Terms and Conditions of Service

1. Agreement to Terms

By accessing and using The Charity CRM service, you accept and agree to be bound by the terms and provision of this agreement. If you do not agree to abide by the above, please do not use this service.

2. Service Description

The Charity CRM is a cloud-based customer relationship management platform designed specifically for charitable organisations. Our service includes:

• Donor and contact management with Gift Aid tracking
• Fundraising campaign tracking and reporting
• Email communication tools with fundraising compliance features
• Reporting and analytics including charity-specific reports
• Payment processing integration with donation handling
• Data storage and backup services with charity audit support
• GDPR and fundraising regulation compliance tools
• Integration capabilities for charity accounting and reporting systems

3. User Accounts and Registration

To access our service, you must:

• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Be responsible for all activities that occur under your account
• Notify us immediately of any unauthorised use of your account

4. Acceptable Use Policy

You agree to use The Charity CRM service only for lawful purposes. You may not:

• Upload or transmit viruses, malware, or other harmful code
• Attempt to gain unauthorised access to our systems
• Use the service to send spam or unsolicited communications
• Violate any applicable laws or regulations
• Interfere with the proper working of the service
• Use the service for any fraudulent or illegal activities
• Breach fundraising regulations or the Code of Fundraising Practice
• Process non-charitable donations or misrepresent charitable purposes
• Use the service in violation of Charity Commission guidance

5. Subscription and Payment Terms

Our subscription terms include:

• Free Trial: New users receive a 10-day free trial with full access to features
• Billing Cycles: Monthly or annual billing options available
• Payment Processing: Payments processed securely through Stripe
• Automatic Renewal: Subscriptions automatically renew unless cancelled
• Cancellation: Cancel anytime through your account dashboard or by contacting support
• Refunds: Pro-rated refunds available for annual subscriptions as per our refund policy

6. Data Ownership and Security

Your data remains your property. We provide:

• Secure data storage with encryption in accordance with industry standards
• Regular automated backups stored in secure, UK-based data centres
• Full GDPR compliance and UK Data Protection Act 2018 adherence
• Charity-specific data protection measures including donor data safeguarding
• Gift Aid compliance data handling and reporting capabilities
• Fundraising data protection in line with Fundraising Regulator standards
• Data export capabilities in common formats including CSV and Excel
• Secure deletion of your data within 30 days of account termination, unless retention is required by law
• Data processing agreements (DPAs) available upon request for charity compliance audits
• Support for charity trustee access controls and audit trails

7. Service Availability and SLA

We strive to maintain 99.5% uptime during normal business hours (9 AM - 5 PM GMT, Monday to Friday, excluding UK public holidays). We reserve the right to:

• Perform scheduled maintenance with at least 48 hours advance notice via email
• Temporarily suspend service for urgent security or technical reasons
• Update and modify our service features with reasonable notice
• Provide service credits for extended downtime exceeding our SLA commitments

8. Intellectual Property Rights

The Charity CRM platform, including all software, designs, trademarks, and content, is the intellectual property of Mushroom Computing Ltd. Users are granted a limited, non-exclusive licence to use the service. Users may not:

• Copy, modify, or distribute our software or documentation
• Reverse engineer, decompile, or attempt to derive source code
• Remove or modify copyright, trademark, or proprietary notices
• Create derivative works based on our platform
• Use our trademarks or branding without written permission

9. Consumer Rights and Limitation of Liability

Important: Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded under UK law.

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

• Our total liability for any loss or damage shall not exceed the amount paid by you in the 12 months preceding the claim
• We are not liable for indirect, consequential, or punitive damages
• We are not liable for loss of profits, data, business opportunities, or revenue
• Service interruptions, data corruption, or temporary unavailability
• Third-party integrations, external services, or user-generated content
• Any breach of security not caused by our negligence

If you are a consumer (using our service for personal rather than business purposes), you have legal rights under UK consumer protection legislation that cannot be excluded.

10. Indemnification

You agree to indemnify and hold harmless Mushroom Computing Ltd from any claims, damages, or expenses arising from your use of the service or violation of these terms.

10a. Charity Sector Compliance

For charitable organisations using our service, additional compliance provisions apply:

• Charity Commission Compliance: Features support compliance with Charity Commission reporting requirements
• Gift Aid Processing: Data handling supports Gift Aid claims and HMRC requirements
• Fundraising Regulations: Service designed to support compliance with the Code of Fundraising Practice
• Trustee Access: Account controls allow designated trustee access for governance oversight
• Audit Trails: Comprehensive logging for charity audit and compliance purposes
• Donor Consent Management: Features to manage and track donor consent preferences
• Regulatory Reporting: Export capabilities for regulatory submissions and annual returns
• Data Retention: Configurable retention periods to meet charity sector requirements

Charity Responsibility: While our service supports compliance, charities remain responsible for:

• Ensuring their use of the service complies with all applicable charity law
• Maintaining appropriate data processing records and consents
• Meeting their specific regulatory obligations to the Charity Commission
• Implementing appropriate governance and oversight procedures

11. Termination and Suspension

We may suspend or terminate your account with immediate effect if you:

• Materially breach these terms of service
• Fail to pay subscription fees within 14 days of the due date
• Engage in prohibited activities or illegal conduct
• Use the service in a way that damages our reputation or systems
• Provide false or misleading information during registration

Before termination for non-payment, we will provide at least 7 days written notice. You may terminate your account at any time with 30 days written notice. Upon termination:

• Your access to the service will cease immediately
• You remain liable for all charges incurred up to termination
• Your data will be securely deleted within 30 days unless you request earlier deletion
• We may retain certain data as required by law or for legitimate business purposes

12. Cooling-off Period and Cancellation Rights

For UK Consumers: If you are a consumer, you have the right to cancel your subscription within 14 days of purchase without giving any reason. To exercise this right, you must inform us of your decision by email to [email protected]. If you have used the service during this period, you may be charged a proportionate amount for the service provided.

13. Governing Law and Jurisdiction

These terms are governed by the laws of England and Wales. Any disputes arising from these terms or your use of our service will be subject to the exclusive jurisdiction of the courts of England and Wales, except:

• If you are a consumer resident in Scotland, you may bring proceedings in Scottish courts
• If you are a consumer resident in Northern Ireland, you may bring proceedings in Northern Irish courts
• We may bring proceedings against you in the courts of your country of residence

If you are a consumer, you may also have the right to use alternative dispute resolution procedures.

14. Changes to Terms

We may update these terms from time to time to reflect:

• Changes in law or regulation
• Changes to our service or business practices
• Security or technical improvements

We will provide at least 30 days notice of material changes by email and/or platform notification. Continued use of the service after the effective date constitutes acceptance of modified terms. If you do not agree to the changes, you may terminate your account before the changes take effect.

15. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these terms if such failure or delay results from circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labour disputes, or government actions.

16. Entire Agreement and Severability

These terms, together with our Privacy Policy and any additional terms referenced herein, constitute the entire agreement between you and Mushroom Computing Ltd. If any provision of these terms is found to be unenforceable by a court of competent jurisdiction, the remaining provisions will continue in full force and effect.

17. Contact Information and Complaints

For questions about these terms, to report a breach, or to make a complaint, please contact us:

• Email: [email protected]
• Legal queries: [email protected]
• Address: Mushroom Computing Ltd, 19 Graham Rd., West Bromwich, West Midlands, B71 4ED, United Kingdom
• Company Registration: 9312662 (England and Wales)
• VAT Number: GB 273 9861 56

If you are unhappy with our response to a complaint, you may refer the matter to the Information Commissioner's Office (ICO) or seek advice from Citizens Advice.

Related Documents:

• Privacy Policy - How we handle your personal data
• Subscription Terms - Detailed billing and subscription information

Last updated: 15 October 2025