Implementing Partner Terms and Conditions

1Introduction and Acceptance

AidMatch Foundation is a digital platform that connects qualified organisations, their projects, and eligible beneficiaries with potential donors and sponsors.

AidMatch does not exist to replace existing organisations, companies, community groups, schools, churches, or non-profit organisations. Its purpose is to provide digital infrastructure that helps these organisations present their work, list projects, share approved information about beneficiaries, and connect with potential supporters.

An organisation that completes AidMatch's registration and qualification process may begin using the platform features approved for it. However, each project and beneficiary listing must still meet the applicable verification, approval, and publication requirements.

By accepting these Terms and Conditions, the organisation agrees to follow the platform rules, relevant AidMatch policies, and any separate written agreements that apply to its activities.

2Definitions

For these Terms, the following words have these meanings:

• AidMatch Platform: The AidMatch website, mobile applications, administration systems, and related digital services.
• Organisation or Partner: A qualified and registered non-profit organisation, company, community group, school, church, social group, or other eligible entity approved to use AidMatch.
• Qualification: The process AidMatch uses to review an organisation's information and determine whether it is eligible to register and use the platform.
• Project: An activity or programme presented by an organisation to seek support for a specific purpose.
• Project Verification: AidMatch's review of project information and supporting evidence before approving a project for listing, publication, or fundraising.
• Beneficiary: A person, family, school, community, or other eligible recipient who is intended to benefit from a project.
• Donor or Sponsor: A person, family, company, or organisation providing financial or other support through or in connection with the platform.
• Restricted Funds: Money donated for a specific purpose that cannot automatically be used for another purpose.
• Organisation Records: Registration documents, project information, financial records, receipts, invoices, beneficiary records, and other documents relevant to the organisation's activities.

Qualification or project verification does not guarantee that every statement, future outcome, or activity will be successful.

3Registration and Qualification

Every organisation must complete AidMatch's applicable registration and qualification process before using the relevant platform features.

During registration, AidMatch may request information about the organisation's legal status, leadership, activities, location, experience, governance, and financial controls.

Once approved, the organisation may use the platform features available to it. These may include creating an organisation profile, listing projects, submitting information about beneficiaries and community needs, uploading supporting documents, and updating project information.

Registration does not automatically approve every project or beneficiary listing. Projects must pass the applicable project verification and approval process before they can be published or promoted as approved projects.

The organisation must provide accurate information, keep its account secure, and inform AidMatch about important changes to its registration, leadership, contact details, legal status, or other relevant information.

AidMatch may request additional information or conduct further checks when reasonably necessary.

4The Relationship Between AidMatch and Organisations

AidMatch provides digital infrastructure to help qualified organisations present their projects and beneficiary needs to potential donors and sponsors.

AidMatch does not automatically take over the organisation's operations, management, staff, services, or implementation responsibilities.

Each organisation remains independent and is responsible for its own governance, staff, volunteers, suppliers, contractors, decisions, activities, and legal obligations.

AidMatch's role includes providing the platform, reviewing organisation information, verifying submitted projects, approving or rejecting listings, requesting updates, and conducting reasonable follow-up where appropriate.

Unless a separate written agreement says otherwise, AidMatch does not manage the organisation's daily operations, employ its staff, or act as its legal representative.

An organisation must not claim that AidMatch guarantees all its activities or assumes responsibility for the organisation's entire operation.

5Project and Beneficiary Listings

The organisation is responsible for the information it submits about its projects, budgets, objectives, activities, beneficiaries, and expected results.

It must make sure that the information is accurate, complete, current, and lawful to share.

The organisation must also have the necessary authority and permissions to submit beneficiary information and supporting documents.

AidMatch may review submitted information, request additional evidence, ask for corrections, and approve, reject, pause, or remove a listing according to its procedures.

The organisation must update AidMatch when there are significant changes to a project's purpose, budget, timeline, beneficiaries, or implementation arrangements.

False, misleading, duplicated, exploitative, unlawful, or unauthorised information must not be submitted.

6Responsibility for Project Implementation

The organisation remains responsible for carrying out its own work and implementing the projects it undertakes.

For each project, the organisation must make reasonable efforts to deliver the activities and results described in its approved project information and applicable agreements.

It is responsible for managing its staff, volunteers, suppliers, contractors, procurement, daily decisions, and services to beneficiaries.

The organisation must inform AidMatch about significant delays, project difficulties, safety concerns, funding shortfalls, or other problems that may affect the project.

It must also inform AidMatch before making significant changes that affect the approved project information or donors' expectations, and obtain any required approval.

AidMatch's verification, approval, or follow-up does not remove the organisation's responsibility for implementation. If AidMatch separately agrees in writing to perform a particular service, the responsibilities for that service will be governed by that agreement.

7Financial Management and Use of Funds

The organisation must use project funds according to the purpose communicated to donors, the approved project budget, relevant agreements, donor restrictions, and applicable law.

It must maintain accurate records of money received, money spent, outstanding commitments, and remaining balances.

The organisation must keep appropriate receipts, invoices, contracts, payment confirmations, and other supporting documents.

Project money must not be used for personal expenses, unrelated projects, unauthorised loans, or other unapproved purposes.

The organisation must use authorised accounts and payment arrangements. It must not transfer restricted funds through personal or unrelated accounts to avoid financial controls.

If the organisation suspects fraud, missing money, unauthorised payments, or unexplained financial differences, it must promptly inform AidMatch where the issue relates to a listed project or funds handled through the platform.

The organisation remains responsible for maintaining its own accounts and financial records. AidMatch may request reasonable financial evidence where appropriate.

Any unspent funds must be handled according to the donation terms, project agreements, donor restrictions, and applicable law. The organisation cannot automatically keep or redirect unspent restricted funds.

8Donations, Payment Arrangements, and Project Costs

Donations are processed according to the payment arrangements and terms applicable to the relevant project.

Where AidMatch or an authorised payment provider handles donations, the organisation must provide accurate information and comply with the relevant payment, verification, and reporting requirements.

The organisation must not promise that a donation will be paid out on a particular date or in a particular amount unless the applicable arrangements support that promise.

Project proposals and budgets should clearly explain reasonable costs associated with project implementation, monitoring, verification, reporting, fund allocation, disbursement administration, and other agreed project-management activities where applicable.

Any separate payment to an organisation or service fee must be agreed in writing and disclosed where required.

These Terms do not automatically determine how much an organisation is paid for its work. The organisation must not charge additional fees in AidMatch's name or deduct amounts from donations unless the applicable agreement authorises it.

9Monitoring, Follow-up, and Additional Verification

AidMatch may follow up on listed projects to understand whether they are progressing as described and whether the information on the platform remains accurate.

Follow-up may include requesting progress updates, supporting documents, financial explanations, photographs or other suitable evidence, remote checks, or site visits where appropriate and lawful.

AidMatch may conduct additional verification if it identifies or reasonably suspects fraud, misuse of funds, inaccurate reporting, material inconsistencies, safeguarding concerns, or failure to implement a project as described.

The organisation must cooperate with reasonable requests and provide accurate information within a reasonable timeframe.

AidMatch's follow-up is intended to support accountability and protect the integrity of the platform. It does not replace the organisation's own management, supervision, financial controls, or responsibility for its work.

All verification activities must respect privacy, safety, safeguarding, and applicable data-protection requirements.

10Project Problems and Corrective Action

If a project experiences serious delays, implementation failure, a safeguarding incident, a funding shortfall, or another material problem, the organisation must inform AidMatch promptly.

AidMatch may ask the organisation to explain the situation, update the project listing, provide evidence, or propose a plan to correct the problem.

Where there are reasonable grounds to suspect fraud, misuse of funds, serious misrepresentation, or risk to beneficiaries or funds, AidMatch may temporarily pause a listing, suspend relevant platform features, delay payments under its control where permitted, or request further verification.

If a serious problem remains unresolved, AidMatch may remove or suspend the project listing or restrict the organisation's access to the platform in accordance with these Terms and applicable agreements.

Any decision concerning money already donated must also comply with donor restrictions, payment terms, project agreements, and applicable law.

11Reallocation or Redirection of Funds

If fraud, misuse of funds, serious implementation failure, inability to complete a project, or another material risk is established or reasonably substantiated, AidMatch may consider appropriate measures to protect the affected funds.

These measures may include pausing further disbursements under AidMatch's control, requesting clarification, requiring corrective action, or considering whether the funds can lawfully be redirected to another eligible and verified project or beneficiary need.

AidMatch may redirect or reallocate funds only where this is permitted by applicable law, the donor's stated restrictions, the terms under which the donation was made, relevant project and payment agreements, and payment-provider requirements.

Where donor consent is legally or contractually required, AidMatch must obtain that consent or pursue another legally permitted solution, which may include a refund.

Where reallocation is permitted, AidMatch will seek, where reasonably possible, to use the money for a purpose consistent with the original project and the donor's intention as closely as possible.

This section does not give AidMatch an unrestricted right to take over an organisation's funds or redirect restricted donations to unrelated purposes.

AidMatch may keep appropriate records of significant verification findings, corrective actions, and decisions concerning funds. The organisation must provide reasonable information needed to document these matters.

12Safeguarding and Beneficiary Protection

The organisation remains responsible for protecting the safety, dignity, privacy, and rights of the people it serves.

It must maintain safeguarding procedures appropriate to its activities, especially where children or adults at risk are involved.

Staff, volunteers, and contractors must follow the organisation's safeguarding procedures and relevant AidMatch policies.

The organisation must obtain the necessary permissions before collecting or publishing beneficiary photographs, personal information, or sensitive records.

Assistance must never be conditioned on inappropriate personal access, publicity, or exploitative requirements.

Serious safeguarding concerns must be reported promptly through the appropriate channels, in accordance with applicable reporting obligations.

AidMatch may pause or remove a listing or restrict platform access when reasonably necessary to protect beneficiaries or respond to serious safeguarding concerns.

13Data Protection and Confidentiality

The organisation must follow applicable data-protection laws and use personal information only for authorised purposes and on an appropriate legal basis.

It must protect personal information from unauthorised access, loss, disclosure, alteration, or misuse.

Sensitive beneficiary information should only be accessible to authorised people who need it for legitimate purposes.

The organisation must promptly notify AidMatch of a suspected or confirmed data breach affecting information shared through the platform, subject to applicable legal requirements.

Confidential information must not be shared with unauthorised third parties unless legally required or properly authorised.

Where required, AidMatch and the organisation must enter into a separate data-processing or data-sharing agreement.

Identifiable photographs or personal details of children and vulnerable beneficiaries must not be published unless the necessary legal basis, permissions, safeguarding checks, and approvals are in place. AidMatch may require anonymous or non-identifying imagery to protect beneficiaries.

14Anti-fraud, Anti-corruption, and Legal Compliance

The organisation must not engage in fraud, bribery, corruption, money laundering, terrorist financing, sanctions violations, or other unlawful conduct.

It must not knowingly submit false documents, hide important information, or misrepresent a project, beneficiary, budget, or result.

The organisation should maintain appropriate controls to help prevent and detect the misuse of funds.

It must promptly report credible suspicions of fraud, corruption, or serious misconduct connected to a listed project.

AidMatch may investigate platform-related concerns, request relevant records, restrict access or listings, and refer matters to competent authorities where appropriate or legally required.

The organisation remains responsible for complying with the laws and regulations that apply to its own activities.

15Donor Communications and Transparency

The organisation must provide accurate project information that AidMatch may use for platform listings, donor communications, and reporting.

It must not promise results, benefits, exclusivity, tax treatment, or financial returns that have not been approved or cannot be accurately guaranteed.

The organisation must inform AidMatch about material project changes, donor complaints, significant funding conditions, or issues that could affect a project.

It must not independently redirect restricted donations or make significant commitments to donors outside the agreed arrangements.

All communications with donors must be accurate, respectful, and consistent with the approved project information and applicable agreements.

16Branding and Public Representation

The organisation may use AidMatch's name, logo, and approved materials only as authorised.

It must not suggest that AidMatch manages or guarantees the organisation's entire operation or all its activities.

It must not falsely imply that AidMatch has endorsed, legally represented, or approved activities outside the scope of its actual approval.

Public communications, photographs, and reports must respect privacy, consent, safeguarding, and data-protection requirements.

AidMatch may request the correction or removal of misleading or unauthorised material connected to the platform.

17Intellectual Property and Project Materials

Each party retains the intellectual property it lawfully owned before using the platform.

The organisation permits AidMatch to use the materials it submits to the extent reasonably necessary to operate the platform, review and verify listings, and communicate or report on listed projects.

This permission remains subject to privacy, consent, safeguarding, and intellectual-property requirements.

The organisation must ensure that it has the rights and permissions needed to submit the materials.

Neither party may use the other party's confidential information or intellectual property outside the authorised scope.

18Suspension, Removal, and Ending Platform Access

An organisation may stop using the platform, subject to any outstanding project, payment, reporting, or legal obligations.

AidMatch may suspend or remove a listing or restrict platform access where there are reasonable grounds involving fraud, serious misrepresentation, safeguarding risks, inaccurate information, repeated failure to cooperate, or significant breaches of these Terms.

Where appropriate and lawful, AidMatch will explain the reason and provide an opportunity to respond or correct the problem. Immediate protective action may be necessary where funds, beneficiaries, or evidence are at risk.

Ending platform access does not automatically determine what happens to donations already received. Those funds must be handled according to donor restrictions, payment arrangements, relevant agreements, and applicable law.

The organisation remains responsible for its outstanding obligations, records, beneficiaries, staff, and activities after its access to the platform ends.

19Liability and Responsibility

The organisation is responsible for its own governance, activities, staff, contractors, suppliers, decisions, services, and implementation of the projects it undertakes.

AidMatch is responsible for the specific obligations it expressly accepts under these Terms or a separate written agreement.

AidMatch's qualification process, project verification, listing approval, and follow-up do not guarantee the organisation's performance or eliminate project implementation risks.

Each party must promptly inform the other about serious claims or incidents that materially affect their agreed responsibilities.

Any special arrangements concerning insurance, compensation for losses, or limits on liability must be written into a relevant agreement and comply with applicable law.

Nothing in these Terms excludes or limits liability where doing so is prohibited by law.

20Complaints and Concerns

An organisation may raise platform-related complaints through AidMatch's designated contact channel.

Both parties should try to resolve disagreements through good faith discussions.

Serious concerns involving fraud, safeguarding, retaliation, or misconduct should be reported through the appropriate channels.

Complaints and reports should be handled fairly and confidentially as far as reasonably possible and consistently with applicable law.

21Changes to These Terms

AidMatch may update these Terms when its platform services, policies, legal obligations, or operational requirements change.

Material changes affecting an existing written agreement must be communicated to the organisation.

Changes take effect according to the applicable agreement and law, including any required acceptance.

AidMatch should keep a record of the version accepted by each organisation and the date of acceptance.

22General Provisions

These Terms should be read together with the platform rules, approved project information, applicable payment terms, safeguarding policy, privacy notice, and any separate written agreements.

If one provision cannot legally be enforced, the remaining provisions may continue to apply to the extent permitted by law.

Nothing in these Terms makes AidMatch the owner, manager, employer, or general operator of the organisation.

The organisation may not transfer its platform account or contractual responsibilities to another entity without the required written approval.

The applicable governing law and jurisdiction should be specified in the relevant written agreement before it is signed.

23AidMatch Ownership and Control of the Platform

AidMatch Foundation retains ownership and control of the AidMatch platform, including its website, mobile applications, administrative systems, platform accounts, and associated intellectual property, subject to applicable law and third-party rights.

Organisations approved to use the platform receive permission to access and use the relevant features in accordance with these Terms and Conditions. This permission does not transfer ownership of the platform or give an organisation permanent or unrestricted access.

AidMatch retains the right to manage, maintain, modify, restrict, suspend, or discontinue platform features and to establish the conditions under which organisations may use the platform.

24Right to Suspend or Block an Organisation

AidMatch reserves the right to suspend, restrict, deactivate, or permanently block an organisation's account or access to the platform where reasonably necessary, including where:

• The organisation violates these Terms and Conditions or applicable platform policies.
• Fraud, misuse of funds, misrepresentation, or serious misconduct is suspected or established.
• The organisation fails to cooperate with reasonable verification or information requests.
• There are serious safeguarding, data-protection, legal, financial, or reputational risks.
• The organisation repeatedly fails to provide required project updates or supporting documents.
• AidMatch determines that continued platform access presents a material risk to donors, beneficiaries, projects, or the integrity of the platform.

Where appropriate and lawful, AidMatch will inform the organisation of the reasons for suspension or blocking and provide an opportunity to respond or correct the problem. AidMatch may take immediate protective action where necessary to protect funds, beneficiaries, evidence, or legal compliance.

Suspension or blocking of an account does not automatically determine the final treatment of donations already received. Those funds must be handled in accordance with applicable law, donor restrictions, payment arrangements, and relevant agreements.

25Right to Suspend, Replace, or Change an Implementing Partner

AidMatch retains the right to suspend an implementing partner, withdraw its approval, appoint a replacement, or transfer responsibility for future project implementation to another eligible and verified organisation where reasonably necessary to protect a project, its beneficiaries, donors, or funds.

Such action may be taken where an implementing partner:

• Fails or becomes unable to implement an approved project.
• Materially departs from the approved project proposal, budget, or objectives.
• Misuses funds or provides materially false or misleading information.
• Fails to address significant implementation problems within a reasonable timeframe.
• Presents serious safeguarding, financial, operational, or compliance risks.
• Ceases operations or otherwise becomes unsuitable to continue implementing the project.

Where appropriate and lawful, AidMatch will inform the affected organisation of the reasons for the decision and provide an opportunity to respond or take corrective action. Immediate action may be taken where necessary to protect beneficiaries or prevent further loss or misuse of funds.

Replacing an implementing partner does not automatically transfer ownership of the original organisation, its unrelated activities, or its assets to AidMatch. Any transfer of project responsibilities, records, assets, or funds must be handled under the relevant agreements and applicable law.

26Right to Redirect Project Funds Following Implementation Failure

Where an approved project cannot be implemented, is materially delayed, fails to meet its approved objectives, or presents a serious risk because of fraud, misuse of funds, organisational failure, or other material circumstances, AidMatch reserves the right to consider suspending further disbursements and redirecting the affected funds to another eligible and verified implementing partner or project.

Before redirecting funds, AidMatch will inform the relevant funder or donor of the proposed action and its reasons, subject to applicable law and any restrictions on disclosure. Where donor consent is legally or contractually required, AidMatch must obtain that consent before proceeding.

Any redirection must comply with applicable law, the donor's stated restrictions, the terms under which the donation was made, relevant project and payment agreements, and payment-provider requirements.

Where permitted, AidMatch will seek to ensure that redirected funds continue to serve the original project's purpose or a purpose as close as reasonably possible to the donor's original intention.

If redirection is not legally or contractually permitted, AidMatch will consider another lawful solution, which may include obtaining the donor's consent, arranging an appropriate alternative implementation plan, or issuing a refund where required or appropriate.

The implementing partner must cooperate with reasonable handover arrangements and provide the records and information necessary to protect the project and support continuity of implementation.

27AidMatch's Continuing Oversight

AidMatch may continue to review project progress, request reports, conduct additional verification, assess implementation risks, and determine whether an approved organisation remains eligible to use the platform.

An organisation's qualification or a project's approval does not prevent AidMatch from taking further action if new information, implementation failure, financial irregularities, safeguarding concerns, or other material risks arise.

These oversight rights do not make AidMatch automatically responsible for the organisation's general operations or implementation obligations. The organisation remains responsible for its own activities unless AidMatch expressly accepts additional responsibilities in a separate written agreement.