These terms are written in plain English on purpose. They are a genuine contract, not a summary of one. If anything here is unclear, ask before you sign up rather than after.
These terms apply between ATO Insight Solutions Ltd (Co. No. 17238290, registered in England and Wales — “ATO”, “we”, “us”) and the organisation taking a licence or running a tester (“you”, “your organisation”).
They cover the Owl Impact™ platform and every tool within it, at owlimpact.wales and app.owlimpact.wales. Owl Impact™ is part of the AsktheOwl® suite. They apply from the moment you start a tester or a licence, whichever is first.
The individual people who log — your staff, volunteers, trustees and delivery partners — are not party to these terms and are never charged. The licence sits with your organisation.
Owl Impact records delivery work as it happens and turns it into costed evidence. Six tools feed one report: logging time, recording outcomes, capturing distance travelled, valuing in-kind contributions, showing returns, and producing the reports themselves.
What the figures are. Every figure is hours or events actually recorded, multiplied by a recognised proxy value or by a rate you set, with the method and its source shown on the report. The full method, every rate and its source, is published at owlimpact.wales/methodology and forms part of these terms.
The rule on funded work. A social value proxy applies only to time given beyond what someone paid for. Hours a grant or contract funded are cost, at actual salary, and belong in the investment line of an SROI rather than the return. Reporting funded delivery as social value would count the same money twice, and the platform is built not to.
What the figures are not. They are not audited accounts, not a statutory return, and not financial advice. Where a report is described as SROI-informed, that means it follows the logic of Social Return on Investment analysis; it is not a formal, assured SROI evaluation and must not be presented as one. In-kind figures are prepared to a standard funders commonly accept for match-funding claims. Under Charities SORP, general volunteer time must not be recognised as income in the accounts, while donated professional services must be included where they can be reasonably quantified — so how an in-kind figure is treated depends on who gave the time. Your accountant decides that, not us.
You are responsible for what you do with the reports. We are responsible for the reports being an accurate representation of what your team logged and of the method applied to it.
Before taking a licence you may run a tester. This is the live product, not a demonstration.
The tester is provided as it is. Nothing in section 8 (availability) is warranted for tester use.
A licence is granted per organisation and priced by the total number of people who can log across your organisation, counted once. Current bands and prices are published at owlimpact.wales/discover and form part of these terms.
Running more than one programme. Every programme you run is included in your licence. Programmes are not licensed separately, and adding one does not change what you pay. What changes what you pay is the number of people logging.
Splitting the cost between funders. Where you run programmes for different funders, we provide an apportionment of your licence cost across those programmes, calculated on headcount — the number of your people delivering on each. A person who delivers on more than one programme counts on each of them. The shares always total 100% of your licence, so no part of the cost is attributed to more than one funder. The apportionment is a record for your own reporting and claims; it is not an invoice per programme, and we bill your organisation once.
The dashboard. Licences include the logging tools, clean reports, the standard Half Moon view and your scheduled aggregate reports. The live Full Moon dashboard is an optional add-on for your whole organisation, priced at the same amount as your licence, however many programmes you run. Every new licence opens the full Full Moon dashboard for its first 14 days, after which it settles to the standard view unless you add it. Nothing is charged for those 14 days and nothing happens automatically at the end of them except the change of view.
Fair use. A licence assumes a working ceiling of around 2,000 logs per month. Above that we will talk to you about the right shape of licence rather than cut anything off.
Payment is by Direct Debit, collected through GoCardless, and is protected by the Direct Debit Guarantee. Monthly licences are billed monthly in advance. Annual licences are billed yearly in advance unless we have agreed otherwise in writing. Prices exclude VAT where VAT applies.
If your team grows past your band, the price goes up. We will tell you before that happens and give you the choice: move up a band, or keep the number of people logging within your current one. We will not add a charge you have not seen and agreed, and we will not set up a second mandate without asking you.
If your team shrinks, tell us and we will move you down a band from your next billing date.
We may change published prices. Existing licences keep their price for at least three months from the date we notify you, and we will always notify you by email before a change takes effect.
Monthly licences run month to month. Cancel any time, by email to [email protected] or by cancelling the Direct Debit with your bank. Your licence runs to the end of the period you have paid for. We do not refund part-months, and we do not lock you into a minimum term.
Annual licences run for the year and do not auto-renew without us asking you first.
When a licence ends, you can export everything you have logged, and we will help if the export is awkward. We keep your data for 90 days in case you come back, then delete it. Ask us to delete it sooner and we will.
We may end a licence if payment fails and is not put right within 30 days of us telling you, or if the platform is being used in a way that breaches section 7. We would always contact you first.
What we hold. The name and email address of the people on your team who log, so their reports reach them and their hours carry the correct rate. Where you set individual rates, we hold those. That is the extent of the personal data in the system.
What we do not hold. Anything about the people you support. Beneficiaries, participants, pupils and partner organisations are identified by a code that you generate and control. We never see who a code refers to, and we do not want to. You keep the key offline, under your own retention policy. Codes, never names.
You must not enter a person's name, date of birth, address or any other identifying detail into a field intended for a code. If you do, you are placing personal data in our system without a basis for it being there, and we may remove it.
Roles. For your team's contact details, you are the controller and we are the processor. We process them only to run the platform for you: to deliver reports, apply rates, and support your account. We do not sell data, we do not share it with third parties for their own purposes, and we do not use it to train anything.
Where aggregate insight is offered, it is built from counts and costed hours across organisations that have agreed to take part, never from individuals, and never in a form that identifies a person.
ATO Insight Solutions Ltd is registered with the Information Commissioner's Office, registration C1941169. Everything here is handled under UK GDPR and the Data Protection Act 2018. Our full Privacy Notice sits alongside these terms.
We aim to keep the platform available and working, and to fix problems quickly. We do not offer a contractual uptime guarantee, and we will not pretend to. If the platform is unavailable for a sustained period and that materially affects your use of it, contact us and we will discuss a fair credit.
Support is by email to [email protected]. We aim to reply within two working days.
We may change or improve the platform. Where a change materially reduces what your licence gives you, we will tell you before it happens and you may cancel without penalty.
Yours. Everything you log, every report you generate, and every figure produced from your work. You may use, publish, print and share your reports freely, including in bids, tenders, annual reports and board papers.
Ours. The Owl Impact™ platform, its code, its interfaces, its design, its documentation and its valuation methodology. AsktheOwl® is a UK registered trade mark (UK00004171945) and Owl Impact™ is the subject of a UK trade mark application (UK00004397975). All rights not expressly granted are reserved to ATO Insight Solutions Ltd.
Your licence is non-exclusive and non-transferable. It is for your organisation's own use. You may not resell it, sub-licence it, white-label it, or provide it as a service to other organisations unless we have agreed that in writing — which is what an umbrella, membership or delivery-partner agreement is for.
You may not copy the platform, reverse-engineer it, or use it to build a competing product.
Nothing in these terms limits our liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.
Beyond that, our total liability to you in any twelve-month period is limited to the amount you paid us in that period. We are not liable for indirect or consequential loss, for lost profit, for lost funding, or for a bid, tender or grant application that is unsuccessful.
We do not warrant that using Owl Impact will win you work or funding. It gives you evidence; what that evidence achieves depends on you, your funder and your commissioner.
We may update these terms. The current version always lives at owlimpact.wales/terms with the date it was last changed. Where a change materially affects your rights, we will email you before it takes effect and you may cancel without penalty if you do not accept it.
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Questions about these terms, your licence or your data: [email protected]
ATO Insight Solutions Ltd · Co. No. 17238290 · registered in England and Wales · ICO registration C1941169