TrusteeKit← Back to home

Terms of Service

Last updated: November 2025

These terms govern your use of TrusteeKit's donation processing and Gift Aid automation platform. By using our services, you agree to these terms.

In plain English: Use TrusteeKit for legitimate charity fundraising. You're responsible for your charity's compliance with HMRC rules. We charge 2% + 20p per transaction for payment processing, plus 5% of any Gift Aid you claim through us. Either party can end the agreement with 30 days notice.

1. Definitions

  • “TrusteeKit”, “we”, “our”, “us”: The TrusteeKit platform and its operator
  • “You”, “your”: The charity or organisation using our services
  • “Services”: Donation processing, Gift Aid automation, and related features
  • “Donor”: An individual making a donation through the platform
  • “Platform”: The TrusteeKit web application and APIs

2. Eligibility

To use TrusteeKit, you must:

  • Be a registered charity in the UK (with the Charity Commission for England & Wales, OSCR, or CCNI) or a Community Amateur Sports Club (CASC)
  • Have a valid HMRC Charities Reference number
  • Have authority to act on behalf of the charity
  • Be at least 18 years old

We reserve the right to verify your charity status and refuse service if eligibility requirements are not met.

3. Services provided

TrusteeKit provides:

  • Online donation processing via Stripe
  • Gift Aid declaration collection and management
  • Automated Gift Aid claim generation (R68 XML format)
  • HMRC submission via the Government Gateway
  • Donor management and reporting
  • Event ticketing functionality
  • Grant tracking tools

4. Fees and payment

4.1 Payment processing fee

TrusteeKit charges 2% + 20p per transaction for payment processing. This covers card processing fees and is deducted automatically from each donation.

4.2 Gift Aid fee

When you submit a Gift Aid claim to HMRC through TrusteeKit, we charge 5% of the Gift Aid amount claimed. This fee is invoiced after each successful claim submission.

4.3 Example

A donor gives £100 with a Gift Aid declaration. Payment fee: £2.20 (2% + 20p). Your charity receives £97.80. When you claim Gift Aid, HMRC pays £25. TrusteeKit invoices £1.25 (5% of £25). Net Gift Aid received: £23.75. Total to charity: £121.55.

4.4 Payouts

Funds are paid out monthly (1st of each month). This schedule helps us maintain our low all-in pricing.

4.5 No hidden fees

No setup fees, no monthly subscriptions, no minimum spend requirements.

5. Your responsibilities

You agree to:

  • Provide accurate charity and authorised official information
  • Ensure Gift Aid declarations are valid and truthful
  • Comply with HMRC Gift Aid rules and regulations
  • Keep your account credentials secure
  • Use the platform only for legitimate charitable purposes
  • Respond promptly to any compliance queries
  • Maintain accurate records as required by law

Important: You are responsible for ensuring your Gift Aid claims are accurate and compliant with HMRC rules. TrusteeKit provides tools to help, but ultimate responsibility lies with your charity and its authorised officials.

6. Gift Aid compliance

TrusteeKit is registered with HMRC (Vendor ID 9268) and generates R68 XML submissions that comply with HMRC specifications. However:

  • You must ensure donor declarations are valid before claiming Gift Aid
  • You are responsible for verifying donor eligibility
  • HMRC may audit your claims — you must retain supporting records
  • We retain Gift Aid records for 6 years as required by HMRC

7. Data and privacy

Our handling of personal data is governed by our Privacy Policy. Key points:

  • Donor data is encrypted and securely stored
  • Each charity can only access their own data
  • You can export your data at any time
  • We never sell personal data

8. Intellectual property

TrusteeKit retains all rights to the platform, software, and branding. You retain ownership of your charity's data and content.

You grant us a licence to use your data solely to provide the services.

9. Acceptable use

You must not:

  • Use the platform for fraudulent or illegal purposes
  • Submit false Gift Aid claims
  • Attempt to access other charities' data
  • Reverse engineer or copy the platform
  • Use automated tools to scrape or abuse the service
  • Resell access to the platform

Violation may result in immediate account termination.

10. Service availability

We aim for high availability but do not guarantee uninterrupted service. We may:

  • Perform scheduled maintenance (with notice where possible)
  • Experience downtime due to factors beyond our control
  • Modify features with reasonable notice

Critical HMRC submission deadlines remain your responsibility.

11. Limitation of liability

To the maximum extent permitted by law:

  • TrusteeKit is provided “as is” without warranties
  • We are not liable for indirect, consequential, or special damages
  • Our total liability is limited to fees paid in the 12 months preceding the claim
  • We are not responsible for HMRC decisions on your Gift Aid claims
  • We are not liable for third-party service failures (Stripe, HMRC)

Nothing in these terms excludes liability for death, personal injury, or fraud.

12. Indemnification

You agree to indemnify TrusteeKit against claims arising from:

  • Your breach of these terms
  • Invalid or fraudulent Gift Aid claims
  • Your violation of applicable laws
  • Disputes with donors

13. Termination

13.1 By you

You may close your account at any time. Upon closure:

  • You can export your data before account deletion
  • We retain records required by law (Gift Aid: 6 years)
  • Outstanding fees remain payable

13.2 By us

We may terminate or suspend your account:

  • With 30 days notice for any reason
  • Immediately for breach of these terms
  • Immediately for suspected fraud or illegal activity

14. Refunds and disputes

14.1 Donation refunds

Refunds to donors are processed through your connected Stripe account. You are responsible for your charity's refund policy.

14.2 Platform fee refunds

If a donation is refunded, TrusteeKit's platform fee is not automatically refunded. Contact us for refund requests on disputed transactions.

15. Changes to terms

We may update these terms. Material changes will be notified via email at least 30 days before taking effect. Continued use after changes constitutes acceptance.

16. Governing law

These terms are governed by the laws of England and Wales. Disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

17. Severability

If any provision is found unenforceable, the remaining provisions continue in effect.

18. Entire agreement

These terms, together with our Privacy Policy, constitute the entire agreement between you and TrusteeKit.

19. Contact

Questions about these terms? Contact us:

Email: hello@trusteekit.co.uk