Terms and Condition for using the plan2gether Service

These Terms and Conditions are produced in accordance with the requirements of the General Data Protection Regulation 2018 (GDPR).

To use plan2gether to help with the management of your organisation’s rotas, you must first agree to these Terms and Conditions on behalf of your organisation. By signing up and creating an account for your organisation to use plan2gether, you agree to be bound by these Terms and Conditions and acknowledge that any violation of the terms outlined below may result in the termination of your account.

plan2gether is developed and maintained by Amplify Code Ltd, a company registered in Scotland with registered number SC457797. plan2gether is a web-based rota management system and is provided on an “as is” and “as available” basis.

To the maximum extent permitted by law, this agreement is governed by the laws of Scotland, and you hereby consent to the exclusive jurisdiction and venue of courts in Scotland in all disputes arising out of or relating to the use of plan2gether.

Definitions:

• “The Service” means our plan2gether software, which is accessed online through a web browser.
• “your Organisation” means your church or other type of organisation that has created a plan2gether account. In the relationship between us, your Organisation should be considered the Data Controller as defined within the context of the General Data Protection Regulation (GDPR) and UK data protection law.
• “us”, “we” and “our” refer to Amplify Code Ltd. In the relationship between us, Amplify Code Ltd should be considered the Data Processor as defined within the context of the General Data Protection Regulation (GDPR) and UK data protection law.
• “you” means the person who accesses The Service on behalf of your Organisation. This may include others within your Organisation to whom you choose to grant user access to The Service.

Access to an account:

To use the Service and create an Organisation’s web page to manage and display your rotas, you must sign up on the plan2gether web site.

We reserve the right, at our discretion, not to accept your application for an account.

At the point of clicking the “Create account” button, a legally binding contract will be created between us and you; you must therefore ensure that you are authorised to enter into this contract for and on behalf of your Organisation. We reserve the right to get confirmation that you have the authority to create an account in the name of the organisation. These Terms and Conditions shall govern our agreement with you and your Organisation.

If at any time you need to update the Organisation account contact details you provided to us when applying to access The Service, you can do so by contacting us at [email protected]. You are required to provide a designated, named account contact. A change of account contact details does not change the contractual relationship between us and your Organisation.

Your obligations to us:

• You must only access The Service, for management purposes, by using a username and password that your Organisation authorises you to use.
• You should be aware that anyone can view the rotas without the need for a username and password. Only “display names” will be visible. Be aware that the content of the “notes” attached to any event are publicly visible.
• You must not do anything which could reasonably be expected to damage, disable, overburden or materially impair The Service or our website, or which is likely to interfere with any third party’s use of The Service.
• You must accept that all software available through The Service is property of us or our licensors.
• An administrator account held with The Service may be used to manage multiple Organisations that the person has authority to represent.
• You recognise that The Service stores and processes personal data on your behalf.
• You accept that nothing in these Terms and Conditions, nor by using The Service, relieves you as the Data Controller of your own direct responsibilities and liabilities under the GDPR.

Our obligations to you:

• As Data Processor, we commit to only use the data you store in the Service for its intended purpose. We will never:
  • Pass your data on to third parties, except where instructed to do so by you or a legitimate authority (eg the police)
  • Sell your data to third parties
  • Use your data for our own purposes, except to monitor the health and security of your account
• At all times, we will protect your data by:
  • Ensuring that only trusted staff can access your data.
  • Taking suitable steps to ensure the technical security of your data and taking appropriate measures to ensure the security of processing.
  • We will support you with providing Subject Access Requests, and in enabling Data Subjects to exercise their rights under the GDPR.
• In the event that we discover a data breach, we will inform you and assist you in meeting your obligations to inform the Data Subjects.
• If an organisation makes the request, we will delete all data held by that Organisation on the Service.

Subscription payments:

Full details of the subscription fees for the use of The Service are provided on the plan2gether website. We reserve the right to vary these fees from time to time, at which time we will provide notice through the plan2gether website and by email.

When an organisation creates an account for The Service, the Organisation will initially have a free account giving limited access to the Service. For details of the free account see the plan2gether web site. Your Organisation is not entitled to benefit from more than one free account, and if we discover that your Organisation has created additional free accounts, we reserve the right to remove the additional free accounts from The Service.

Your subscription to The Service will be paid either monthly or annually with automatic renewal. There will be no refunds for unused periods of service.

We are under no obligation to provide The Service to you and your Organisation if payment of the subscription is not made within a timely manner. If a subscription becomes overdue, we reserve the right to suspend access to The Service until the balance is paid. In the event that payment is not made in accordance with any mutually agreed period of grace, we reserve the right to close your Organisation’s account with The Service permanently and all data relating to the account will be removed.

Cancelling a subscription:

If you wish to cancel your subscription to The Service, you must contact us by email ([email protected]) at least 10 clear working days before your next billing day; your next billing day is displayed within the Subscription section of your account.

If you or your Organisation fail to abide by these Terms and Conditions, we reserve the right to suspend access to The Service or permanently cancel the plan2gether account and delete the data. If we withdraw access to The Service due to a breach of these Terms and Conditions, no refund will be payable.

Privacy, data ownership and security:

By using The Service, you are accepting these Terms and Conditions, and our description of the way we collect and use data within The Service as described in the plan2gether Privacy Policy.

General terms:

• It is your responsibility to keep your account contact information up to date at all times.
• You are responsible for ensuring you and your Organisation’s login information is kept secure at all times. We will not be responsible for any loss or damage incurred as a consequence of your login details being compromised.
• We do not guarantee that The Service will meet all of your requirements, be available 100% of the time or be bug free. While we will do our best to keep disruptions to a minimum, from time to time it may be necessary to suspend The Service to carry out maintenance or support work.
• We reserve the right to remove any information from The Service that we consider to be unlawful, offensive or that violates the intellectual property of a third party.
• You and your Organisation may not use The Service to send unsolicited communication of any kind, including but not limited to emails and SMS.
• We reserve the right to make changes to these Terms and Conditions at any time.

Limitation of liability:

You use The Service entirely at your own risk. You understand and will not hold us responsible for any loss or damage incurred to you or your Organisation by using The Service. This includes, but is not limited to, loss of revenue, profits, goodwill, data, or other intangible losses.

Where we are not legally entitled to exclude our liability, our total liability for any loss or damage relating to The Service shall not exceed an amount equal to the subscription fees which your Organisation has paid to us in the previous calendar month.

Contact details:

Tel: +44 (0) 1355 246832 (UK office hours)
Email: [email protected]

Updated January 2024