Legal

Terms of Service

Last updated: 27 March 2026

1. Introduction

These Terms of Service ("Terms") govern your access to and use of the Alma platform ("Service"), operated by Alma ("we", "us", "our"). By creating an account or using the Service, you agree to be bound by these Terms.

If you are using the Service on behalf of a charity or organisation, you represent that you have the authority to bind that organisation to these Terms, and "you" refers to that organisation.

2. Eligibility

The Service is designed for UK-registered charities, community amateur sports clubs (CASCs), and other organisations eligible to claim Gift Aid from HMRC. By using the Service, you confirm that:

  • You are authorised to act on behalf of the registered charity or organisation
  • Your organisation is registered with the appropriate UK regulatory body (e.g. Charity Commission, OSCR, CCNI)
  • You are at least 18 years of age

3. Your account

You are responsible for maintaining the security of your account credentials, including your password and any two-factor authentication methods. You must:

  • Provide accurate and complete registration information
  • Keep your login credentials secure and confidential
  • Notify us immediately of any unauthorised access to your account
  • Not share accounts between individuals — each user should have their own login

You are responsible for all activity that occurs under your account.

4. Use of the Service

The Service provides tools for capturing Gift Aid declarations, managing donor records, tracking small donations (GASDS), and exporting data for HMRC submission. You agree to use the Service only for its intended purpose and in compliance with all applicable laws, including:

  • HMRC Gift Aid rules and regulations
  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • Privacy and Electronic Communications Regulations (PECR)

5. Prohibited activities

You must not:

  • Use the Service for any fraudulent purpose, including submitting false Gift Aid claims
  • Attempt to gain unauthorised access to the Service or other users' accounts
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Use the Service to store or transmit malicious code
  • Resell, sublicense, or redistribute the Service without our written consent
  • Use the Service in a way that could damage, disable, or impair its operation

6. Subscription plans & billing

Alma offers both free and paid subscription plans. Details of current plans and pricing are available on our Pricing page. For paid plans:

  • Fees are billed in advance on a monthly or annual basis
  • All fees are quoted in GBP and exclusive of VAT where applicable
  • Payment is processed securely via our payment provider (Stripe)
  • You may cancel your subscription at any time — access continues until the end of the current billing period
  • We do not offer refunds for partial billing periods
  • We reserve the right to change pricing with 30 days' notice

7. Data ownership

Your data belongs to you. Specifically:

  • You retain all ownership rights to the data you enter into the Service, including donor records, declarations, and financial data
  • We will not sell, share, or monetise your data
  • We process your data solely to provide the Service, as described in our Privacy Policy
  • You can export your data at any time using the built-in export tools
  • Upon termination of your account, we will retain your data for the period required by law (minimum 6 years for HMRC records) unless you request earlier deletion

8. Intellectual property

The Service, including its design, code, features, and documentation, is owned by Alma and protected by intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or branding. You may not copy, modify, or create derivative works based on the Service.

9. Service availability

We aim to provide a reliable, high-availability service. However, the Service is provided "as is" and we do not guarantee uninterrupted or error-free operation. We may perform scheduled maintenance with reasonable notice. The kiosk includes offline functionality to minimise disruption during connectivity issues.

10. Limitation of liability

To the maximum extent permitted by law:

  • Alma shall not be liable for any indirect, incidental, special, consequential, or punitive damages
  • Our total liability for any claim arising from the Service shall not exceed the total fees paid by you in the 12 months preceding the claim
  • We are not responsible for the accuracy of Gift Aid claims submitted to HMRC — it is your responsibility to ensure declarations are valid and complete
  • We are not liable for any losses resulting from HMRC rejecting a claim or imposing penalties

11. Termination

You may terminate your account at any time by contacting us. We may suspend or terminate your access to the Service if:

  • You breach these Terms
  • You use the Service for fraudulent or illegal purposes
  • Your subscription payment fails and remains unpaid after reasonable notice
  • We are required to do so by law

Upon termination, we will provide reasonable access to export your data before deletion.

12. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes via email or through the Service. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

13. Governing law

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

If you have any questions about these Terms, please contact us at hello@trustalma.com.