Terms of service

1. Agreement

These terms govern your use of KindStock's software and services ("Service") provided by KindStock Ltd, a company registered in England and Wales, company number 17314407 ("KindStock", "we", "us"). By using the Service, you agree to these terms.

2. The Service

KindStock provides point-of-sale and inventory management software for charity shops as a hybrid system: a cloud dashboard combined with an in-shop server that processes sales locally and syncs to the cloud.

3. Accounts

You are responsible for maintaining the security of your account credentials. You must notify us immediately if you become aware of any unauthorised access to your account.

4. Subscriptions, payment and minimum term

• Subscriptions are billed monthly via Stripe. Prices exclude VAT, which is charged at the applicable rate.
• Prices are as displayed on our pricing page at the time of your agreement, or as otherwise agreed with you in writing.
• Subscriptions run for a minimum term of 24 months from installation. Because the hardware is supplied with no setup fee, its cost is spread across this term and the subscription cannot be cancelled within it, except as set out in section 11 or as agreed with us in writing.
• After the minimum term, the subscription continues monthly and you may cancel with 30 days' written notice.

5. Hardware

• All hardware supplied with your subscription remains the property of KindStock at all times.
• KindStock is responsible for repairing or replacing supplied hardware that fails in normal use, at no extra charge.
• You agree to take reasonable care of the hardware and to allow us to arrange collection of it when your subscription ends.

6. Your data

You retain ownership of all data you enter into the Service. Managers and administrators can export your data (including donor records, sales and financial reports) from the dashboard at any time. We will not access your data except to provide the Service or as required by law. See our Privacy Policy for full details.

7. Data processing

Where your shop enters personal data into the Service (such as donor records, Gift Aid declarations and sales), your charity is the data controller and KindStock is your data processor. This section is our data processing agreement.

• We process that data only to provide the Service and only on your instructions. Using the Service as designed constitutes your documented instructions.
• Everyone with access to your data is bound by a duty of confidentiality.
• We protect your data with appropriate technical and organisational measures, including encryption in transit and at rest. Backups are encrypted before they leave our servers.
• Your data is stored on servers within the UK and EU, including our backup storage, which is held under Cloudflare's European Union jurisdiction.
• We use a small number of sub-processors to run the Service: Stripe for payment processing, Cloudflare for hosting and backup storage, and Brevo for transactional email. We will tell you before adding or replacing a sub-processor, and you may object on reasonable grounds.
• We will help you respond to data subject requests (such as access or erasure requests from donors) and will tell you without undue delay if we become aware of a personal data breach affecting your data.
• When your subscription ends, we provide a period to export your data as set out in section 11, after which it is deleted.
• We will provide the information reasonably needed to demonstrate our compliance with this section.

8. Acceptable use

You agree not to misuse the Service, including attempting to gain unauthorised access, interfering with other users, or using the Service for anything other than its intended purpose.

9. Service availability

We aim to provide reliable service but do not guarantee 100% uptime. Hybrid deployments include offline capability to minimise disruption. We will give reasonable notice of planned maintenance.

10. Limitation of liability

To the maximum extent permitted by law, KindStock's liability is limited to the fees you have paid in the 12 months preceding any claim. We are not liable for indirect or consequential losses.

11. Termination

After the minimum term, either party may terminate the agreement with 30 days' written notice. We may terminate during the minimum term if you materially breach these terms. Upon termination, we will provide a reasonable period to export your data and will arrange collection of the hardware. After that period, your data will be deleted.

12. Changes to these terms

We may update these terms from time to time. We will notify you of material changes by email at least 30 days before they take effect.

13. Governing law

These terms are governed by the laws of England and Wales.

14. Contact

For questions about these terms, contact us at [email protected].