data, that the Customer or its Authorised Users upload to, store in, or generate within the Service.
  • “Weighted Contact” means the unit of measurement used to price the Service, calculated by applying a weighting to different contact types within the Customer’s data, as set out in the Customer’s Order or our published pricing.
  • “Data Protection Laws” means the UK GDPR, the Data Protection Act 2018, and, where applicable, the EU GDPR and any other applicable data protection legislation.
  • “DPA” means the Data Processing Agreement between the parties, which forms part of these Terms.

2. The agreement between us

These Terms, together with the DPA and its addendum(s), form the entire agreement between the parties for the Service. If there is a conflict, the order of precedence is: (1) the DPA in respect of data protection matters; (2) these Terms.

You confirm that the person accepting these Terms does so on behalf of their organisation, and has the necessary authority to do so.

3. The Service and right to use it

Subject to these Terms and payment of the applicable fees, we grant the Customer a non-exclusive, non-transferable, non-sublicensable right to access and use the Service during the term of the agreement, for the Customer’s own internal business and charitable purposes.

We may update, improve and modify the Service from time to time. We will not materially reduce the core functionality of the Service during a paid subscription term without giving reasonable notice.

The Service is provided on a software-as-a-service basis. We host it on Amazon Web Services infrastructure and the Customer is responsible for its own internet access and compatible devices.

4. Accounts and Authorised Users

The Customer is responsible for setting up accounts for its Authorised Users and for managing their permissions. The Customer must ensure that each Authorised User keeps their login credentials, passkeys or other login mechanisms confidential and securely stored.

The Customer is responsible for all activity that occurs under its account and the accounts of its Authorised Users, and must notify us promptly of any known or suspected unauthorised access or security breach.

5. Customer responsibilities and acceptable use

The Customer, including all users, must:

  • use the Service only for lawful purposes and in accordance with these Terms;
  • comply with all applicable laws, including Data Protection Laws, in their use of the Service;
  • not upload or process content that is unlawful, infringing, defamatory, or harmful;
  • not introduce viruses or malicious code, or attempt to gain unauthorised access to the Service or its underlying systems;
  • not copy, modify, reverse engineer, decompile or create derivative works of the Service, except to the extent permitted by law;
  • not resell, sublicense or make the Service available to any third party except the Customer’s own Authorised Users;
  • not use the Service to build a competing product or to benchmark it for a competitor; and
  • not use the Service in a way that could damage, disable or impair it, or interfere with other customers’ use of it.

We may suspend access without liability where we reasonably believe use of the Service breaches this clause or poses a security or legal risk, restoring access only once the issue is resolved.

6. Customer Data and data protection

As between the parties, the Customer owns all Customer Data and is responsible for its accuracy, quality, legality, and for having all necessary rights and lawful bases to provide it to us for processing.

In providing the Service, we act as a data processor and the Customer acts as the data controller in respect of personal data within Customer Data. We will process such personal data only on the Customer’s documented instructions and in accordance with the DPA, which sets out the subject matter, duration, nature and purpose of processing, the types of personal data and categories of data subjects, and the parties’ respective obligations.

We use sub-processors to deliver the Service. The DPA lists and governs the use of sub-processors and any international transfer safeguards that apply.

We will implement appropriate technical and organisational measures to protect Customer Data, as described in the DPA, but the Customer remains responsible for how it configures the Service and manages access within its organisation.

7. Fees, Weighted Contacts and payment

The fees for the Service are set out in our published pricing, and are based on the Customer’s plan, selected modules and its Weighted Contact usage measured as described in this clause.

Weighted Contact pricing. The Service is priced per Weighted Contact. Contacts are weighted differently for counting purposes depending on whether they are financially active, as described in our published pricing. Modules may be priced differently at our discretion, and this will be clearly communicated on our pricing page

Billing basis — previous month’s maximum. The Service is billed monthly in advance. The fee for each month is calculated by reference to the highest Weighted Contact count recorded in the Customer’s tenant at any point during the previous calendar month. Because usage is measured looking backward, the Customer only ever pays for capacity it has already used, and there is no true-up or overage charge at the end of a period.

First month. In the Customer’s first month of service, the previous month’s maximum Weighted Contact count is deemed to be zero. The first monthly charge is therefore the minimum applicable to the Customer’s plan, as set out in our published pricing. Normal previous-month-maximum billing applies from the second month onwards.

Reactivated tenants. Where a Customer’s tenant is reactivated after a period of suspension, non-payment or cancellation, the “previous month’s maximum” for the reactivation month is deemed to be the maximum Weighted Contact count recorded in the most recent month for which the Customer paid in full.

Billing mechanics. Fees are charged in advance through our payment provider, Stripe, to the payment method the Customer has on file. The Customer authorises us and Stripe to charge that payment method for all fees due. Stripe’s own terms apply to the processing of payments. Fees are inclusive of VAT unless otherwise agreed, but other taxes may apply. Responsibility for these rests with the Customer

Grace period and access suspension for non-payment. If a monthly charge is not successfully collected on the due date, the Customer will be granted a grace period of five (5) days, during which the Service will remain available and an in-product banner will be displayed notifying the Customer that payment is outstanding. If payment has not been received by the end of the grace period, access to the Service will be prevented until the outstanding amount has been paid in full. Customer Data will continue to be retained during any period of access suspension in accordance with clause 16 and the DPA. Suspension of access does not relieve the Customer of its obligation to pay accrued fees, and we may charge interest on overdue amounts at the rate set out in the Late Payment of Commercial Debts (Interest) Act 1998.

Changes to fees. We may change our fees, including per-Weighted-Contact rates and the weightings applied to different contact types, by giving at least [30 days’] notice, for example by email or in-product notice. The change will take effect from the first billing month starting after the notice period ends. If the Customer does not agree to the change, its remedy is to cancel under clause 15 before the change takes effect.

8. Intellectual property

We and our licensors own all intellectual property rights in the Service, including its software, design, content, branding and documentation. Except for the limited right to use the Service granted in clause 3, no rights are transferred to the Customer.

The Customer retains all intellectual property rights in Customer Data. The Customer grants us a non-exclusive, worldwide licence to host, store, process, transmit and display Customer Data solely as necessary to provide, maintain, secure and support the Service.

We may use aggregated and anonymised data derived from use of the Service — which does not identify the Customer, any individual, or any contact — to operate, analyse and improve our products and services.

If the Customer provides feedback or suggestions about the Service, we may use them without restriction or obligation.

9. Third-party services and integrations

The Service may interoperate with third-party products and services, such as event ticketing platforms or other tools the Customer chooses to connect. We are not responsible for third-party services, their availability, or their terms, and the Customer’s use of them is governed by the relevant third party’s own terms and privacy policy. We may discontinue or change an integration where the underlying third-party service changes or becomes unavailable.

10. Service availability, support and maintenance

We will use commercially reasonable efforts to make the Service available and to provide support during [our standard support hours / business hours UK time].

The Service may be unavailable during planned maintenance, for which we will give reasonable advance notice where practicable, and during emergency maintenance. We do not warrant that the Service will be uninterrupted or error-free.

[If you offer a formal Service Level Agreement with uptime commitments and service credits, reference it here. If not, this clause should make clear that no specific uptime guarantee is given.]

11. Confidentiality

Each party may receive confidential information of the other. Each party agrees to keep the other’s confidential information secret, to use it only for the purposes of the agreement, and to disclose it only to those of its personnel and advisers who need to know it and are bound by similar obligations. This obligation does not apply to information that is public through no fault of the receiving party, was already lawfully known, is independently developed, or must be disclosed by law. Customer Data is the Customer’s confidential information, and is also governed by the DPA.

12. Warranties and disclaimers

We warrant that we will provide the Service with reasonable skill and care and substantially in accordance with its documentation.

Except as expressly stated in these Terms, and to the maximum extent permitted by law, the Service is provided “as is” and we exclude all other warranties, conditions and representations, whether express or implied, including any implied warranties of satisfactory quality, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will meet every requirement of the Customer or that it will be free of all defects.

The Customer is responsible for determining whether the Service is appropriate for its purposes and for its own compliance with the laws and regulatory obligations that apply to it as a charitable organisation, including charity regulator requirements.

13. Limitation of liability

Nothing in these Terms excludes or limits either party’s liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; or any other liability that cannot be excluded or limited by law.

Subject to the paragraph above, and to the maximum extent permitted by law:

  • neither party is liable for any indirect or consequential loss, or for loss of profit, revenue, business, goodwill, anticipated savings, or loss or corruption of data (except to the extent caused by our breach of the DPA); and
  • our total aggregate liability arising out of or in connection with the agreement, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the total fees paid or payable by the Customer for the Service in the [12] months immediately before the event giving rise to the claim.

The Customer is responsible for maintaining its own appropriate exports and backups of Customer Data as a precaution, in addition to the backups we maintain.

[Limitation of liability is the clause most likely to require negotiation and legal review. The cap, the carve-outs, and the treatment of data loss should all be confirmed with a solicitor.]

14. Indemnity

The Customer will indemnify us against losses, damages, costs and expenses we incur arising from a third-party claim relating to: (a) Customer Data, including any claim that Customer Data infringes a third party’s rights or breaches Data Protection Laws; or (b) the Customer’s use of the Service in breach of these Terms.

15. Term, suspension and termination

Term. These Terms apply from the date the Customer first accepts them, and continue on a rolling monthly basis until terminated in accordance with this clause.

Cancellation by the Customer — no notice period. The Customer may cancel the subscription at any time by using the in-product cancellation option or by writing to us. There is no minimum term and no notice period. Cancellation takes effect at the end of the monthly billing period for which the Customer has already paid. The Customer will continue to have access to the Service until then, and no further monthly charge will be taken. Because fees are paid in advance and calculated on the previous month’s maximum Weighted Contact count (see clause 7), fees already paid at the point of cancellation are non-refundable.

Termination by us. We may terminate the agreement:

  • for non-payment, where the Customer’s access has been suspended under clause 7 and payment has not been received within [30 days] of the end of the grace period;
  • for material breach, with immediate effect by written notice, if the Customer commits a material breach of these Terms that is not remedied within [30 days] of being asked to do so; or
  • for insolvency, with immediate effect by written notice, if the Customer becomes insolvent or is unable to pay its debts.

The Customer may terminate for our uncured material breach or insolvency on the same basis. In the event that ThirdSectorBee becomes insolvent, we commit to providing as much support as we are able to minimise disruption to Customers’ ongoing operations, including where necessary providing access to the source code.

Suspension. We may suspend the Service as described in clauses 5 and 7. Suspension does not relieve the Customer of its obligation to pay accrued fees. A Customer whose access has been suspended for non-payment may reactivate the tenant by paying the outstanding amount, in which case the reactivation billing rule in clause 7 applies.

Effect of termination. On termination or expiry: all rights to use the Service end; the Customer must pay any fees outstanding; the Customer’s rights in respect of Customer Data on termination are as set out in clause 16; and the provisions of these Terms that by their nature should survive (including clauses 8, 11, 12, 13, 14 and 20) will survive.

16. Customer Data on termination

Customer Data will be available for the Customer to export in a commonly used format until the end of the billing period in which cancellation occurs. After that period, we may delete Customer Data from the live Service in line with our data retention policy, and it will be removed from routine backups in line with our standard backup cycle, subject to any further retention required by law.

17. Changes to these Terms

We may update these Terms from time to time. For material changes, we will give the Customer reasonable notice — for example by email or in-product notice — before they take effect. Continued use of the Service after the changes take effect constitutes acceptance. If the Customer does not agree to a material change, its remedy is to terminate the agreement before the change takes effect.

18. Force majeure

Neither party is liable for any failure or delay in performing its obligations (other than payment obligations) caused by events beyond its reasonable control, including failures of internet or hosting infrastructure, power, acts of government, or other events of a similar nature.

19. Notices

Notices to us should be sent to legal@thirdsectorbee.com or to our registered office. Notices to the Customer may be sent to the email address associated with its account. Routine operational communications may be given in-product.

20. Governing law and jurisdiction

These Terms, and any dispute or claim arising out of or in connection with them, are governed by the law of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.

[If you sign customers in Denmark or other jurisdictions, take advice on whether a different governing law, or local-law carve-outs, should apply to those contracts.]

21. General

  • Assignment. The Customer may not assign or transfer the agreement without our consent. We may assign it as part of a reorganisation, merger or sale of our business.
  • Entire agreement. These Terms, the Order and the DPA are the entire agreement between the parties and supersede any prior discussions or representations.
  • No partnership. Nothing in these Terms creates a partnership, joint venture or agency between the parties.
  • Severability. If any provision is found to be invalid or unenforceable, the rest of the Terms remain in effect.
  • No waiver. A failure to enforce a provision is not a waiver of the right to do so later.
  • Third parties. A person who is not a party to the agreement has no rights to enforce it under the Contracts (Rights of Third Parties) Act 1999.

22. Contact us

Questions about these Terms can be sent to:

ThirdSectorBee Ltd hello@thirdsectorbee.com 124 City Road, London EC1V 2NX