Terms of Service

Last Updated: March 9, 2026

These terms govern your use of our marketing website (www.outcomeproof.com) and the Outcome Proof application (app.outcomeproof.com). By using either site, you agree to these terms. If you do not agree, please do not use our services. 

1. About us

We are Outcome Proof Ltd, a company registered in Scotland (company number SC873276). 

Registered address: Third floor, 3 Hill Street, New Town, Edinburgh, EH2 3JP

Email: support@outcomeproof.com 

Throughout these terms, “we”, “us”, and “our” refer to Outcome Proof Ltd. “You” and “your” refer to you as a user of our website or application, and where applicable, the organisation you represent. 

2. What we provide

Outcome Proof is an impact reporting tool for charities and nonprofits. The application allows you to: 

  • Define outcomes your organisation is working toward 
  • Collect and organise evidence of your impact 
  • Track progress against your outcomes over time 
  • Generate reports for funders and grantmakers 

We are a reporting tool, not impact consultants. We do not guarantee that any funder or grantmaker will accept reports generated using our service. 

3. Eligibility

You must be at least 18 years old and authorised to act on behalf of your organisation to create an account. 

You may not use the service or our website for competitive purposes, including evaluating or reverse-engineering our product to develop or market a competing service. We reserve the right to suspend or terminate accounts immediately and without refund where we reasonably believe this clause has been breached. 

4. Your account

Creating an account 

When you sign up, you must provide accurate and complete information. You are responsible for keeping your account credentials secure and for all activity that occurs under your account. 

Each account belongs to an organisation. The person who creates the account becomes the organisation’s owner and can invite other team members with appropriate permissions. 

Account security 

You are responsible for:  

  • Choosing a strong password 
  • Keeping your login credentials confidential 
  • Enabling two-factor authentication if you want additional security 
  • Notifying us promptly if you suspect unauthorised access to your account 

5. Your content

Ownership 

You (and your organisation) own all content you create or upload to Outcome Proof, including outcomes, evidence, progress notes, reports, and images. We do not claim any ownership of your content. 

Licence to us 

By uploading content, you grant us a limited licence to store, process, display, and transmit your content solely for the purpose of providing the service to you. This licence ends when your content is deleted from our systems. 

Your responsibilities 

You are responsible for: 

  • Ensuring you have the right to upload any content (including quotes, images, and personal data about beneficiaries, staff, or partners) 
  • Obtaining appropriate consent before uploading personal data about individuals, particularly children or vulnerable adults 
  • Complying with your own data protection obligations as a data controller 
  • Not uploading illegal, harmful, or malicious content 

6. Acceptable use

You agree not to: 

  • Use the service for any illegal purpose 
  • Attempt to access other organisations’ data 
  • Upload malware, viruses, or other malicious files 
  • Use automated tools to scrape, crawl, or extract data from the service without our written permission 
  • Interfere with the service’s operation or security 
  • Resell, sublicence, or redistribute the service 
  • Exceed fair and reasonable use of the service (see Storage below) 

7. Pricing and payment

Subscription 

Outcome Proof is a paid monthly subscription. The current price, in the currency applicable to your country, is shown on our website and confirmed at signup. Your currency is determined by your country at signup. Each organisation is subject to a file storage limit. Your current storage allowance is shown in your account settings. If you need more storage, contact us. 

Free trial 

New accounts receive a 14-day free trial. A valid payment card is required at signup. If you do not cancel before the trial ends, your card will be charged automatically and your subscription will begin. 

Billing 

Subscriptions are billed monthly in advance and automatically renew each month until you cancel. Payments are processed securely by Stripe. Charges will appear on your bank or card statement as Outcome Proof or similar. You can update your payment method or view invoices through your account settings. 

Annual billing 

Annual billing is available on request. Contact us for details. 

Price changes 

We may change our prices with at least 30 days’ notice. Any price change will take effect at the start of your next billing cycle after the notice period. If you do not agree with a price change, you may cancel before it takes effect. 

Storage 

Each organisation is subject to a file storage limit, shown in your account settings. If you need more storage, contact us. 

8. Referral programme

We may offer a referral programme that provides discounts to both referrers and referred customers. Full details of the current programme, including discount amounts and eligibility, are available within your account. 

We reserve the right to modify, suspend, or end the referral programme at any time with reasonable notice. We may revoke referral benefits if we reasonably believe the programme is being abused. 

9. Cancellation

You can cancel your subscription at any time from your account settings. When you cancel: 

  1. You keep full access until the end of your current billing period 
  2. After your billing period ends, your account becomes inactive — your data is preserved but you can only access a limited account page where you can download your data, resubscribe to restore full access, or delete your account 
  3. If you take no action, your data is permanently deleted after 60 days of inactivity 

We will aim to notify you before your data is deleted, but it is your responsibility to act within the 60-day window. Once deleted, your data cannot be recovered. 

10. Failed payments

If a payment fails, we will attempt to retry the charge and notify you by email. If payment cannot be collected after reasonable retry attempts, your account becomes inactive (same process as cancellation — 60 days to act before permanent deletion). 

11. Suspension and termination

By you 

You can close your account at any time by cancelling your subscription and requesting deletion from the inactive account page, or by emailing us. 

By us 

We may suspend or terminate your account if: 

  • You breach these terms (including the acceptable use or competitor prohibition clauses) 
  • Your payment fails and cannot be resolved 
  • We are required to by law 
  • We reasonably believe your account is being used fraudulently 

If we suspend your account for a terms violation, we will notify you by email. You may contact us to appeal or, at our discretion, request a data export. Suspended accounts that are not resolved will be permanently deleted after a reasonable period. 

If we permanently terminate your account for cause, we are not obliged to provide a refund for any remaining subscription period. 

12. Data processing

Our role 

When you use Outcome Proof to store information about your organisation’s beneficiaries, staff, partners, or other individuals, your organisation is the data controller and we are the data processor acting on your behalf. 

Our obligations as processor 

We will: 

  • Process your data only on your documented instructions (i.e., through your use of the service) 
  • Ensure our staff are bound by confidentiality obligations 
  • Implement appropriate technical and organisational security measures 
  • Not engage sub-processors beyond those listed in our Privacy Policy without updating that list 
  • Assist you in responding to data subject requests (access, deletion, etc.) 
  • Notify you without undue delay if we become aware of a personal data breach 
  • Delete your data when the service ends (per the retention schedule in our Privacy Policy) 

Data Processing Agreement 

A formal Data Processing Agreement is available on request for organisations whose funders or compliance requirements demand one. Email support@outcomeproof.com. 

13. Intellectual property

Our IP 

The Outcome Proof software, design, branding, documentation, and all related intellectual property belong to us. These terms do not grant you any rights to our intellectual property beyond the right to use the service as a subscriber. 

Your IP 

You retain all rights to the content you create and upload. We do not use your content for any purpose other than providing the service to you. 

14. Disclaimers

The service is provided “as is” and “as available”. To the fullest extent permitted by law, we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. 

We do not warrant that: 

  • The service will be uninterrupted or error-free 
  • Any reports generated will meet specific funder requirements 
  • The service will meet your specific needs 
  • Software errors will be corrected within any particular timeframe 

15. Limitation of liability

To the fullest extent permitted by law: 

  • Our total liability to you for any claims arising from or related to the service is limited to the total fees you have paid us in the 12 months preceding the claim 
  • We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, loss of revenue, or loss of funding 
  • We are not liable for any loss arising from your content, your failure to obtain appropriate consent, or your use of reports generated by the service 

Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law. 

16. Indemnification

You agree to indemnify and hold us harmless from any claims, damages, or expenses (including reasonable legal fees) arising from: 

  • Your use of the service 
  • Your content 
  • Your breach of these terms 
  • Your violation of any third party’s rights, including data protection rights 

17. Changes to these terms

We may update these terms from time to time. If we make significant changes, we will notify you by email (if you have an account) or by a prominent notice on our website, at least 30 days before the changes take effect. 

Your continued use of the service after the changes take effect constitutes your acceptance of the updated terms. If you do not agree with the changes, you should cancel your subscription before they take effect. 

18. General

  • Entire agreement: These terms, together with our Privacy Policy and Refund Policy, constitute the entire agreement between you and us regarding the service. 
  • Severability: If any provision of these terms is found to be unenforceable, the remaining provisions continue in full effect. 
  • Waiver: Our failure to enforce any right or provision of these terms does not constitute a waiver of that right or provision. 
  • Assignment: You may not assign your rights under these terms without our written consent. We may assign our rights to a successor in the event of a merger, acquisition, or sale of assets. 
  • Force majeure: We are not liable for any failure or delay caused by circumstances beyond our reasonable control. 

19. Governing law and disputes

These terms are governed by the laws of Scotland. 

Any disputes arising from these terms or your use of the service will be subject to the exclusive jurisdiction of the courts of Scotland, except where you have a mandatory legal right to bring proceedings in a different jurisdiction. 

20. Contact us

For any questions about these terms: 

Email: support@outcomeproof.com