Terms of Service

1. About CharityAidHub

CharityAidHub is a cloud-based Gift Aid management platform operated by Eternal IT ("we", "us", "our"), a technology company based in the United Kingdom.

The platform enables UK registered charities to consolidate donation data, manage donor Gift Aid declarations, and submit claims to HMRC in compliance with the Finance Act 2000 and HMRC Gift Aid requirements.

Contact: support@eternalitso.com

2. Eligibility

CharityAidHub is available exclusively to:

• UK registered charities with a valid HMRC charity reference number
• Organisations registered with the Charity Commission for England & Wales, OSCR (Scotland), or the Charity Commission for Northern Ireland
• Authorised staff acting on behalf of a registered charity

By creating an account, you confirm that your organisation meets these criteria and that you have authority to bind your organisation to these terms.

3. Account registration

• Accounts are created using a verified email address or Google account
• You are responsible for maintaining the security of your account
• You must notify us immediately at support@eternalitso.com if you suspect unauthorised access
• Each account is for a single organisation — sharing credentials across multiple charities is not permitted

4. Subscription and payment

• CharityAidHub is offered on an annual subscription basis
• Pricing is based on your organisation's Gift Aid claim volume and number of donation sources
• Subscriptions are billed annually and renew automatically unless cancelled before the renewal date
• To cancel, contact us at least 14 days before your renewal date
• No refunds are issued for partial subscription periods once access has been granted
• We reserve the right to adjust pricing with 60 days written notice to existing subscribers

5. Your responsibilities

By using CharityAidHub, you agree that your organisation:

• Holds valid Gift Aid declarations from all donors for whom you submit claims
• Ensures all donor data entered into the platform is accurate and up to date
• Complies with HMRC Gift Aid rules, including eligibility criteria and declaration requirements
• Retains original Gift Aid declarations for HMRC inspection as required by law
• Notifies us promptly if HMRC raises any query or investigation relating to claims submitted via the platform
• Does not use the platform to submit claims for ineligible donations or donors
• Ensures only authorised staff have access to your account

6. What we provide

CharityAidHub provides the following services as part of your subscription:

• A platform to import and consolidate donation data from multiple sources
• Donor record management and Gift Aid declaration tracking
• Generation of HMRC-compliant R68 claim files
• Direct submission of Gift Aid claims to HMRC on your behalf
• Automated submission receipts sent to your registered email
• A real-time Gift Aid entitlement dashboard and reporting tools
• A full audit trail of all claims and submissions

7. Limitations of liability

• We are not responsible for Gift Aid claims rejected by HMRC due to inaccurate or ineligible donor data provided by your organisation
• We do not provide tax, legal or accounting advice — CharityAidHub is a technology platform, not a professional services firm
• Our liability to your organisation for any claim arising from use of the platform is limited to the subscription fees paid in the 12 months preceding the claim
• We are not liable for indirect, consequential or financial losses arising from platform downtime, HMRC system issues, or data errors caused by your organisation

Nothing in these terms limits liability for fraud, death or personal injury caused by our negligence.

8. Data and GDPR

Your use of CharityAidHub involves the processing of personal data (donor names, addresses and donation information). By using the platform, you agree that:

• Your organisation is the data controller for donor data
• Eternal IT is the data processor acting on your instruction
• You have a lawful basis for sharing donor data with us for Gift Aid processing
• You have notified donors that their data may be shared with HMRC as part of Gift Aid claims

Full details are in our Privacy Policy. A Data Processing Agreement (DPA) is available on request.

9. Intellectual property

All software, design, content, and trademarks within CharityAidHub are owned by Eternal IT. Your subscription grants a non-exclusive, non-transferable licence to use the platform for your organisation's Gift Aid management. You may not copy, reverse-engineer, resell or redistribute any part of the platform.

10. Termination

• You may cancel your subscription at any time — access continues until the end of the paid period
• We may suspend or terminate accounts that breach these terms, with or without notice in cases of serious violation
• On termination, you may request an export of your donation and claim history within 30 days — after which data is deleted per our retention policy

11. Changes to these terms

We may update these terms as the platform evolves or regulations change. We will notify existing subscribers by email at least 30 days before material changes take effect. Continued use of the platform after that date constitutes acceptance of the updated terms.

12. Governing law

These terms are governed by the laws of England and Wales. Any disputes arising from your use of CharityAidHub shall be subject to the exclusive jurisdiction of the courts of England and Wales.