These terms explain the main conditions that apply when an organisation creates, accesses or uses a Volunteeria account. They cover account responsibilities, responsible use, data protection, subscriptions, security, limitations of liability and international use.

Volunteeria is software designed to support volunteer management. It helps organisations manage volunteer records, onboarding, tasks, communications, hours, documents, agreements, compliance information and related administration.

Volunteeria does not replace your organisation's own judgement, safeguarding procedures, legal advice, insurance, data protection responsibilities, DBS checks, reference checks, risk assessments, policies, supervision arrangements or operational decision-making. Each organisation remains responsible for how it recruits, screens, supports, supervises, communicates with and makes decisions about volunteers, staff, applicants, service users and other people.

By creating, accessing or using an organisational account with Volunteeria, you confirm that you are authorised to use the software on behalf of your organisation and, where applicable, to bind your organisation to these terms.

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1. Terms of Service

Volunteeria provides online volunteer management software for organisations that work with volunteers.

The software may include features such as volunteer profiles, staff dashboards, onboarding workflows, registration forms, task management, hours logging, messaging, documents, digital agreements, reporting, exports, notifications, support tools and AI-assisted volunteer matching.

Your organisation is responsible for deciding whether Volunteeria is suitable for its needs. Volunteeria does not guarantee that use of the software will increase volunteer numbers, improve volunteer retention, prevent administrative mistakes, prevent safeguarding concerns, ensure compliance with applicable law, or meet every operational requirement of your organisation.

Volunteeria does not guarantee that any volunteer, applicant, staff member or other person is suitable, safe, reliable, available, appropriately qualified or legally permitted to carry out any role. Your organisation remains responsible for all decisions about recruitment, screening, allocation, supervision, safeguarding, conduct, suitability, checks, training and ongoing involvement.

You agree to use Volunteeria lawfully, responsibly and only for legitimate organisational purposes. You must not use Volunteeria to upload, store, send or process unlawful, discriminatory, abusive, misleading, defamatory, infringing, harmful, malicious or inappropriate content.

You must not attempt to access another organisation's account, interfere with the security or operation of Volunteeria, reverse engineer the software, overload the system, introduce malware, scrape the software, misuse the service, or use Volunteeria to send spam or unlawful communications.

Volunteeria may suspend, restrict or terminate access if we reasonably believe that an account is being misused, compromised, unpaid, unlawful, harmful, or in breach of these terms.

2. Intellectual Property and Platform Use

All intellectual property rights in and to Volunteeria, including but not limited to the software, platform design, structure, features, functionality, database architecture, user interface, branding, written content, documentation and all underlying code, are owned by or licensed to Volunteeria.

Access to Volunteeria is provided on a limited, non-exclusive, non-transferable and revocable basis for your organisation's internal use only, in accordance with these terms.

You must not, and must not permit any third party to:

• copy, reproduce, distribute, resell, sublicense or commercially exploit any part of Volunteeria;
• access or use Volunteeria in order to build, support, benchmark or improve a competing product or service;
• reverse engineer, decompile, disassemble or attempt to derive the source code, structure, workflows, database design or underlying logic of any part of Volunteeria, except where permitted by law;
• modify, adapt, translate or create derivative works based on Volunteeria;
• scrape, harvest, extract or systematically copy content, data, workflows, layouts or functionality from Volunteeria;
• remove, obscure or alter any copyright, trademark or proprietary notices.

All rights not expressly granted to your organisation are reserved by Volunteeria.

During an active subscription, your organisation receives a limited, non-exclusive, non-transferable right to use the software for its own internal organisational purposes.

You must not copy, resell, sublicense, reproduce, modify, reverse engineer, exploit or create derivative products from Volunteeria unless we have given express written permission or the law clearly allows it.

Your organisation retains ownership of the data it inputs into Volunteeria. By using the platform, your organisation grants Volunteeria a limited licence to store, process, transmit and back up that data only as far as necessary to provide, secure, maintain and support the service for your organisation. This licence does not permit Volunteeria to use your organisation's data for its own purposes.

3. Account Responsibilities and Acceptable Use

Your organisation is responsible for managing its own account, users, permissions, data and internal procedures.

This includes:

• inviting only appropriate users;
• assigning appropriate roles and permissions;
• removing access when someone leaves or no longer needs access;
• keeping staff and volunteer information accurate;
• ensuring that users understand how the software should be used;
• maintaining appropriate internal safeguarding, data protection and volunteer management procedures;
• deciding what information should be entered into Volunteeria;
• checking that information entered into Volunteeria is accurate, lawful, relevant and not excessive.

Your organisation must ensure that only authorised people are given access to your organisation's Volunteeria account.

You must tell Volunteeria promptly if you believe that login details have been compromised, an account has been accessed without authorisation, data has been viewed or changed improperly, or there has been any other security concern involving the software.

Volunteeria is not responsible for losses caused by your organisation's failure to manage access properly, remove former users, use secure passwords, restrict permissions, supervise users, maintain appropriate internal procedures, keep suitable independent records, or comply with applicable law.

Volunteeria is also not responsible for security incidents caused by phishing, malware, compromised devices, weak or reused passwords, unauthorised sharing of login details, user error, misuse by authorised users, incorrect permissions set by your organisation, or failures of third-party services outside Volunteeria's reasonable control.

You should not use Volunteeria as the only place where legally, operationally, financially or safeguarding-critical records are stored unless your organisation has suitable export, backup or record-keeping arrangements.

4. AI-Assisted Matching

Volunteeria may include AI-assisted volunteer matching features.

AI-assisted matching is provided as a support tool only. Recommendations may be incomplete, inaccurate, unsuitable, outdated or based on limited information. AI-assisted matching does not replace human judgement.

Your organisation remains responsible for reviewing any recommendation and making its own decisions about volunteer suitability, safety, task allocation, safeguarding, qualifications, supervision, accessibility, legal compliance and operational need.

Volunteeria does not guarantee that any AI-assisted recommendation will be correct, fair, complete, safe, appropriate or suitable for a particular role or person.

5. Subscription and Cancellation Terms

Volunteeria is provided on a subscription basis unless otherwise agreed in writing.

The price, billing period and included features will be shown before an organisation subscribes. The price shown at checkout is the price payable for the selected subscription period. Volunteeria does not currently add VAT, sales tax or other taxes at checkout. If this changes in future, any applicable taxes will be clearly shown before payment.

Your subscription will continue until cancelled in accordance with the cancellation process shown in the software, on the website, through the payment provider, or in written communication from Volunteeria.

One month money-back guarantee. New customers may request a full refund of their first subscription payment within one month (30 days) of that payment being taken, for any reason. Contact Volunteeria using any of the support routes provided and the refund will be processed to the original payment method; access to the software ends once the refund is issued. This applies to the first payment of a monthly or an annual subscription, and applies once per organisation.

Outside the money-back guarantee described above, and unless otherwise stated, subscription fees are payable in advance and are non-refundable once the relevant billing period has started, except where required by law or where Volunteeria agrees otherwise at its discretion.

Monthly subscriptions may be cancelled in accordance with the cancellation process made available to the organisation. Annual subscriptions are paid upfront and remain active until the end of the billing year unless otherwise agreed in writing.

Volunteeria may change pricing, subscription features or available plans in the future. Where a material change affects an existing paid subscription, Volunteeria will take reasonable steps to notify the organisation before the change takes effect.

If payment fails, is reversed, is cancelled, or remains unpaid, Volunteeria may suspend or restrict access to the software after reasonable notice where appropriate.

Organisations are responsible for exporting any data they need before closing their account or before the end of any access period.

6. Privacy Notice

Volunteeria may process personal data relating to organisation administrators, staff users, volunteer users, applicants, trustees, contacts and other people whose information is entered into the software.

For personal data that your organisation uploads to Volunteeria, collects through Volunteeria, or manages using Volunteeria, your organisation will usually be responsible for deciding why and how that personal data is used. In many cases, your organisation will act as the data controller and Volunteeria will act as a data processor providing software services to your organisation.

Your organisation is responsible for telling people how their personal data will be used, identifying a valid lawful basis for processing, obtaining consent where required, respecting data protection rights, keeping information accurate and up to date, and ensuring that information entered into Volunteeria is appropriate, lawful, relevant and not excessive.

Volunteeria uses personal data only as needed to run the service for your organisation: operating and securing the software, managing your account, processing your subscription, responding to your support requests, preventing misuse, complying with legal obligations, and contacting account administrators about the service. Volunteeria does not use the personal data your organisation holds in the platform - your volunteers', staff members' or applicants' information - to develop or improve products, to train artificial intelligence or machine-learning models, for research, for benchmarking, or for any marketing purpose.

You must not upload special category data, criminal offence data, safeguarding information, DBS information, health information, disability information, immigration information or other high-risk personal data unless your organisation has a lawful basis, any required additional condition, appropriate safeguards and a genuine operational need to process that information.

Volunteeria is operated from the United Kingdom but may be used by organisations in other countries. International customers are responsible for ensuring that their use of Volunteeria complies with the laws, regulations and data protection requirements that apply in their own country, state, province, territory, region or sector.

Depending on your location and applicable law, you may have rights relating to your personal data. These may include rights to access, correct, delete, restrict, object to the use of, or request a copy of personal data.

If you are a volunteer, applicant or staff member using Volunteeria through an organisation, you should usually contact that organisation in the first instance because that organisation is usually responsible for deciding how your information is used.

If you are an organisation administrator with a technical, account-related or Volunteeria-related data query, you can contact Volunteeria through the available support or data query route.

7. Data Processing Agreement

This section applies where Volunteeria processes personal data on behalf of your organisation.

Where Volunteeria acts as a processor, Volunteeria will process personal data only on your organisation's documented instructions, including instructions concerning international transfers, unless required to do otherwise by applicable law. Where the law permits, Volunteeria will inform your organisation before carrying out processing required by law. Volunteeria will tell your organisation without undue delay if, in its opinion, an instruction infringes applicable data protection law.

Your organisation instructs Volunteeria to process personal data only as necessary to provide, operate, host, secure, support and maintain the software and related services for your organisation. Volunteeria is not instructed or permitted to process that personal data for product development, analytics about individuals, artificial-intelligence training, research or marketing.

This may include:

• hosting organisational data;
• displaying records to authorised users;
• enabling staff and volunteer account functionality;
• sending system notifications and operational emails;
• processing uploaded documents and agreements;
• maintaining backups;
• monitoring security;
• troubleshooting errors;
• improving reliability;
• providing customer support;
• preventing misuse;
• complying with legal obligations.

Taking account of the nature of the processing, the state of the art, implementation costs and the risks to individuals, Volunteeria will maintain appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental or unlawful destruction, loss, alteration or disclosure. However, no online software, database, hosting service, website, system or internet transmission can be guaranteed to be completely secure.

Volunteeria will ensure that people authorised to process personal data through Volunteeria are subject to appropriate confidentiality obligations.

Sub-processors. Your organisation gives Volunteeria general written authorisation to use reputable third-party providers where needed to deliver and secure the service, including hosting and database infrastructure, payment processing, transactional email, object storage, error monitoring and security services. Volunteeria will maintain information about the material providers it uses and will give reasonable advance notice of a material new or replacement sub-processor where required, so that your organisation may raise a reasonable data-protection objection. Each sub-processor that processes organisational personal data will be bound by a written agreement imposing data-protection obligations that provide an equivalent level of protection to the relevant obligations in this agreement. Volunteeria remains responsible for the performance of those obligations by its sub-processors. These providers may use personal data only to deliver their part of the service, not for their own purposes. Website analytics measure visits to public marketing pages only—not activity inside your organisation's account.

Taking account of the nature of the processing, Volunteeria will provide reasonable assistance through appropriate technical and organisational measures so that your organisation can respond to requests from individuals exercising their data-protection rights. Your organisation remains primarily responsible for responding to individuals whose data it controls, unless Volunteeria is legally required to respond directly.

Taking account of the nature of the processing and the information available to Volunteeria, Volunteeria will provide reasonable assistance with your organisation's obligations concerning security of processing, personal-data-breach assessment and notification, data protection impact assessments, and prior consultation with a supervisory authority where applicable.

If Volunteeria becomes aware of a personal data breach affecting organisational data, we will take reasonable steps to investigate, contain and respond to the incident. Where Volunteeria acts as a processor, we will notify the affected organisation without undue delay so that the organisation can assess its own legal responsibilities and decide whether it needs to notify individuals, regulators or other parties.

End of service. At your organisation's choice, and subject to applicable law, Volunteeria will delete or return the organisational personal data processed on its behalf after the service ends and delete remaining copies. Data may remain for a limited period in protected backups or records where deletion is not immediately technically practicable or where retention is required by law; during that period it will remain protected, isolated from ordinary use and deleted in accordance with the relevant retention cycle.

Volunteeria will make the information reasonably necessary to demonstrate compliance with these processor obligations available to your organisation. On reasonable notice, and subject to appropriate confidentiality, security and scope safeguards, Volunteeria will allow and contribute to proportionate audits or inspections required to verify that compliance. The parties will first try to meet an audit request using current independent reports, policies, questionnaires and other documentary evidence where those materials provide adequate assurance.

Nothing in these terms removes any legal responsibility that Volunteeria has under applicable data protection law.

Data Processing Details

Subject matter: The provision of volunteer management software and related account, hosting, support, security and operational services.

Duration: For the duration of the organisation's subscription and any reasonable retention, backup, legal, accounting, security or operational period after the subscription ends.

Nature and purpose: Hosting, displaying, managing, securing, supporting and maintaining volunteer management records, user accounts, organisational settings, communications, tasks, dated activity and outcome reports, hours, custom fields, onboarding records, documents and task attachments, agreements, safeguarding-readiness records, safeguarding concern reports and handling records, notifications, exports, audit records and related account functionality.

Categories of data subjects: Organisation administrators, staff users, volunteer users, applicants, trustees, contacts, service-related contacts, people named or referred to in a safeguarding concern, and other people whose information is entered into Volunteeria by the organisation or its users.

Types of personal data: Names, contact details, account details, profile and custom-field information, availability, skills, location-related information, role information, task and assignment records, dated activity reports, hours, outcome answers, expenses or other organisation-configured reporting values, messages, onboarding records, registration form responses, uploaded documents and task attachments, agreements, background-check or DBS information, policy acknowledgements, safeguarding concern reports and status or action records, notes, audit information, account activity and other data entered into the software by the organisation or its users.

Your organisation's obligations and rights: Your organisation decides the purposes and essential means of processing, gives documented instructions, ensures that its instructions and use of the service comply with applicable law, provides required privacy information, establishes an appropriate lawful basis and any additional condition, responds to individuals' rights requests, and decides appropriate retention periods. Your organisation may exercise the assistance, information, audit, objection, return and deletion rights described in this agreement.

Special category or criminal offence data: Background-check or DBS information and the contents of safeguarding concerns may include criminal offence data, special category data or other high-risk personal data. Such data is processed only where entered by the organisation or its users, and the organisation is responsible for ensuring that it has a lawful basis, any required additional condition, appropriate safeguards and a genuine operational need to process that information.

8. Security Statement

Volunteeria is designed to support responsible volunteer management, but account security is shared between Volunteeria and the organisations using the software.

Volunteeria uses managed cloud hosting infrastructure to store and process organisational data. Data is protected using industry-standard security measures, including encrypted connections in transit and hosting-level protections for stored data.

Each organisation's data is logically separated using tenant-based access controls and database-level safeguards. Users from one organisation should not be able to view, access or manage another organisation's volunteers, tasks, staff records or organisational information.

Volunteeria uses role-based permissions so that users only have access to the areas and information appropriate to their role. Safeguarding-readiness information can be viewed by authorised staff, while concern reports, notifications and handling records are normally restricted to the organisation's nominated Primary and Secondary Safeguarding Leads. Until a lead is nominated, active administrators retain access as a safety fallback. Volunteers can see their own submitted concern and its status, but not internal staff action notes. Staff access is controlled through the organisation's account settings, and volunteer access is limited to the volunteer portal and relevant volunteer-facing information.

Passwords are protected using secure hashing. Passwords are not stored in plain text. Sessions may expire automatically after a period of inactivity to reduce the risk of unauthorised access.

Volunteeria uses managed infrastructure and backup processes designed to reduce the risk of accidental data loss or corruption. However, no online software can guarantee permanent availability or complete protection against every possible technical issue, cyber incident, user error or third-party failure.

Organisations should keep appropriate independent records, exports or backups where information is legally, financially, operationally or safeguarding-critical.

Volunteeria may send operational emails such as account invitations, notifications, reminders and system messages. Email addresses are used for service-related purposes and are not sold to third parties for marketing.

Organisations remain responsible for ensuring that messages sent through or in connection with Volunteeria are appropriate, lawful and relevant to their users.

9. Data Retention and Deletion

Organisations can manage active records within their Volunteeria account, including updating or deleting volunteer and staff information where the software permits this.

Organisations are responsible for deciding how long they need to keep personal data and for ensuring that information entered into Volunteeria is not retained for longer than necessary.

Deleting a volunteer profile removes its policy acknowledgements and disconnects that profile from any safeguarding concern record. The concern report, the name recorded when it was submitted, and its append-only handling record may remain so the organisation does not lose its safeguarding audit trail. The organisation remains responsible for deciding whether that retained record is still necessary and lawful.

When an organisation closes its account, associated data may be deleted or exported in accordance with Volunteeria's account closure, backup, legal and operational retention processes.

Some information may remain temporarily in backups, logs or records where required for security, legal, accounting, technical or operational reasons.

Organisations are responsible for exporting any data they need before closing their account or before the end of any access period.

10. International Use

Volunteeria is operated from the United Kingdom and may be used by organisations in the United Kingdom, European Union, United States, Canada and other countries.

Where your data is hosted. Volunteeria's application, account records, database records and file metadata are hosted on managed infrastructure provided by Render in Frankfurt, Germany, inside the European Economic Area. Uploaded file content—such as documents, certificates, photographs and task attachments—is stored in private Cloudflare R2 object storage configured with the European Union jurisdiction. The R2 bucket is not public. Data is encrypted in transit and at rest, and the database is not exposed to the public internet.

Other hosting locations. If your organisation has a requirement for a different location, ask us and we will confirm whether the infrastructure supports it before you commit. Where a different location would involve transferring personal data outside the UK or European Economic Area, Volunteeria will rely on its hosting provider's data processing agreement and the applicable transfer safeguards.

Each organisation is responsible for ensuring that its use of Volunteeria complies with the laws, rules, regulations, privacy requirements, employment requirements, volunteer management requirements, safeguarding requirements, charity or non-profit rules, tax rules and other obligations that apply to it in its own country, state, province, territory, region or sector.

Volunteeria does not guarantee that the software, by itself, makes your organisation compliant with any particular legal or regulatory framework.

11. Limitation of Liability

Nothing in these terms limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any liability that cannot legally be excluded or limited.

Subject to that, Volunteeria will not be liable for indirect, special or consequential loss, loss of profit, loss of income, loss of revenue, loss of business, loss of opportunity, loss of goodwill, loss of reputation, loss of anticipated savings, volunteer non-attendance, volunteer misconduct, failed volunteer placements, safeguarding incidents, employment disputes, regulatory failures, organisational decisions, or losses arising from inaccurate, incomplete, excessive or inappropriate data entered by your organisation or its users.

Volunteeria will not be liable for losses caused by your organisation's failure to use the software correctly, failure to maintain appropriate internal procedures, failure to comply with applicable law, failure to manage user access, failure to keep appropriate records, failure to maintain backups or exports, failure to check data accuracy, or failure to make suitable decisions about volunteers, staff, applicants or service users.

Volunteeria's total aggregate liability arising out of or in connection with the software, whether in contract, tort, negligence, breach of statutory duty or otherwise, shall be limited to the total amount paid by your organisation to Volunteeria in the 12 months immediately before the event giving rise to the claim.

If your organisation has paid less than three months of subscription fees, Volunteeria's total liability shall be limited to three months of the standard subscription fee.

12. Governing Law

Unless Volunteeria states otherwise in a separate written agreement, these terms are governed by the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction over disputes arising from or relating to these terms or the use of Volunteeria, except where applicable law requires otherwise.

13. Submit a Data Query

If you have a question or concern about how data is handled in Volunteeria, you can submit a data query using the form below.

Volunteer-specific requests may need to be handled by the organisation that invited the volunteer to use Volunteeria, because that organisation is usually responsible for deciding how volunteer information is used.