Terms and conditions

1. About these terms

These terms are a legal agreement between you and Digital Antelope Ltd T/A Clubtab, trading as Clubtab (“Clubtab”, “we”, “us”). They cover your use of clubtab.co.uk, the Clubtab app at app.clubtab.co.uk, and any related services.

Our details: Digital Antelope Ltd T/A Clubtab is a company registered in England and Wales, company number 11030846, registered office 5 Dol Y Ddraig, Abercanaid, Merthyr Tydfil, Wales, CF48 1DQ. VAT number: not VAT registered. Email [email protected].

Please also read our Privacy notice and Cookie policy, which explain how we use personal data and cookies.

Consumers and business customers. If you use Clubtab as an individual, for example as a volunteer running a team, you are a consumer and you have extra legal rights that these terms do not take away. If you use Clubtab on behalf of a club, company, charity or other organisation, you are a business customer and you confirm you have authority to accept these terms for it. Where a section applies differently, we say so.

2. Your account

• You must be 18 or over to create an account.
• Each account is for one person. Keep access to your email account secure, because we sign you in with a link sent there instead of a password.
• Club admins decide who joins their club on Clubtab and what role they have, and are responsible for removing people who should no longer have access.
• Tell us straight away at [email protected] if you think someone has accessed your account without permission.

3. What Clubtab does, and what it doesn’t

Clubtab helps volunteers keep track of team and club money: statements for players and parents, pots, cash, receipts, bank statement uploads and year-end reports. It can also let parents pay online through our payment partner, Stripe.

We are not a bank or payment institution, and we never hold your money. Online payments are processed by Stripe and paid out to your team’s bank account.

We don’t give financial, accounting, tax or legal advice. Clubtab is a record-keeping tool. Your club remains responsible for its own accounts, its rules, and any tax, Gift Aid or reporting obligations.

You’re responsible for what you record. That includes the accuracy of amounts, names and references you enter or upload, and checking any match Clubtab suggests before you confirm it.

Lotteries and raffles. If your team runs a bonus ball, raffle or similar, you are responsible for making sure it is lawful (for example, under the Gambling Act 2005). Clubtab only records the money; it never runs a draw.

4. Online payments through Stripe

• If you turn on online payments for a team, you will open an account with Stripe Payments UK Ltd and accept the Stripe Connected Account Agreement, which includes the Stripe Services Agreement. That agreement is between you and Stripe. You authorise us to share information about you and your team with Stripe and to create payments on your Stripe account on your behalf.
• Stripe checks your identity and decides whether to provide its services to you. Stripe may delay, hold or refuse payments or payouts under its own terms.
• Stripe’s fees are taken from each payment before it is paid out: 1.5% + 20p by card, or 1% capped at £4 by Direct Debit. On the Free plan, a Clubtab fee of 20p per online payment is also taken. Current fees are shown in the app before you turn payments on.
• Parents and other payers always pay the amount due. You must not add a surcharge for paying by card, which is not allowed in the UK.
• Refunds and disputes are between the team and the payer, and are handled through Stripe. If a payer disputes a payment (a chargeback), the amount and Stripe’s dispute fee are taken from your Stripe balance.
• We may switch off online payments for a team if Stripe requires it, if we reasonably suspect fraud or misuse, or if these terms are broken. We’ll tell you why unless the law stops us.

5. Plans, prices and billing

Prices include VAT where VAT applies.

• Seasons. Paid plans run for your club’s season. The season start date is set on your club (by default 1 August, or 1 March for cricket) and you can change it before you first pay.
• Joining mid-season. Your first payment covers only the whole months left in the current season, with a minimum of 3 months. We show the exact amount before you pay.
• Automatic renewal. Paid plans renew automatically at the start of each season until you cancel. We email whoever pays 30 and 7 days before each renewal with the price and how to cancel.
• Paying. Teams pay by card. Clubs can also choose an invoice, payable within 30 days by bank transfer.
• Failed payments. If a renewal payment fails, we’ll try again and tell you. After 14 days, the team moves to the Free plan. Nothing is deleted.
• Price changes. We’ll tell you at least 30 days before a new price applies. A new price only applies from your next renewal, and you can cancel before then.
• Cancelling. You can cancel renewal at any time in Settings › Plan or by emailing us. Your plan stays active until the end of the season you’ve paid for. We don’t refund part-seasons, except as set out in section 6 or where the law requires it.

6. Your right to cancel (consumers)

If you are a consumer, you can cancel a paid plan within 14 days of buying it, for any reason, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

If you ask us to start your plan straight away (which happens when you upgrade in the app) and then cancel within the 14 days, we’ll refund what you paid minus a proportionate amount for the days you’ve had the plan.

To cancel, use Settings › Plan › Cancel and refund, email [email protected], or use the form below. We’ll refund you within 14 days, to the card you paid with.

Model cancellation form. To Digital Antelope Ltd T/A Clubtab, 5 Dol Y Ddraig, Abercanaid, Merthyr Tydfil, Wales, CF48 1DQ, [email protected]. I hereby give notice that I cancel my contract for the following service: Clubtab [Team / Club] plan. Ordered on: [date]. Name: [your name]. Email on the account: [email]. Date: [date].

7. Your data, and data you hold about others

You own your data. You give us permission to store, copy and process it only so we can provide Clubtab to you, keep it secure, and meet our legal obligations. You can export it at any time.

Data about players, parents and sponsors. When you record personal data about other people (for example players, parents, payers, sponsors or donors), your club or team is the controller of that data under UK data protection law, and Clubtab acts as your processor. These data processing terms then apply, as required by Article 28 of the UK GDPR:

• We process that data only to provide Clubtab and on your documented instructions (these terms and the settings you choose), unless the law requires otherwise.
• Everyone who works on Clubtab is bound by confidentiality.
• We keep the data secure with appropriate technical and organisational measures, described in our Privacy notice.
• We use only the sub-processors listed in our Privacy notice, under written contracts with equivalent protections. We’ll give you at least 30 days’ notice of new sub-processors, and you may object or close your account.
• We help you respond to requests from people exercising their data rights, and with security, breach notification and data protection impact assessments, as far as is reasonable.
• We tell you without undue delay after becoming aware of a personal data breach affecting your data.
• When you close your account, we delete your data within 30 days (and from backups within a further 35 days), unless the law requires us to keep it. You can export it first.
• We make available the information you reasonably need to show these obligations are met.

Your responsibilities as controller: you must have a lawful basis to record the data, tell the people concerned (for example by sharing our Privacy notice or your club’s own), collect only what you need, and not record special category data (such as health information) unless you are allowed to and it is necessary.

8. Acceptable use

You must not use Clubtab to:

• break the law, commit fraud, launder money, or collect money for anything other than legitimate club or team purposes;
• harass, threaten or discriminate against anyone, or share content that is offensive or harmful;
• upload viruses or harmful code, or try to access accounts, systems or data you’re not authorised to;
• copy, scrape, reverse engineer or resell Clubtab, or test its security without our written permission;
• record more information about children than you need. Player records are designed to hold a name, initials and year of birth.

9. Our service and changes to it

• We provide Clubtab with reasonable care and skill. We work to keep it available, but it may sometimes be unavailable for maintenance or for reasons outside our control.
• We improve Clubtab regularly. If we make a change that significantly reduces what your paid plan includes, we’ll tell you in advance and you can cancel and receive a refund for the unused part of the season.
• Features labelled “beta” are early versions and may change or be withdrawn.

10. Suspending or closing accounts

• You can close your account at any time in Settings. Export your data first if you want a copy.
• We may suspend or close an account if these terms are seriously or repeatedly broken, if payment for a paid plan isn’t made, or if the law or Stripe requires it. Where reasonable we’ll warn you first and give you a chance to put things right and export your data.
• If we decide to stop providing Clubtab altogether, we’ll give at least 90 days’ notice, refund any unused part of a paid season, and help you export your data.

11. Our responsibility for loss or damage

For everyone: nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.

If you are a consumer: we are responsible for loss or damage you suffer that is a foreseeable result of us breaking these terms or failing to use reasonable care and skill. We are not responsible for loss that was not foreseeable. Clubtab is provided for running grassroots sport, so we are not responsible for any business losses, such as loss of profit or business opportunity.

If you are a business customer: we are not liable for indirect or consequential loss, or for loss of profits, revenue, goodwill or data (other than restoring data from our backups). Our total liability to you in any 12-month period is limited to the greater of the fees you paid us in that period and £100.

For everyone: we are not responsible for the acts or omissions of Stripe or your bank, for decisions you make based on information you entered, or for matches you confirm.

12. Your legal rights as a consumer

Nothing in these terms affects your legal rights under the Consumer Rights Act 2015. In summary, digital services must be provided with reasonable care and skill, and digital content must be as described, fit for purpose and of satisfactory quality. If they aren’t, you may be entitled to have them put right or to a price reduction or refund. For more information, contact Citizens Advice.

13. Complaints

If something goes wrong, email [email protected]. We’ll acknowledge your complaint within 2 working days and aim to resolve it within 14 days. If you’re unhappy with our response, you can take the matter to court (see section 15). Complaints about how we handle personal data can also go to the Information Commissioner’s Office, as explained in our Privacy notice.

14. Changes to these terms

We may update these terms to reflect changes in the law, in Clubtab or in how we run it. We’ll give you at least 30 days’ notice by email and in the app before a change that affects you takes effect. If you don’t agree, you can cancel before the change applies and, if you’ve paid for a season, receive a refund for the unused part.

15. General

• Law and courts. These terms are governed by the law of England and Wales. If you’re a consumer, you can bring legal proceedings in the courts of England and Wales, or in Scotland or Northern Ireland if you live there. Business customers agree to the exclusive jurisdiction of the courts of England and Wales.
• Transferring the agreement. We may transfer our rights and obligations to another organisation that takes over Clubtab, and we’ll tell you if this happens. You may need our agreement to transfer yours.
• Third parties. Nobody else has rights under these terms, except that Stripe may rely on section 4.
• If a part isn’t valid, the rest of these terms still apply.
• Not enforcing straight away doesn’t stop us enforcing these terms later.
• Business customers: these terms are the whole agreement between us about Clubtab and replace any earlier discussions.