Terms & Conditions

In these terms:

• Customer means the club, organisation or individual that signs up for Cluboom, or on whose behalf an account is created, and who is responsible for the account.
• Club means a sports club or similar organisation set up on Cluboom, together with its teams, members and records.
• Organisation means any other body using Cluboom, such as a school, academy, league, multi-club group or governing body.
• Team means a squad or age group created within a Club on Cluboom.
• Authorised User means a person the Customer permits to access Cluboom for that Customer — for example club officials, team admins, coaches, volunteers, parents and players — using an account or access method issued through the platform.
• Subscription means the plan the Customer has signed up for, as described at sign-up, at checkout or in a written order, including any free, trial or beta access we authorise.
• Subscription Term means the period the Subscription runs for, including any renewal period.
• Customer Data means the information, files and content the Customer or its Authorised Users upload to or create in Cluboom.

Adult accounts must be held by users aged 18 or over. Children may have profiles or accounts on Cluboom only where a Club has appropriate parental consent and safeguarding arrangements in place. If you do not meet these requirements you must not use Cluboom as an adult user.

Subject to payment of any fees due and continued compliance with these terms, we grant the Customer a limited, non-exclusive, non-transferable, non-sublicensable and revocable right to access and use Cluboom during the Subscription Term or any trial period we authorise.

That right is:

• for the Customer’s own internal sporting and administrative purposes — running its Club, teams, members and records;
• limited to the clubs, teams, Authorised Users and features included in the applicable Subscription; and
• conditional on compliance with these terms and our Acceptable Use Policy.

This is a right to access and use a hosted service. It is not a sale, assignment or transfer of the Cluboom software, source code or any part of the platform.

A Subscription covers only the clubs, teams, Authorised Users and organisational units included in the relevant plan, checkout information or written order. Where a plan sets limits, those limits apply; where it does not, the plan description is the reference point.

The Customer is responsible for who it invites, for keeping access up to date when people leave, and for the actions of its Authorised Users on the platform. Access credentials, team codes and player PINs must not be shared outside the people they were issued to.

Clubs and their authorised officials are responsible for the information they enter into Cluboom, for keeping their accounts secure and for using the platform lawfully.

Cluboom is an administrative platform designed to support clubs with organisation, communication, player management and record keeping. While the platform provides tools to help clubs operate more effectively, responsibility for coaching decisions, team selection, safeguarding, medical decisions, disciplinary matters, compliance with governing body regulations and the welfare of players remains solely with the Club and its authorised officials. Cluboom does not make decisions on behalf of Clubs and should not be relied upon as a substitute for professional judgement or legal obligations.

Clubs are responsible for obtaining and maintaining any parental consents required for a child to have a profile, to appear in photographs uploaded to Cluboom, or for their information to be shared with coaches, team admins, other parents or players through the platform. Parents may request removal or correction of information about their child at any time through the Club or by contacting support.

You must not use Cluboom to:

• Upload or share unlawful, abusive, harassing or defamatory content.
• Impersonate another person or misrepresent your affiliation with a Club.
• Attempt to gain unauthorised access to accounts, data or systems.
• Interfere with the security, integrity or availability of the service.
• Use the service in breach of applicable law or governing-body rules.

In addition to the acceptable use rules above, the Customer and its Authorised Users must not:

• copy or reproduce the platform or any part of it, except where copying happens automatically and is technically necessary to use the service normally;
• reverse engineer, decompile or disassemble the platform, or attempt to obtain its source code, except to the extent applicable law expressly prevents us from restricting that;
• resell, sublicense, rent, lease, or otherwise make the service available to a third party who is not an Authorised User;
• scrape, harvest or systematically extract data from the platform, whether by automated means or otherwise;
• bypass or attempt to bypass access controls, plan limits, rate limits or security measures;
• use the service to build, train or benchmark a competing product or service;
• introduce malicious code, or take any action that disrupts or degrades the service for others; or
• use another club’s or organisation’s account, data or access credentials without their authority.

Nothing in this section prevents a Club from viewing, exporting or using its own data through the export and reporting features Cluboom makes available, or from requesting a copy of its data as described below.

You retain ownership of the content you upload to Cluboom. By uploading content you grant Cluboom a limited, non-exclusive licence to store, display and process that content strictly for the purpose of providing the service to you and your Club.

The Customer confirms that it owns, or has the necessary permission and lawful authority to upload and use, everything it puts into Cluboom — including club crests, logos, photographs, videos, documents, player information, written content and any other uploaded material. Obtaining and keeping those permissions (including parental consents) remains the Customer’s responsibility.

If a third party makes a claim against us because of material a Customer uploaded — for example a copyright, image-rights or privacy claim — the Customer will co-operate with us in dealing with it and will be responsible for the reasonable costs, losses and damages we suffer as a direct result of that material. This does not apply to the extent the claim is caused by our own act, omission or breach of these terms.

Cluboom, its brand, logos, software, design and documentation are protected by intellectual-property rights owned by us or our licensors. You may not copy, modify or redistribute the platform or its components except as expressly permitted.

We and our licensors retain all right, title and interest in and to the platform. No intellectual-property ownership transfers to the Customer under these terms. The Customer acquires no rights in the source code, database design, architecture, workflows, algorithms, documentation, branding or underlying technology, other than the limited right to access and use the service set out above.

We welcome ideas, suggestions and feedback about Cluboom. If you give us feedback, we may use it to improve the service without any obligation to pay you and without transferring any ownership of the platform to you. Giving feedback does not give us ownership of your confidential information or your Club’s underlying data.

We may create aggregated or appropriately anonymised statistical information from the way the platform is used, and use it to operate and secure the service, plan capacity, improve the product, produce platform reporting and benchmarks, and support commercial and research insights.

That information:

• must not identify an individual;
• must not identify a Club publicly unless that Club has agreed; and
• must not be capable of being used to reconstruct personal data.

Creating this information does not give us ownership of the underlying identifiable Club data, which remains the Customer’s. Our handling of personal data continues to be governed by the Privacy Policy and the Data Processing Agreement, which take priority over this section where they are stricter.

Cluboom does not use identifiable club, player or child data to train general-purpose artificial intelligence models, and does not allow its suppliers to do so.

Cluboom does use ordinary automated processing to run the service — for example calculating availability, attendance, fitness and performance figures, generating reminders and notifications, and producing reports. Where any assisted or AI-supported feature is offered, it is used to help club officials, not to make decisions about individuals on its own.

Paid subscriptions are not currently active on the public Cluboom site. Where a paid plan is enabled, the price, billing period, included features and cancellation rights will be presented at the point of sign-up and confirmed to the Club, and the following apply from that point.

• Start. A Subscription starts when we confirm it, or when an authorised trial converts to a paid plan.
• Billing period. Plans may be billed monthly or annually in advance, as shown at checkout.
• Renewal. Unless the plan states otherwise, a Subscription renews for a further period of the same length until cancelled.
• Cancellation. A Customer may cancel at any time. Cancellation normally takes effect at the end of the current billing period, and paid features remain available until then. Refunds are dealt with in our Refund & Cancellation Policy.
• Price changes. We may change prices for future billing periods and will give reasonable advance notice before a change takes effect, so the Customer can cancel if it does not wish to continue.
• Taxes. Fees are exclusive of VAT and other applicable taxes unless stated otherwise; those are added where they apply.
• Non-payment. If a payment is not made when due, we may suspend paid features after giving notice and a reasonable opportunity to pay.
• Trials and beta access. Free trials and beta access run for the period we authorise and may be ended or changed at the end of that period.

Clubs are responsible for keeping billing information accurate and up to date.

We aim to keep Cluboom available and reliable but we do not guarantee uninterrupted availability. Maintenance, updates and factors outside our reasonable control may cause temporary interruptions. We will make reasonable efforts to minimise disruption.

Our handling of personal data is described in our Privacy Policy. By using Cluboom you confirm that any personal data you enter has an appropriate lawful basis, that you have provided any privacy information required to the individuals concerned, and that you will comply with applicable data-protection law in your use of the service.

• Serious security, safeguarding or legal abuse. We may suspend or restrict access immediately and without prior notice where there is a serious security risk, a safeguarding concern, unlawful content, or abuse that threatens the platform or other users. We will tell the Customer as soon as we reasonably can.
• Non-payment. Where fees are overdue, we may suspend paid features after notice and a reasonable opportunity to pay, and may terminate if payment is still not made.
• Ordinary breach. For other breaches of these terms, we will give notice describing the issue and a reasonable opportunity to put it right before suspending or terminating.
• Customer cancellation. A Customer may cancel its Subscription as described above, or close its account by contacting support.
• Termination by Cluboom. We may terminate a free or unpaid account, or withdraw the service generally, on reasonable notice.
• Trial expiry. Access under an authorised trial ends when the trial period ends unless a paid plan starts.

The Customer continues to own its data. When a Subscription or account ends, access to the platform — and therefore to the data held in it — may end.

Before access ends, the Customer should use the export and reporting features available in the platform to take a copy of what it needs, or contact support@cluboom.co.uk to ask about a copy of its data. Deletion and retention after that point are governed by our Data Retention Policy and the Data Processing Agreement.

We may keep information where we are legally required to, or where it is necessary for security, fraud prevention or establishing, exercising or defending legal claims.

Nothing in these terms limits or excludes liability for death or personal injury caused by our negligence, for fraud, or for any other liability that cannot lawfully be limited or excluded.

Subject to the paragraph above, our total aggregate liability to a Club or user in connection with the service is limited to the greater of (a) the fees paid to us by that Club in the 12 months preceding the event giving rise to the claim, or (b) £100. We are not liable for indirect or consequential loss, loss of profits, loss of goodwill, or loss of data beyond that which is reasonably foreseeable.

Support is provided on a reasonable-efforts basis by email at support@cluboom.co.uk. Cluboom support is not an emergency service. Safeguarding concerns should be handled as described in our Safeguarding Policy.

We may occasionally make features available in beta or preview form. Such features may be incomplete, may be changed or removed without notice, and are provided without any warranty. Feedback is welcome.

We may improve, change or remove features of Cluboom from time to time. Material changes to functionality that a Club relies upon will be communicated in advance where reasonably practicable.

These terms are written for self-service sign-ups and standard club subscriptions. Larger organisations, governing bodies, multi-club groups and customers needing bespoke service levels may instead be covered by a separate written Order Form, Enterprise Agreement, service level agreement or data processing agreement. Where a signed agreement of that kind conflicts with these terms, the signed agreement takes priority to the extent of the conflict.

These terms and any dispute arising out of or in connection with them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Questions about these terms: support@cluboom.co.uk.