Terms of Service

Last updated: 24 December 2025

1. Who we are

These Terms of Service ("Terms") govern your access to and use of TheatreStack (the "Service") provided by Theatre Stack Ltd (trading as TheatreStack) ("we", "us", "our").

Registered number: TBC
Registered address: TBC
Contact email: [email protected]

2. Acceptance of these Terms

By creating an account, accessing, or using the Service you agree to these Terms. If you do not agree, do not use the Service.

If you are using the Service on behalf of a society, organisation, committee or other entity (a "Customer"), you confirm you have authority to bind that Customer to these Terms.

3. Eligibility and children

You must be at least 18 years old to create an Account. TheatreStack does not permit individuals under 18 to register their own Account.

Where information about a child (anyone under 18) is recorded in the Service — for example a young performer's profile, attendance, or safeguarding record — it is entered and controlled by the Customer (the society), acting as controller, not by the child. The Customer is responsible for obtaining any consent or other lawful basis required to record a child's personal data, and for providing appropriate privacy information to the child and/or their parent or guardian.

4. Key definitions

Account: your user account used to access the Service.
Customer: the society/organisation (or individual) that subscribes to the Service.
Organisation: a society/group/workspace within TheatreStack.
Content: data, text, images, files, links, videos or other materials submitted to the Service.
Customer Content: Content uploaded, created or provided by you or your Organisation.

5. The Service

TheatreStack is a software-as-a-service platform intended to help amateur theatre societies manage membership and profiles, collaborate on productions, and share materials and information.

We may update, change, suspend or discontinue parts of the Service to improve performance, security, or features.

6. Accounts and security

You are responsible for maintaining the confidentiality of your login details and for all activity on your Account.
You must provide accurate information and keep it up to date (including contact details).
You must promptly notify us of any unauthorised access or security incident affecting your Account.
We may suspend access if we reasonably believe your Account is compromised or used in breach of these Terms.

7. Organisations, roles and permissions

The Service supports multiple Organisations. Access to Organisation information may depend on roles/permissions set by the Organisation’s administrators. You are responsible for ensuring your Organisation’s administrators set appropriate permissions (especially for sensitive data).

8. Acceptable use

You must not (and must not allow anyone else to):

use the Service in any way that breaches any applicable law or regulation;
upload or share Content that is unlawful, defamatory, hateful, threatening, or infringing;
upload malware or attempt to gain unauthorised access to the Service, accounts, or systems;
interfere with or disrupt the Service (including through excessive automated requests);
reverse engineer, copy, or attempt to extract source code except where permitted by law;
use the Service to process special category data unless you have an appropriate lawful basis and have configured access controls appropriately.

We may remove Content or suspend/terminate Accounts that breach this section.

9. Customer Content and your responsibilities

You retain ownership of your Customer Content. You grant us a limited, worldwide, non-exclusive licence to host, store, process, transmit and display Customer Content solely to provide and operate the Service.

You confirm that you have all rights and permissions necessary to upload and use Customer Content, including permissions from members/participants where required.

You are responsible for the accuracy, quality and legality of Customer Content and for your Organisation’s decision-making based on information in the Service.

10. Intellectual property

The Service (including software, design, templates and branding) is owned by us or our licensors and is protected by intellectual property laws. Except for the rights expressly granted in these Terms, no rights are granted to you.

11. Fees, plans and payment

If the Service is offered on a paid plan, the Customer agrees to pay the fees shown at purchase (or agreed in writing). Fees are payable in advance unless stated otherwise.

All fees are exclusive of VAT unless stated otherwise.
We may change fees or plans on notice (changes apply at renewal or as required by law).
If payment is overdue, we may suspend access until payment is received.

12. Trials and free plans

If we offer a free trial or free plan, we may limit features, storage, Organisations, or support. We may modify or withdraw trials/free plans at any time.

13. Support and maintenance

We may provide support channels and target response times, but unless otherwise agreed in writing, support is provided on a reasonable endeavours basis. Planned maintenance may cause temporary interruptions.

14. Availability

We aim to keep the Service available, but we do not guarantee uninterrupted, error-free operation. Availability can be affected by factors outside our control (including internet outages and third-party services).

15. Data protection and privacy

Each party will comply with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018. Where we process personal data on behalf of a Customer, the Customer is typically the controller and we are the processor.

Our Privacy Policy (available on this website) explains how we process personal data for our own purposes (for example, account management and billing). Where required, controller-to-processor terms (a data processing agreement) apply as described in Schedule 1.

16. Security

We implement appropriate technical and organisational measures designed to protect the Service and Customer Content. No system is 100% secure. You are responsible for using strong passwords and enabling security features made available to you.

17. Third-party services

The Service may integrate with or rely on third-party services (for example, email delivery, hosting, payments). Third-party services are provided under their own terms and policies, and we are not responsible for them.

18. Suspension and termination

You may stop using the Service at any time. The Customer may cancel a paid subscription in accordance with the plan’s cancellation terms.

We may suspend or terminate access immediately if we reasonably believe there is a security risk, unlawful activity, or a material breach of these Terms. Where practical, we will give notice and an opportunity to remedy.

19. Data export and deletion

During an active subscription, we may provide tools to export Customer Content. After termination, we may retain Customer Content for a limited period to allow export, after which we may delete it unless retention is required by law.

20. Disclaimers

The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we exclude all implied warranties and conditions (including merchantability, fitness for purpose and non-infringement).

The Service helps organise information; it does not replace professional judgement. You remain responsible for compliance with safeguarding, health and safety, licensing, copyright, and other legal obligations relevant to your society’s activities.

21. Limitation of liability

Nothing in these Terms limits or excludes liability that cannot be limited or excluded under applicable law — including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded.

Subject to the above, to the maximum extent permitted by law:

We will not be liable for indirect, consequential or special losses, or for loss of profit, revenue, business, goodwill, or anticipated savings.
We will not be liable for loss or corruption of data where you have not used available export/back-up features or where the issue is caused by third-party services.
Our total liability to you for all claims arising out of or in connection with the Service will be limited to the total fees paid by the Customer for the Service in the 12 months immediately before the event giving rise to the claim (or £100 if no fees were paid).

22. Indemnity

If you are a business Customer, you agree to indemnify us against losses, damages and expenses (including reasonable legal fees) arising from your Customer Content or your breach of these Terms, including infringement claims.

23. Consumer rights

If you are a consumer (not using the Service for business purposes), you may have additional rights under consumer protection laws including the Consumer Rights Act 2015. Nothing in these Terms affects your statutory rights.

24. Changes to these Terms

We may update these Terms from time to time. We will post the updated Terms on this page and update the “Last updated” date. If changes are material, we will take reasonable steps to notify you (for example, by email or in-app notice).

25. General terms

Assignment: You may not assign these Terms without our consent. We may assign these Terms as part of a merger, acquisition, or sale.
Severability: If any provision is unenforceable, the remainder will remain in force.
No waiver: A failure to enforce a provision is not a waiver.
Entire agreement: These Terms and referenced policies form the entire agreement relating to the Service and supersede any prior agreements or representations relating to it.
Force majeure: We are not liable for any failure or delay in performing our obligations caused by events beyond our reasonable control (for example, power or internet failures, denial-of-service attacks, acts of government, or failures of third-party services).
Notices: We may give notices under these Terms by email to the address associated with your Account or by posting in the Service. You may give notices to us at the contact email below.
Third-party rights: A person who is not a party to these Terms has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of these Terms.

26. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except where mandatory consumer laws require otherwise.

27. Contact

Questions about these Terms? Contact us at [email protected].

Schedule 1 — Controller-to-Processor Data Processing Terms (summary)

This Schedule applies where we process personal data on behalf of a Customer (the Customer as controller; us as processor). The Customer instructs us to process personal data to provide the Service.

1. Subject matter, duration, nature and purpose

Subject matter: hosting and processing personal data submitted to the Service.
Duration: for the term of the Customer’s subscription and any retention period described in these Terms.
Nature and purpose: providing core Service functionality (user accounts, membership management, materials storage, reporting and related features).

2. Types of personal data and categories of data subjects

Data subjects: members, committee, volunteers, performers, production team, and other individuals recorded by the Customer.
Personal data: names, contact details, profile information, role/permission information, and Customer Content. (Customers should avoid uploading special category data unless necessary and appropriately controlled.)

3. Processor obligations

Process personal data only on documented instructions from the Customer.
Ensure persons authorised to process personal data are bound by confidentiality.
Implement appropriate technical and organisational security measures.
Assist the Customer with data subject requests and compliance obligations to the extent reasonably possible.
Notify the Customer without undue delay after becoming aware of a personal data breach affecting Customer personal data.
On termination, delete or return personal data as described in these Terms unless retention is required by law.
Make available information reasonably necessary to demonstrate compliance with this Schedule.

4. Sub-processors

The Customer provides a general authorisation for us to use sub-processors (for example, hosting and email providers) provided we remain responsible for their performance and ensure appropriate contractual protections.

5. International transfers

Where personal data is transferred outside the UK, we will use appropriate safeguards (such as the UK International Data Transfer Agreement and/or UK addendum to the EU Standard Contractual Clauses) where required.