Terms of Service

These Terms of Service (“Terms”) are a legally binding agreement between DonorDesk.Online (“DonorDesk”, “we”, “us”, or “our”) and the organization, entity, or individual that creates a workspace on the Service (“you”, “your”, or “Customer”). They govern your access to and use of the DonorDesk platform and related services available at https://donordesk.online (the “Service”).

By creating an account, accessing the Service, or clicking to accept these Terms, you agree to be bound by these Terms and by our Privacy Policy, which is incorporated by reference. If you are entering into these Terms on behalf of an organization, you represent that you have authority to bind that organization, and references to “you” mean that organization and the individuals authorized to use the Service on its behalf.

Acceptance during onboarding. As the final step of workspace setup, you will be asked to confirm your acceptance of the then-current version of these Terms and the Privacy Policy by checking a consent box and submitting it. Your submission is recorded in the Service's immutable audit trail (including your identity, the document versions you accepted, the date and time, and the IP address used) and constitutes your binding acceptance of those versions. If you do not accept, you will not be able to complete onboarding and use the Service.

If you do not agree to these Terms, do not use the Service.

You must be at least 18 years old (or the age of majority in your jurisdiction) to use the Service. By using the Service, you confirm that you meet this requirement and that you are not located in a country subject to an embargo that prohibits the provision of the Service, and that you are not on any sanctions list that would make your use of the Service unlawful.

The Service is intended for use by non-governmental organizations, humanitarian programmes, and their professional teams. You are responsible for ensuring that your use of the Service complies with all laws applicable to your organization.

You are responsible for safeguarding your account credentials and for all activity that occurs under your account. You must keep your passwords confidential and notify us promptly at legal@donordesk.online if you suspect unauthorized access to your account.

When you create a workspace, you will designate users and assign permissions. You are responsible for the actions of your users and for ensuring that access is granted only to individuals who should have it. We are not liable for losses caused by your failure to protect your credentials or your workspace configuration.

You must provide accurate information when creating an account and keep it current. We may verify the identity of workspace administrators as part of onboarding and ongoing compliance.

Subject to your compliance with these Terms, we grant you a non-exclusive, non-transferable, revocable right to access and use the Service for your internal business operations related to donor reporting, evidence management, and compliance, in accordance with your subscription plan and any applicable agreements.

You may not, and may not permit others to: reverse engineer, decompile, or attempt to derive the source code of the Service; copy, frame, or mirror the Service; resell, sublicense, or otherwise commercialize the Service except as expressly permitted; or access the Service to build a competing product.

As between you and us, you retain all rights, title, and interest in and to the content, data, documents, evidence files, reports, and other materials you upload to or create in the Service (“Your Data”). You grant us a limited, non-exclusive license to host, process, and display Your Data solely to operate, maintain, and improve the Service for you, and to comply with legal obligations.

You represent and warrant that you have all necessary rights and permissions to provide Your Data to the Service, including any consents required to process personal information of beneficiaries, staff, or partners, and that Your Data does not violate the rights of any third party.

Your Data is yours. We do not claim ownership of Your Data, and we will not use Your Data for purposes other than providing and maintaining the Service, except with your consent or as required by law.

You agree not to use the Service to:

• Engage in any unlawful, harmful, or fraudulent activity, or in any activity that violates the rights of others.
• Transmit content that is defamatory, obscene, harassing, hateful, or that promotes violence or discrimination.
• Attempt to access, probe, or interfere with the Service, other users' workspaces, or the infrastructure that supports the Service.
• Upload files containing malicious code, or use the Service to distribute malware, phishing, or spam.
• Circumvent, disable, or interfere with security features, rate limits, or usage restrictions of the Service.
• Use the Service in violation of any applicable export-control, sanctions, or anti-money-laundering laws.
• Upload, store, or distribute content involving the sexual exploitation or abuse of children, or use the Service in any way connected with child exploitation. Any such content will be reported to the relevant authorities.

We may suspend or terminate access to the Service for users or workspaces that violate this section.

The Service includes AI-assisted drafting features that generate source-linked narrative from Your Data. By using these features, you acknowledge and agree that:

• AI-generated content is assistive, not authoritative. You are responsible for reviewing, verifying, editing, and approving all AI-generated output before use or distribution.
• AI models can produce inaccurate, incomplete, or unexpected results. We make no warranty that AI-generated content is accurate, complete, or suitable for your purposes.
• Every AI output is recorded with the model, prompt version, and source references used, and remains subject to your team's review and approval workflow.
• Where AI features require transmission of Your Data to a third-party AI provider, we will use the provider only to generate the content you request. If your donor requirements demand that data not be processed by third-party AI providers, contact us to discuss configuration options.

Each party will comply with the data protection and privacy laws applicable to it. We process personal information in accordance with our Privacy Policy. Where required by applicable law, you may enter into our data processing addendum, which is available on request from legal@donordesk.online.

You are responsible for the lawfulness of Your Data and for obtaining all consents, authorizations, and approvals required to process personal information through the Service. You will implement appropriate safeguards for any sensitive or special-category data, including data about children or beneficiaries, and will use the Service in a manner consistent with humanitarian principles and applicable child-protection and data-protection obligations.

Neither party is liable for losses arising from the other party's failure to comply with applicable data protection law.

The Service may be offered free of charge during an initial or demo period. Where we offer paid plans, fees will be described on our pricing materials or in a separate order form, and payment terms will be as stated there. Fees are non-refundable except as required by law or as expressly stated in an order form.

We may change fees or introduce fees for features by giving you reasonable advance notice. If you do not agree to a fee change, you may stop using the Service before the change takes effect. Continued use of the Service after the change takes effect constitutes acceptance.

As between you and us, DonorDesk and its licensors own all rights, title, and interest in and to the Service, including its software, design, documentation, branding, algorithms, and any content we make available that is not Your Data. You may not remove, alter, or obscure any copyright, trademark, or proprietary notices on the Service.

We welcome feedback and suggestions; to the extent permitted by law, any feedback you provide about the Service may be used by us without obligation to you.

Each party may receive confidential information of the other in the course of using or providing the Service. “Confidential information” includes non-public business, technical, security, and compliance information, and the contents of workspace audit trails. Each party will use the other's confidential information only to perform its obligations under these Terms and will protect it with at least the same care used for its own confidential information (and no less than a reasonable degree of care). This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law (in which case the receiving party will, where permitted, give advance notice).

The Service may integrate with or link to third-party services, such as file storage providers or donor portals, selected or enabled by you. These third-party services are governed by their own terms and privacy policies. We are not responsible for the availability, security, or content of third-party services, and your use of them is at your own risk. Where you enable a third-party integration, you grant us the limited permissions necessary to connect your workspace to that service on your behalf.

We use commercially reasonable efforts to keep the Service available and secure, and we provide regular backups and verifiable audit trails. However, the Service is provided “as is” and “as available”, and we do not warrant that it will be uninterrupted, error-free, or free of harmful components. To the maximum extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement.

The Service is a reporting and evidence-management tool. It does not provide legal, financial, accounting, or professional advice, and nothing in the Service (including AI-generated content or compliance checklists) constitutes such advice. You are responsible for making independent decisions about your reports, submissions, and compliance.

Planned maintenance may temporarily affect availability; we will endeavor to provide advance notice for significant scheduled maintenance.

You are responsible for maintaining your own copies and records of Your Data, including evidence files and reports required for your donor obligations. We recommend that you export critical data regularly using the Service's export features.

No guarantee of donor acceptance. DonorDesk is a reporting, evidence-management, and compliance tool. We do not guarantee that any report generated with the Service will be accepted, approved, funded, or renewed by any donor, funder, or other third party. You are solely responsible for the content, quality, and accuracy of the reports you submit and for meeting your contractual obligations to donors and other stakeholders.

To the maximum extent permitted by law, neither party will be liable to the other for any indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or goodwill, arising out of or in connection with these Terms or the Service, even if advised of the possibility of such damages.

To the maximum extent permitted by law, each party's total aggregate liability arising out of or in connection with these Terms will not exceed the amount paid by you for the Service in the twelve (12) months preceding the event giving rise to the claim, or, if you used the Service free of charge, one hundred US dollars (USD 100).

Nothing in these Terms limits or excludes liability that cannot be limited or excluded under applicable law, including liability for fraud, death or personal injury caused by negligence, or gross negligence or willful misconduct.

You will defend, indemnify, and hold harmless DonorDesk and its affiliates, officers, and employees from and against any claims, damages, and reasonable costs (including legal fees) arising out of or related to: (a) Your Data; (b) your use of the Service; (c) your violation of these Terms; or (d) your violation of applicable law or the rights of any third party.

You may stop using the Service at any time and close your workspace in accordance with the Service's procedures. We may suspend or terminate your access to the Service: (a) if you breach these Terms and fail to remedy the breach within a reasonable period after notice; (b) if you violate our acceptable-use rules in a manner that threatens the security or integrity of the Service or other users; or (c) if we are required to do so by law.

Upon termination, we will make Your Data available for export for a reasonable transition period in accordance with our standard export procedures, after which Your Data will be deleted in line with our Privacy Policy, unless we are legally required to retain it. We are not responsible for Your Data if you fail to export it before the end of the transition period.

We respect the intellectual-property rights of others and expect our users to do the same. If you believe that content on the Service infringes your copyright, please send us a written notice that includes: (a) identification of the copyrighted work claimed to be infringed; (b) identification of the material and where it is located; (c) your contact information; (d) a statement of good-faith belief that the use is not authorized; and (e) a statement, under penalty of perjury, that the information is accurate and that you are authorized to act on behalf of the copyright owner.

Send notices to legal@donordesk.online. We will review valid notices and take reasonable steps to remove or disable access to infringing material. If you believe material you uploaded was removed by mistake, you may submit a counter-notification with the same contact address.

Certain features of the Service may be provided on a beta, preview, or evaluation basis, or the Service as a whole may be offered during an evaluation period. Such features are provided “as is”, without the warranties described in these Terms, and may change, be discontinued, or be removed at any time without notice. We make no commitment that any beta or evaluation feature will become generally available.

We may update these Terms from time to time. We will post the revised Terms on this page and update the effective date above, and we will notify you by email or in-product notice where we have a way to reach you. Material changes will take effect thirty (30) days after notice, or earlier where required by law. Continued use of the Service after the effective date constitutes acceptance of the revised Terms. If you do not agree, you may stop using the Service before the changes take effect.

DonorDesk operates globally, and these Terms are designed to respect the laws applicable to users in their respective jurisdictions. These Terms are governed by the laws of the jurisdiction in which you, the Customer, are established, to the extent permitted by law, and by any applicable mandatory provisions of consumer-protection or data-protection law of your country of residence. Where the governing law cannot be determined or where you are not established in a jurisdiction with relevant mandatory protections, these Terms are governed by the laws of the Federal Republic of Germany.

Dispute resolution. The parties will first attempt to resolve any dispute arising out of or in connection with these Terms through good-faith negotiation. If the dispute is not resolved within thirty (30) days of written notice, either party may refer the dispute to the competent courts of your (the Customer's) place of establishment or habitual residence. Nothing in this clause prevents either party from seeking injunctive or other equitable relief in any court of competent jurisdiction.

• Severability. If any provision of these Terms is held invalid or unenforceable, the remaining provisions will continue in full force and effect.
• No waiver. Failure to enforce any provision is not a waiver of that provision, and a waiver of a breach is not a waiver of any later breach.
• Entire agreement. These Terms, together with our Privacy Policy and any order forms or data processing addenda you sign, constitute the entire agreement between you and us regarding the Service.
• Assignment. You may not assign these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or reorganization.
• Force majeure. Neither party is liable for delay or failure to perform caused by events beyond its reasonable control, including natural disasters, war, terrorism, pandemics, power failures, or internet disruptions.
• Notices. Notices under these Terms will be sent to the email address associated with your account, or to legal@donordesk.online for notices to us.

If you have questions about these Terms, contact us at: