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Terms of Service

Last updated: 14 April 2026

1. Introduction

These Terms of Service ("Terms") govern your access to and use of Clubmate ("we", "us", "our"), including our website, applications, and related services (the "Platform").

By registering, accessing, or using Clubmate, you agree to be bound by these Terms.

If you do not agree, you must not use the Platform.

Clubmate provides sports club management software that enables clubs to manage members, teams, attendance, scheduling, communications, and payments.

2. Parties and role definitions

Clubmate acts as a software provider and, depending on the data being processed, may act as either:

  • Data Processor on behalf of Clubs for member and participant data, or
  • Data Controller for account, billing, and platform usage data

Each club, organisation, or group using Clubmate ("Club") is an independent Data Controller for the personal data they input, manage, or administer through the Platform, unless otherwise required by law.

Individual users (admins, coaches, players, parents) use Clubmate under the authority of their Club.

3. Acceptance of Terms

By creating an account, being invited to a Club, or using the Platform, you confirm that:

  • You have authority to act on behalf of a Club (where applicable)
  • You accept these Terms on behalf of yourself and/or your Club
  • You are responsible for ensuring compliance with these Terms within your Club

4. Eligibility and account responsibility

You must be at least 16 years old to use Clubmate.

Club administrators confirm they have authority to manage member data and accept responsibility for:

  • User access within their Club
  • Accuracy of data entered
  • Ensuring appropriate safeguarding practices

You are responsible for maintaining the confidentiality of your account credentials and all activity under your account.

5. Description of the service

Clubmate provides a digital platform that may include:

  • Member and team management
  • Attendance tracking
  • Event and fixture scheduling
  • Communication tools (messages, notifications, announcements)
  • Medical and emergency information storage (as provided by Clubs)
  • Payment collection and financial tracking tools
  • Reporting and administrative dashboards

We may modify, improve, or update features at any time.

6. Club responsibilities

Each Club is solely responsible for:

  • Ensuring it has a lawful basis for collecting and processing personal data
  • Obtaining any necessary consents (especially for minors and medical data)
  • Ensuring data entered into the Platform is accurate and up to date
  • Managing access permissions for staff, coaches, and administrators
  • Ensuring safeguarding compliance for youth participants

Clubmate is not responsible for the Club's compliance with applicable laws.

7. Payments and financial processing

Clubmate enables Clubs to collect payments from members using third-party banking and payment infrastructure providers.

We do not process or store full payment card details or bank login credentials.

We may process:

  • Payment status and history
  • Transaction references
  • Mandate or transfer identifiers
  • Subscription and billing metadata
  • Reconciliation records

Payment processing may involve third-party providers such as banking partners, direct debit providers, or other regulated financial institutions.

Each Club is responsible for:

  • Setting pricing and payment rules
  • Handling refunds (unless otherwise agreed)
  • Resolving payment disputes with members

Clubmate is not a financial institution or payment processor.

8. Subscription, fees, and changes

Access to Clubmate may be provided on a subscription basis.

We reserve the right to:

  • Update pricing
  • Modify subscription plans
  • Introduce or remove features
  • Adjust fees for future billing cycles

Any changes will not affect already paid subscription periods unless explicitly stated.

9. Acceptable use

You agree not to:

  • Use Clubmate for unlawful purposes
  • Upload false, misleading, or fraudulent data
  • Attempt to reverse engineer or disrupt the Platform
  • Access data you are not authorised to view
  • Use the Platform in a way that harms minors or violates safeguarding rules

We may suspend or terminate access if misuse is detected.

10. Data protection and privacy

Data processing is governed by our Privacy Policy and applicable data protection laws (including UK GDPR).

Where Clubmate processes data on behalf of Clubs, we act strictly as a Data Processor and process data only under documented instructions from the Club.

Sensitive data (including medical and safeguarding information) must only be entered where lawful and necessary for participation and safety.

11. Security

We implement appropriate technical and organisational measures to protect data, including:

  • Access control systems
  • Encryption in transit and at rest (where appropriate)
  • Secure infrastructure hosting
  • Audit logging and monitoring

However, no system is completely secure, and we cannot guarantee absolute protection of data.

12. Third-party services

Clubmate may integrate with third-party providers for:

  • Hosting and infrastructure
  • Communications and notifications
  • Analytics and monitoring
  • Payment and banking infrastructure

We are not responsible for the content or privacy practices of third-party services.

13. Service availability

We aim to provide continuous access to the Platform but do not guarantee:

  • Uninterrupted availability
  • Error-free operation
  • Compatibility with all devices or systems

We may suspend access for maintenance, updates, or security reasons.

14. Termination

We may suspend or terminate access to the Platform if:

  • These Terms are violated
  • There is suspected misuse or fraud
  • Required by law or regulatory obligation

Clubs may terminate their account at any time. Upon termination, access will cease and data may be retained where legally required or securely deleted.

15. Intellectual property

All rights in the Platform, including software, design, and branding, belong to Clubmate or its licensors.

You are granted a limited, non-exclusive, non-transferable licence to use the Platform for its intended purpose.

16. Liability

To the maximum extent permitted by law:

  • Clubmate is not liable for indirect, incidental, or consequential losses
  • Clubmate is not responsible for decisions made by Clubs or users
  • Clubmate is not liable for errors in data entered by Clubs or users
  • Clubmate's total liability is limited to the amount paid by the Club in the preceding 12 months (if any)

Nothing in these Terms excludes liability for fraud or death/personal injury caused by negligence.

17. Changes to Terms

We may update these Terms from time to time.

Material changes will be communicated to users where appropriate. Continued use of the Platform after updates constitutes acceptance of the revised Terms.

18. Governing law

These Terms are governed by the laws of England and Wales.

Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

19. Contact

If you have questions about these Terms:

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