Terms and Conditions

Please read the following Terms and Conditions carefully before using GroupLink HQ website (the “Service”) operated by GroupLink HQ Member Services Limited, trading as GroupLink HQ (“us”, “we”, or “our”)..


By using this site, you signify your agreement to these Terms and Conditions. If you do not agree to these Terms and Conditions, do not use this website and our applications.

By proceeding with access to our website, you are deemed to have accepted these terms


To register your scout group with GroupLink HQ you must be over eighteen years of age. You must hold an officer position within the group or have legal authority to bind your scout group and you must ensure that the details provided by you on registration or at any time are correct and complete. You must inform us immediately of any changes to the information that you provided when registering by updating your personal details.

Passwords and Security

If you are provided with a user name, password or any other piece of information as part of our security procedures, you must treat such information as confidential and you must not disclose it to any third party. We have the right to disable any user identification code or password, whether chosen by you or allocated by us, at any time, if in our opinion you have failed to comply with any of the provisions of these terms. By using the website you acknowledge that you are responsible for making all arrangements necessary for you to have access to the website. You are also responsible for ensuring that all persons who access the website through your internet connection are aware of these terms and they comply with them.

Supply of services

GroupLink HQ shall supply the Services to the Customer in accordance with the Specification in all material respects.

GroupLink HQ shall use all reasonable endeavours to meet any performance dates specified in the Order, but any such dates shall be estimates only and time shall not be of the essence for performance of the Services.

GroupLink HQ shall use all reasonable endeavours to ensure that the Services are available to Customer provided always that GroupLink HQ shall have no liability to the Customer or obligation to provide the Services in the event of the occurrence of any of the following:

– any network failures, external to GroupLink HQ (including but limited to the Hosting System); or,

– any scheduled or emergency maintenance of the Proprietary Software, the Website, the Hosting System or any computing systems and networks on which the Proprietary Software is hosted (provided always that GroupLink HQ shall where reasonably possibly, plan any scheduled maintenance (within the direct control of GroupLink HQ) outside of those hours considered to be high volume and provide prior notice to the Customer of any such scheduled maintenance likely to result in any outage of the Services); or,

– server over-utilisation due to unforeseen increase in traffic by a client and/or permitted or unauthorised users.


GroupLink HQ may terminate this Agreement at any time and without notice, and accordingly deny you access to this web site and applications, in our sole discretion for any reason, including your failure to comply with any term or provision of this Agreement.

This Agreement is effective unless and until terminated by either you or GroupLink HQ. You may terminate this Agreement at any time by notifying GroupLink HQ by email (hello@grouplinkhq.com) with 30 days notice and by no longer using this web site, provided that all prior uses of this web site shall be governed by this Agreement. On termination of the contract the customer shall immediately pay to GroupLink HQ any outstanding unpaid charges or invoices in respect of services supplied.

All services are subject to reasonable use.

Fees and Changes

We may change our fees at any time in accordance with these Terms and requirements under applicable law. This means that we may change our fees going forward, start charging fees for Services that were previously free, or remove or update features or functionality that were previously included in the fees. If you don’t agree with the changes, you must cancel your Paid Service.

Refunds. In all cases, there are no refunds and all payments are final.  If you have a billing query please contact your scout group directly

Fees Paid to Scout Groups. Scout Groups can sell items (goods, content, services, etc.), offer subscriptions for their groups at specific price points and intervals, or simply collect payments. GroupLink HQ are not involved in a groups subscription details or store operations (including the quality, timing, pricing, or legality of what may or may not be included in exchange for payment, or any goods or services purchased). If you buy items or subscriptions from a scout group, you’re making the purchase directly from the scout group, and they’re solely responsible for the items sold. Please contact the scout group directly if you have any questions or complaints.


You will defend, indemnify, and hold harmless us, and any of our affiliates and licensors, and each of their respective employees, officers, directors, and representatives from and against any Losses arising out of or relating to any third party claim concerning, (a) your or any End Users’ use of the Services; (b) breach of these Conditions or violation of Applicable Law by you, End Users or Your Content; (c) a dispute between you and any End User; or (d) alleging that any of Your Content infringes or misappropriates that third party’s Intellectual Property Rights.

Errors or Inaccuracies

We do not accept any liability for any errors or omissions. If you are in any doubt as to the validity of information contained within these pages. Then please do contact us in order to seek verification.

Links To Other Web Sites

Our Service may contain links to third-party web sites or services that are not owned or controlled by GroupLink HQ. GroupLink HQ has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third party web sites or services. You further acknowledge and agree that GroupLink HQ shall not be responsible or liable, directly, or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such web sites or services. We strongly advise you to read the terms and conditions and privacy policies of any third-party web sites or services that you visit.


Intellectual Property

The Agreement doesn’t transfer any of GroupLink HQ or third-party intellectual property to you, and all right, title, and interest in and to such property remains (as between GroupLink HQ and you) solely with GroupLink HQ. GroupLink HQ, and all other trademarks, service marks, graphics, and logos used in connection with our website or Services are trademarks or registered trademarks of GroupLink HQ. Other trademarks, service marks, graphics, and logos used in connection with our Services may be the trademarks of other third parties. Using our Services doesn’t grant you any right or license to reproduce or otherwise use any GroupLink HQ or third-party trademarks.

Data Protection

The Customer ( The Scout Group ) and GroupLink HQ’s acknowledge that for the purposes of the Data Protection Act 2018 the Customer is the Data Controller and GroupLink HQ’s is the Data Processor in respect of any Personal Data, save that GroupLink HQ shall be the Data Controller and the relevant Group shall be the Data Processor, with respect to the Personal Data of any members of any relevant Group, that may have separately submitted Personal Data directly (in a format provided and approved by GroupLink HQ) to GroupLink HQ, as part of the Services. The Customer also acknowledges that insofar as it may be required to register as a Data Controller with the Data Protection Commissioner under the Data Protection Act (and as a corollary GroupLink HQ is required by law register as a Data Controller) GroupLink HQ has already affected a generic registration as a Data Processor with Data Protection Commissioner.

GroupLink HQ shall process the Personal Data only in accordance with, and subject to, the Customer’s instructions as received from time to time and shall not process the Personal Data for any purpose other than those authorised and instructed by the Customer or as permitted by the Data Protection Act. For the avoidance of doubt, The Customer acknowledges and agrees that GroupLink HQ may collect and use certain content and other information you provide when you use the Services, including the right to use anonymised data sets for system testing, staff training, and as a Data Provider for statistical and research analysis and as a Data Provider to use the data to provide measurement, analytics, and other business services, and to use this information (including any activity as part of the Services) to help groups understand their membership and understand the types of services being used.

For the purposes of the Contract (but without limitation to any other form that such instructions and authorisation of the Customer may take) the Customer will be deemed to have authorised and instructed GroupLink HQ to process Personal Data as and from the time the Customer (or agents acting on its behalf) first uses any of the Software Services.

For further details on our data protection and privacy policy(s), please click here.


Privacy Policy and Cookie Policy

Please refer to our Privacy Policy and Cookies Policy. You agree that they constitute part of these terms. You must read our Privacy Policy and Cookie Policy before you use the Service.


We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will try to provide at least 30 days notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you must stop using the service.

Governing Law

These Terms shall be governed and construed in accordance with the laws of the Republic of Ireland, without regard to its conflict of law provisions.

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. These Terms constitute the entire agreement between us regarding our Service, and supersede and replace any prior agreements we might have between us regarding the Service.