Terms & Conditions

Effective Date: 10/10/2024
Last Updated: 1/09/2025

1. Who we are and how to contact us

These Terms & Conditions (“Terms”) govern access to and use of NFPHub (the “Service”), provided by Vantum Group Limited of 1111B S Governors Av, Ste 39343, Dover, DE 19904, US (“we”, “us”, or “our”).
Questions? Contact support@nfphub.io.

2. Acceptance of these Terms

By creating an account, inviting users, or accessing the Service, you agree to these Terms. If you accept on behalf of an organisation, you represent you have authority to bind that organisation. If you do not agree, do not use the Service.

3. The Service

3.1 Overview. A cloud-hosted, multi-tenant SaaS for boards and committees to manage meetings, agendas/board packs, minutes, documents, decisions/voting, registers, and collaboration (“Features”). Integrations may include video conferencing and identity providers. Optional AI-assisted features may be available.

3.2 Accounts & Tenants. Each organisation operates in a separate tenant. Tenant admins manage invitations, roles, and permissions and are responsible for ongoing access management.

3.3 Changes. We may improve or modify Features, interfaces, or technical requirements. If a change materially reduces core functionality, we’ll use reasonable efforts to notify tenant admins in advance.

4. Eligibility and user accounts

4.1 Minimum age. You must be at least 16 years old (or older if required by local law).
4.2 Registration. Provide accurate information and keep it current. You are responsible for credential security and all activity under your account.
4.3 Invitations. Tenant admins must ensure invitations are sent to intended recipients and revoke access when no longer required.

5. Plans, fees, and billing

5.1 Plans. Free and paid plans may differ in limits (e.g., boards, storage, Features). See your order form, plan page, or in-app billing.
5.2 Trials. Trials are provided “as is” and may be restricted or withdrawn at any time.
5.3 Fees & taxes. Billed in advance on a recurring basis unless stated otherwise. Fees are non-refundable except as required by law or expressly stated here. Taxes (including GST, if applicable) are your responsibility and will be itemised where applicable.
5.4 Auto-renewal & cancellations. Subscriptions renew automatically at the then-current rate unless cancelled before renewal. Cancellation takes effect at the end of the current term.
5.5 Late payments. We may suspend or limit the Service for overdue amounts after reasonable notice.

6. Acceptable use

You must not: (a) breach laws or third-party rights; (b) upload malware or unlawful/defamatory content; (c) attempt unauthorised access or probe/scan/test systems; (d) resell or sublicense to unauthorised parties; (e) circumvent usage, rate, or security limits; (f) send spam; (g) reverse engineer except where permitted by law. We may investigate and act on suspected violations, including suspension.

7. Your content and data

7.1 Customer Data. Content you or your users submit (documents, agendas, minutes, votes, registers, messages, meeting details, profiles).
7.2 Ownership. You own Customer Data. You grant us a non-exclusive licence to host, copy, process, transmit, display, and back up Customer Data as needed to provide, maintain, secure, and improve the Service.
7.3 Your responsibilities. Obtain all required consents/lawful bases; configure roles/permissions; keep required originals/copies; ensure compliance with your legal/regulatory obligations (e.g., record-keeping, privacy, information security, public records).
7.4 Prohibited data. Do not submit special-category personal data, government-classified materials, or regulated data (e.g., PCI, PHI) unless we agree in writing to suitable safeguards.

8. AI features (if enabled)

8.1 Nature of output. AI outputs may be inaccurate or biased and are for assistance only—you must review and validate before relying on them.
8.2 Use restrictions. Do not treat outputs as legal, medical, financial, or other professional advice.
8.3 Data handling. Prompts/outputs may be processed to deliver AI functionality per our Privacy Policy and any Data Processing Addendum (“DPA”). Contact us if you need specific boundaries or to restrict AI features.

9. Third-party services and integrations

Integrations (e.g., conferencing, identity, cloud storage) are governed by their own terms/privacy policies. We are not responsible for third-party services or changes that affect integrations, though we’ll use reasonable efforts to maintain compatibility.

10. Security

10.1 Our measures. We implement reasonable technical and organisational measures to protect the Service and Customer Data against unauthorised access, loss, or disclosure.
10.2 Your measures. Protect accounts, enforce strong access controls, manage user lifecycle/permissions, and promptly revoke access when no longer required.
10.3 Incidents. If we become aware of unauthorised access to Customer Data in our possession, we will notify the tenant admin without undue delay and provide information/co-operation as required by law.

11. Privacy and data protection

Personal information handling is described in our Privacy Policy. Where required, we offer a DPA (including international transfer mechanisms, if applicable). You must provide required notices and obtain consents for processing via the Service.

12. Service availability and support

12.1 Availability. We aim for high availability but do not guarantee uninterrupted or error-free operation. Planned maintenance or emergency downtime may occur.
12.2 Support. Support channels/targets are defined by your plan or order. Enhanced SLAs may be available for paid plans.
12.3 Beta/preview. Alpha/beta/preview features are “as is,” may change or be withdrawn, and may not be covered by support/SLAs.

13. Backups, retention, and export

We maintain regular backups for disaster recovery. You remain responsible for your own retention obligations and for exporting Customer Data (via tools/APIs) before termination. We may delete Customer Data after termination or a reasonable retention period unless prohibited by law.

14. Intellectual property

We (and our licensors) own the Service, software, documentation, logos, and trademarks. Except for your right to access/use the Service under these Terms, no rights are granted. You grant us a royalty-free, irrevocable licence to use feedback to improve the Service.

15. Publicity

We may use your name and logo to identify you as a customer on our website and marketing materials, in line with your brand guidelines. You can opt out by emailing support@nfphub.io.

16. Suspension and termination

16.1 Suspension. We may suspend access if (a) you breach these Terms, (b) necessary for security or legal compliance, or (c) fees are overdue.
16.2 Termination by you. You may terminate at the end of a subscription term by cancelling auto-renewal. If your plan allows mid-term termination for convenience, fees already paid are non-refundable unless required by law.
16.3 Termination by us. We may terminate for material breach not cured within 30 days of notice, or where continued provision would violate law.
16.4 Effect. On termination, access ends. We will make export tools reasonably available for a limited time (unless prohibited by law or you are in material breach).

17. Warranties and disclaimers

17.1 Authority. Each party warrants it has authority to enter into these Terms.
17.2 Service. To the maximum extent permitted by law, the Service is provided “as is” and “as available,” and we disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
17.3 Australian Consumer Law. Nothing here excludes, restricts, or modifies consumer guarantees, rights, or remedies under the Australian Consumer Law that cannot be excluded.

18. Limitation of liability

18.1 Consequential loss. To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or loss of profits, revenue, goodwill, or data.
18.2 Cap. Our aggregate liability for all claims in any 12-month period is limited to the fees you paid to us for the Service in that period (or AUD $100 if you are on a free plan), except where liability cannot be limited by law.
18.3 Exceptions. The above limits do not apply to: (a) your payment obligations; (b) your breach of IP or Acceptable Use obligations; or (c) liability that cannot be limited under law.

19. Indemnities

19.1 By you. You indemnify us for losses/claims arising from: (a) Customer Data; (b) your unlawful use or breach of these Terms; or (c) disputes between you and your users/third parties.
19.2 By us (IP). We will defend you against third-party claims that the Service (as provided by us) infringes IP rights, and pay any resulting adverse final judgment or approved settlement, provided you promptly notify us, grant us sole control, and co-operate. We may modify the Service, procure rights, or terminate your access with a pro-rata refund of prepaid, unused fees.

20. Compliance and records

You are responsible for meeting any record-keeping, retention, disclosure, or public-records obligations applicable to your organisation, including configuring the Service accordingly.

21. Export control and sanctions

You warrant you are not subject to embargoes/sanctions prohibiting use of the Service and will not use the Service in violation of export control or sanctions laws.

22. Changes to these Terms

We may update these Terms from time to time. We will post changes in-app or on our website and update the “Last Updated” date. Material changes will be notified to tenant admins with reasonable advance notice where practicable. Continued use after the effective date constitutes acceptance.

23. Dispute resolution

23.1 Good faith. The parties will first attempt in good faith to resolve disputes by negotiation between senior representatives.
23.2 Governing law & venue. These Terms are governed by the laws of Victoria, Australia. The parties submit to the exclusive jurisdiction of the courts of Victoria and the Commonwealth of Australia.

24. General

24.1 Assignment. You may not assign these Terms without our written consent. We may assign to an affiliate or in connection with a merger, acquisition, or sale of assets.
24.2 Notices. We may provide notices via the Service, email, or your account address. Your legal notices to us must be sent to support@nfphub.io with a copy to 1111B S Governors Av, Ste 39343, Dover, DE 19904, US.
24.3 Entire agreement. These Terms, any Order Form, the Privacy Policy, DPA (if applicable), and any applicable SLA form the entire agreement and supersede prior understandings regarding the Service.
24.4 Severability & waiver. If any provision is unenforceable, the remainder remains in effect. Failure to enforce a provision is not a waiver.
24.5 Force majeure. Neither party is liable for delay or failure due to events beyond reasonable control (e.g., natural disasters, internet outages, strikes, war).