Terms of use

Last updated 23 October 2026.

These terms cover your use of Trustee Meetings, a tool that helps the trustees of a charity run their board meetings. By signing in and using the service, you and your charity agree to them.

Who we are

Trustee Meetings is provided by Spring Incubator Limited. Where these terms say “we” or “us”, that is the company. Where they say “your charity”, that is the organisation whose board you belong to.

Signing in

You sign in with a one-time link sent to your email address — there is no password. Please keep access to your email secure, and do not let anyone else use your sign-in. Only people your charity’s board has invited may use that charity’s workspace.

Your charity’s information belongs to your charity

Your charity owns the content it puts into Trustee Meetings — its agendas, papers, minutes, actions and trustee details. You give us permission to store and process that content only to provide the service, as described in our privacy notice. You are responsible for making sure the content you upload is accurate and that you are allowed to share it.

How we handle your information

Your charity is the data controller for the personal information it puts in, and we act as its data processor. The terms of that processing are set out in our data-processing agreement, which forms part of these terms.

Using the service properly

• Do not upload anything unlawful, or anything you do not have the right to share.
• Do not try to access another charity’s workspace or information.
• Do not attempt to disrupt, copy or interfere with how the service works.

A tool, not professional advice

Trustee Meetings helps you organise your board’s work and links to official Charity Commission guidance, but it does not give legal, financial or governance advice. Your trustees remain fully responsible for the charity’s governance and for meeting their legal duties.

Availability

We will provide the service with reasonable care and skill, and we work hard to keep it running and your information safe. We may occasionally need to pause it for maintenance or improvements, and we may add or change features over time. If a change would significantly reduce what your charity is paying for, we will email your charity’s organisers at least 30 days beforehand, and your charity can cancel before the change takes effect and get a refund for any unused part of a period it has paid for.

Cost

30-day trial. Card required at signup. After the trial, £15 a month or £180 a year per charity (£120 a year if your charity's annual income is under £25,000). Your plan renews automatically until you cancel. We'll email you at least 7 days before the trial ends, with the date and amount of your first payment. Cancel any time in Billing; if you cancel during the trial, you won't be charged. We are not registered for VAT, so no VAT is charged.

Trustee Meetings costs £15 a month or £180 a year for the whole charity, with no charge per trustee. Charities with an annual income under £25,000 can choose the yearly plan at £120 a year (see “The £120 rate” below). We are not registered for VAT, so no VAT is charged. If we register for VAT in future, we will treat any resulting increase as a price change under “Price changes” below. These are the full prices: there are no set-up fees or other charges. Current prices are on the pricing page.

Your 30-day trial

When your charity signs up, you choose a plan and give payment details to our payment provider, Stripe. Your charity then has a 30-day trial. We will not take any payment during the trial. About 7 days before the trial ends, we will email the person who signed up with the date and amount of the first payment and a link to cancel. If for any reason we have not sent that email at least 7 days before your trial is due to end, we will extend your trial so that you get at least 7 days’ notice before any payment is taken. If you do nothing, your first payment is taken on the day after the trial ends, and your plan then renews automatically as set out below. If you cancel at any time during the trial, you will not be charged anything. Each charity can have one trial.

Renewal and cancelling

Your plan renews automatically until you cancel: the monthly plan every month, and the yearly plans every year, on the same date as your first payment. We will email you at least 14 days before each yearly renewal, with the amount and the date. You can cancel at any time, in one step, from the Billing page in Trustee Meetings (“Manage or cancel my subscription”), or by emailing brad@trusteemeetings.co.uk. Cancelling stops all future payments. The full service carries on until the end of the period you have already paid for, after which your workspace becomes read-only (see “Your records”).

Refunds and your right to cancel

If you cancel within 14 days after your first payment, or within 14 days after any yearly renewal payment, we will refund that payment in full. You don’t need to give a reason. Otherwise we do not refund part of a month or year that has started. This doesn’t affect any rights you have by law. If you are buying as an individual consumer, you also have a legal right to cancel within 14 days of signing up. Because your trial lasts longer than 14 days, you can always use that right without paying anything.

The £120 rate

Small-charity rate. The £120 a year rate is for charities whose most recent annual income is under £25,000, as shown on the Charity Commission, OSCR or CCNI register or another official charity register or, if your charity is not registered, in its latest annual accounts. By ticking the box at checkout, you confirm this is true. We may check. If your charity's income is £25,000 or more, we will email you at least 30 days before your next renewal, and from that renewal your plan will be £180 a year. You can cancel before then and will not be charged the higher price. We will not ask you to pay the difference for the current year.

If a payment fails

Stripe will try the payment again over the following days, and we will email you so you can update your payment details. If the payment still hasn’t gone through 14 days after it was due, your workspace becomes read-only until the payment is made or the plan is restarted. Read-only means your trustees can still sign in, read and download everything, but can’t add or change meetings, papers, minutes or actions.

Your records

Your charity’s agendas, papers, minutes and actions are always yours. Your trustees can download minutes and papers at any time, whether or not your charity is paying. For anything else, such as your action log or member list, an organiser can email brad@trusteemeetings.co.uk and we will send a copy in a format you can open anywhere, normally within 5 working days. We do not delete them because a payment fails or a plan ends. They are only deleted if your charity asks us to close its workspace, as set out in our privacy notice.

Price changes

If we change our prices, we will email you at least 30 days before the new price applies. It will apply only from your next renewal after that notice, and you can cancel before then without paying it. We will not change the price of a period you have already paid for.

Payments

Payments are taken by our payment provider, Stripe. You pay by card at checkout. If your charity needs an invoice, ask us and we’ll send one. We do not see or store full card numbers.

Stopping

You can stop using Trustee Meetings at any time, and your charity can ask us to close its workspace and return or delete its information. We may suspend access if these terms are seriously or repeatedly broken.

Our responsibility to you

To the extent the law allows, we are not liable for indirect or consequential losses, or for loss of data caused by events outside our reasonable control. Nothing in these terms limits any liability that cannot be limited by law.

Changes and governing law

We may update these terms from time to time and will note the date at the top. We will email your charity’s organisers about any significant change at least 30 days before it takes effect, unless the law or a security issue needs it to happen sooner. If your charity does not accept a change, it can stop using the service before the change takes effect, and we will refund any unused part of a period it has paid for. These terms are governed by the law of England and Wales.

Contact

Questions about these terms can be sent to Spring Incubator Limited at brad@trusteemeetings.co.uk.