Terms and Conditions for Members

Version 1.1 · August 2026

1. About These Terms

These Terms and Conditions ("Terms") form a legal agreement between you ("you", "the Member") and ClubHQ (MBassett & Co LTD, Company No. 17295778, trading as ClubHQ) when you use the ClubHQ platform.

Please read these Terms carefully. By creating an account, accepting an invitation from a club, or using the Service in any way, you agree to be bound by them.

If you are under 13, a parent or legal guardian must read and accept these Terms on your behalf, and must set up your account for you. If you are aged 13 to 17, you may accept these Terms yourself, but your parent or legal guardian must have given consent for your ClubHQ account, as described in Section 3.1.

2. What ClubHQ Is

ClubHQ is a sports club administration platform. It is provided to you as a member-facing tool by the club or team you belong to. Your club administrator has their own separate agreement with ClubHQ.

ClubHQ is a platform provider. We are not responsible for the activities, decisions, or communications of the clubs that use our platform. If you have a complaint about how your club manages your data or treats you as a member, that is a matter between you and your club, except for two specific activities where ClubHQ and your club share responsibility as joint controllers: how your profile fields are set up, and how injury or health data is structured. See our Privacy Policy for full details.

3. Your Account

3.1 Creating an Account

You may create a ClubHQ account if you are 13 or older. If you are under 13, an account must be set up on your behalf by a parent, legal guardian, or authorised club administrator with parental consent.

When creating an account, you will be asked to confirm that you are aged 13 or over, or that your account has been set up by a parent, legal guardian, or authorised club administrator with appropriate consent. We do not currently verify age, and we rely on this confirmation being accurate. We are not responsible for any consequences if you provide a false confirmation, and we may suspend or terminate your account if we discover that it was untrue.

3.2 Account Security

You are responsible for keeping your login credentials secure. Do not share your password with anyone. If you believe your account has been accessed without your permission, contact us immediately at [email protected].

3.3 One Account Per Person

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

4. Using the Service

4.1 What You Can Do

As a member you can use ClubHQ to:

• View and manage your profile;
• See fixtures, training sessions, and results for your club or team;
• Record and update your availability;
• Communicate with teammates and club administrators via the messaging tools;
• View club announcements and documents shared with you;
• Access features your club administrator has enabled for your account.

4.2 What You Must Not Do

You agree not to use the Service to:

• Harass, bully, threaten, or abuse other members or administrators;
• Post or share unlawful, defamatory, discriminatory, or offensive content;
• Impersonate another person or misrepresent your identity;
• Share content that infringes a third party's intellectual property rights;
• Upload viruses, malware, or other harmful code;
• Use automated tools to access or scrape the platform;
• Do anything that disrupts the experience of other users.

4.3 Your Content

You are responsible for anything you post, upload, or share through the Service, including messages and profile information. By submitting Content you grant ClubHQ a limited licence to store and display it for the purpose of delivering the Service. You retain ownership of your own Content.

5. Your Club's Responsibilities Towards You

Your club or team administrator manages your account and the data associated with your membership. They are responsible, not ClubHQ, for:

• Telling you that they are using ClubHQ to manage your membership;
• Having a valid reason to process your personal data;
• Providing you with their own privacy notice;
• Ensuring accurate data is entered on your behalf.

If you have questions about how your club uses your data, contact your club administrator directly. For questions about how ClubHQ uses your data, see our Privacy Policy.

6. Privacy and Your Data

We take your privacy seriously. Our Privacy Policy explains in full how we collect, use, and protect your personal data. By using the Service you confirm you have read it.

Key points:

• We do not sell your personal data;
• Your data is visible to your club administrators and, to a limited extent, your teammates (as configured by your club);
• You have rights under UK GDPR including access, correction, and deletion of your data;
• You can exercise your rights by contacting [email protected].

7. Intellectual Property

ClubHQ owns or has licences to all intellectual property in the Service, including the platform design, code, and branding. You may not copy, reproduce, or create derivative works from any part of the Service without our written permission.

You own Content you create. You grant us a limited licence to store and display it as necessary to deliver the Service.

8. Liability

8.1 Our Responsibility to You

We will provide the Service with reasonable care and skill. If we fail to do this, you have rights under the Consumer Rights Act 2015 that we cannot exclude or limit if you are a consumer, including the right to ask us to repeat or fix the affected part of the Service at no cost to you. Where repeat performance is not possible, you may be entitled to another appropriate remedy under the Act.

Nothing in these Terms excludes or limits our liability for failing to provide the Service with reasonable care and skill, or for any other right you have under the Consumer Rights Act 2015 that cannot lawfully be excluded.

8.2 What We Are Not Responsible For

ClubHQ is a platform. We are not responsible for:

• The decisions or actions of club administrators in managing your membership;
• The accuracy of information entered by your club or teammates;
• Content posted by other users;
• Your club's compliance with its own data protection obligations towards you;
• Events outside our reasonable control (force majeure).

The exception to this is for two specific activities where ClubHQ and your club act as joint controllers: how your profile fields are set up, and how injury or health data is structured and accessed. For those two activities only, ClubHQ shares responsibility with your club, as explained in our Privacy Policy.

8.3 Liability Cap

To the extent permitted by law, our total liability to you is limited to the greater of: (a) the total subscription fees paid by your club to ClubHQ under its Administrator Terms and Conditions and SLA in the 12 months preceding the claim; or (b) £100, except in each case for liability that cannot be excluded or limited by law, including under the Consumer Rights Act 2015 (see Section 8.1).

9. Termination

9.1 Closing Your Account

You may close your ClubHQ account at any time from your account settings or by contacting [email protected]. We will delete your personal data in accordance with our Privacy Policy retention schedule. Full details of how to delete your account are on our account deletion page.

9.2 Removal by Your Club

Your club administrator may remove you from their club on the platform. This does not automatically delete your ClubHQ account, you may continue to use it, or use the same account credentials to join a different club.

A club administrator may also block you from their specific club. If you are blocked, you will not be able to rejoin that club using its club code. Being blocked from one club does not affect your ability to create an account or join other clubs on ClubHQ.

9.3 Suspension by ClubHQ

We may suspend or terminate your account if you breach these Terms. We will tell you why unless we are legally prevented from doing so.

10. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or in-app notification at least 14 days before they take effect. If you do not agree to the changes, you may close your account before they take effect.

11. Governing Law and Disputes

These Terms are governed by English law. If a dispute arises, we will try to resolve it informally first. If we cannot, disputes shall be subject to the jurisdiction of the courts of England and Wales. If you are a consumer, you may also have the right to use an alternative dispute resolution service. Details will be provided upon request.

12. Contact

© 2026 ClubHQ (clubhq.uk). All rights reserved. This Terms and Conditions for Members is issued by MBassett & Co LTD (Company No. 17295778), registered in England and Wales.