Terms of Service

These terms are the agreement between you and us for the use of Azonation. We have tried to write them in plain words. Please read them: by opening an account, or by setting up an organisation, you agree to them. If you do not agree, please do not use Azonation.

1. Who we are

Azonation is provided by Azon Group Ltd, a company registered in England and Wales (company number 13783721).

Registered office: 5 Brayford Square, London, England, E1 0SG
Email: support@azonation.com
Phone: +44 7570 772929
VAT number: [to confirm]

In these terms “we”, “us” and “our” mean Azon Group Ltd. “Azonation” or “the service” means the web app at app.azonation.com (which can also be installed on a phone), this website at azonation.com, and the websites that organisations make with Azonation at addresses ending in azonation.org.

Azonation is software for clubs, charities, associations and similar membership organisations. It helps them look after members and fees, meetings and minutes, committees, simple finance and receipts, documents, messages, a website and more. Some parts are optional paid modules.

2. The agreement and who agrees to it

There are two kinds of user, and these terms apply to both.

Organisations

An organisation is the club, charity, association or other group that uses Azonation to run its affairs. The person who sets it up becomes its admin. If you set up an organisation, you confirm that you are allowed to agree to these terms for it. The organisation is our customer. It uses Azonation in the course of its activities, so we treat it as a business customer, also when it is a small voluntary group.

The admin can give other people roles, such as treasurer or secretary. The organisation is responsible for what those people do in Azonation on its behalf.

People

A person has one Azonation account and can belong to several organisations with it. Each person agrees to these terms for their own account. A personal account is free.

A member of an organisation may have no account at all. In that case the organisation keeps the member’s record and these terms apply between us and the organisation only.

Other pages that belong to this agreement

These pages are part of the agreement:

the acceptable use policy;
the cancellation and refunds page;
for organisations, the data processing agreement.

Our privacy notice and cookie notice explain how we use personal data. They are for information and are not contract terms.

3. Accounts and security

You must be at least 13 years old to have an account.
Give us a true name and an email address that you can read. Keep them up to date.
One account is for one person. Do not share it.
Choose a strong password, or use a passkey, and keep it secret. We recommend that you switch on two-step verification.
You are responsible for what is done through your account. Tell us at once at support@azonation.com if you think someone else has used it.
An organisation should give each role only to people it trusts, and take a role away when someone leaves the post. Each organisation has an activity log that shows who did what.
An organisation should always have an admin who can be reached. If the admin changes, please hand the organisation over inside the app.

4. What the organisation is responsible for

Azonation is a tool. The organisation decides how to use it, and stays responsible for its own affairs. In particular:

Its members’ data. The organisation decides what it records about its members and why. In data protection law it is the controller of that data, and we are its processor.
A lawful basis. The organisation must have a lawful reason for each kind of data it records and for each kind of message it sends, and must tell its members how their data is used.
Sensitive data. Azonation does not ask for data about health, religion, ethnic origin or similar matters. The organisation must not record such data unless it has a lawful basis. If membership itself may reveal a belief (for example in a faith group, a political association or a trade union), the organisation is responsible for that.
Children’s data. An organisation may record children, for example in families or youth sections. It is responsible for having the right to do so, including any consent that is needed from a parent or guardian.
Accurate records. The organisation is responsible for the accuracy of what it enters: members, fees, minutes, books, votes and everything else.
Its own accounts and filings. The books, reports, Gift Aid records and minutes in Azonation are tools. The organisation remains responsible for its accounts, its tax and Gift Aid claims, its returns to regulators and every other filing.
Requests from members. When a member asks for a copy of their data, or for it to be corrected or erased, the organisation must answer. Azonation has a page for this.
Its own rules. The organisation must follow its own constitution and rules, and the law that applies to it.

5. Plans, modules, trials and packs

Plans

There are four plans: Community (free, for up to 100 members), Plus, Pro and Premier. The pricing page shows what each plan includes.

There is no setup fee, no charge per member and no charge per user. Monthly plans have no minimum term.

Modules

Modules are optional add-ons, each charged per month. Examples are events, professional accounting, online payments, fundraising, voting, newsletters, API access and the AI helper. The full list and the prices are on the pricing page.

Free trials

An organisation can try each module free, once, for 90 days. At the end of the trial the module is switched off unless the organisation chooses to keep it. We do not start charging without that choice [to confirm]. What was recorded in the module during the trial is kept, and can be used again if the module is switched back on.

Packs

Packs add more storage, more emails or more WhatsApp messages to what the plan includes. A one-off top-up is bought once and used until it runs out.

6. Prices, invoices and payment

Prices

Prices are per month, shown for your country in its currency. Where Azonation charges tax, the price shows whether tax is included or added. Where a payment partner (a merchant of record) sells to you, it adds any tax for your country at checkout and sends you the invoice. If you pay yearly, you pay for ten months and get twelve.

Invoices and how to pay

We issue an invoice for each payment that is due. The organisation can pay by card (card payments are handled by Stripe) or by bank transfer. We plan to add more ways to pay.

Paid plans and modules are paid in advance for each month or year. They renew for the next month or year until they are cancelled.

Late payment

If an invoice is not paid on time, we send reminders. If it is still unpaid after 30 days [to confirm], we may pause the paid features until it is paid. The free features keep working, where the organisation fits within the Community plan.

We do not delete an organisation’s data because of non-payment for 12 months [to confirm] from the date the invoice was due. We do not add late fees or interest [to confirm].

Changing plan

The admin can change plan, add a module or remove one at any time in the app.

Moving up or adding a module takes effect at once. We charge the difference for the rest of the month or year that is already paid [to confirm].
Moving down or removing a module takes effect at the end of the month or year that is already paid [to confirm].
To move to the Community plan, the organisation must have no more than 100 members.

Price changes

We may change our prices. We give the organisation at least 30 days’ notice by email before a new price applies to it. The new price applies from the next renewal after the notice ends. A yearly plan that is already paid does not change until it renews. If the organisation does not accept the new price, it can cancel before the price takes effect.

7. Cancelling and what happens to your data

The admin can cancel a paid plan or a module at any time in the app. Cancelling is free.

A monthly plan or module runs to the end of the month already paid, then stops.
A yearly plan can be cancelled within 14 days of payment for a full refund. After that it runs to the end of the year, then stops.

Cancelling a paid plan does not delete anything. The paid features stop, and the organisation’s data stays in its account.

Closing an organisation is a separate step, taken by the admin. After the admin asks for it, there is a waiting time of 30 days, during which the admin can change their mind. Then we delete the organisation’s data. Copies in our backups are removed within a further 30 days [to confirm]. Please download what you want to keep before you close the organisation.

Closing a personal account is done by the person. There is a waiting time of 14 days [to confirm], then we delete the account. Records that an organisation keeps about that person as its member belong to the organisation and are not deleted by this step: the person can ask the organisation.

We keep our own invoices and payment records for 6 years, because UK tax law requires it. The privacy notice has the details.

8. Refunds

In short: the current month of a monthly plan is not refunded; a yearly plan is refunded in full within 14 days of payment; a one-off top-up is not refunded once it has been used; a charge made in error is always refunded [to confirm]. The full rules are on the cancellation and refunds page. Your statutory rights are not affected.

9. Online payments between members and organisations

With the Online payments module, a member can pay the organisation online, for example a membership fee, an event fee or a donation.

The organisation connects its own Stripe account (this is called Stripe Connect). The organisation agrees to Stripe’s terms itself.
The money goes from the member to the organisation’s Stripe account. We do not hold or receive the organisation’s funds. We are not a bank or a payment institution.
Stripe’s fees apply. We may take a share of each payment [to confirm]. If we do, the amount is shown to the organisation before it switches online payments on.
The sale, fee or donation is between the member and the organisation. The organisation is responsible for what it charges, for its receipts, for tax, and for any Gift Aid claim.
Refunds to members are the organisation’s decision. A member who wants a refund should ask the organisation. Disputes and chargebacks are handled between the organisation, the member and Stripe.

10. Messages: email, WhatsApp and SMS

Organisations can send notices inside the app, and messages by email, WhatsApp and SMS.

The organisation is the sender. It must have the right to contact each person, including their consent where the law requires it.
Every message must say clearly who it is from. Messages that are not strictly about the membership (for example newsletters and appeals) must offer a simple way to stop them, and the organisation must respect that choice.
No spam. No bought, rented or collected lists. See the acceptable use policy.
Each plan includes a number of emails and messages. Packs add more. We apply sending limits to protect all organisations from being blocked as spam, and we may slow down or pause sending that looks harmful.
WhatsApp and SMS are delivered by other companies and by phone networks, which have their own rules. We cannot promise that every message arrives or arrives on time.

11. The AI helper

The AI helper is an optional module that writes first drafts of text. It is off by default. The organisation switches on each kind of draft separately.

It only makes drafts. A person always reads the draft, corrects it and decides whether to use it. The organisation is responsible for what it finally keeps or sends.
We do not promise that a draft is accurate. A draft can contain mistakes or leave things out. Do not rely on it without checking.
Only the notes that were typed and a few facts of the record are sent to the AI service. Contact details, payments and votes are never sent. We do not store the text that is sent.
The AI services we use are instructed not to train their models on this data [to confirm]. They are named in the list of sub-processors.

12. Voting

The Voting module lets an organisation hold votes online, including secret ballots.

The organisation is responsible for its own rules: who may vote, the notice that must be given, the quorum, the majority needed, proxies, and whether an online vote is valid under its constitution and the law that applies to it. Azonation does not check this.
The organisation is responsible for its list of voters being correct.
In a secret ballot nothing links a ballot to the voter. This is also true for our staff. It means that neither we nor the organisation can later find out, change or remove one person’s vote.

13. Organisations’ websites and what they publish

Each organisation can have a website at an address ending in azonation.org. With Website Plus it can use its own web address.

The organisation is responsible for everything it publishes: text, pictures, documents, forms, and members’ names or photographs. It must have the right to publish them.
If the organisation uses its own web address, it is responsible for registering it, renewing it and paying for it.
We may remove or hide content that breaks the law or the acceptable use policy. Where we can, we tell the organisation first.
If you believe that something on an organisation’s website breaks your rights, write to support@azonation.com.

14. API access

With the API access module an organisation can connect its own software to its data in Azonation.

API keys are secret. Keep them safe, give each key only the access it needs, and cancel a key that may have leaked.
The organisation is responsible for everything done with its keys and for the software it connects.
We set limits on how many requests can be made, to keep the service steady for everyone.
We may change the API. Where a change could break existing connections, we give reasonable notice.

14a. Azonation benefits: offers from other businesses [to confirm: whole section, by the lawyer, for each country before it is switched on]

Where we have switched it on for your country, your Azonation account shows offers from other businesses (“Azonation benefits”). They are for you as a person with an account, whatever organisation you belong to.

The offer is the business’s, not ours. When you use an offer you buy from that business, on its terms. We are not a party to that purchase, and we do not promise that an offer suits you, stays available or is the best price.
We may be paid. Some businesses pay us a commission when people use their offers. Where that is so, we say it beside the offer. It does not change the price you pay.
We check offers before we show them, but we cannot check everything a business does. If an offer is not honoured, tell the business first, and tell us at support@azonation.com so that we can take it down.
Codes are for you. A code we give you is for your own use. Do not sell or publish it. We may stop showing offers to an account that misuses them.
We can change or stop offers at any time, for everyone or for one country, and we do not owe anything for an offer that ends.
Notices about offers come inside the app. We send them by email only if you switch that on yourself. You can switch them off at any time under Notifications.
Businesses that give offers agree separately with us what they offer and what they pay. A person of a business who signs in to look after its offers sees numbers only, never who used an offer.

15. Acceptable use

You must follow the acceptable use policy. In short: nothing unlawful, no spam, no harassment, no attempts to break or overload the service, and no misuse of members’ data.

16. Intellectual property

Ours

Azonation, its software, design, name and logo belong to us or to those who license them to us. While you follow these terms, you may use the service for your organisation’s own activities or, as a person, for your own membership. You may not copy it, resell it, or try to extract its source code, except where the law gives you that right and it cannot be taken away.

Yours

Everything you put into Azonation stays yours: records, documents, pictures, website pages and the rest. You give us permission to store, copy, show and send that content only as far as needed to run the service for you and to do what you ask.

You confirm that you have the right to put that content into Azonation.

Feedback

If you send us an idea or a suggestion, we may use it freely, without payment and without any duty to you. We will not publish your name with it unless you agree.

17. Other services an organisation connects

An organisation can connect services it has its own account with, such as Zoom, Google Meet, Microsoft Teams, Xero, QuickBooks, its own Stripe account or its own web address.

Those services are provided by other companies under their own terms and privacy notices. The organisation chooses to connect them and is responsible for that choice. We are not responsible for how they work, for their availability, or for what they do with data the organisation sends to them. They are not our sub-processors.

18. Availability and support

We work to keep Azonation running day and night, but no online service is free of interruptions.
On paid plans our target is that the service is available 99.5% of each month. This is a target, not a guarantee, and it does not include planned maintenance.
On the free plan there is no availability target.
We announce planned maintenance in advance.
We keep backups to restore the service after a failure [to confirm: daily, kept 30 days]. They are not meant for restoring single records that an organisation deleted itself. Please export what matters to you from time to time.
Support is by email at support@azonation.com.

19. Changes to the service

We improve Azonation all the time. We may add, change or remove features. If we plan to remove a feature that a paid plan or module depends on, or to make it much smaller, we give the organisations concerned at least 30 days’ notice by email, and they may cancel. If we remove a paid feature, we refund the part of any advance payment that covers the time after it is removed [to confirm].

20. Suspension and ending the agreement

By you

An organisation can cancel its paid plan, or close itself, at any time (section 7). A person can close their account at any time.

By us

We may pause or limit an account or an organisation, in whole or in part, if:

it breaks these terms or the acceptable use policy;
an invoice stays unpaid (section 6);
we need to do so to protect the service, other users or the public, or because the law requires it.

Where we can, we warn you first and give you time to put things right. In urgent or serious cases we may act at once and tell you afterwards.

We may end the agreement with an organisation or a person if a serious breach is not put right within 14 days of our notice [to confirm], if a breach cannot be put right, or if breaches are repeated.

We may also stop providing Azonation altogether. In that case we give at least 90 days’ notice, and we refund advance payments for the time after the service ends [to confirm].

After the end

When the agreement ends for any reason other than a serious breach that makes it unsafe or unlawful, we give the organisation a reasonable chance to download its data before it is deleted as described in section 7.

21. What we promise and what we do not

We provide Azonation with reasonable care and skill.

Beyond that, and as far as the law allows, we provide the service as it is. We do not promise that it will always be available, that it is free of faults, or that it fits every purpose an organisation may have.

Azonation is not legal, accounting or tax advice. We are not a bank, an accountant, a lawyer or a tax adviser. Templates, reports, statements, Gift Aid records, minutes, voting results and AI drafts are tools to help you. Please check them and take professional advice where it matters.

22. Limits on our liability

Nothing in these terms limits or excludes our liability for:

death or personal injury caused by our negligence;
fraud or fraudulent misrepresentation;
anything else that cannot be limited or excluded by law.

Subject to that:

To organisations (business customers). We are not liable for loss of profit, loss of income, loss of donations, loss of goodwill, or for any indirect loss. We are not liable for loss caused by the organisation’s own records, decisions, messages or filings, or by a service the organisation connected itself. Our total liability to an organisation for all claims arising in any 12 months is limited to the fees the organisation paid to us in the 12 months before the claim, or £100 if it is on the free plan.
To people (consumers). If we fail to keep to these terms, we are responsible for loss or damage that is a foreseeable result of our failure. We are not responsible for loss that was not foreseeable, or for business losses. Our total liability to a person is limited to £100 [to confirm]. Your rights under consumer law are not affected.

We are not liable for a failure or delay caused by events outside our reasonable control, such as a failure of the internet, of a phone network or of power.

23. Indemnity (organisations only)

This section applies to organisations, not to people who use Azonation as consumers.

The organisation agrees to make good our reasonable losses and costs if a third party brings a claim against us because of:

content or data that the organisation put into Azonation or published with it;
messages the organisation sent;
the organisation’s breach of these terms, the acceptable use policy or the law.

We will tell the organisation promptly about such a claim, let it take part in the defence, and not settle the claim without asking it first.

24. Data protection

For an organisation’s data about its members, the organisation is the controller and we are its processor. The data processing agreement applies and is part of these terms.
For your account, for billing, for support requests and for visitors of azonation.com, we are the controller. The privacy notice explains what we collect and your rights.
The companies that help us run Azonation are named in the list of sub-processors.
The cookie notice explains the few cookies the app needs.

25. Changes to these terms

We may change these terms, for example when the service or the law changes. For changes that matter, we give at least 30 days’ notice by email. The date at the top of this page shows the latest version.

If you do not agree with a change, you can cancel before it takes effect. If an organisation cancels a yearly plan for this reason, we refund the part of the year that is left [to confirm]. If you keep using Azonation after the change takes effect, you accept the new terms.

26. Governing law and courts

These terms, and any dispute or claim connected with them or with Azonation, are governed by the law of England and Wales.

The courts of England and Wales have exclusive jurisdiction for organisations. If you are a consumer, see section 27.

27. Notes for consumers

If you use Azonation as a private person and not for a business or an organisation:

nothing in these terms takes away rights that consumer law gives you and that cannot be given up;
you keep the protection of the mandatory rules of the country where you live;
you may bring a claim in the courts of England and Wales or in the courts of the country where you live.

28. General

If a court finds part of these terms invalid, the rest stays in force.
If we do not enforce a right at once, we can still enforce it later.
An organisation may not pass this agreement to someone else without our written consent. We may pass it to a company that takes over Azonation, and we will tell you if we do. Your rights under these terms stay the same.
Only you and we have rights under this agreement. No one else can enforce it.
These terms, with the pages named in section 2, are the whole agreement between you and us about Azonation.
These terms are written in English. If a translation differs from the English text, the English text applies.

29. Contact and complaints

Questions and complaints: please write to us first, and we will try to put things right.

Email: support@azonation.com
Phone: +44 7570 772929
Post: Azon Group Ltd, 5 Brayford Square, London, England, E1 0SG

For a complaint about how personal data is used, you may also contact the UK Information Commissioner’s Office at ico.org.uk.