Terms of service

These terms are between ClubLand and the organisation that holds a ClubLand account — a dance school, a swim school, a sports club or a similar activity provider. Throughout, that organisation is 'you'.

If you are a parent, your agreement about classes, fees and cancellations is with the provider running them, not with ClubLand. ClubLand is the system they use. These terms describe our relationship with them, and they may help you understand how the service works, but they do not govern your booking.

ClubLand is software for running an activity business: a class timetable, enrolment and waiting lists, registers and attendance, records about the families attending, communication with them, and the collection of fees.

The service is delivered as it stands at the time you use it. Features are added and changed, and this document describes the agreement rather than promising a particular feature set at a particular date.

ClubLand is in private development ahead of a pilot. What that means for availability and for the commitments we can make is set out in section 8.

You are responsible for who you give access to, and for what they do with it. Access is granted through memberships you control, and each person's permissions follow the role you give them.

Keep credentials to individuals. A shared login makes an audit trail meaningless, and an audit trail is what tells you who looked at a child's record.

Tell us promptly if you believe an account has been compromised.

The records you keep in ClubLand are yours. We do not sell them, we do not use them to train anything, and we do not use them for any purpose other than providing the service to you.

You are the data controller for those records and we are your processor. You decide what to collect and why; we hold it and act on your instructions. Section 1 of the privacy notice sets out what that division means in practice.

That comes with obligations on your side: collect what you have a lawful basis to collect, tell families what you hold, and answer their requests. ClubLand gives you the means to keep records properly. It does not discharge your duties as a controller, and it cannot.

Use ClubLand for running your activity business. Do not use it to store personal data unrelated to that purpose, to send messages the recipient has not agreed to receive, to attempt to reach another provider's records, or to probe the service's security without our written agreement.

Automated access beyond ordinary use of the applications needs our agreement first, so that we can tell a legitimate integration from an attack.

Fees you collect from families are collected on your own connected account with the payment processor. The money is yours and reaches you directly; ClubLand does not hold it and does not sit between you and it. The processor's own terms apply to that account alongside these.

What you pay ClubLand for the service, and on what terms, is set out in the plan you hold with us. Pricing for the pilot is agreed individually, and the published pricing does not yet bind either side.

We aim to keep ClubLand available and to give you reasonable notice of planned work. During private development and the pilot there is no service level agreement, and you should not depend on ClubLand as the only record of anything you would be unable to reconstruct.

Support during the pilot is by email, and we will tell you what response times to expect rather than leaving you to guess.

ClubLand is not generally available. Providers taking part in the pilot are doing so knowingly, on terms agreed with them individually, and those terms take precedence over anything in this document that conflicts with them.

During the pilot: features will change, some in ways that require you to do something differently; data structures may be migrated; and we will ask you what is working and what is not. In exchange, we work to your priorities more directly than a generally available product would allow.

You can stop using ClubLand at any time. Before your account closes, you can export your records; we will tell you how and give you a reasonable window in which to do it.

We may suspend or end an account that is being used in breach of section 5, that puts other providers' data at risk, or where fees due to us go unpaid after we have asked for them. Except where the risk is immediate, we will tell you what the problem is and give you the chance to put it right first.

After an account closes, we delete or return your records within a period we will state once retention is settled. Backups age out on their own cycle, which we will also state.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, the limits and exclusions that apply — and how they are capped — are among the clauses that need review by a solicitor before this document can be relied on. They are deliberately left unstated rather than drafted here, because a limitation clause written without legal advice tends to protect nobody.

These terms carry a version number, shown at the top of this page. A material change will be published here with the version incremented, and providers will be told before it takes effect.

The governing law and jurisdiction have not been stated, and are among the outstanding items below.