These Terms and Conditions apply to custom club administration apps supplied by Clubdashboard.co.uk trading as Club Dashboard (“we”, “us” or “our”).

Our contact email is hello@clubdashboard.co.uk.

Our business address is:

5 Brayford Square

London

E10SG

1. Who these terms apply to

Our services are intended for clubs, classes, organisations, sole traders and other business customers purchasing an app for purposes connected with their organisation.

By placing an order, you confirm that you are authorised to purchase the app on behalf of the relevant club or organisation.

2. Our services

We create and configure club administration apps based on the package selected at checkout and the information you provide during onboarding.

The features included in your purchase are those shown on our sales page and confirmed in your order confirmation at the time of purchase.

Unless agreed separately in writing, your purchase does not include:

• Features that are not listed in your chosen package;

• Unlimited changes or revisions;

• Ongoing data entry;

• New integrations;

• Major redesigns;

• Additional development requested after delivery; or

• Training or support beyond the period included in your package.

Additional work may be quoted and charged separately.

3. Placing an order

Your order is placed when you complete payment through our Stripe checkout and accept these Terms and Conditions.

We may contact you after purchase to confirm that the package is suitable for your requirements.

If we reasonably believe that we cannot provide the agreed service, we may decline the project and refund the build payment you have made.

4. Your build payment

The price shown for your chosen package is a one-time payment for the agreed app build, configuration and launch.

The build payment is charged when you place your order.

Because each app is configured for the individual club, the build payment becomes non-refundable once we have started onboarding, configuration, design or development work.

If you cancel before work begins, we will refund the build payment.

This does not affect any rights that cannot legally be excluded.

5. Yearly app running fee

Your build price includes the first year of keeping your app live and running.

After the first year, a £60 yearly running fee applies. This covers the ordinary technical costs of keeping the existing app hosted, available and connected to its database.

The yearly fee:

• Is charged automatically through Stripe;

• Begins 365 days after your original purchase;

• Renews once per year until cancelled;

• Applies to the whole club rather than each individual member or user; and

• Does not include new features, redesigns or substantial changes.

You may cancel the yearly renewal through the Stripe customer portal or by emailing us before the next renewal date.

Cancellation stops future renewals. Your app will remain available until the end of the period already included or paid for.

We may change the yearly fee for future renewal periods by giving you at least 30 days’ notice. You may cancel before the new price takes effect.

6. Failed or unpaid running fees

If a yearly payment fails, Stripe may retry the payment and contact you to update your payment details.

If the fee remains unpaid, we may suspend access to the app after giving you a reasonable opportunity to resolve the payment.

If the service ends because of cancellation or non-payment, you may request an export of your club data within 30 days. After that period, data may be deleted in accordance with our Data Processing Agreement and legal obligations.

7. Information you provide

You are responsible for providing accurate and complete information needed to configure the app.

This may include:

• Club branding;

• Class and session structures;

• Staff roles;

• The fields you want included;

• Existing spreadsheet formats; and

• Other information relevant to the agreed build.

Delays in providing information, feedback or approvals may delay completion.

We are not responsible for errors caused by inaccurate, incomplete or outdated information supplied by you.

8. Child and member information

Please do not send us identifiable child, parent, medical, emergency-contact or safeguarding information until we have confirmed that the appropriate data-processing arrangements are in place.

The app will initially be built and tested using fictional or demonstration information.

Before live member information is added:

• A separate Data Processing Agreement must be accepted;

• The app’s live-data setup must be confirmed;

• Appropriate user access must be configured; and

• We will explain the approved way for information to be entered or transferred.

The club remains responsible for deciding why it collects member information, which information it needs, how long it should retain it and which staff members should have access.

9. Build process and delivery

After purchase, we will send onboarding instructions explaining what we need from you.

Once we have received the necessary information, we will provide an estimated build or delivery timeframe.

Any timeframe is an estimate rather than a guaranteed deadline unless we have expressly agreed otherwise in writing.

We may pause the project if required information or feedback is not provided.

10. Review and post-launch adjustments

You will have the post-launch adjustment period stated in your chosen package.

This period begins when we tell you that the app is ready for use.

Included adjustments cover:

• Corrections to the agreed configuration;

• Minor wording or layout changes;

• Fixing a feature that does not work as agreed; and

• Reasonable refinements within the original scope.

They do not cover:

• Newly requested features;

• Major design changes;

• Changes to the club’s operating process;

• New integrations; or

• Work outside the package originally purchased.

We will quote separately for work outside the agreed scope.

11. Hosting and availability

We will take reasonable steps to keep your app live and available.

However, online services can occasionally be interrupted because of maintenance, security work, supplier outages, internet failures or circumstances outside our control.

We do not guarantee that the app will be available without interruption at all times.

Where practical, we will work to resolve technical problems affecting the existing app as soon as reasonably possible.

12. User accounts and security

You are responsible for:

• Deciding which staff members should receive access;

• Making sure login details are not shared improperly;

• Removing access when a staff member leaves;

• Keeping passwords confidential;

• Informing us promptly about suspected unauthorised access; and

• Making sure staff use the app appropriately.

You must not attempt to bypass security, access another organisation’s information, interfere with the service or use the app unlawfully.

13. Ownership

You retain ownership of:

• Your club’s name and branding;

• Information entered into the app;

• Documents and materials supplied by you; and

• Your member and operational data.

We retain ownership of:

• Our original app framework;

• Source code;

• Reusable components;

• Designs and development methods;

• Templates; and

• Features created before or independently of your project.

Your payment gives your club a non-exclusive right to use its configured app for its internal administration while the app-running service remains active.

You may not resell, copy, reproduce, redistribute or commercially exploit the source code or underlying app framework without our written permission.

14. Confidentiality

Each party agrees to keep the other party’s confidential business information private and to use it only for delivering or receiving the agreed service.

This does not apply to information that is already public, lawfully received from another source or required to be disclosed by law.

15. Data protection

Each party must comply with the data-protection laws that apply to it.

For ordinary customer, website and billing information, our use of personal information is explained in our Privacy Policy.

Where we host or process member information on behalf of your club:

• Your club will normally act as the data controller;

• We will normally act as a data processor; and

• The processing will be governed by a separate Data Processing Agreement.

The Data Processing Agreement must be in place before live child or member information is transferred to or entered into the app.

16. Third-party services

Our services depend on third-party providers for functions such as payments, hosting, databases, authentication, email and technical infrastructure.

We are not responsible for an outage or failure caused solely by a third-party provider, but we will take reasonable steps to investigate and help restore the service.

Third-party providers may update their services, terms, prices or technical requirements. We may make reasonable changes to the app or service where necessary to accommodate those updates.

17. Ending the service

You may stop the yearly app-running service by cancelling before your next renewal.

We may suspend or end the service if:

• A required payment remains unpaid;

• The app is being used unlawfully;

• Continued use creates a security or data-protection risk;

• You seriously breach these terms; or

• A third-party supplier prevents us from continuing the service.

Where reasonably possible, we will give you notice and an opportunity to resolve the issue.

When the service ends, access to the app will stop at the end of the relevant paid or included period.

18. Liability

Nothing in these terms excludes liability that cannot legally be excluded, including liability for fraud or for death or personal injury caused by negligence.

Subject to that, we will not be liable for:

• Indirect or consequential losses;

• Loss of profit, revenue or opportunity;

• Loss caused by inaccurate information supplied by you;

• Unauthorised use resulting from login details being shared;

• Decisions made by the club using information stored in the app; or

• Events outside our reasonable control.

Our total liability relating to the service will not exceed the total amount you paid to us for the relevant app during the 12 months before the event giving rise to the claim.

This liability wording should be reviewed by a solicitor before you rely on it.

19. Changes to these terms

We may update these terms where necessary because of legal, security, technical or service changes.

Changes will not retrospectively alter the build package you have already purchased.

Where a change materially affects the continuing app-running service, we will provide reasonable notice.

20. Governing law

These terms are governed by the laws of Scotland.

The Scottish courts will have jurisdiction over disputes relating to these terms, unless applicable law requires otherwise.

21. Contact

Questions about these terms can be sent to:

Club Dashboard
Email: hello@clubdashboard.co.uk