Terms of Service

1. Who these terms are between

These terms are an agreement between you and Sports Team Organizer ("Sports Team Organizer", "we", "us"). They cover your use of the Sports Team Organizer website, web application and mobile apps (together, the "Service").

By creating an account, or by using the Service as a member of a club that has one, you agree to these terms. If you are agreeing on behalf of a club, academy or team, you confirm that you are authorised to do so.

2. What the Service is

Sports Team Organizer is software that clubs, academies and teams use to run their day-to-day operation: scheduling, RSVPs, attendance, rosters, registrations, invoicing and payment tracking, medical and injury records, questionnaires, notifications, staff access control and multi-team management.

We provide the software. We do not run your club, employ your coaches, supervise your athletes, deliver your training, or take responsibility for the decisions your club makes with the information the software holds.

3. Your club owns its data

Everything your club puts into the Service — its players, its records, its documents, its history — belongs to your club. We do not sell it, we do not rent it, we do not use it to train anything, and we do not use it to advertise to anyone.

Our role is set out in detail in the Privacy Policy: for the information a club holds about its members, the club is the controller and we act on its instructions.

4. Accounts, roles and access

An account belongs to a person, not to a role. Sharing a login is the single most common way a club's private information ends up somewhere it should not be, and you are responsible for what happens under your account.

Clubs control who sees what. A club's super admin sets the access level of every staff member and can change it at any time. Access can be reduced or removed by the club without notice to the person affected — that is the club's decision, not ours.

5. Children and young athletes

Much of the information in the Service concerns minors. A person under 14 must be registered by a parent or guardian, who agrees to the club's terms on their behalf. A player aged 14 to 17 may register themselves and hold their own login.

Every registration is reviewed and approved by the club before it becomes active. Clubs are responsible for the consents they collect and for the lawfulness of the records they keep about minors.

6. Payments to us

Plans start at €10 a month and run to €55 a month for STO PREMIUM, which includes every feature. Every plan includes 20 player seats (30 on STO PREMIUM), 3 staff seats, 3 admin seats and 1 team; extra seats, extra teams, extra video storage and add-ons are charged as set out on the pricing page.

Subscriptions are billed in advance, monthly or yearly, through Stripe. We do not store your card details; Stripe does.

Changing plan mid-period is prorated. Moving up charges you only the difference for the remainder of the period you have already paid for. Moving down credits the unused difference against your next invoice rather than refunding it. You are never billed twice for the same period.

Cancelling takes effect at the end of the period you have already paid for. Your club keeps access until then. We do not give partial refunds for time already elapsed, and we do not delete anything the moment you cancel — see section 9.

7. The 30-day trial

Every new club gets 30 days with every feature unlocked and no card required. When the trial ends, the club chooses a plan or the account locks. Nothing is deleted when a trial expires.

8. Payments between your club and its families — we take 0%

We do not process, hold, route or touch the membership fees your club collects. The Service records what is owed, what has been paid and what is outstanding, and sends reminders. The money moves between your club and whichever payment provider your club uses.

We take 0% of it. Your payment provider's own processing charges are a matter between your club and that provider, and we have no part in them and no visibility of them.

9. Ending your account, and what happens to the data

You can cancel at any time from Plans & Add-ons. A club owner can delete their club, and any person can delete their own account, from Settings.

When a club is deleted it is first marked deleted and hidden from every member. It is removed permanently after the retention period described in the Privacy Policy. This delay is deliberate: an accidental deletion of a club's entire history is otherwise unrecoverable.

10. Acceptable use

Do not use the Service to store or send anything unlawful; to harass, endanger or exploit anyone, and least of all a minor; to break into any account or system, whether ours or another club's; to scrape, resell or redistribute the Service; or to interfere with its operation for anyone else.

We can suspend or terminate access that breaches this section, and where a minor's safety is involved we will do so immediately and without notice.

Our Community Standards set out what is not acceptable in more detail. Every announcement and questionnaire response in the app carries a Report link, open to anyone who can see it — players and parents included, not only staff. Reports go to your club's administrators and to us at the same time, and we review them. Reports cannot be deleted by the club they concern.

11. Availability

We work to keep the Service running and we do not promise it never breaks. There is no uptime guarantee attached to these terms. Planned maintenance is announced in the app where we can foresee it.

Every plan's data is backed up. Backups exist so that we can recover the Service, and they are not a substitute for your club's own records.

12. Changes to the Service and to these terms

The Service changes continuously; features are added, and occasionally one is retired. We will not remove a feature your club has separately paid for during a period it has paid for.

If we change these terms materially, we will say so in the app before the change takes effect. Continuing to use the Service after that is acceptance.

13. Liability

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: we are not liable for indirect or consequential loss, for lost profit, or for loss arising from decisions your club makes using information in the Service. Our total liability in any twelve-month period is limited to the amount you paid us in that period.

The Service is a record-keeping tool. It is not a medical device and it does not provide medical advice. Injury and medical records exist so that the people your club authorises can see what your club has recorded. Clinical decisions are for qualified professionals.

14. Governing law

These terms are governed by the laws of the Commonwealth of Kentucky, United States, without regard to its conflict of law rules, and the state and federal courts located in Kentucky have exclusive jurisdiction.

If you are a consumer, this does not remove any protection you have under the mandatory law of the country where you live, and it does not require you to bring a claim anywhere that law entitles you to bring it.

15. Contact

Questions about these terms: support@sportsteamorganizer.io