Terms of Service

1. Agreement to These Terms

These Terms of Service (“Terms”) govern your access to and use of Allotmin (the “Service”), a web-based administration platform for allotment associations. By creating an account or using the Service, you agree to be bound by these Terms.

The Service is provided by Oliver Penman, a sole trader based in the United Kingdom (“we”, “us”, or “our”). If you are entering into these Terms on behalf of an allotment association or other organisation, you confirm that you have authority to bind that organisation.

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

2. What Allotmin Provides

Allotmin is a software-as-a-service (SaaS) platform that helps allotment association committees administer their sites — including managing members, plots, waiting lists, rent and billing records, inspections, deposits, and communications with their own members.

Each account (“you”, the “administrator”) manages its own organisation’s data. The Service includes the ability to send emails from the platform to the administrator’s own members (for example, rent reminders, inspection notices, and waiting-list confirmations). Your use of that email functionality is subject to sections 5 and 6 below.

3. Eligibility & Accounts

To use the Service you must be at least 18 years old and capable of forming a binding contract. When you create an account, you agree to:

• Provide accurate and complete registration information
• Keep your login credentials confidential and secure
• Be responsible for all activity that occurs under your account
• Notify us promptly of any unauthorised use of your account

You are responsible for the actions of anyone you allow to use your account.

4. Free Trial & Fees

Allotmin may be offered with a free trial period. No payment card is required to start a trial. Where a subscription fee applies, the current pricing and billing terms will be presented to you before you are charged, and your continued use of a paid plan constitutes acceptance of those charges.

Unless stated otherwise, fees are non-refundable except where required by law. We will give reasonable notice of any change to fees.

5. Acceptable Use

You agree to use the Service only for lawful purposes and in connection with the legitimate administration of an allotment association. You must not:

• Use the Service in breach of any applicable law, including UK data protection law
• Upload or process data you do not have a lawful basis to hold
• Attempt to gain unauthorised access to the Service, other accounts, or our systems
• Interfere with, disrupt, or place undue load on the Service or its infrastructure
• Use the Service to transmit unlawful, harmful, or fraudulent content

We may suspend or terminate access where we reasonably believe these Terms have been breached (see section 11).

6. Sending Email Responsibly

The Service lets you send emails to your own members through our email provider. This functionality is intended for genuine association-to-member communication only. By using it, you confirm and agree that:

• Every recipient is a member of, or applicant to, your allotment association, with whom you have an existing relationship
• You have a lawful basis to contact each recipient at the address held
• You will not use the Service to send unsolicited bulk email (spam), purchased or scraped contact lists, or unlawful marketing
• You will honour any request from a member to stop receiving emails, and comply with UK GDPR and the Privacy and Electronic Communications Regulations (PECR)

To protect the deliverability and reputation of the platform for all users, sending is subject to reasonable rate limits, and we may pause, review, or restrict email activity that appears to breach this section.

7. Your Data & Privacy

You retain ownership of the data you enter into the Service. In relation to your members’ personal data, you act as the data controller and we act as your data processor, processing that data only to provide the Service and under your instructions.

Our handling of personal data is described in our Privacy Policy, which forms part of these Terms. You are responsible for ensuring you have a lawful basis for the personal data you upload and for meeting your own obligations to your members.

8. Intellectual Property

The Service, including its software, design, and branding, is owned by us and protected by intellectual property law. We grant you a limited, non-exclusive, non-transferable right to access and use the Service for the administration of your allotment association for as long as your account remains in good standing.

You may not copy, modify, resell, reverse-engineer, or create derivative works from the Service except as permitted by law.

9. Availability & Support

We aim to keep the Service available and reliable, but it is provided on an “as is” and “as available” basis. As a small independent operation, we do not guarantee uninterrupted availability, and the Service may occasionally be unavailable for maintenance, updates, or reasons beyond our control.

We provide support on a best-efforts basis and aim to respond to queries at tryallotmin@gmail.com within 5 working days.

10. Limitation of Liability

Nothing in these Terms limits our liability where it would be unlawful to do so, including for death or personal injury caused by negligence, or for fraud.

Subject to the above, we are not liable for any indirect or consequential loss, loss of profits, loss of data, or loss arising from your failure to meet your own legal obligations to your members. Our total liability to you in connection with the Service is limited to the fees you paid to us in the 12 months preceding the event giving rise to the claim.

You are responsible for keeping your own records and for the accuracy of the data you enter.

11. Suspension & Termination

You may stop using the Service and close your account at any time by contacting us. We may suspend or terminate your access if you breach these Terms, if required by law, or if your use poses a risk to the Service or other users.

On closure of your account, your data and associated member data will be deleted in line with our Privacy Policy. You may request an export of your data before closure.

12. Changes to These Terms

We may update these Terms from time to time. Where changes are material, we will notify administrators by email or via a notice within the platform. The date at the top of this document reflects when it was last updated, and your continued use of the Service after changes take effect constitutes acceptance of the revised Terms.