Terms & Conditions

Effective Date: 7 April 2026 · Version 1.0 · Pre-Launch

1. About Us and How to Contact Us

These Terms and Conditions ("Terms") govern your use of the ClubHQ™ website and mobile application (together, the "App" or "Service"), operated by ClubHQ™ ("we", "us", "our"), a company registered in England and Wales.

By accessing or using the App, including by creating an account or clicking 'Sign Up', you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you are using the App on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

2. Eligibility and Account Registration

2.1 Age Requirements

The App is not directed at children under the age of 13. By using the App, you confirm that you are at least 13 years old. Users aged 13 to 17 must have the consent of a parent or legal guardian, who takes responsibility for their use of the App.

Where the App is used to manage teams or clubs that include members under 13, an administrator or parent/guardian must register on the child's behalf. We do not knowingly collect personal data directly from children under 13.

2.2 Account Creation

To access most features of the App, you must register for an account. When registering you agree to:

• Provide accurate, current, and complete information.
• Keep your account details up to date.
• Maintain the security of your password and account credentials.
• Notify us immediately of any unauthorised use of your account.

You are solely responsible for all activity that occurs under your account. We will not be liable for any loss arising from your failure to keep your password secure.

2.3 One Account Per Person

You may only hold one personal ClubHQ account. You must not create accounts on behalf of others without authorisation.

2.4 Administrator Accounts

Users who create or manage teams, clubs, or groups on the App ("Committee") take on additional responsibilities. By acting as a Committee, you agree to:

• Only add members who have consented to being added to your team or group.
• Obtain appropriate consents before uploading personal data of third parties (including minors).
• Comply with all applicable data protection laws in your use of member data, including the UK GDPR and Data Protection Act 2018.
• Ensure that any data you export from the App is handled lawfully.

Committees act as data controllers in respect of data they collect and manage through the App. We act as data processor in this respect. See our Privacy Policy for further detail.

3. Description of the Service

The App is a sport management platform designed to help coaches, club administrators, players, and parents organise teams, manage events, communicate, track attendance, and coordinate payments. Features may include (and are subject to change):

• Team and club management, including member rosters and role assignment.
• Event scheduling, RSVP tracking, and calendar integration.
• Messaging and in-app communications.
• Payment collection for membership fees and events.
• Match management, including team sheets, scores, and statistics.
• Document and photo storage.

We reserve the right to add, modify, suspend, or remove features at any time. We will endeavour to give reasonable notice of material changes to the Service.

We do not guarantee that the App will be available at all times or will be free from errors. Planned and unplanned maintenance may cause temporary interruptions.

4. Acceptable Use Policy

4.1 Permitted Use

You may use the App only for lawful purposes and in accordance with these Terms. The App is intended for personal and organisational use in connection with legitimate sporting and recreational activities.

4.2 Prohibited Conduct

You must not use the App to:

• Upload, post, or transmit any content that is unlawful, defamatory, obscene, offensive, threatening, harassing, or otherwise objectionable.
• Impersonate any person or entity, or misrepresent your affiliation with a person or entity.
• Upload or transmit viruses, malware, or any other malicious code.
• Attempt to gain unauthorised access to any part of the App or its related systems.
• Scrape, copy, or extract data from the App without our express written consent.
• Use the App to send unsolicited commercial communications (spam).
• Facilitate or engage in any illegal activity, including harassment, discrimination, or abuse.
• Use the App in a way that could damage, disable, overburden, or impair it.
• Reproduce, distribute, sell, or sublicense any part of the App without authorisation.
• Deliberately expose or share another user's personal data without their consent.

We reserve the right to investigate potential breaches of this policy and to suspend or terminate access for any user we reasonably believe is in breach.

4.3 User-Generated Content Standards

Any content you upload to the App, including messages, photos, documents, results, or other data ("Content"), must not:

• Infringe any third party's intellectual property, privacy, or other rights.
• Contain personal data of others that you are not authorised to share.
• Be false, misleading, or fraudulent.
• Contain material that is sexually explicit, violent, or otherwise inappropriate, particularly where the App is used in the context of youth sport.

5. User Content and Intellectual Property

5.1 Your Content

You retain ownership of any Content you create, upload, or submit through the App. By submitting Content, you grant us a non-exclusive, royalty-free, worldwide licence to store, display, reproduce, and process your Content solely to the extent necessary to operate and provide the Service. We will not use your Content for advertising or marketing purposes without your separate consent.

You represent and warrant that:

• You own or have the necessary rights and licences to the Content you submit.
• Your Content does not infringe the rights of any third party.
• You are responsible for paying any royalties or fees owed in respect of Content you submit.

5.2 Our Intellectual Property

All intellectual property rights in the App, including its software, design, code, databases, trademarks, logos, and brand, are owned by or licensed to us. Nothing in these Terms transfers any ownership of our intellectual property to you.

You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the App for the purposes described in these Terms. You must not:

• Copy, modify, or create derivative works of the App or its content.
• Reverse engineer, decompile, or disassemble any part of the App.
• Remove or alter any proprietary notices on the App.
• Use our trademarks, logos, or brand without our prior written consent.

5.3 Content Removal

We reserve the right, without liability to you, to remove or disable access to any Content that we determine, in our sole discretion, violates these Terms, applicable law, or is otherwise objectionable. We will endeavour to notify you where reasonably practicable.

5.4 Content Persistence After Account Deletion

Some Content, such as match results, competition records, or team statistics, may remain visible on the App after you delete your account, where this Content forms part of a shared record involving other participants (e.g., a league table or tournament draw). This is consistent with practice adopted by comparable platforms. We will make clear the extent of this at the point of account deletion.

6. Payments

ClubHQ does not currently process payments through the Service. Members do not pay ClubHQ for access; where a club subscribes to ClubHQ, it does so under its own Administrator Terms and Conditions.

The Service can link to a third-party ticketing or payment provider, such as Fixr. Where a club adds a ticket link to an event, you leave the Service to buy the ticket on that provider's own site, and the purchase is with them: it is governed by their terms and their privacy policy, your card details are given to them and never to us, and we are not a party to the transaction. Refunds, cancellations and disputes about a ticket are matters for the provider and the club that sold it, not for ClubHQ. Clubs wanting a closer integration with a particular provider should contact us, as this can usually be arranged.

We may also integrate a payment provider (such as Stripe) directly into the Service in the future, to support subscription or membership fee collection. If we do, we will update these Terms and our Privacy Policy before that feature goes live, and we will never store full card numbers or CVV codes ourselves.

Where a club collects money from its members outside the Service (for example match fees or membership subscriptions), that arrangement is between you and your club. We are not a party to it and accept no liability for disputes arising from it.

7. Third-Party Services and Links

The App may integrate with or link to third-party services and websites (such as fitness trackers, calendar applications, or payment providers). These third-party services are governed by their own terms and privacy policies, which you should review before use.

We are not responsible for the availability, accuracy, or content of third-party services, nor for any loss or damage arising from your use of them. Any transactions you conduct with third parties are solely between you and them.

Where the App is used by an administrator to manage a community (such as a sports club), that community's administrators may set their own privacy settings and policies for members. We recommend reviewing any community-specific terms or policies before joining.

8. Disclaimers of Warranty

To the fullest extent permitted by applicable law:

• The App is provided on an 'as is' and 'as available' basis, without warranties of any kind, whether express, implied, statutory, or otherwise.
• We do not warrant that the App will be uninterrupted, error-free, secure, or free from viruses or other harmful components.
• We do not warrant that any information obtained through the App will be accurate, complete, or reliable.
• All implied warranties, conditions, and representations, including those relating to satisfactory quality, fitness for a particular purpose, and non-infringement, are excluded to the fullest extent permitted by law.

Nothing in these Terms affects any statutory rights you may have as a consumer under the Consumer Rights Act 2015 or other applicable UK legislation, which cannot be excluded or limited by agreement.

9. Limitation of Liability

9.1 What We Are Not Liable For

To the fullest extent permitted by law, we shall not be liable, whether in contract, tort (including negligence or breach of statutory duty), misrepresentation, restitution, or otherwise, for:

• Any loss of profits, revenue, business, or anticipated savings.
• Any loss or corruption of data or information.
• Any loss of goodwill or reputation.
• Any indirect, special, or consequential loss or damage.
• Any loss arising from your use of, or inability to use, the App or any third-party service.
• Any loss arising from another user's actions or content on the App.
• Any loss arising from scheduled or unscheduled maintenance, outages, or technical failure.

9.2 Cap on Liability

Our total aggregate liability to you under or in connection with these Terms, whether in contract, tort, or otherwise, shall not exceed the greater of: (a) the total fees paid by you to us in the 12 months preceding the event giving rise to the claim, or (b) £100.

9.3 Exceptions

Nothing in these Terms excludes or limits our liability for:

• Death or personal injury caused by our negligence.
• Fraud or fraudulent misrepresentation.
• Any other liability that cannot be excluded or limited by English law.

9.4 Physical Activity Disclaimer

The App is a management and communications tool and is not designed to provide health, fitness, medical, or safety advice. We accept no responsibility for any injury, accident, or loss arising from physical sporting activity organised through the App. All participants take part in sporting activities at their own risk. Organisers are responsible for ensuring adequate health and safety measures, insurance, and safeguarding procedures are in place for their activities.

10. Indemnification

You agree to defend, indemnify, and hold harmless ClubHQ™, its directors, employees, agents, and licensors from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the App in breach of these Terms.
• Any Content you submit, post, or transmit through the App.
• Your violation of any law or the rights of any third party.
• Your failure to comply with applicable data protection obligations in your role as an Administrator.

11. Account Suspension and Termination

11.1 Termination by You

You may close your account and stop using the App at any time. To delete your account, use the account settings within the App or contact us at [email protected]. Account deletion will be processed promptly, subject to any outstanding payments or obligations.

11.2 Suspension or Termination by Us

We may suspend or terminate your access to the App immediately and without notice if we reasonably believe that you have:

• Breached any provision of these Terms.
• Engaged in conduct that is harmful to other users, third parties, or us.
• Provided false or misleading information.
• Failed to pay any amounts due.
• Acted in a way that brings the App or our business into disrepute.

We may also suspend access for legitimate operational reasons, such as security incidents, legal obligations, or extended periods of inactivity, with reasonable notice where possible.

11.3 Effect of Termination

On termination:

• Your right to access the App ceases immediately.
• Any outstanding fees remain payable.
• We may retain certain data as required by law or as described in our Privacy Policy.
• Provisions of these Terms that by their nature should survive termination (including Sections 5, 8, 9, 10, 13, and 14) will continue to apply.

12. Changes to These Terms

We may update these Terms from time to time to reflect changes in the law, our business practices, or the App's features. Where changes are material, we will:

• Notify you by email to the address associated with your account; and/or
• Display a prominent notice within the App at least 14 days before the changes take effect.

Your continued use of the App after the effective date of any revised Terms constitutes your acceptance of those changes. If you do not agree to the updated Terms, you should stop using the App before the changes take effect.

13. Governing Law and Dispute Resolution

13.1 Governing Law

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) are governed by and construed in accordance with the law of England and Wales.

13.2 Jurisdiction

You and we agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms, except where applicable consumer protection law requires otherwise.

13.3 Dispute Resolution

Before commencing any formal legal proceedings, we encourage you to contact us at [email protected] to resolve disputes informally. We aim to respond to all complaints within 14 days.

Where you are a consumer, you may also be entitled to use an Alternative Dispute Resolution (ADR) scheme. We will notify you of any applicable ADR scheme when relevant.

14. General Provisions

14.1 Entire Agreement

These Terms, together with our Privacy Policy and any other policies referenced herein, constitute the entire agreement between you and us in relation to the App, and supersede all prior agreements, representations, or understandings.

14.2 Severability

If any provision of these Terms is found to be invalid, unlawful, or unenforceable by a court of competent jurisdiction, that provision shall be severed and the remainder of the Terms shall continue in full force and effect.

14.3 Waiver

Our failure to enforce any right or provision of these Terms will not constitute a waiver of that right or provision. Any waiver must be in writing and signed by us.

14.4 No Partnership

Nothing in these Terms creates a partnership, joint venture, agency, employment, or franchise relationship between you and us.

14.5 Assignment

We may assign or transfer our rights and obligations under these Terms to a third party (for example, in the event of a merger or acquisition) without notice to you, provided your rights are not materially affected. You may not assign your rights or obligations under these Terms without our prior written consent.

14.6 Force Majeure

We will not be liable for any failure or delay in performing our obligations where such failure or delay results from any cause beyond our reasonable control, including acts of God, government actions, labour disputes, or failures of third-party infrastructure.

14.7 Notices

Legal notices to us should be sent by email to [email protected] or by post to our registered address. We may give notices to you via your registered email address or by posting a notice on the App.

14.8 Complaints

If you have a complaint about the App or our service, please contact us in the first instance at [email protected]. We will acknowledge your complaint within 5 business days and aim to resolve it within 28 days.

Note: This document is a draft template for pre-launch review. It should be reviewed by a qualified solicitor before publication, particularly in respect of consumer protection obligations, payment terms, and any sector-specific regulations applicable to your App.