This Software Development & Change Management Agreement ("Agreement") governs how AssociaHub ("we", "us") develops, deploys, and manages changes to the AssociaHub membership management platform ("the Software") used by your association ("you"). Its purpose is to ensure that changes are delivered safely, predictably, and with minimal disruption to your association's operations.
3. Change Request Process
Associations may request new features or changes through the following process:
- Submission: Submit a request via the in-app Contact page or support email, describing the desired change and its business justification.
- Triage: We review the request for feasibility, impact, and alignment with our product roadmap within 5 business days.
- Prioritisation: Approved requests are prioritised based on demand, value to associations, and technical complexity. We will communicate an estimated timeline where possible.
- Development: Approved changes are developed, reviewed, and tested in our staging environment.
- Release: Changes are deployed to production following our standard release process.
4. Release & Deployment Schedule
- Release Cadence: We aim to release platform updates on a regular cadence, typically every 2–4 weeks.
- Deployment Window: Deployments are performed during low-traffic periods (typically UK weekend or late evening hours) to minimise disruption.
- Release Notes: We publish release notes for Normal and significant Standard changes, describing new features, improvements, and fixes. These are communicated through in-app notifications or email where appropriate.
5. Testing & Quality Assurance
All changes undergo quality assurance testing before deployment. This includes functional testing, regression testing, and — for significant changes — user acceptance testing. Despite our testing efforts, software may contain defects. We commit to addressing reported defects according to the priority levels defined in our Service Level Agreement.
6. Rollback & Incident Management
In the event that a deployment causes unexpected issues, we maintain the ability to roll back to the previous stable version of the Software. Rollback is initiated when a critical defect is identified that significantly impacts platform usability. We conduct a post-incident review for any deployment-related incident and share relevant findings with affected associations where appropriate.
7. Association-Specific Customisation
The Software is provided as a multi-tenant platform shared across associations. Certain settings (such as dues tiers, roles, meeting configurations, and homepage content) can be customised by your executives directly within the platform. Development of association-specific features outside the standard platform is not covered by this Agreement and may be subject to separate commercial arrangements.
8. Communication & Notification
We will notify your association of any change that may materially affect your use of the Software — such as changes to data structures, permissions, or workflows — at least 7 days in advance via email or in-app notification. Routine bug fixes and minor improvements will be communicated through release notes.
9. Changes to This Agreement
We may update this Agreement from time to time to reflect changes in our development processes or service offerings. We will notify you of any material changes by updating the "Effective Date" and through in-app notifications or email. Continued use of the Software after changes take effect constitutes your acceptance of the revised terms.
If you have questions or comments about this agreement, or wish to discuss any of the terms outlined above, please contact us: