Terms and conditions

Who we are and defined terms

“Volnteer”, “we”, “us”, or “our” means VOLNTEER LTD, a company registered in England and Wales. The registered office address and ICO registration details we are required to maintain are published on the ICO register of fee payers (search for VOLNTEER LTD or ZC069498); you can also check Companies House for registered office details.

“You” means the individual or organisation using the Service. “Organisation” means a company, charity, or other entity using Volnteer to publish opportunities and manage volunteers. “Volunteer” means an individual using Volnteer to discover opportunities, apply, log hours, or build a volunteer profile. “Content” means text, images, opportunities, messages, and other material you submit or generate through the Service.

Eligibility

You must be at least 16 years old to create an account unless a different minimum age is mandated by law in your country and we explicitly support that age. By registering, you confirm you meet that requirement. Organisation users represent that they are authorised to bind their organisation where applicable.

Agreement to these terms

By accessing or using the Service (including registering, logging in, or browsing when features require acceptance), you agree to these terms and to the Privacy policy. If you do not agree, do not use the Service.

Where you accept these terms during registration or change optional settings in your account or profile (for example whether we may contact you about opportunities or whether your details may be shared with partner organisations where relevant), those choices form part of your relationship with us and may record consent for specific processing as described in the Privacy policy.

The Service

Volnteer provides an online volunteer management platform (software as a service) that may include opportunity listings, volunteer profiles, applications, communications facilitated through the platform, logged hours, certificates or recognition features, and reporting or analytics tools for organisations, subject to the features we enable for your account.

We aim to keep the Service reasonably available and secure, but we do not warrant that it will be uninterrupted or error-free. Features may evolve, be suspended for maintenance, or be limited by your account type or organisation approval status.

The Service does not replace professional, legal, safeguarding, or employment advice. Organisations remain responsible for their volunteer programmes, risk assessments, insurance, and compliance with charity or company law.

Accounts, security, and conduct

You agree that you will:

• Provide accurate information and keep it reasonably up to date.
• Protect your login credentials and notify us promptly of suspected unauthorised use.
• Use the Service only for lawful purposes and in accordance with these terms.
• Not attempt to disrupt, damage, or gain unauthorised access to the Service or other users’ data.
• Not use the Service to send unlawful, discriminatory, harassing, defamatory, or misleading communications; not scrape or bulk-collect data without our consent.
• Comply with any usage limits or technical restrictions we communicate.

We may suspend, restrict, or terminate access if we reasonably believe you have breached these terms, pose a security risk, or where required by law.

Organisation accounts and volunteer relationships

Organisations are responsible for the accuracy of their listings, selection processes, treatment of applicants, and any agreements or expectations they set with volunteers outside or inside the platform.

Volunteers acknowledge that applying for an opportunity may cause their profile and contact details (as exposed by the Service) to be visible to that organisation’s authorised users. Disputes about volunteering arrangements, health and safety, expenses, conduct, or outcomes are primarily between the volunteer and the organisation; we may facilitate platform features but are not a party to those arrangements except as a technology provider.

Your content and licence to us

You retain rights you already hold in your Content. You grant us a worldwide, non-exclusive, royalty-free licence to host, reproduce, display, and use your Content as reasonably necessary to operate, improve, and secure the Service (including backup, caching, formatting, promotional showcase where you opt in or where your profile visibility is public, and compliance with law).

You confirm you have all rights needed to submit your Content (including organisation branding or opportunity descriptions) and that your Content does not infringe third-party rights or laws.

Personal data and confidentiality

Our processing of personal data is described in the Privacy policy. Organisation users must only use volunteer personal data obtained through Volnteer for legitimate volunteering-related purposes and in compliance with data protection law, internal policies, and any commitments made to volunteers.

You must not disclose or misuse other users’ personal data, including exporting it into unsecured systems or using it for direct marketing without a proper legal basis and transparency.

Contact, opportunities, and partner organisations

The following describes how certain optional preferences work for volunteers. You can turn these on or off in your account or profile settings where we offer the controls. They are not required to accept these terms at registration, but when you enable them they may affect how we process your data as set out in the Privacy policy.

Contact about opportunities and updates

If you choose to allow it, we may contact you about volunteering opportunities, reminders, service updates, and related information using the contact details you provide (for example email or phone, as applicable). You may withdraw or change this preference at any time through your account settings where available, without affecting the lawfulness of processing before you withdrew consent where consent was the legal basis.

Sharing with partner organisations

If you choose to allow it, your details may be shared with partner organisations where relevant to the Service—for example to match you with roles, facilitate introductions, or operate programmes we run with partners—always subject to the Privacy policy and any choices you make about visibility or sharing. You may change this preference in your account or profile settings where we provide that option.

Third-party services

The Service may link to or embed third-party sites, fonts, analytics, email delivery, or mapping tools. Those providers have their own terms and privacy notices. Your use of third-party services may be subject to additional consents or contracts.

Availability, changes, and suspension

We may modify, add, or withdraw features; migrate or restructure data systems; or perform scheduled maintenance with or without notice when reasonable. We may suspend the Service for security, legal, or operational reasons.

Disclaimer and liability

To the fullest extent permitted by applicable law, the Service is provided on an “as is” and “as available” basis without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

Nothing in these terms excludes or limits liability that cannot be excluded or limited under applicable law (including death or personal injury caused by negligence, fraud, or other liability that cannot legally be capped). Subject to that:

• We are not liable for loss of profits, revenue, goodwill, data, or indirect or consequential loss.
• Our aggregate liability arising out of or relating to the Service is limited to the greater of (a) amounts you paid us for the Service in the twelve months before the claim, or (b) zero if the Service is provided without charge to you—unless a court declares such a cap unenforceable.
• We are not responsible for disputes solely between volunteers and organisations, or for volunteer activities conducted offline.

Indemnity

You will defend and indemnify us against claims, damages, losses, and reasonable legal costs arising from your Content, your misuse of the Service, your breach of these terms, or your violation of law or third-party rights, to the extent permitted by applicable law.

Governing law and disputes

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, unless mandatory consumer protection rules in your country require otherwise. If you are a consumer outside the UK, you may have additional rights that cannot be waived by contract.

If you are a consumer, mandatory protections in your country of residence may apply in addition to these terms.

General

If any provision is unenforceable, the remainder remains in effect. Failure to enforce a provision is not a waiver. You may not assign these terms without our consent; we may assign them in connection with a merger or sale of assets. These terms, together with the Privacy policy and any order form or enterprise agreement you sign, constitute the entire agreement regarding the Service to the extent they apply.

Changes to these terms

We may update these terms from time to time. We will update the “Last updated” date and, where changes are material, provide reasonable notice (for example by email, banner, or re‑acceptance at login) where required by law. Continued use after the effective date constitutes acceptance, except where your explicit consent is required.

Contact

For questions about these terms, use the Contact us details published on the Volnteer website. Privacy-related requests should follow the Privacy policy contact section.