Orgacha Business Subscription Terms

1 Agreement and order of precedence

The Agreement consists of the Order Form, these Terms, the Data Processing Addendum, the Acceptable Use Policy and any schedules expressly incorporated into the Order Form. The Agreement starts when the Customer accepts an online order, signs an Order Form or first uses a paid subscription, whichever occurs first.

If documents conflict, the following order applies: the Order Form; the Data Processing Addendum for personal-data matters; any service-specific schedule; these Terms; and the Acceptable Use Policy. A purchase order does not amend the Agreement unless Orgacha expressly agrees in writing.

A person accepting the Agreement for the Customer confirms that they have authority to bind the Customer.

2 Definitions

Authorised User means a worker, contractor, administrator or other person whom the Customer permits to use the Service. Customer Data means information, content and personal data submitted to or generated through the Service for the Customer. Order Form means an online checkout record, signed order or other written ordering document accepted by Orgacha. Service means the hosted Orgacha platform and related support described in the Order Form. Subscription Term means the period for which the Customer has purchased access.

3 The Service

Subject to the Agreement and payment of the applicable Fees, Orgacha grants the Customer a non-exclusive, non-transferable right during the Subscription Term to permit its Authorised Users to access and use the Service for the Customer’s internal business purposes.

The Service may include workplace posts and messaging, training, surveys, events, recognition, rewards, engagement reporting, file uploads and optional integrations. Features available to the Customer depend on its subscription plan.

Orgacha may improve or modify the Service. Orgacha will not materially reduce the core functionality of a paid plan during its current Subscription Term without reasonable notice, except where a change is necessary for security, law, third-party dependency or to prevent harm.

4 Customer accounts and administration

The Customer is responsible for selecting its administrators, controlling administrator permissions and ensuring that account details remain accurate. The Customer must promptly remove access when an Authorised User no longer requires it.

The Customer is responsible for activity carried out through its accounts except to the extent caused by Orgacha’s breach of the Agreement. It must use reasonable measures to protect credentials and notify info@orgacha.com promptly of suspected compromise.

The Customer must ensure that the number and type of Authorised Users remain within the purchased plan. Orgacha may charge the applicable additional Fees where agreed limits are exceeded.

Individual Authorised Users may request account closure through their organisation administrator or info@orgacha.com. Closing an individual account does not cancel the Customer’s subscription and does not require deletion of records that the Customer lawfully needs to retain. Access removal, personal-data requests and retention are handled under the Privacy Policy and DPA.

5 Customer responsibilities

• use the Service lawfully and in accordance with the Agreement;
• provide appropriate privacy information to workers and establish a lawful basis for its processing of their personal data;
• obtain any permissions required for Customer Data, integrations, surveys, monitoring, training records, recognition and rewards;
• ensure that Customer Data is accurate where accuracy is material;
• operate fair workplace, moderation and employment processes and not rely on engagement, ranking, survey, training or activity data as the sole basis for a significant employment decision;
• respond appropriately to complaints, employee-relations issues and data-subject requests for which it is controller; and
• not use the Service to conduct covert, excessive or unlawful monitoring.

The Customer must configure internal colleague-profile visibility proportionately and respect each user’s choices for optional profile information and colleague contact sharing. Organisation-wide profile enablement does not authorise an administrator to opt a worker into sharing their email address or telephone number with colleagues. Any permitted management access to staff contact details remains limited by role, assigned scope and operational need; it is not permission for unrelated use or wider disclosure.

6 Acceptable use and suspension

The Customer and its Authorised Users must comply with the Acceptable Use Policy. The Customer is responsible for its own moderation and workplace policies.

Orgacha may suspend access to the extent reasonably necessary to address a security risk, unlawful use, material breach, non-payment, threat to the Service or legal requirement. Where practicable, Orgacha will notify the Customer, limit the scope and duration of suspension and work with the Customer to restore access.

7 Customer Data and permissions

As between the parties, the Customer and its licensors retain ownership of Customer Data. The Customer grants Orgacha and its subprocessors a non-exclusive licence during the Agreement to host, copy, transmit, display, translate, back up and otherwise process Customer Data only as necessary to provide, secure and support the Service, comply with law and exercise rights under the Agreement.

The Customer confirms that it has the rights and lawful authority needed to provide Customer Data and instruct Orgacha to process it. Orgacha does not acquire ownership of Customer Data.

Orgacha may generate and use statistics that do not identify the Customer or any individual to operate, secure and understand the Service. Orgacha must not attempt to re-identify anonymised information.

Internal reports and exports depend on implemented features, plan entitlement and permissions. Reports must remain within the Customer’s organisation and respect the underlying content audience. Named operational follow-up, including training completion, invitations and announcement acknowledgements, is permitted only where the relevant feature and access permission allow it. Reporting does not grant access to private-message content or activity, personal contact details, optional social-profile fields, private files or sensitive information. Anonymous survey and small-group results must be protected against identification. The Customer must explain workplace reporting to its workers and use it proportionately under a lawful basis.

8 Optional translation and third-party integrations

AI translation is disabled at organisation level by default. An organisation administrator must first enable it before Authorised Users can use translation. Personal automatic translation is also disabled by default and begins only when an Authorised User chooses to enable it for eligible general workplace content.

Private one-to-one messages are not translated automatically. An Authorised User must select the Translate action and acknowledge the translation notice before the relevant message text is sent to an approved AI subprocessor. The original text remains available. Machine translations may be incomplete or inaccurate and must not be relied upon for legal, disciplinary, safety-critical or other high-impact decisions without human checking.

The Customer must assess whether translation is appropriate for its workforce, give Authorised Users appropriate information and configure the organisation-level control consistently with its legal obligations. A user’s translation preference or acknowledgement is a product control and does not replace the Customer’s responsibility to establish a lawful basis. Orgacha will process translated Customer Data under the Data Processing Addendum.

Optional integrations are enabled under the Customer’s control. The Customer is responsible for its relationship with a third-party service where it contracts with that provider directly. Orgacha is not responsible for third-party services outside its control, but remains responsible for its own subprocessors as set out in the Data Processing Addendum.

9 Data protection and security

Each party must comply with applicable data-protection law. The Data Processing Addendum applies where Orgacha processes personal data for the Customer as processor.

Orgacha will maintain appropriate technical and organisational measures designed to protect Customer Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. No online service can be guaranteed completely secure.

The Customer must not submit data that the Service is not designed to handle, including payment-card data, government authentication credentials or medical records, unless Orgacha has expressly agreed in writing.

Authorised Orgacha platform administrators may access Customer organisations only as necessary to provide requested assistance, troubleshoot faults, implement authorised changes, operate or secure the Service, or comply with law. Access to Customer Personal Data is subject to the DPA, documented Customer instructions and confidentiality obligations. Technical access across organisations is not permission to browse Customer information for unrelated purposes. Privileged access, administrative changes and report exports must be recorded sufficiently for accountability without unnecessarily copying Customer content into logs.

10 Confidentiality

Confidential Information means non-public information disclosed by one party that is marked confidential or should reasonably be understood to be confidential, including Customer Data, security information, pricing and product plans. It excludes information that the recipient can demonstrate was lawfully known without restriction, becomes public without breach, is independently developed or is lawfully received from another source.

The recipient must use Confidential Information only to perform or receive the Agreement, protect it using at least reasonable care and disclose it only to personnel and suppliers who need it and are bound by confidentiality obligations. A legally required disclosure is permitted after advance notice where lawful and practicable.

These obligations continue for five years after disclosure and, for trade secrets and personal data, for as long as the information remains protected by law or its nature.

11 Fees, taxes and payment

The Customer must pay the fees and currency shown in the Order Form (Fees). Unless the Order Form states otherwise, self-service plans are billed monthly in advance through the designated payment provider. Fees exclude VAT and similar taxes, which will be charged where applicable.

The Customer authorises recurring charges for each renewal period until cancellation takes effect. If a payment fails, Orgacha may retry it and, after reasonable notice, suspend the affected subscription. The Customer must raise a good-faith billing dispute promptly and continue paying undisputed amounts.

Except where the Agreement states otherwise or law requires, Fees already paid are non-refundable. Cancellation stops future renewal and does not shorten the paid Subscription Term.

12 Renewal, cancellation and price changes

A monthly self-service subscription renews for successive monthly periods unless cancelled through the billing portal or by contacting info@orgacha.com before the next renewal. Annual or enterprise subscriptions renew only as stated in their Order Form.

Orgacha will give reasonable advance notice of a material price increase. Unless agreed otherwise, an increase applies from the next renewal after the notice period. If the Customer does not agree, its remedy is to cancel before that renewal.

13 Intellectual property

Orgacha and its licensors own the Service, software, documentation, branding and all related intellectual-property rights. Except for the limited right to use the Service, no rights are transferred to the Customer.

The Customer must not copy, sell, sublicense or commercially exploit the Service; reverse engineer it except where law prohibits that restriction; bypass security or usage limits; use it to build a competing service; or remove proprietary notices.

If the Customer provides feedback, Orgacha may use it without restriction or payment, provided that Orgacha does not identify the Customer publicly without permission.

14 Warranties and service disclaimer

Each party warrants that it has authority to enter into the Agreement. Orgacha warrants that it will provide the Service with reasonable skill and care and substantially in accordance with its published documentation.

If Orgacha breaches that warranty, it will use reasonable efforts to correct the affected Service. This is the Customer’s primary remedy unless the breach is material and remains uncorrected after a reasonable cure period.

Except as expressly stated and to the maximum extent permitted by law, implied warranties and conditions are excluded. Orgacha does not warrant uninterrupted or error-free operation, that all content or translations are accurate, or that the Service will meet requirements not agreed in an Order Form.

15 Liability

Nothing in the Agreement limits liability for death or personal injury caused by negligence; fraud or fraudulent misrepresentation; breach of confidentiality; infringement or misappropriation of the other party’s intellectual property rights; the Customer’s payment obligations; or any liability that cannot lawfully be limited.

Subject to the previous paragraph, neither party is liable for indirect or consequential loss, loss of profit, revenue, anticipated savings, business opportunity or goodwill, or loss or corruption of data to the extent it was avoidable through reasonable backup or recovery measures.

Subject to the first paragraph, each party’s total aggregate liability arising out of the Agreement in any 12-month period is limited to the Fees paid or payable by the Customer for the Service during that 12-month period. This clause does not reduce any separate higher cap expressly stated in an Order Form.

16 Term and termination

The Agreement continues until all Subscription Terms have ended. Either party may terminate immediately by written notice if the other materially breaches the Agreement and, where the breach can be remedied, fails to remedy it within 30 days after notice. Either party may terminate if the other becomes insolvent, subject to applicable law.

On termination, the Customer’s normal access ends and outstanding Fees become due. The Customer has 30 days after workspace closure to request an available export, or a longer export period expressly agreed in the Order Form. Orgacha will make the available export accessible subject to reasonable technical limits, including by support assistance where normal account access has ended. At the Customer’s choice, Orgacha will then return or delete personal data under the DPA. Provider recovery history and retained backup copies remain subject to the separate protection and deletion rules described in the DPA and Privacy Policy; the export window is not a promise that every provider copy is physically erased within 30 days.

Clauses intended by their nature to continue—including payment, confidentiality, intellectual property, liability, governing law and accrued rights—survive termination.

17 Changes to the Agreement

Orgacha may update policies or these Terms for legal, security, technical or operational reasons. Material changes will be notified reasonably in advance and ordinarily take effect at the next renewal. Changes required urgently for law or security may take effect sooner. A change will not retrospectively reduce accrued rights.

If a material change taking effect during a current paid term substantially disadvantages the Customer, the Customer may notify Orgacha before it takes effect and terminate the affected Service for a pro-rata refund of prepaid Fees for the unused period. This does not apply to changes required by law or necessary to address a security risk.

18 General

Neither party is liable for delay caused by events beyond its reasonable control, except that this does not excuse payment obligations. The affected party must take reasonable steps to reduce the impact.

Neither party may assign the Agreement without the other’s prior written consent, not to be unreasonably withheld, except to an affiliate or in connection with a merger, reorganisation or sale of substantially all relevant assets, provided the assignee can perform the obligations.

Notices concerning breach or termination must be in writing. Notices to Orgacha must be sent to info@orgacha.com and its registered office. Operational notices may be given through the Service or to the account email address.

The Agreement is the entire agreement about its subject matter. Failure to enforce a right is not a waiver. If a provision is unenforceable, it is modified to the minimum extent necessary and the remainder continues. The parties are independent contractors. No third party may enforce the Agreement under the Contracts (Rights of Third Parties) Act 1999.

The Agreement and any non-contractual obligations arising from it are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.

19 Contact

Orgacha Ltd, a company registered in England and Wales with company number 17486898 whose registered office is at 66 Paul Street, London EC2A 4NA. Email: info@orgacha.com.