Terms of Service

AgentAid’s terms of use are our contract with you. They include our commitment as a services provider and your obligations as a customer.

Introduction

Welcome to AgentAid! We’re excited to have you here but before you start using AgentAid, we need you to look through and accept these terms. We’ve done our best to explain it all without using too much jargon, so it’s clear what we expect from you and what you can expect from us.

To make things easier, we’ve included summary paragraphs at the top of each section to give you a heads up on what’s coming up.

These are your legal rights and obligations, so please read everything. If you can’t agree to our terms, then you can’t use our services.

If you still have questions or comments after you’ve read these terms, please get in touch. We’d love to help.

Last updated on 11 January 2025.

Download current PDF

Joining and using AgentAid

In this section we explain how to subscribe to AgentAid and use our service.

You and AgentAid:

When we say you or your, we mean both you and any entity or firm you’re authorised to represent. When we say AgentAid, we, our or us, we’re talking about the AgentAid entity you contract with and pay fees to based on the edition of the AgentAid product you’re using. Section 49 shows which AgentAid entity you contract with.

Our services:

Our services consist of all the services we provide now or in the future, including our online and mobile expense tracking and election returns products.

Creating a subscription:

When you create a subscription to use our services and accept these terms, you become a subscriber. If you’re the subscriber, you’re the one responsible for paying for your subscription.

The right to use our services:

As a subscriber, we grant you the right to use our services (based on your subscription type and the level of access you’ve been granted) for as long as the subscriber continues to pay for the subscription, until the subscription is terminated.

Subscriber role:

As a subscriber, you take responsibility for fully controlling how your subscription is managed and who can access it.

Rules:

Whatever your role, when you use AgentAid you agree to follow the rules in section 46. Please read them and make sure you understand what you should and shouldn’t do.

Your responsibilities:

You promise that you’ll keep your information (including a current email address) up to date. You’re responsible for providing true, accurate and complete information and for verifying the accuracy of any information that you use from our services for your legal and compliance obligations to your Political Party (if applicable), Electoral Commission, or the relavent authroities. You’re also responsible for protecting your username and password from getting stolen or misused. Our service has minimum password standards but you will ensure that passwords are very strong and not easily guessable. The stronger the password the better! For more on security generally, check out the security section below.

When we introduce new or revised services:

Since we’re always thinking about how to make AgentAid the best it can be we regularly expand our services. For new or updated services, there might be additional terms. We’ll let you know what those terms are before you start using those services.

What we own:

We own everything we’ve put into our services unless otherwise stated and excluding content owned by others. This includes rights in the design, compilation, and look and feel of our services. It also includes rights in all copyrighted works, trademarks, designs, and other intellectual property. You agree not to copy, distribute, modify or make derivative works of any of our content or use any of our intellectual property rights in any way not expressly permitted by us.

Pricing

You’ll need to pay for a subscription based on the pricing of your selected plan. The pricing details and other terms of your subscription are explained when you select your plan. This section is for the subscriber.

AgentAid's pricing plans:

Your use of our services generally requires you to pay a monthly or yearly subscription fee based on your subscription type (the subscription fee). The pricing plan includes information set out in the offer details and pricing page. We may update or amend the pricing plan from time to time. The terms of the pricing plan form part of these terms. As with any other changes to our terms, changes to the pricing plan won’t apply retrospectively and, if we make changes and you’re a subscriber, we’ll make every effort to let you know (take a look at section 66 to see how and when we’ll notify you). Check out how to change pricing plans in Settings in AgentAid. Your subscription fees include transactional taxes where relevant like VAT, as reflected in the pricing plan.

Importance of timely payments:

In order to continue accessing our services, you need to make timely payments based on the pricing plan you selected. To avoid delayed or missed payments, please make sure we have accurate payment information. If we don’t receive timely payments, we may suspend access to your subscription until the payment is made.

Data use and privacy

AgentAid uses your data to provide our services to you. Our privacy notice is an important part of these terms and describes in more detail how we deal with personal data, like your name and email address.

Use of data:

When you enter or upload your data into our services, we don’t own that data but you grant us a licence to use, copy, transmit, store, analyse, and back up all data you submit to us through our services, including personal data of yourself and others, to: enable you to use our services; allow us to improve, develop and protect our services; create new services; communicate with you about your subscription; send you information we think may be of interest to you based on your marketing preferences; and disclose to third party service providers and partners to enable and support such purposes.

Use of your own personal data:

We respect your privacy and take data protection seriously. In addition to these terms, our privacy notice sets out in detail how we process your own personal data that you enter into AgentAid, like your name and email address.

Use of personal data you enter about others:

Our data processing terms will also apply to the personal data of others (such as infomation regarding donations and expenses) that you enter into AgentAid.

Anonymised statistical data:

When you use our services, we may create anonymised statistical data from your data and usage of our services, including through aggregation. Once anonymised, we may use it for our own purposes, such as to provide and improve our services, to develop new services or product offerings, to identify trends, and for other uses we communicate to you.

Data breach notifications:

Where there has been unauthorised access to personal data that you’ve entered into AgentAid, we’ll let you know and, where possible, give you information about what has happened. Depending on the nature of the unauthorised access you may be required to assess whether the unauthorised access must be reported to the contact and/or a relevant authority. We think you’re best placed to make this decision, because you’ll have the most knowledge about the personal data you have entered in your AgentAid subscription.

Keeping it confidential:

We take reasonable precautions to protect your confidential information. We may share confidential information with legal or regulatory authorities if required to do so.

Security

We take security seriously and you should too! To help protect our services and your data, we offer added security features such as multi-factor authentication.

Security safeguards:

We’ve invested in technical, physical and administrative safeguards to do our part to help keep your data safe and secure. Read more about these measures on the security page on our website. While we’ve taken steps to help protect your data, no method of electronic storage is completely secure and we cannot guarantee absolute security. We may notify you if we have reason to believe that someone has accessed (or may be able to access) your account without authorisation and we may also restrict access to certain parts of our services until you verify that access was by an authorised user.

Account security features:

We may introduce security features to make your account more secure, such as multi-factor authentication. Depending on where you are in the world or what services you’re using, we may require you to adopt some of these features. Where we make the use of security features optional, you’re responsible (meaning we’re not liable) for any consequences of not using those features. We strongly encourage you to use all optional security features.

Playing your part to secure your data:

You have an important part to play by keeping your login details secure, not letting any other person use them, and by making sure you have strong security on your own systems. If you realise there’s been any unauthorised use of your password or any breach of security to your account or email address linked to your account, you need to let us know immediately. You also agree not to use free-form fields in any of AgentAids’s systems or services to store personal data (unless it’s a field explicitly asking for personal data - like a first name or a last name) or credit card details. More information on how to keep your data secure is available in security page.

Maintenance, downtime and data loss

We really try to minimise any downtime, but sometimes it’s necessary so we can keep our services updated and secure. You also may have occasional access issues and may experience data loss, so backing up your data is important.

Availability:

We strive to maintain the availability of our services, 24 hours a day. On occasion, we need to perform maintenance on our services, and this may require a period of downtime. We try to minimise any such downtime. Where planned maintenance is being undertaken, we’ll attempt to notify you in advance but can’t guarantee it.

Access issues:

You know how the internet works – occasionally you might not be able to access our services and your data. This might happen for any number of reasons, at any time.

Data loss:

Data loss is an unavoidable risk when using any technology. You’re responsible for maintaining copies of your data entered into our services. We are not liable for loss of your data other than in accordance with Section 39 of these terms.

Problems and support:

If you have a problem, we have excellent support articles available through AgentAid Documentation that should help you with most situations. If you’ve tried AgentAid Documentation and still need help, you can contact our support team via the website.

Modifications:

We frequently release new updates, modifications and enhancements to our services, and in some cases discontinue features. Where this occurs, we’ll endeavour to notify you where practical (for example, by email, on our blog, or on our released webpage).

Do’s and don’ts

This section is super important because it outlines how you can (and can’t) use our services. Much of it will be common sense.

Feedback:

We love your feedback and may use it without restriction.

Help using our services:

We provide a lot of guidance and support that can be referenced to help you use our services - for example, on our websites, within the services themselves, during AgentAid events and webinars, or in other communications with you. You agree to use our services only for lawful business purposes.

Limitations:

Some of our services may be subject to limits such as a cap on the number of elections or expenses.

No-charge services:

We offer a service at no charge for limited use – for example a paper candidate. Because of the nature of these services, you use them at your own risk. You can upgrade any subscriptions within settings.

While we can’t cover everything here, we do want to highlight a few more examples of things you mustn’t ever do:

Undermine the security or integrity of our computing systems or networks.
Use our services in any way that might impair functionality or interfere with other people’s use.
Access any system without permission.
Introduce or upload anything to our services that includes viruses or other malicious code.
Share anything that may be offensive, violates any law, or infringes on the rights of others.
Modify, copy, adapt, reproduce, disassemble, decompile, reverse engineer or extract the source code of any part of our services.
Resell, lease or provide our services in any way not expressly permitted through our services.
Repackage, resell, or sublicense any leads or data accessed through our services.
Commit fraud or other illegal acts through our services.
Act in a manner that is abusive or disrespectful to a AgentAid employee, partner, or other AgentAid customer. We will not tolerate any abuse or bullying of our AgentAid employees in any situation and that includes interaction with our support teams.

Termination

You can easily terminate your subscription at any time. We may terminate your subscription as well with one months notice. If you violate these terms, we may terminate your subscription immediately in accordance with section 34. If your subscription is terminated, no refund is due to you, but rest assured you'll only pay for services that have been provided to you.

Subscription period:

Your subscription continues for the period covered by the subscription fee paid or payable.

Automatic renewal:

At the end of each billing period, these terms automatically continue for a further period of the same duration as the previous one, provided you continue to pay the subscription fee in accordance with the pricing plan.

Termination by you:

You may choose to terminate your subscription at any time. You’ll still need to pay all relevant subscription fees up to and including the day of termination. For more information, check out how to cancel a subscription on AgentAid Documentation.

Termination by AgentAid:

AgentAid may choose to terminate your subscription at any time by providing you with one month’s notice in advance. AgentAid may also terminate or suspend your subscription or access to all or any data immediately if:

you breach any of these terms and do not remedy the breach within 14 days after receiving notice of the breach,
you breach any of these terms and the breach cannot be remedied, or

If you fail to pay subscription fees, we will reduce the access and use of the software. Subject to the processing and payment timing of your bank or credit or debit card provider and if you do not pay the subscription, AgentAid may suspend your subscription by:

not allowing any aditional expenses, income or elections to be added to the software, but
still allow you to access the election returns to file to your Political Party (if applicable), Electoral Commission or relevant authorities.
In this case, you can reactivate your subscription by paying any outstanding subscription fees in full.

No refunds:

No refund is due to you if you terminate your subscription or AgentAid terminates it in accordance with these terms.

Retention of your data:

Once a subscription is terminated by you or us, it is archived and the data submitted or created by you is no longer available to you. However, the data might be available on reques, please contact support. We retain it indefinitely with our data retention policy, during which, as a subscriber, you can reactivate your subscription and once again access your data by paying the subscription fees. Find out more about reactivating your AgentAid subscription on AgentAid Documentation. We retain data in case you need it as part of your record retention obligations, but you can get in touch with us to have your data removed completely if you wish.

Liability and indemnity

This section is important as it outlines liability terms between us and subscribers, so we urge you to read it closely and in full.

You indemnify us:

You indemnify us against all losses, costs (including legal costs), expenses, demands or liability that we incur arising out of, or in connection with, a third-party claim against us arising from your use of our services or any third-party product, except for losses arising from:

a breach of these terms by AgentAid, its employees, contractors or agents, or
any gross negligence, wilful misconduct, fraud or material error that was solely the responsibility of AgentAid, its employees, contractors or agents.

For this indemnity, AgentAid will take reasonable mitigation measures where possible.

Disclaimer of warranties:

Our services are made available to you on an “as is” basis. Subject to the rights you have under the laws in the country where you live, we disclaim all warranties, express or implied, including any implied warranties of non-infringement, merchantability and fitness for a particular purpose.

Limitation of liability:

Our liability to you in connection with our services or these terms, in contract, tort (including negligence) or otherwise, is limited as follows:

We have no liability arising from your use of our services for any Electoral Commission or PPERA compliance issues, damage to reputation, loss in connection with any other contract, or indirect, consequential, incidental, punitive, exemplary or special loss, damage or expense.
For loss or corruption of your data, our liability will be limited to taking reasonable steps to try and recover that data from our available backups.
Our total aggregate liability to you in any circumstances is limited to the total amount you paid us for your subscription in the 12 months immediately preceding the date on which the claim giving rise to the liability arose.

Regardless of the above, our liability to you will not be limited if we aren’t legally allowed to limit it. Some examples of this might be if your loss came from our gross negligence, fraud or wilful misconduct.

Disputes

This section outlines how disputes may be resolved.

Dispute resolution:

Most of your concerns can be resolved quickly and to everyone’s satisfaction by contacting our support team. If we’re unable to resolve your complaint to your satisfaction (or if we haven’t been able to resolve a dispute we have with you after attempting to do so informally), you and we agree to resolve those disputes through binding arbitration or small claims court instead of in courts of general jurisdiction. If it’s allowed by the laws in the United Kingdom, you and we agree that any dispute must be brought in the parties’ individual capacity and not as a plaintiff or class member in any purported class or representative proceeding. You’re solely responsible for resolving disputes between you and any other subscriber.

Important housekeeping

Here we set out some additional terms. Take a read as they cover important issues.

No professional advice:

Just to be clear, AgentAid isn’t a professional services firm of any sort, and isn’t in the business of giving any kind of professional advice. We may provide you with information we think might be useful in submitting returns, but this should not be seen as a substitute for professional advice and we aren’t liable for your use of the information in that way.

Events outside our control:

We do our best to control the controllables. We aren’t liable to you for any failure or delay in performance of any of our obligations under these terms arising out of any event or circumstance beyond our reasonable control.

Notices:

Any notice you send to AgentAid must be sent to admin@agentaid.co.uk. Any notices we send to you will be sent to the email address you’ve provided us through your subscription.

Relationship between the parties:

Nothing in these terms is to be construed as constituting a partnership, joint venture, employment or agency relationship between you and us, or between you and any other subscriber.

Transfer of these terms:

AgentAid may transfer these terms - or any of our rights or obligations in these terms - to another entity as it deems appropriate. Where the transfer relates to AgentAid or a big part of AgentAid being sold to a third party or merged with a third party, we will give you written notice of that. A subscriber can transfer a subscription to a new subscriber in accordance with section 9.

Changes to these terms:

We sometimes will decide to change these terms of use. But don’t worry, changes won’t apply retrospectively and, if we make changes, we’ll make every effort to let you know. You can keep track of changes to our terms by referring to the date last updated at the top of the terms and stated in our Blogs or Version pages. We will reasonably endeavour to provide you with 30 days’ notice of material changes before they become effective, unless we need to make immediate changes for reasons we don’t have control over. When we notify you, we’ll do it by email or by posting a visible notice through our services. If AgentAid decides in its reasonable discretion that a change isn’t material, we may not notify you. If you find a modified term unacceptable, you may terminate your subscription.

Enforcement of terms:

If there’s any part of these terms that either one of us is unable to enforce, we’ll ignore that part but everything else will remain enforceable.

Interpretation:

Words like ‘include’ and ‘including’ are not words of limitation and where anything is within our discretion we mean our sole discretion.

AgentAid contracting entities; law and venue:

AgentAid is controlled by or under common control with AgentAid Limited (a UK company with registration number xxxxxxxxx).