Terms of Service

By registering an account or using the CivicSync platform operated by CivicSync Ltd, you agree to these Terms of Service (“Terms”) and our Privacy Policy. If you do not agree, do not use the platform.

These Terms constitute a legally binding agreement under the laws of England and Wales. The Consumer Rights Act 2015, the Electronic Commerce (EC Directive) Regulations 2002, and other applicable UK consumer protection legislation apply where relevant.

CivicSync provides a digital platform enabling UK residents to report local issues, participate in council consultations, engage with polls, and communicate with elected councillors and council officers.

CivicSync is not itself a local authority, council, or public body. We facilitate communication between residents and their representatives but are not responsible for the actions or decisions of those representatives.

• You must be at least 13 years old to use CivicSync.
• You must be a UK resident or a registered official (councillor, council officer, or verified organisation representative) to create a resident or official account.
• You must provide accurate registration information, including a valid UK postcode.
• One person may hold only one resident account.

You agree not to:

• Post false, misleading, or defamatory content about any person or organisation
• Harass, threaten, or abuse other users, councillors, or council staff
• Submit duplicate, spam, or frivolous issue reports
• Attempt to gain unauthorised access to any account or part of the platform
• Scrape, copy, or commercially exploit platform data without our written consent
• Use automated scripts or bots to interact with the platform
• Upload malicious code, viruses, or harmful files
• Impersonate a councillor, council officer, or other user
• Use the platform for any unlawful purpose under UK law

Violation of these rules may result in content removal, account suspension, or referral to relevant authorities, including under the Online Safety Act 2023.

You retain ownership of content you post. By submitting content (issue reports, consultation responses, feed posts), you grant CivicSync Ltd a non-exclusive, royalty-free licence to store, display, and share that content with relevant local authority representatives for the purposes of the service.

Issue reports and consultation responses may be shared (in anonymised or attributed form, as configured by your privacy settings) with the relevant local authority and, where required, with the public under Freedom of Information obligations.

You confirm that any content you submit is truthful to the best of your knowledge and does not infringe the rights of any third party.

Councillors, council officers, and organisation users must use CivicSync only in connection with their official duties. They agree to:

• Respond to resident issues in a timely and professional manner
• Use resident data only for legitimate civic purposes
• Not use the platform for party-political campaigning
• Comply with their council’s data protection obligations and our Data Processing Agreement (DPA)

We aim for high availability but do not guarantee uninterrupted access. Scheduled maintenance will be notified where possible. We are not liable for losses arising from downtime.

To the fullest extent permitted by UK law, CivicSync Ltd is not liable for:

• Actions or decisions taken (or not taken) by local authority representatives
• Accuracy of information posted by other users
• Loss of data due to circumstances beyond our reasonable control
• Indirect, consequential, or economic loss

Nothing in these Terms excludes liability for death, personal injury, or fraud, as prohibited by the Unfair Contract Terms Act 1977 and Consumer Rights Act 2015.

You may delete your account at any time via your profile settings. We may suspend or terminate your account for breach of these Terms, giving you reasonable notice except where immediate action is required to protect other users or the platform.

We will give at least 14 days’ notice of material changes by email before they take effect. Continued use of the platform after the effective date constitutes acceptance.

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales, without prejudice to your statutory rights as a UK consumer.

For dispute resolution, please contact us at privacy@civicsync.uk before commencing legal proceedings.