Legal
Service terms
1 · Parties and what this covers
This agreement is between [Company name] Ltd, trading as tapbanc (Company No. [pending], registered office [address]) ("tapbanc", "we") and the organisation named in the order form ("you"). It covers the supply of the tapbanc terminal, the tapbanc software and dashboard, payment acceptance, and — where you enable it — Gift Aid recovery.
2 · The service
- We supply a Stripe Reader S710 smart terminal running tapbanc software, with a counter or lobby stand and a setup visit.
- The terminal accepts contactless, chip & PIN and mobile-wallet card payments (processed by Stripe Payments UK Ltd, an FCA-authorised electronic money institution, reference 900461) and Pay by Bank payments over FCA-regulated open banking.
- You get a dashboard showing payments, refunds, receipts and exports, and named funds or appeals where configured.
- Payment acceptance requires a Stripe connected account in your name. You must accept Stripe's Connected Account Agreement (which incorporates Stripe's Services Agreement) as a condition of card acceptance. Stripe, not tapbanc, holds and settles your card funds, and Stripe's terms govern chargebacks, reserves and account closure.
3 · Fees — the complete list
- Hardware: £329 one-off per terminal, stand and setup included.
- Software: £0 per month. No contract, no minimum term, no minimum volume.
- Card payments: 1.6% + 10p per successful transaction.
- Pay by Bank: 0.5% per successful transaction.
- Gift Aid recovery (optional): 2.5% of Gift Aid actually repaid by HMRC through our claims. £0 if nothing is recovered.
- Cellular backup (optional): £7 per month per terminal, only in months it is switched on.
- Refunds: no fee from us; the original transaction fee is not returned.
- There are no other fees. If a fee ever changes, we give 30 days' written notice and existing clients keep their signed-up rates for those 30 days at minimum; you can leave at any time.
- VAT: tapbanc is not currently registered for VAT, so no VAT is added to any of the amounts above. If we become VAT-registered we will give you 30 days' written notice before VAT affects your prices.
4 · Settlement
Pay by Bank payments travel over Faster Payments — usually arriving in seconds, rarely more than two hours, any day of the year. Card payments settle on Stripe's standard schedule, typically within 3 working days; the first payout on a new account takes longer while Stripe completes verification. Timings depend on the banks involved and are not guaranteed by us.
5 · Gift Aid recovery (where enabled)
- The terminal collects Gift Aid declarations from donors on screen. You remain the data controller for donor data; we process it for you and share it only with you and HMRC.
- We prepare and file your claims through HMRC Charities Online. You must be a charity or CASC recognised by HMRC for Gift Aid, and you must authorise us to act by submitting HMRC form ChV1 naming tapbanc as your nominee or agent. Until that authorisation is in place we prepare claims for you to submit yourself.
- You are responsible for the accuracy of information you give us and for your eligibility; HMRC can claw back overclaims, which remain your liability unless caused by our error.
- Our fee is 2.5% of amounts HMRC actually repays, invoiced after repayment.
6 · Hardware, care and connectivity
- The terminal becomes yours on payment. Manufacturer defects in the first 12 months: we replace it free. Accidental damage or loss: a replacement is at the then-current hardware price.
- You provide Wi-Fi at your premises. Optional cellular backup is available as above.
- Software updates are pushed automatically; we may update, patch, or improve the software at any time.
7 · Your responsibilities
- Use the service lawfully and only for your own organisation's payments and donations.
- Keep your dashboard credentials secure, and tell us promptly about errors, suspected fraud, or a lost terminal.
- Comply with the rules of your regulators (for charities, including the Charity Commission and HMRC).
8 · Chargebacks and disputes
Card chargebacks are governed by the card schemes' rules and administered by Stripe; the disputed amount and any scheme fee are deducted as the schemes require. We'll help you respond with the evidence in your dashboard.
9 · Ending the agreement
You can stop at any time: settle any outstanding fees and the agreement ends — there is no notice period and no exit fee. We can end it with 30 days' notice, or immediately for unlawful use, fraud, or serious breach. Sections that by nature continue (fees owed, records, liability) survive.
10 · Liability
Neither party is liable for indirect or consequential loss. Our total liability under this agreement in any 12-month period is capped at the fees you paid us in that period or £1,000, whichever is greater. Nothing limits liability for death or personal injury caused by negligence, for fraud, or anything else the law says cannot be limited. We are not responsible for outages of Stripe, banks, card schemes, Faster Payments or your internet connection, though we will always help you resolve them.
11 · Data protection (processing schedule)
Where we process personal data on your behalf — donor Gift Aid declarations, donor and customer payment records — you are the controller and we are your processor, and this section is our Article 28 processing agreement.
- Subject matter and duration: processing for as long as this agreement runs, plus the retention periods below.
- Nature and purpose: collecting payments and donations on your terminal, producing receipts and records, and (where enabled) preparing and filing Gift Aid claims.
- Types of data: donor or customer name, address details supplied for Gift Aid, declaration status, payment amount, time and method. No card numbers or banking credentials are held by us.
- Categories of data subject: your donors, customers and staff users.
- Our obligations: we process only on your documented instructions; keep processing staff under confidentiality; apply appropriate technical and organisational security; assist you with data-subject requests, breach notification and DPIAs; delete or return the data at the end of the agreement except where law requires us to keep it; and make available the information you need to demonstrate compliance, including allowing audits on reasonable notice.
- Sub-processors: Stripe (payment processing), Cloudflare (hosting, DNS, email routing) and Resend (transactional email). We will tell you before adding or replacing a sub-processor and you may object.
- International transfers: some sub-processors process data outside the UK. Transfers rely on UK adequacy regulations or the International Data Transfer Addendum, as set out in our privacy policy.
- Breaches: we will notify you without undue delay, and in any event within 24 hours of becoming aware of a personal data breach affecting your data.
12 · General
This agreement, the order form and our privacy policy are the entire agreement. It is governed by the law of England and Wales, with the courts of England and Wales having exclusive jurisdiction. Complaints: email hello@tapbanc.com — complaints are acknowledged within 2 working days and answered within 15.
A signable copy of this agreement (with an order form and signature block) is available from us — ask at your demo or email hello@tapbanc.com.