Circle Operator agreement

Version RC-CIRCLE-2026-09-v2 · 12 September 2026

This agreement is between the Platform Operator and Circle Operator named in its appointment record. That record identifies the Circle, effective date, services, agreed charges, contacts and applicable data arrangements. It forms part of this agreement.

Operating the Circle

The Circle Operator is the organisation responsible for local membership, member credit, its retail sales, agency appointments and collection arrangements. It identifies itself clearly to members and trading partners and maintains the registrations, permissions and insurance required for its activities.

One organisation may operate several Circles. Each Circle must be covered by its recorded appointment.

The Platform Operator provides the agreed website and tools with reasonable care and skill. It does not become a party to local sales or acquire ownership of private growing records by providing those services. Each party remains responsible for its own acts, omissions and legal duties.

Members, sellers and stock

The Circle Operator provides clear membership and sale terms, administers complaints and refunds, and keeps appropriate transaction and safety records. It obtains an agency appointment before concluding sales for another seller. Goods bought for resale have independent product details, retail prices and stock records, managed in the Circle’s catalogue.

Money backing member credit must be held in a bank account separate from operating money and used only to settle members’ purchases or make refunds due. Unused member credit must not fund operating costs or another member's purchases. The Circle Operator reconciles money owed to members and sellers and settles sellers on the agreed timetable.

Record banking and settlement arrangements separately from local administration, identifying the account holder, organisation owing member credit, authorised payment recipient and settlement responsibilities. Shared administration does not release the Circle Operator from its obligations. A separate organisation holding funds requires an explicit written arrangement, any necessary regulatory permissions and the required notices or agreements before it begins.

The Circle Operator funds remedies for its own failures and storage or handling failures by a Host it appointed, including advances while responsibility is disputed. For agency sales it preserves the innocent Seller's payment and pursues the Host itself, as set out in the Seller agreement. It must use its own funds for those costs and advances.

Routine product changes and withdrawals do not cancel orders already placed. The Circle Operator cooperates with sellers and hosts on safety notices and recalls, including independently copied resale products.

Access, data and the shared name

Give named people only the access their work requires and remove access when it is no longer authorised. Apply the data arrangements recorded for each activity. Private production information must not be used to gain an advantage over growers.

The Circle Operator may use the Rooted Commons name for the appointed Circle within the branding permission recorded with this agreement. Existing software licences remain in force. Neither party receives ownership of the other’s records, products or branding merely through participation.

Changes, suspension and exit

Material changes to this agreement require agreement. Either party may end the arrangement on reasonable written notice, allowing time for a safe handover. Immediate restrictions may be imposed where reasonably necessary for safety, security or law, with reasons explained unless prohibited or unsafe.

The Circle Operator remains responsible for its existing members, credit, orders, settlements and claims unless validly transferred. An exit plan must cover those obligations, records, access and any successor appointment. A new role entry does not transfer contracts or funds. Members must be informed and any necessary agreement obtained. If the service ends without an agreed transfer, unused member credit is repayable.

Provide the records and cooperation reasonably needed for continuity and legal duties. Retain access or an alternative route for unresolved orders, safety matters and required records. Stop presenting the organisation as the appointed Circle Operator when the appointment ends.

English and Welsh law and courts apply. Nothing excludes rights or obligations that cannot lawfully be excluded.