• "Account Holder" means a user that has a GrantTracker account;
  • "GrantTracker account" means a current subscription to The Service;
  • "The Service" means our GrantTracker application which is accessed and used via our password protected websites;
  • "us" "we" and "our" refers to NICVA, a company limited by guarantee and registered in Northern Ireland with registered number NI001792 .NICVA is also registered as a charity for tax purposes with the Inland Revenue number XN 47024
  • "you" means you, the person who accesses and uses this website and/or The Service; and
  • "your Data" means any data entered or uploaded by you while using The Service.

Creating and accessing a GrantTracker account

How to apply: In order to access and use The Service, a GrantTracker account must first be created. You can apply for a GrantTracker account to be created by submitting your details on our "Sign Up" screen.

Formation of a contract: If we accept an application for the creation of a GrantTracker account, we will confirm this by email and at that point a legally binding contract will be created between the Account Holder and us. If you apply for a GrantTracker account to be created, you must therefore ensure that you are authorised to enter into this contract for and on behalf of the Account Holder. The contract will be concluded in the English language and the provisions of these Terms of Service shall govern our agreement with the Account Holder and you.

Errors in information you gave us: If you made any mistakes in the details you gave to us when applying for a GrantTracker account, these errors can be corrected by accessing The Service and using the "Manage Account" function on toolbar.

Refusal to create an account: We reserve the right, at our discretion, not to accept an application to create a GrantTracker account. This may be due to technical constraints, because you or your organisation has been banned by us from using The Service or for any other reason. No charge will be made by us for declined applications.

How to access the account: You will not be able to access and use The Service without a username and password for a GrantTracker account.

Your rights

Your rights: If the organisation you represent is an Account Holder and you are authorised by it to use The Service, we grant you a non-transferable, non-exclusive licence to use The Service in accordance with these Terms of Service.

Conditions: The above licence is strictly subject to compliance with these Terms of Service by you (and by the Account Holder whose GrantTracker account you are accessing) 

Your obligations

You must:

  • only access an Account Holder's GrantTracker account by using a password and email address which that Account Holder authorises you to use; and
  • only use The Service on behalf of the Account Holder whose GrantTracker account you are accessing and solely for the purposes that the application was designed for.

You must not:

  • do anything which could reasonably be expected to damage, disable, overburden, or materially impair The Service or our website generally or which is likely to interfere with any other party's use or enjoyment of The Service;
  • question or dispute our ownership of the intellectual property rights in The Service;
  • Security: The Account Holder is ultimately responsible for administering and safeguarding any passwords created to control access to its GrantTracker account: please keep any password issued to you secure.


During sign up choose a suitable subscription. We may offer discounts through coupons or other means.  Discounts coupons are non-transferrable and can be applied during sign up.

What forms of payment do you accept?

Currently we accept Visa and MasterCard for online payments. To request an Invoice please contact Laura Adair for further information on 028 9087 7777 or [email protected].

Paying for The Service

Subscription fee amount: A subscription fee for use of The Service is payable on sign up by the Account Holder. The subscription rates are posted on our website and we may vary these from time to time: please see our sign up screen for the rates in force for the current month. Prices on our website are quoted in sterling. If you change your subscription package in the future, the change in the subscription payment amount will take effect at the next billing cycle.

Renewals and Recurring payments: For subscriptions longer than one month we will notify that Account Holder a month before the subscription is due to expire with details of the expiry date and new subscription fees.

Non-payment: We shall be under no obligation to provide The Service if the subscription fee is not paid to us on time. The Account Holder must ensure that we have complete and accurate billing and contact information throughout the subscription period, including the full name of the Account Holder, its business address, and a billing contact email address. If subscription fees become overdue, because for example the Account Holder's credit card has expired, we reserve the right to suspend your access to The Service until the balance is paid and we may close the Account Holder's GrantTracker account permanently.

Fees for multiple accounts: If you would like to use The Service to manage more than one Account, you will need to sign up for multiple accounts and pay the subscription fee charged by us for each additional GrantTracker account. Contact us for details


For subscriptions of one month or more you can request a refund on the Account Holder’s GrantTracker account within seven days of the creation of the Account.  Contact Laura Adair on 028 9087 7777 or [email protected] for further details. Subscription fees of less than one month are non-refundable. 

Who owns what

Rights in your data: The Account Holder has sole responsibility for the accuracy and reliability of your Data. 

Rights in our software and our website: All copyright, database rights, trade marks and other intellectual property rights in The Service (including any such rights in our website) are either owned by or licensed to us and nothing in these Terms of Service shall transfer any ownership rights to you or to the Account Holder.


GrantTracker is owned and managed by NICVA. The privacy of our users is important to us and we take care to safeguard it. This privacy notice outlines how we treat personal information we collect from you, or that you provide to us. NICVA is registered with the Information Commissioner’s Office as ‘Northern Ireland Council for Voluntary Action, 61 Duncairn Gardens, Belfast BT15 2GB’.

Information we collect: Any information you provide will be carefully protected and stored on secure servers within the EEA. We will keep your information confidential except where disclosure is required or permitted by law. We will not share your personal information with any other third party.

When you register as a user, we will collect the information necessary to provide the service which includes, as a minimum, your name, your email address and organisation name (if applicable). We will also collect any other information that you voluntarily provide by completing forms on the website. We may collect information if you contact us with comments, questions or specific requests. We may occasionally contact you to ask you to take part in surveys/research to help us provide a better service and improve the website. 

Email updates on upcoming funding deadlines: We use a third party provider, Mailchimp, to deliver email updates on funding deadlines and information about the website. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our emails. For more information on Mailchimp visit

MyNotes: The MyNotes tool is for you to use as you see fit to jot down notes about funders, the application process or whatever you have in mind – or to attach documents. It is saved in your personal account and is visible only to you each time you log in.

The free notes field and attachments in MyNotes are not visible to anyone outside the account holder (you) so protect your username and password details. The NICVA team that updates GrantTracker scheme information cannot view your notes or attachments. NICVA will also never share this information with anyone else either inside or outside the organisation. This is to protect your confidentiality and commercial property.

NICVA may from time to time compile statistical information on use of MyNotes and the scheme status to improve the service to subscribers or for marketing reasons. You will not be named in any marketing of this information.

We do recommend that GrantTracker is not the only source of original funding application documents and important notes in the unlikely event that information is permanently lost from our servers and your GrantTracker account. Please keep copies elsewhere. We will not be liable for potential losses as result of data lost in this way.

Payment/billing details: When signing up for access to The Service you will provide details of the Account Holder’s payment and billing details. Billing details are stored in our database for our records should an issue arise with a payment or with misuse of The Service and are never shared with third parties. Credit card details are never stored by us, they are sent securely to our payment processor, PayPal, which processes the payments on our behalf.

IP Addresses and Cookies: We collect information about your visit to GrantTracker, including where available, your IP address, operating system and browser type. The data cannot be used to identify any individual. To help us gather this information we use cookies; small files stored on the hard drive of your computer. Cookies allow us to improve our site and deliver a better and more efficient service. GrantTracker uses:

Cookie type Cookie name Purpose
Session cookie Follows the pattern SESS plus 32 random numbers and letters A session cookie to store your session id, this cookie is unique to your visit and is required for access to The Service
Javascript cookie has_js A JavaScript cookie which flags up whether or not you have JavaScript enabled (this expires when you close your browser)
Google Analytics cookies Follows the pattern __utm plus a letter, eg __utma
Also __atuvc
Google Analytics cookies. We use Google Analytics, a popular web analytics service provided by Google, Inc. Google uses cookies to collect and analyse information about how the website is used. Google undertakes not to associate your IP address with other data held by Google. Find out more about Google Analytics here.
Cookie agreement cookies-agreed-en This cookie is set up to store your acceptance of the cookie policy to stop the message about accepting cookies from appearing on every use of The Service

If you do not wish to accept cookies you can activate the appropriate settings on your browser, however, you may be unable to access some parts of our sites. To find out more about cookies and how they can be turned off, visit

Links to other websites: This privacy notice only applies to NICVA’s collection of information via GrantTracker. If you follow a link to any third party from our website please ensure you familiarise yourself with their privacy policy before sharing your personal information.

Changes to our privacy notice: We keep our privacy policy under review and updates will be made available on this webpage. This privacy notice was last updated on 30 May 2013.

Contact us: For more information on our privacy policy or the information we hold about you please contact us by:

  • email at [email protected] with the subject heading “GrantTracker privacy notice”.
  • writing to the Information Officer, NICVA, 61 Duncairn Gardens, Belfast BT15 2GB.

Closing an GrantTracker account

Cancellation by you: You can close the Account Holder's GrantTracker account at any time by accessing The Service and using the "cancel my account" option on the "Manage Account" page. No further subscription fees will be billed and no refund will be made of any subscription fees already billed and paid.

Suspension and closure by us: If you (or any other user of the Account Holder's GrantTracker account) fail to abide by these Terms of Service, or if payment of the subscription fees is not paid on time, we reserve the right to suspend your access to The Service or permanently cancel the Account Holder's GrantTracker account. If we withdraw access to The Service because these Terms of Service have been breached, no refund will be payable by us. We also reserve the right to close any GrantTracker account for any reason, by giving one month’s notice.


IMPORTANT: This section restricts the extent to which we are liable for any losses which may be suffered in connection with your use of The Service. It also requires the Account Holder to compensate us for any loss we suffer as a result of your failure to comply with these Terms of Service.

No guarantees: We make no guarantee that The Service will be suitable for your intended use, neither do we guarantee that it will be error-free, timely, reliable, entirely secure, virus-free or available, especially since we are dependent on the reliability of the Internet and your use of your own computer to access The Service. We will try to keep disruptions to a minimum but we may suspend The Service from time to time to carry out maintenance and support work and to investigate unauthorised use.

Exclusion of our liability: You use The Service entirely at your own risk. We do not restrict our liability (if any) for personal injury or death resulting from our negligence, for fraud committed by us or for any matter which it would be illegal to limit or to attempt to restrict. We exclude all other liability and responsibility for any amount or kind of loss or damage arising in connection with The Service (even if we have been advised of their possibility.)

Limitation of our liability: Where we are not legally entitled to exclude our liability, our total liability for any loss or damage relating to The Service (or to our website generally) shall not exceed an amount equal to the subscription fees which the Account Holder has paid to us in the previous month.

Liability to us: If you access The Service using a password created to control access to the Account Holder's GrantTracker account, then the Account Holder shall be held liable for any reasonable costs and expenses incurred by us as a result of breach of these Terms of Service by you. Otherwise, you shall be personally be held liable for any reasonable costs and expenses incurred by us as a result of breach of these Terms of Service by you.

General legal matters

Entire agreement: These Terms of Service and our Privacy Policy describe the entire agreement between you, the Account Holder and us regarding The Service, and supersede any prior understandings or agreements. The headings are for convenience only and shall not affect the construction or interpretation of these Terms of Service.

Changes to this contract: We reserve the right to change these Terms of Service from time to time and therefore we may impose new or different terms and conditions on your use of The Service. These additional terms will be posted here on our website and will be effective from the Account Holder's next monthly subscription renewal. Your continued use of The Service will be deemed to constitute acceptance by the Account Holder of all of the new terms. These Terms of Service may not otherwise be changed without our written consent.

Transfer of rights & obligations: We shall be entitled to transfer our rights and/or obligations under these Terms of Service to another party. Neither you nor the Account Holder may transfer any of your rights or obligations under these Terms of Service without our written consent.

Waiver and severability: If either you or we ignore any breach of these Terms of Service, it doesn't mean that any further breach cannot be enforced. Similarly, if any parts of these Terms turn out to be invalid or unenforceable for some reason, then it will be replaced with a provision which, as far as possible, achieves the same purpose as the original, and the remainder of the agreement will still be binding.

Resolving disputes: These Terms of Service shall be governed by and interpreted in accordance with Northern Ireland law. If any party wants to take court proceedings in relation to The Service, it must do so in Northern Ireland. You are responsible for compliance with any applicable laws of the country from which you use or otherwise access The Service.