Terms of Service

Clubday is a management platform for sports organizations. Clubs, schools and other sports organizations use it to plan training sessions and events, manage members, teams and groups, receive applications, record attendance, book facilities and communicate with members and parents.

These terms apply to use of the Clubday platform — both to an organization using the platform to run its activity and to an individual holding an account on it.

By using Clubday you accept these terms. If you do not accept them, do not use the platform.

“Platform” — the Clubday service and its interfaces.

“Organization” — a club or other sports organization that has a workspace on the platform and manages its own members.

“User” — a person who holds an account on the platform.

“Account” — the sign-in identity. Account and person are separate on the platform: one person may be related to several organizations while holding a single account.

“Content” — data entered into the platform by an organization or a user.

Clubday provides the technical environment in which an organization runs its day-to-day work and communicates with its members.

Clubday is not a provider of sports services. Training sessions, classes, competitions and other activities are provided by the organization, which is responsible for their content, quality and safety and for its relationship with its members.

Not every platform feature is available to every organization. Availability depends on which modules are enabled for that organization.

An account is created by accepting an invitation from an organization or by registering on the platform. The first password is chosen by the user; neither the organization nor Clubday sets it or can see it.

The user is responsible for keeping their sign-in information secure. Suspected unauthorised access must be reported without delay.

An account is personal. It must not be transferred or shared.

Access to parts of the platform depends on the roles and permissions granted. Permissions are checked on the server, and a user must not attempt to reach information they have not been granted.

The relationship between an organization and its member — membership, fees, attendance requirements, discipline and similar matters — exists between the organization and the member, not with Clubday.

The organization decides what data it enters, which roles it grants and how it uses the platform’s features.

Disagreements between a user and an organization about membership or payments are resolved with that organization. Clubday can help with technical questions but does not arbitrate such disputes.

An organization has distinct roles with different levels of permission, such as owner, administrator and coach.

Owner is the highest role in an organization. An organization must always retain at least one owner; the last owner cannot be removed.

The organization is responsible for whom it grants elevated permissions to and for the actions those people take on its behalf.

Significant actions affecting access and data are recorded in an audit log.

Provide accurate information and keep it current.

Use the platform for its intended purpose and in accordance with the law.

Do not disclose other people’s data made accessible to you through a granted role beyond the purpose for which the access was granted.

Report without delay any fault that exposes other people’s data or permits actions without the corresponding permission.

Attempting to reach another organization’s or another person’s data.

Circumventing or attempting to circumvent access control, permission checks or security mechanisms.

Automated extraction of data beyond ordinary use of the platform.

Disrupting or overloading the platform.

Using the platform’s communication features to send unsolicited or misleading messages.

Uploading content that is unlawful, abusive or infringes another person’s rights.

Breach of this section may be grounds for restricting or ending access.

Clubday is used in youth sport. A child’s participation is applied for and managed by a parent or guardian, and the platform maintains a clear link between the child and the responsible adult.

Notifications concerning a child are addressed to the responsible adult.

The organization admitting the child is responsible for the legal basis for that admission and for the processing of the child’s data.

Content entered into the platform by an organization or a user remains that organization’s or that user’s content. Clubday does not use it for purposes other than providing the service, security and legal compliance.

The organization is responsible for having the right to enter the data it enters.

Operational history — attendance, bookings, applications, payment statuses and communication — is the organization’s record of its activity. It is not deleted casually and is not rewritten retroactively.

The elements belonging to the platform — software, interface, design and brand — remain the property of Clubday. The right to use them is non-exclusive and lasts as long as the relationship with Clubday.

Processing of personal data is described in the Clubday Privacy Policy, which forms an integral part of these terms.

For an organization’s member data the purpose of processing is generally determined by the organization, and Clubday processes the data on the organization’s instructions. For account administration, authentication, security and platform auditing the purpose is determined by Clubday.

Clubday currently offers free use and use on an invoiced (postpaid) basis.

Free use is supported. It means the organization is not invoiced for use of the platform; the set of available features may differ from paid use.

Postpaid use is supported. It means the organization uses the platform and is invoiced for a period of use that has already taken place, on separately agreed terms.

Card prepayment is not currently an accepted live commercial flow, and Clubday does not offer it as an available means of payment.

Live card payment processing is not currently approved as a globally active product path. Splitting payouts between the platform and an organization is not currently an accepted end-to-end capability.

The platform transaction fee is currently zero and inactive.

If any of the above is enabled in future, it will be announced in advance and will take effect only after that announcement.

Where postpaid use applies, the amount, period and payment term of an invoice are agreed separately with the organization.

Clubday does not store payment card data.

Where an organization uses the platform to record its own members’ payments, those payments are a matter between the organization and its member. Clubday provides the record, and is not a party to the payment.

Payment and accounting records are retained for the period required by law and are not deleted on request where that would conflict with those requirements.

Clubday makes reasonable efforts to keep the platform available and working correctly.

Planned maintenance and updates take place. Significant planned interruptions are announced in advance so far as is reasonably possible.

The service is provided without a guarantee of uninterrupted availability.

Clubday develops the platform, and features may be added, changed or withdrawn.

Material changes to these terms are announced in advance. Continued use of the platform after a change takes effect means acceptance of the current version.

A change that reduces the scope of an already paid period does not take effect retroactively.

Clubday is liable for the technical operation of the platform to the extent provided by law.

Clubday is not liable for an organization’s conduct, for its decisions concerning its members, for the conduct of sports activities, or for the content of the data an organization enters.

Clubday is not liable for loss arising because a user did not comply with these terms or did not keep their sign-in information secure.

Nothing in these terms limits liability to the extent that such limitation is not permitted under applicable law, including consumer protection law.

A user may stop using the platform at any time.

An organization may end a user’s membership of that organization. Doing so does not delete the user’s account and does not affect their membership of other organizations.

Clubday may suspend access where a breach of these terms, a security threat or a breach of law is established. Where circumstances permit, this is announced in advance.

After the relationship ends, data is retained or deleted in accordance with the Privacy Policy and legal requirements.

Clubday may rely on external infrastructure, communication, authentication, security, payment or other technical services in order to operate. In some cases the terms of the relevant service provider may also apply to a particular external service.

Clubday selects such providers with due care and instructs them to process data only in accordance with Clubday’s instructions and applicable data protection requirements.

These terms are governed by the law of the Republic of Latvia, except where mandatory rules provide otherwise.

Disputes are first addressed through negotiation. Where that is not possible, a dispute is settled by the courts of the Republic of Latvia.

A consumer’s right to turn to a supervisory or dispute resolution authority is not restricted.

Questions about the service and technical support: support@clubday.app

Questions about personal data: privacy@clubday.app

You may also use the Clubday contact form.