Terms & Conditions for Actnation
Updated January 2025
1. ACCEPTANCE OF TERMS
1.1 These Terms & Conditions (hereinafter “Terms”) govern the use of Actnation.io (hereinafter “Actnation” or “the Platform”) and are accepted by users upon registration or usage of the service. These Terms apply between Actnation ApS, CVR number 43734342, Havnegade 53 A 3, 1058 København K, Denmark (hereinafter “Actnation”) and the subscribing company (hereinafter “the Customer”). Employees and NGOs (Charitable organizations, hereafter referred to as NGOs) using the platform are also bound by these Terms as applicable.
1.2 By using the Platform, the Customer, its employees, and any other authorized users agree to comply with these Terms. Actnation operates as a Software-as-a-Service (SaaS) platform facilitating payroll-based charitable donations, company charity contributions, and employer-matching contributions. The Customer acknowledges that Actnation does not process or transfer donations but facilitates invoicing and tax-deductible receipts.
2. SCOPE AND USE OF THE SUBSCRIPTION
2.1 The Customer obtains a non-exclusive right to access and use Actnation’s Platform and its functionalities as Software-as-a-Service. The subscription covers the agreed number of employees and features the Customer selects.
2.2 The Platform allows companies to manage payroll-based donations, allocate company funds to charitable causes, and enable employees to contribute through their payslips. NGOs may register and upload campaigns for corporate and employee engagement. Employees can choose to anonymize their donations from employers and colleagues.
2.3 The Customer is responsible for ensuring compliance with applicable laws when using the Platform, including tax and reporting obligations for donations. The Platform does not process tax deductions on behalf of the Customer or NGOs.
3. PRICES AND PAYMENT TERMS
3.1 Actnation operates on a subscription-based model where companies pay a fee based on the number of employees enrolled. Additional charges may apply for enhanced features or employee usage beyond the agreed subscription tier.
3.2 Payments are processed via card or invoice. Once payment has been made, no refunds are provided due to the digital nature of the service.
3.3 Subscription fees and pricing updates will be communicated on the Actnation website with a minimum 30-day notice before changes take effect.
3.4 All actnation subscriptions require a 12-month minimum term (“Commitment Period”); cancellation takes effect at the end of this period unless otherwise stated in these Terms.
3.5 Price adjustments
The Company may adjust subscription pricing from time to time. Customers will be notified of any price changes in advance, and updated pricing will apply from the next renewal period.
3.5 Onboarding
Onboarding, setup, and any use of the platform before entering into a subscription agreement are non-binding and do not constitute an active subscription.
3.5 Employee-based pricing
Subscription pricing is based on the number of employees registered in the platform. Billing is calculated based on the number of employees registered in the platform at the time the invoice is generated. The customer is responsible for ensuring that the number of employees registered in the platform is accurate.
3.6 Employee accounts
The customer is responsible for managing employee accounts on the platform and ensuring the number of registered employees is accurate. Each employee must have their own account and login credentials. Account sharing between multiple users is not permitted.
4. DATA HANDLING AND PRIVACY
4.1 The Customer acknowledges that Actnation processes personal data, including CPR numbers, for the purpose of facilitating payroll donations. The Platform does not store personal data beyond what is necessary to provide the service.
4.2 Employees have the option to anonymize their donations within the Platform, preventing employers and colleagues from viewing their contribution details.
4.3 Actnation shall comply with applicable data protection laws, including the EU General Data Protection Regulation (GDPR). For further details, refer to the Actnation Data Processing Agreement.
5. OPERATIONAL STABILITY
5.1 Actnation strives to maintain operational stability but is not responsible for disruptions caused by factors beyond its control, such as internet outages, third-party service failures, or force majeure events. The Company will use reasonable efforts to ensure that the platform is available, but does not guarantee uninterrupted or error-free operation.
5.2 Service changes
The Company may update, modify, or improve the platform from time to time to develop the service or maintain functionality.
6. TERMINATION AND BREACH
6.1 If a Customer or user breaches these Terms, Actnation reserves the right to immediately terminate access to the Platform. This includes, but is not limited to, misuse of the service, violation of applicable laws, or failure to pay subscription fees.
7. DISPUTE RESOLUTION AND GOVERNING LAW
7.1 These Terms are governed by Danish law. Any dispute arising from these Terms shall be brought before the Copenhagen District Court unless another mandatory jurisdiction applies.
8. Zenegy Integration and Data Transfer
8.1 When your organization connects Actnation to your Zenegy payroll system, you authorize Actnation to receive relevant employee and payroll deduction data via Zenegy’s secure API.
This data transfer begins only after your organization has explicitly approved the integration within Zenegy. Actnation will only store and process data for active employees, and no personal data will be used until the employee has explicitly consented to participate in Actnation.
All processing complies with applicable data protection regulations and this agreement.
9. Support access
9.1 To provide support, troubleshooting, and maintenance for the platform, the Company may access customer accounts or temporarily log in as a user when reasonably necessary. Such access will only be used for support or operational purposes and handled in accordance with applicable data protection laws.
10. Limitation of liability
10.1 To the fullest extent permitted by law, the Company’s total liability arising out of or in connection with the use of the platform shall not exceed the total amount paid by the customer under the subscription during the 12 months preceding the claim.
The Company shall not be liable for any indirect, incidental, special, or consequential damages, including loss of profit, loss of data, or business interruption.
11. CHANGES TO TERMS
11.1 Actnation reserves the right to update these Terms. Any changes will be communicated via email or on the Actnation website with at least 30 days’ notice.