Terms & Conditions for Users

This is a copy of the Terms & Conditions for the Three Rings system as they apply to individual users of the system. For the Terms & Conditions for the Three Rings system as they apply to Organisations, see Terms and Conditions for Organisations.

These terms were last updated in April 2018 (with effect from 25 May 2018) to account for the introduction of GDPR legislation, and to clarify the role and duties of Three Rings CIC in relation to organisational and individual volunteers’ data and privacy, among other things.

A summary interpretation of the full legal text is provided. It does not replace the full legal text in any way, and does not replace or operate in tandem with the full legal text of the terms and conditions, but may help with understanding it.

Legal text Summary

1. Definitions

“The Company”, “Three Rings CIC”, and “We/Us/Our” shall refer to Three Rings CIC, Company 06820837 registered in England and Wales.

“The User” or “You/Your” shall refer to You as an individual using the System.

“Your Organisation” shall refer to the company, organisation, or geographical or functional subdivision thereof, with whom You volunteer or work.

“The System” and “Three Rings” shall refer to the Three Rings software system provided by Us for use by You and Your Organisation.

“The Services” shall refer to access to the System and any supplementary services which may be offered by Us, including but not limited to technical support.

“Agreement” shall refer to the Terms and Conditions which form a legal contract between Us and Your Organisation.


What the key words in these Terms and Conditions mean, and who or what they refer to.

2. Provision and Use

2.1. By logging in to the System, You agree to be bound by these Terms and Conditions of Use.

2.2. You agree to use the System and the Services in accordance with provisions of the Agreement in place between any and all Organisations with whom you have an account on the System.

2.3. You will not transfer Your account to a third party, or knowingly permit a third party to use Your account.

2.4. You agree to comply with any guidance that may from time to time be issued by Us, relating to the use of the Services.

2.5. You agree that You will not use the System to send spam or any other malicious communications.


Provision and Use:

You agree to follow these Terms and Conditions, and any rules set by any organisations you volunteer with.

You also agree that you won’t give other people access to your Three Rings account, and that you will follow any guidance we issue on how to use Three Rings.
You won’t use Three Rings to send spam or malicious messages.

3. Data Protection Legislation and Compliance

3.1. You agree to use the System in accordance with all relevant laws, including but not limited to the Data Protection Act 1998 (DPA), the General Data Protection Regulations 2016 (GDPR), and any subsequent legislation in the United Kingdom, and where You and/or Your Organisation is not based wholly and exclusively within the United Kingdom, any other data protection legislation which applies in Your / Your Organisation’s own country or countries of operation.

3.2. For the purposes of data protection legislation and compliance, Your Organisation is the Data Controller and We are the Data Processor for all information stored in the System, except for technical information including but not limited to system logs and information stored in the “My account” section of the System, for which We are the Data Controller.

3.3. You are responsible for ensuring that any data We hold for You in the “My account” section of the System is up-to-date and accurate.

3.4. You can view, edit, and delete any data stored in the “My account” section of the System at any time.


Data Protection Legislation and Compliance:

You promise to obey the law when using Three Rings, and particularly the law regarding Data Protection. This includes the UK Data Protection Act 1998 and the EU GDPR, as well as any future legislation with a similar purpose. If you operate outside the UK and/or the EU, you also agree to follow any local data protection laws.

The organisation you volunteer with is the Data Controller for almost all of your personal data stored in Three Rings.

Three Rings CIC is the Data Controller for any of your personal information that is stored in Three Rings and visible in the ‘My Account’ section, as well as some technical information.

It is your job to keep any of the data in the ‘My Account’ section of Three Rings up to date, and you can do that from the ‘My Account’ page

4. Consent for Use of Data

4.1. We hold identity and communication information with Your permission for the purpose of maintaining Your account(s) with Your Organisation(s), to enable You to connect with other Organisations using the System in the future, and for Us to contact You regarding Your account with Us

4.2. Your use of the Services may necessitate Your data being passed to data processors acting on Our behalf.

4.3. We will not share Your data with any third parties other than with Your permission, and/or where required by law, and/or where otherwise stated in these Terms and Conditions.

Consent for Use of Data:

We’ll store personal data as far as it’s needed for us to provide you with access to the service, volunteer with other organisations, or to contact you if we need to.

To do that, we may sometimes need to pass some of your data to appropriate services.

We won’t share your data with anyone else unless we have your permission, where we are legally obliged to do so, or where we’ve already said so.


5. Intellectual Property and Copyright

5.1. The copyright, patent and other intellectual property rights (the ‘IPR’) of the System, whether registered or otherwise, shall remain the property of the Company or of the third party who originally supplied them.

5.2. Any data which You generate through Your use of the System shall remain the property of the Your Organisation, except for information which You generate through the “My account” section of the System, which shall remain Your property.

5.3. We reserve the right to use anonymous, aggregated, statistical data generated by You and Your Organisation’s use of the System insofar as the use of such data is permitted by the Data Protection Act 1998, the General Data Protection Regulations 2016, and any subsequent legislation.

5.4. The provisions of this section shall remain in force indefinitely.

Intellectual Property and Copyright:

We retain our intellectual property. You retain your data.

Your Organisation owns the data that you create on Three Rings, unless it’s the personal data stored in your ‘My Account’ section – that all belongs to you.

We have the right to generate anonymous, aggregated statistics from your data, which won’t be personally identifiable. If we do this, we’ll still have to obey laws like the Data Protection Act and the GDPR

These rules remain in effect even after other parts of the contract come to an end.

6. Updates and Fault Rectification

6.1. We shall, at Our sole discretion, update the software as and when it is deemed necessary.

6.2. We shall give You at least 14 days’ notice of any substantial changes to the Services provided, through a notification placed on the System. You may opt in or out of seeing any such notifications at any time via the “My account” section of the System.

6.3. We shall use all reasonable endeavours to correct any faults that You report in the operation of the Services.

Updates and Fault Rectification:

We will update the Three Rings software as necessary.

We’ll let you know a fortnight in advance, using a message in Three Rings. If you don’t want to get messages like that, you can turn them off in ‘My Account’

If you find a bug, we’ll try to fix it.

7. Amendments

7.1. We reserve the right to amend these Terms and Conditions at any time.

7.2. We shall take reasonable steps to make any such amendments clear to You.

7.3. If You continue to use the Services after any such amendments take effect, it will be deemed as You having accepted the new Terms and Conditions.


We’re allowed to change these Terms and Conditions any time we need to.

We will do what we can to make sure you know about any changes and what they mean.

If you keep using Three Rings after we make any changes to the Terms and Conditions, it means you’ve agreed to the changes.

8. Jurisdiction

8.1. The construction, validity and performance of these Terms and Conditions shall be governed by the laws of England and Wales and the parties hereby submit exclusively to the jurisdiction of the courts of England and Wales.


The laws of England and Wales are the laws which govern this agreement

Three Rings CIC is registered as a Community Interest Company in England and Wales, No. 06820837

Contact: support@threerings.org.uk
Data protection queries: dpo@threerings.org.uk
Web: www.threerings.org.uk
Post: Three Rings CIC, 16 Osborne Close, Kidlington, OX5 1TU, United Kingdom