Terms of Service — Customers and Admins
Last updated: 5 August 2026
GoodSubmissions is a cloud-based submissions management platform designed to help organisations run accessible application, entry and nomination processes — including funding and grant applications, volunteering and recruitment applications, competitions, and magazine, editorial, book, or award submissions ("Programmes").
Please read these terms and conditions of use ("Terms") carefully before accessing or using the GoodSubmissions services ("Service") provided through our website, goodsubmissions.org and any subdomain of it ("Website").
The Website is operated by Good Technologies Limited, a private limited company registered in England with number 11189871, whose registered office is at Jactin House, 24 Hood St, Manchester M4 6WX, UK ("we", "us" or "our"). These Terms apply to all Customers who access or use the Service, and to individual Admins accessing the Service on a Customer's behalf.
By using the Website, you agree to be legally bound by these Terms, our Data Processing Agreement, and our Privacy Policy, as they may be modified and posted on our Website from time to time. In these Terms, "you" refers to the entity you represent ("Customer"), except where a clause is expressly addressed to an individual Admin.
If you do not agree with these Terms, the Data Processing Agreement, or the Privacy Policy, you may not use the Service.
These are one of three sets of terms. Applicants and Co-authors are separately bound by our Applicant & Co-author Terms of Service, and Assessors are separately bound by our Assessor Terms of Service. Those individuals are not parties to these Terms, and nothing in this document creates an obligation owed to them directly — the Customer's own obligations towards them are set out below.
You may connect to the Service using an internet browser supported by the Service. You are responsible for obtaining access to the internet and any equipment necessary to use the Service.
Definitions
- Admin — an individual given access to a Customer's account with full visibility over that Customer's Programmes, Submissions, and Admin/Assessor management, whether or not also holding the Assessor role.
- Applicant — an individual who submits, or attempts to submit, an application, entry, or nomination through the Service in connection with a Customer's Programme.
- Co-author — an individual invited by an Applicant to collaborate on a specific Submission.
- Assessor — an individual, whether or not employed by the Customer, appointed by the Customer to review and/or score one or more Submissions, whose access is scoped to the specific Programme(s) and/or stage(s) to which they are assigned.
- Submission — any application, entry, nomination, or other content (including text, documents, images, audio, or video) provided by an Applicant or Co-author through the Service in connection with a Programme.
- Programme Data — all Submissions and all personal data relating to Applicants, Co-authors, Assessors, referees, or nominees that is collected, stored, or processed through the Service in connection with a Customer's Programme(s).
- Customer Data — Programme Data together with any other content or data added to a Customer's account by the Customer or its Admins.
Signup
The person signing up for an account will be automatically assigned as a super administrator ("Super Administrator"), the Customer contact who has day to day responsibility for the Customer account. Your account is only for use by either a single legal entity (e.g. a company, charity, or partnership) or an individual user. You must provide the Customer's legal full name, address, a valid email address, and any other information requested in order to complete the signup process. The Customer acknowledges that, if the Customer allows a third party to open an account on their behalf or designates any of the third party's personnel as Super Administrators of the Customer's account, the third party will be able to control account information, including Customer Data, and access to the Customer's account.
You may invite individuals to access your account as Admins by inviting them to accept an invitation. You confirm that all Admins are 16 years old or older.
Individual Admins and dual roles
An Admin accesses the Service under the Customer's agreement with us — the Customer remains responsible for that Admin's acts and omissions as set out below, and an Admin does not need to separately accept these Terms in order for the Customer's agreement to cover their access.
However, where an individual's account is granted, or may in future be granted, the Assessor role in addition to the Admin role — whether at the same time as accepting an Admin invitation or subsequently — that individual personally agrees, by accepting the Admin invitation, to be bound by our Assessor Terms of Service in respect of any access they have, or are ever given, as an Assessor. This is a standing, forward-looking agreement: it applies automatically if and when Assessor access is granted, without needing to be re-presented or re-accepted at that later point. The Customer shall in any case ensure that any individual it appoints as an Assessor has signed the confidentiality and conflict-of-interest undertaking required under the "Assessors" clause below before being granted access to any Submission as an Assessor.
Programmes, Applicants, and Co-authors
Each Customer's Programmes are hosted on a dedicated subdomain of the Website (for example, [customer].goodsubmissions.org). An Applicant account is created within, and is specific to, a single Customer's instance of the Service.
Applicants and Co-authors are not customers of Good Technologies Limited, and their direct relationship with us is governed by our separate Applicant & Co-author Terms of Service, not by this document. Each Programme, including its eligibility criteria, application requirements, and any age restrictions, is set and controlled by the Customer running it.
The Customer is solely responsible for:
- setting and enforcing any minimum age requirement for Applicants to its Programme(s);
- obtaining any parental, guardian, or other consent required by Applicable Law where a Programme accepts, or may reasonably be expected to accept, Submissions from children;
- providing Applicants with any privacy notice, fair processing information, or consent mechanism required by Data Protection Laws in respect of its Programme(s), including where special category data (such as health, disability, or access requirements information, or equality monitoring data) is requested. The specific questions asked of Applicants within a Programme are configured entirely by the Customer; we have no visibility over, and no responsibility for, whether a given question calls for special category data until it is answered; and
- making Applicants aware, where relevant, that Co-authors may be invited to collaborate on a Submission, and that our Applicant & Co-author Terms of Service govern the relevant consent obligations between an Applicant and any Co-author they invite.
Assessors
Where a Customer appoints Assessors to review Submissions, the Customer shall ensure that each Assessor has signed a confidentiality and conflict-of-interest undertaking, in a form acceptable to the Customer, before that Assessor is granted access to any Submission, and that each Assessor has separately accepted our Assessor Terms of Service (whether directly, or via the dual-role provision above if they are also an Admin). The Customer shall be liable for any breach of these Terms by an Assessor as if the Customer had committed the breach itself, in the same way as it is liable for the acts and omissions of its Admins.
Term
Use of your account shall commence after signup and shall continue until terminated by either party in accordance with these Terms. A minimum term may apply, as set out in your order form, quote, or as otherwise agreed in writing between the parties.
Relationship Between Customer and Admins
You are responsible for ensuring that all contact, email and name details used in connection with the Service are accurate and current during the term of this agreement. Super Administrators control the day to day administration of the Customer account, including configuring Programmes, managing Admins, enabling or disabling third-party integrations, managing permissions, and export settings. These actions may result in changes to the access, use, disclosure, modification, or deletion of certain or all Customer Data, including Programme Data relating to Applicants.
You shall ensure that all Admins comply with these Terms and you shall be liable for any breaches of these Terms caused by any acts or omissions of Admins as if the Customer had carried out such acts or omissions itself.
Admins are not permitted to share their username and password with any other person nor with multiple users on a network.
You are responsible for any and all activities that occur in your account. You will immediately notify us if you become aware of any unauthorised use of your account, passwords, or any breach of security. Where an Admin misuses your account you are responsible for taking any remedial action to protect your account. The Customer may request our help in providing audit activity to help ascertain any breaches. We shall act with reasonable care in providing audit assistance but shall have no liability for any loss or damage arising as a result of providing such audit assistance.
If a person proven to be acting on behalf of the Customer asks us to replace a Super Administrator we will only make the change (i) if there is only one Super Administrator on the account and (ii) if we are lawfully obliged to do so, i.e. by court order, or if requested by the Customer in circumstances where the Super Administrator cannot make the change, i.e. in the event of their death, on us being provided with acceptable evidence of the Super Administrator's inability to make the change.
Submissions and Programme Data
The Customer owns and is solely responsible for the legality, reliability, integrity, accuracy, and quality of all Programme Data, including all Submissions and personal data relating to Applicants submitted to its Programme(s). We have no responsibility for the way in which a Customer chooses to configure a Programme, or for the content of any Submission. The licence Applicants and Co-authors grant to the Customer and to us in respect of a Submission is set out in our Applicant & Co-author Terms of Service.
If Customer Data is being passed from, or to, the Service through an API, we will not be responsible for any use, disclosure, modification, or deletion of Customer Data that is transmitted, or accessed by, third party products.
Prohibited Programme Data
The Service does not process payments and must not be used to collect financial account details, bank details, or payment card information from Applicants. The Customer shall not configure any Programme question, form, or file upload to request such data, and shall ensure its Applicants are not invited to provide it through the Service. If we become aware that such data has been submitted, we may remove it without notice and without liability to the Customer or any Applicant, and may notify the Customer that this has occurred. Where a Programme requires the collection of financial details for legitimate purposes (for example, to pay out a grant or award), the Customer must collect that information by a means other than the Service.
Fees, Invoicing & Payment
For paying accounts, the Customer agrees to provide us with a valid payment card or Direct Debit mandate and authorise us to deduct payments of the fees as published on our Website or agreed in an order form. The payment card must be registered in the Customer's name. Payment cards and payments are subject to validation and authorisation checks of the card issuer.
If you downgrade your account then you may lose content, features, or capacity. We do not accept any liability whatsoever for such losses.
All fees are exclusive of all taxes, charges, levies, assessments, and other fees of any kind imposed on use of the Service, and such amounts shall be the responsibility of, and payable by, the Customer.
Suspension & Termination
Suspension & Locking Access
Only the Customer can ask us to lock all access to your account for any reason.
We reserve the right to suspend access to your account if you fail to provide valid payment details that enable us to charge the full amount of any outstanding fees and charges due, or you fail to pay us any sums owed for the Service for any reason. We will provide your Super Administrator with prior notice by email of our intention to suspend your Customer account. If, within 60 days of suspending your Customer account, the amount of any outstanding fees and charges is not paid to us in full, your Customer account will be cancelled.
Where an account is suspended or terminated while a Programme's submission window is open, the Customer is responsible for notifying its Applicants of any disruption to that Programme. Where reasonably practicable, we will give the Customer a reasonable opportunity to export Programme Data and Submissions before deletion.
Termination & Cancellation
We may terminate these Terms immediately by giving you written notice if you or an Admin commit any breach of these Terms. We may terminate these Terms for any other reason upon giving you 30 days' written notice.
Termination of these Terms for any reason shall not affect the accrued rights of the parties and all rights which by their nature should survive expiry or termination shall remain in full force and effect.
Your Super Administrator may cancel your Customer account with immediate effect via your account settings. Your recurring billing schedule will be ended upon cancellation. If you reactivate an account after cancellation or suspension, you will be billed in accordance with the original billing cycle.
Except for paying accounts, we reserve the right to cancel and delete your account if you haven't accessed the Service for more than 3 consecutive months. We will provide prior notice by email to the Super Administrator before we do so. Each account will be considered independent for the purpose of calculating the inactive period. Any one Admin accessing the account will keep the account active.
When an account is terminated or cancelled, the account and any content left within it will be made inaccessible. For a period of 14 days after any account has been cancelled you may request that we restore your account. After this period, your account and all Customer Data contained within it, including Programme Data, will be permanently deleted, and the agreement between us as set out in these Terms will automatically terminate. Please be aware that partial data may reside in our infrastructure backup systems for a period of up to 7 days after permanent deletion.
Data Processing
Each party undertakes to comply with its obligations under relevant applicable data protection laws, principles, and agreements.
To the extent that personal data is processed by us on your behalf when you, your Admins, your Applicants, Co-authors, or Assessors use the Service, you acknowledge that we are a data processor and the Customer is a data controller. The terms of the Data Processing Agreement shall apply to all Customer Data, including all Programme Data, that we process on your behalf.
Any information that you provide to us during signup, or information provided when ordering the Service (such as the Customer's email address), will be used by us in accordance with the terms of the Privacy Policy.
If a third party alleges infringement of its data protection rights, we shall be obliged to take measures necessary to prevent the infringement of a third party's rights from continuing.
Accessibility
We design the Service with accessibility as a core objective, having regard to recognised standards including the Web Content Accessibility Guidelines (WCAG). While we take reasonable steps to ensure the Service is accessible, we do not warrant that the Service will meet every individual Applicant's accessibility requirement or need. The Customer remains responsible for ensuring its own Programme content, materials, and any Programme-specific configuration are accessible to its intended audience.
Availability & Support
We will endeavour to make the Website and Service available to the Customer, Admins, Applicants, Co-authors, and Assessors 24 x 7; however we shall not be liable if for any reason the Website or Service is unavailable at any time or for any period.
We may suspend access to your account temporarily and without notice in the case of system failure, maintenance or repair, or due to a Force Majeure Event (defined below).
We will provide technical support via a number of means including email. Technical support will only be provided for bugs or errors that are reproducible by us. You agree to provide us with full and accurate details of all bugs and errors, on request. You acknowledge that we provide no warranty that all or any bugs or errors will be corrected.
Intellectual Property Rights
All intellectual property rights and title to the Service and materials on the Website, including without limitation photographs and graphical images (save to the extent they incorporate any Customer Data or third-party owned item), shall remain owned by us and our licensors, and no interest or ownership in the Service or Website is transferred to the Customer. Nothing in these Terms shall be construed to mean that the Customer has any right to obtain source code for the software comprised within the Service or Website.
No part of the Website or Service may be reproduced or stored in any other website or included in any public or private electronic retrieval system or service without our prior written permission.
When using the Service, Customers are encouraged to provide us with feedback, suggestions, or ideas for changes to the Service ("Feedback"). The Customer assigns to us all rights, title, and interest in any Feedback. If for any reason such assignment is ineffective, the Customer grants us a non-exclusive, perpetual, irrevocable, royalty-free, worldwide right and licence to use, reproduce, disclose, sub-licence, distribute, modify, and exploit such Feedback without restriction.
We may take and maintain technical precautions to protect the Service and Website from improper or unauthorised use, distribution, or copying.
Acceptable Conduct
You and your Admins are prohibited from posting or transmitting to or from the Website and/or the Service any material: (i) that is threatening, defamatory, obscene, indecent, seditious, offensive, pornographic, abusive, liable to incite racial hatred, discriminatory, menacing, scandalous, inflammatory, blasphemous, in breach of confidence, in breach of privacy, or which may cause annoyance or inconvenience; or (ii) for which the necessary licences, consents, and/or approvals have not been obtained; or (iii) which constitutes or encourages conduct that would be considered a criminal offence, give rise to civil liability, or otherwise be contrary to the law of, or infringe the rights of any third party in, any country in the world; or (iv) which is technically harmful (including, without limitation, computer viruses, logic bombs, Trojan horses, worms, harmful components, corrupted data, or other malicious software or harmful data).
The Website and Service must not be used: (i) in any way that breaches any applicable local, national, or international law or regulation; (ii) in any way that is unlawful or fraudulent, or has any unlawful or fraudulent purpose or effect; (iii) for the purpose of harming or attempting to harm minors in any way; or (iv) to transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam).
The Customer is responsible for ensuring that its Applicants are made aware of the equivalent restrictions set out in our Applicant & Co-author Terms of Service, and for removing or reporting to us any Submission that breaches those Terms.
We shall fully co-operate with any law enforcement authorities or court order requesting or directing us to disclose the identity or locate anyone posting any material in breach of the above rules.
Disclaimer & Customer Warranties
The material on the Website and the Service is provided "as is", without any conditions, warranties, or other terms of any kind. While we endeavour to ensure that the information provided on the Website and in connection with the Service is correct, we do not warrant the accuracy and completeness of such material. We may make changes to the material on the Website or to the Service, or to the products and prices described on the Website, at any time without notice. The material on the Website may be out of date, and we make no commitment to update such material.
We may share information about our future product plans with you from time to time. Any public statement about our product plans is an expression of intent and should not be relied upon when purchasing the Service. Any decision to purchase the Service should be based on the functionality or features we have made available today and not on the future delivery of any functionality or features.
You warrant and represent that: (i) you have authority to enter into this agreement and to perform your obligations under these Terms; (ii) the execution and performance of your obligations under these Terms does not violate or conflict with the terms of any other agreement to which you are a party and is in accordance with any applicable laws; (iii) you shall respect all applicable laws and regulations, governmental orders, and court orders relating to use of the Service or Website and these Terms; and (iv) you rightfully own the necessary user rights, copyrights, and ancillary rights and permits required for you to fulfil your obligations under these Terms.
Except as expressly stated in these Terms, all warranties and conditions, whether express or implied by statute, common law or otherwise (including but not limited to satisfactory quality and fitness for purpose), are hereby excluded to the fullest extent permitted by law. No warranty is made regarding the results of usage of the Service or Website, or that the functionality of the Service or Website will meet your requirements, or that the Service or Website will operate uninterrupted or error free.
Limitation of Liability
We do not exclude or limit our liability to you for fraud, death, or personal injury caused by any negligent act, omission, or wilful misconduct by us in connection with the provision of the Website or Service, or any liability which cannot be excluded or limited under applicable law.
In no event shall we be liable to you, whether arising under these Terms or in tort (including negligence or breach of statutory duty), misrepresentation, or however arising, for any indirect or consequential loss or damage, which shall include but not be limited to pure economic loss, losses incurred by any Applicant, Co-author, Assessor, or other third party, loss of profits (whether categorised as direct or indirect loss), losses arising from business interruption, loss of business revenue, goodwill or anticipated savings, losses whether or not occurring in the normal course of business, wasted management or staff time, loss or corruption of data, or inability to use or the results of use of the Website or Service, any websites linked to the Website or the material on such websites.
You acknowledge and agree our total liability to you (whether in contract, tort, or otherwise) under or in connection with the provision of the Website or Service under these Terms, including any claim for indemnity or contribution, shall not exceed one hundred (100) per cent of the total amount (excluding any VAT, duty, sales, or similar taxes) paid by you to us during the preceding twelve (12) month period.
The Customer shall defend, indemnify, and hold us and our employees, sub-contractors, or agents harmless from and against any costs, losses, liabilities, and expenses, including reasonable legal costs, arising from any claim relating to or resulting directly or indirectly from: (i) any claimed infringement by the Customer, an Admin, Applicant, Co-author, Assessor, or third party of any intellectual property rights with respect to use of the Website or Service outside of the scope of these Terms; (ii) use by us of any Customer Data, Submission, or Customer, Admin, Applicant, Co-author, or Assessor provided item; (iii) any access to or use of the Website or Service by an Admin, Applicant, Co-author, Assessor, or a third party in breach of these Terms; or (iv) breaches of data protection law or regulations resulting from us processing data on behalf of and in accordance with the instructions of the Customer.
Confidentiality
Each party may use the confidential information of the other party only for the purposes of these Terms, and must keep confidential all confidential information of the other party, except to the extent (if any) the recipient of any confidential information is required by law to disclose it.
Each party may disclose the confidential information of the other party to those of its employees and agents who have a need to know the confidential information for the purposes of these Terms, but only if the employee or agent executes a confidentiality undertaking in a form approved by the other party.
The obligations of confidentiality under these Terms do not extend to information that: (i) was rightfully in the possession of the receiving party before the commencement of these Terms; (ii) is or becomes public knowledge (otherwise than as a result of a breach of these Terms); or (iii) is required by law to be disclosed.
Assignment
You may not transfer, assign, charge, or otherwise dispose of these Terms or any of your rights or obligations arising hereunder, without our prior written consent.
We may transfer, assign, charge, sub-contract, or otherwise dispose of these Terms, or any of our rights or obligations arising hereunder, at any time.
Relationship Between the Parties
The parties are independent contractors, and nothing in these Terms will be construed as creating an employer-employee relationship between us.
Communicating Between Us
We will communicate with you in English only.
All notices from you must be given to us by email at hello@goodsubmissions.org or by recorded delivery to our registered office. Unless explicitly stated otherwise in these Terms, we shall give all notices to you by email to the email address of the Super Administrator (or, where your account was provisioned by us rather than via self-service signup, to your designated primary contact). Notices shall be deemed received and properly served 24 hours after an email is sent, or for postal letters on receipt.
Changes
We maintain the right to change these Terms, the Data Processing Agreement, or Privacy Policy at any time, at our sole discretion, upon giving you reasonable notice of any material change. Any changes will become effective on the date stated in such notice. If you or any Admin accesses or uses the Service after the date stated in any notice, this will constitute the Customer's acceptance of any changes. If you do not accept the changes, you should cancel your account before the date stated in the notice and stop using the Service.
New features in the Service, including new tools and resources, will be subject to these Terms.
Force Majeure
We will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations caused by events outside our reasonable control (a "Force Majeure Event").
A Force Majeure Event includes any act, event, non-happening, omission, or accident beyond our reasonable control, including but not limited to: (i) strikes, lock-outs, or other industrial action; (ii) civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not), or threat or preparation for war; (iii) fire, explosion, storm, flood, earthquake, subsidence, epidemic, or other natural disaster; (iv) impossibility of the use of public or private telecommunications networks; (v) the acts, decrees, legislation, regulations, or restrictions of any government.
Our performance of our obligations shall be deemed to be suspended for the period that the Force Majeure Event continues, and we will have an extension of time for performance for the duration of that period. We will use reasonable endeavours to bring the Force Majeure Event to an end or to find a solution by which our obligations may be performed despite the Force Majeure Event.
Miscellaneous
Should a provision of these Terms be invalid or become invalid, then the legal effect of the other provisions shall be unaffected. A valid provision is deemed to have been agreed which comes closest to what the parties intended commercially and shall replace the invalid provision. The same shall apply to any omissions.
These Terms, together with all documents referred to in them, constitute the whole agreement and understanding between the parties and supersede all prior agreements, representations, negotiations, and discussions between the parties relating to the subject matter thereof.
Nothing contained in these Terms is intended to be enforceable pursuant to the Contracts (Rights of Third Parties) Act 1999 or any other similar law in any jurisdiction.
Governing Law & Jurisdiction
These Terms shall be governed by the laws of England and Wales. The courts of England shall have exclusive jurisdiction for the settlement of all disputes arising under these Terms.
Good Technologies Limited. Jactin House, 24 Hood St, Manchester M4 6WX. Registered in England: 11189871. VAT GB352267405.