Charity Software Eligibility: Microsoft, TechSoup & Google Grants ExplainedUnderstanding Eligibility for Microsoft’s Non-profit Program

Navigating charity software eligibility can be challenging, particularly for UK-based organisations. Many charities miss out on valuable technology simply because the criteria are unclear or misunderstood.

This guide explains how charity software eligibility works in practice, covering Microsoft’s non-profit programme alongside other widely used schemes such as TechSoup and Google Grants, and how charities can benefit responsibly from discounted or donated technology.

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Why software donation programmes matter for charities

Modern charities rely heavily on digital tools to operate securely and efficiently. Email, document storage, collaboration platforms, and case management systems are now essential to day-to-day delivery.

Programmes offered by organisations such as Microsoft, TechSoup, and Google help charities access these tools at little or no cost — but eligibility and correct setup are critical.

Free or discounted software does not remove governance or security responsibilities. Trustees remain accountable for how systems are used and protected.

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Microsoft and charity working environments

Microsoft’s cloud services are widely used across the charity sector. Tools such as Word, Excel, PowerPoint, Outlook, and Microsoft Teams support everyday operations, remote working, and collaboration.

To access Microsoft’s charity pricing or donated licences, organisations must meet specific eligibility requirements and apply through approved partners such as Charity Digital.

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Organisation eligibility for UK charities

To qualify for most charity software programmes, UK organisations typically need recognised charitable status. This usually includes registration with:

• The Charity Commission (England and Wales)

• OSCR (Scotland)

• The Charity Commission for Northern Ireland

• Equivalent regulators in the Channel Islands or the Isle of Man

Some smaller organisations that are not registered charities may still qualify if they hold a charitable tax exemption with HMRC, though eligibility can vary by programme.

Not all community organisations qualify. Social enterprises, sports clubs, and informal groups may be excluded depending on structure and purpose.

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Employees, volunteers, and licence rules

Most charity software programmes distinguish between paid staff and volunteers.

• Paid employees are often eligible for donated or free licences

• Volunteers may receive discounted access rather than free licences

This distinction is important for compliance. Licences must be assigned correctly, and shared accounts should be avoided to maintain security and auditability.

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Mission and values alignment

Eligibility is not purely administrative. Many providers require organisations to align with specific ethical and inclusivity standards.

Charities engaged in discriminatory practices — whether in hiring, service delivery, or governance — may be excluded. These criteria reflect wider expectations around public benefit, accountability, and trust.

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Other key charity technology programmes

TechSoup

TechSoup serves as a gateway to many global technology donations, providing access to discounted or donated software from multiple vendors. It is commonly used alongside Microsoft charity programmes and requires ongoing eligibility verification.

Google Ad Grants

Google offers eligible charities a set monthly allowance of free search advertising. This can significantly increase visibility and fundraising reach, but it comes with strict compliance and account management requirements.

Poorly managed Google Grant accounts can be suspended, so governance and oversight remain important.

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Governance, security, and “free” software

A common misconception is that donated software is automatically secure or compliant.

Trustees should ensure:

• Accounts are properly secured (e.g., multi-factor authentication)

• Access is reviewed when staff or volunteers leave

• Data protection obligations are met

• Systems are backed up and monitored

Good charity software eligibility is about more than access — it’s about responsible use.

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A practical, proportionate approach

Most charities benefit from:

• Using recognised donation programmes where appropriate

• Configuring systems securely from the start

• Documenting decisions and access

• Having a trusted IT partner who understands the charity sector

This approach helps charities maximise value while reducing risk.

Cloud computing for charities