Definitions
LocalGov Drupal means the open source Drupal distribution and related products developed by the LocalGov Drupal community, published at drupal.org/project/localgov, and the wider open source community around it, including subscribers, non-paying contributors and users.
Open Digital Cooperative Ltd (ODC) means the multi-stakeholder co-operative, registered as a company limited by guarantee (company number 14532300), that manages and governs LocalGov Drupal and its community
Supplier means any organisation providing services to councils or Open Digital Cooperative (ODC). This includes Drupal agencies and freelancers, and related services such as content design, communications, user testing, design, support and hosting.
Council means a local authority in the UK or Ireland.
Certified Supplier means a supplier who has been assessed against, and continues to meet, the LocalGov Drupal supplier code of practice, and who pays the Certified Supplier subscription fee. Certified Suppliers are LocalGov Drupal Subscribers.
LocalGov Drupal Subscriber means a council or Certified Supplier who has paid a subscription fee to support LocalGov Drupal in exchange for a number of benefits.
Member means any subscriber who has voluntarily applied for membership of the co-operative (ODC) and had that application accepted. "Member" has the meaning given in section 112 of the Companies Act 2006 and as detailed under 'Membership' in the Articles of Association.
Terms and conditions
1. Becoming a subscriber
1.1. An organisation (council or supplier) can become a LocalGov Drupal Subscriber by meeting the eligibility criteria and confirming, by email, that it wishes to subscribe.
1.2. Suppliers that wish to subscribe are assessed against the LocalGov Drupal supplier code of practice before becoming a Certified Supplier. If a supplier meets our requirements, they can choose to become a Certified Supplier and pay the Certified Supplier subscription fee. Those that do not meet the criteria cannot subscribe.
2. Conduct and codes of practice
2.1. We want to encourage a vibrant, fair, productive culture. To that end, we reserve the right to suspend or terminate a subscription, Slack access, or Certified Supplier status if an organisation is considered to be in breach of these terms.
2.2. By subscribing to LocalGov Drupal, your organisation agrees to abide by the community code of conduct.
2.3. Certified Suppliers must follow the supplier code of practice. Certified Supplier status is granted, reviewed and can be suspended or removed under the process set out in that code.
3. Subscriber benefits
3.1. Subscriber benefits are only available to LocalGov Drupal Subscribers, that is, councils and Certified Suppliers. Benefits vary by organisation type.
3.2. Full details of council subscriber benefits are set out at localgovdrupal.org/community/our-councils/subscribe-localgov-drupal.
3.3. Full details of Certified Supplier benefits are set out at localgovdrupal.org/community/our-suppliers/become-certified-supplier.
3.4. The Certified Supplier subscription fee is calculated based on staff size. Certified Suppliers must confirm their current staff numbers when renewing, so we can calculate the correct fee.
3.5. Certified Supplier status is contingent on paying the Certified Supplier subscription fee, in addition to meeting the expectations of the supplier code of practice. If a Certified Supplier's subscription lapses, their Certified Supplier status and subscriber benefits end, even if they continue to meet the code of practice.
4. Term, renewal and payment
4.1. Subscriptions run on a 12 month cycle and renew each year.
4.2. We will email you a renewal quote around 60 days before your renewal date. Councils can use this quote to raise a purchase order. Certified Suppliers should use this email to confirm their current staff size, so we can calculate the renewal fee.
4.3. If you do not want to renew, please let us know before your renewal date. We do not require formal written notice, but telling us in good time helps us plan.
4.4. We will send an invoice once you have confirmed, by email, that you wish to subscribe or renew. Subscriber benefits are activated for the following 12-month period once the invoice has been paid, or on receipt of a purchase order for councils.
4.5. We recognise that councils often face internal delays before payment can be made, including procurement and purchase order processes. We allow a reasonable grace period for councils and will work with you if payment is delayed for these reasons.
4.6. Certified Suppliers have 14 days from the renewal date to make payment. If we do not receive payment within this time, we will contact you by email. After 14 days, we will temporarily remove the supplier's Certified Supplier listing and benefits until payment is made
5. Fees and price changes
5.1. We review subscription fees annually. If fees change, we will tell you when we send your renewal quote 60 days before your renewal date.
5.2. Certified Supplier fees are calculated based on staff size, and may change if your staff size changes. Fees for Certified Suppliers are otherwise reviewed separately from council fees, and may not change at the same time or by the same amount.
6. Ending a subscription
6.1. You can stop your subscription at any time by telling us. Please tell us before your renewal date if you do not wish to continue, so we can stop billing you and update our records.
6.2. If a Certified Supplier does not pay within 14 days of the renewal date, we will contact them by email. If we do not hear back or receive payment within a further 14 days, we will remove their Certified Supplier status, listing and subscriber benefits.
7. Your data
7.1 We hold basic organisational and contact information in our CRM for subscribers, including your organisation's name, contact details, staff size (for Certified Suppliers), and payment history. We use this to manage your subscription, calculate fees, and contact you about renewals and community activity. We do not share this information with any third party.
7.2. If you leave, or your subscription or Certified Supplier status ends, we will remove you from Slack, member channels and public listings, but may keep basic records of your subscription history for our accounts.
8. Membership
8.1. As a LocalGov Drupal Subscriber, you are eligible for membership of Open Digital Cooperative provided you agree to adhere to the Articles of Association of Open Digital Cooperative.
8.2. In line with Cooperative Principle 1: Voluntary and Open Membership, membership is voluntary, so you must express interest in becoming a member. Subscribers do not automatically become members.
8.3. Membership is granted through the process set out in section 8.7 below.
8.4. Members must agree to the 7 cooperative principles.
8.5. If your subscription fee lapses, you are no longer eligible for membership.
8.6. Members commit to the following:
a. take an active interest in the operation and development of the cooperative
b. respect the confidential nature of the business decisions of the cooperative
Membership process
8.7. To become a member, you should follow this process:
a. confirm you wish to subscribe and pay the subscription fee
b. agree to adhere to these terms and conditions, the supplier code of practice (if a supplier), and the Articles of Association of Open Digital Cooperative
c. the Community Lead will notify the board of the new member application, and the board has one week to raise any objections
d. if no objections are raised within one week, the application is approved, and the Community Lead will confirm this to you by email
e. you will then be given a Members Pack and added to the Members' Slack channel and other communications channels
Termination of membership
8.8. Membership can end in the following ways:
a. if a member organisation stops being eligible (that is, stops paying the subscription fee) for membership, it is automatically removed as a member, and from all necessary channels and platforms
b. any organisation may step down from membership by emailing the membership officer or Community Lead
c. a member may be removed from membership by agreement of the other members, at the AGM, according to the Articles of Association
Member benefits
8.9. Members of Open Digital Cooperative receive the following benefits:
a. eligibility for election to the board of Open Digital Cooperative
b. the right to vote for board members
c. attending the AGM
d. access to the private member-only Slack channel
9. Changes to these terms
9.1. We may need to change these terms from time to time. We distinguish between minor and major changes.
9.2. A minor change keeps this document accurate and up to date, without changing what a subscriber pays, owes, or is entitled to. Examples include updating a link, reflecting a change of platform (for example, moving from Slack to another tool), correcting an error, or restructuring the document for clarity. We can make minor changes without board approval.
9.3. A major change has a material effect on what a subscriber pays, owes, or is entitled to. Examples include changes to fees, grace periods, eligibility criteria, termination rights, or how we handle your data. Major changes must be discussed with subscribers and approved by the board before they take effect.
9.4. We will notify all subscribers by email of any change to these terms, minor or major, including the new version number and the date it was last updated.
9.5. Where a change is major, we will give subscribers reasonable notice before it takes effect wherever practical.