Terms and Conditions

1. Agreement to Terms

By accessing or using bowlshub ("the Service"), you agree to be bound by these Terms and Conditions ("Terms"). If you do not agree to these Terms, you may not use the Service.

These Terms constitute a legally binding agreement between you (the "Club" or "you") and bowlshub ("we", "us", "our").

2. Description of Service

bowlshub is a cloud-based Software as a Service (SaaS) platform designed to help bowling clubs manage their operations, including but not limited to:

• Member management and registration
• Match scheduling and fixture generation
• Rink booking and calendar management
• League standings and statistics
• Payment processing and membership renewals
• Communication and notifications

The Service operates as a multi-tenant platform where each club has an isolated, secure environment.

3. Eligibility and Account Registration

3.1 Eligibility

You must be at least 18 years old and authorised to represent a bowling club to register for and use the Service.

3.2 Account Creation

To use the Service, you must:

• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information
• Maintain the security of your account credentials
• Accept responsibility for all activities under your account
• Notify us immediately of any unauthorised access

3.3 Subdomain

Each club is assigned a unique subdomain (e.g., yourclub.bowls-hub.co.uk). You may not choose a subdomain that infringes on trademarks, is offensive, or impersonates another entity.

4. Subscription and Payment Terms

4.1 Subscription Plans

We offer annual subscription plans based on the number of active members in your club. Pricing is clearly displayed on our website and during the registration process.

4.2 Payment

• Payments are processed annually in advance via Stripe
• All fees are in British Pounds (GBP) and include VAT where applicable
• You authorize us to charge your payment method automatically for renewal
• Failed payments may result in service suspension after notice

4.3 Free Trial

We may offer a free trial period. At the end of the trial, your payment method will be charged unless you cancel before the trial ends.

4.4 Refunds

• Annual subscriptions are non-refundable except as required by law
• If you cancel mid-subscription, you retain access until the end of your paid period
• We reserve the right to issue refunds at our discretion in exceptional circumstances

4.5 Price Changes

We may change our pricing with 30 days' notice. Price changes will not affect your current subscription period but will apply at renewal.

5. User Obligations and Acceptable Use

5.1 Compliance

You agree to:

• Comply with all applicable laws and regulations, including UK GDPR and Data Protection Act 2018
• Obtain necessary consents from members before collecting their data
• Provide your members with appropriate privacy notices
• Use the Service only for lawful purposes related to bowling club management
• Not use the Service to harass, abuse, or harm others

5.2 Prohibited Activities

You must not:

• Attempt to gain unauthorised access to any part of the Service
• Interfere with or disrupt the Service or servers
• Use the Service to transmit malware, viruses, or harmful code
• Scrape, spider, or harvest data from other clubs
• Reverse engineer or attempt to extract source code
• Use the Service for any illegal activity
• Resell or redistribute the Service without authorisation
• Upload unlawful, defamatory, or inappropriate content

6. Data Ownership and Responsibility

6.1 Your Data Ownership

You retain all rights, title, and ownership to the data you upload to the Service, including member information, match results, and other content ("Your Data").

6.2 License to Process Your Data

You grant us a limited license to process, store, and transmit Your Data solely for the purpose of providing the Service to you.

6.3 Your Responsibilities for Your Data

IMPORTANT - LIMITED LIABILITY FOR USER CONTENT:

You are solely responsible for:

• The accuracy, quality, legality, and appropriateness of all data you upload
• Ensuring you have the legal right and necessary consents to collect and process member data
• Complying with UK GDPR, Data Protection Act 2018, and all applicable data protection laws
• Responding to data subject access requests and other member rights requests
• Providing privacy notices to your members
• Maintaining appropriate data security practices within your organisation

6.4 Our Role as Data Processor

For member data you upload, we act as a Data Processor and you act as the Data Controller. We will:

• Process Your Data only in accordance with your documented instructions
• Implement appropriate technical and organisational security measures
• Assist you with data subject rights requests where technically feasible
• Notify you of any data breaches affecting Your Data

6.5 Data Backup and Export

• You can export Your Data at any time through the platform
• We maintain regular backups for disaster recovery purposes
• Upon termination, you have 30 days to export Your Data before deletion

7. Limitation of Liability for User-Generated Content

WE ARE NOT RESPONSIBLE FOR:

• The accuracy, completeness, or legality of data uploaded by clubs
• Any violations of data protection law by clubs in their collection or use of member data
• Any disputes between clubs and their members regarding data handling
• Any claims arising from unauthorised disclosure of member data by club administrators
• Content that violates third-party rights or applicable laws

You agree to indemnify and hold us harmless from any claims, damages, or expenses arising from Your Data or your use of the Service.

8. Intellectual Property Rights

8.1 Our Intellectual Property

The Service, including all software, features, functionality, designs, text, graphics, and trademarks, is owned by us and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works without our written permission.

8.2 Your Intellectual Property

You retain all rights to Your Data and any content you create using the Service.

9. Service Availability and Support

9.1 Service Availability

We strive to provide reliable, continuous service but cannot guarantee 100% uptime. We do not guarantee that:

• The Service will be uninterrupted, timely, secure, or error-free
• Results obtained from the Service will be accurate or reliable
• Any errors will be corrected immediately

9.2 Scheduled Maintenance

We may perform scheduled maintenance that temporarily affects service availability. We will provide reasonable notice for planned maintenance.

9.3 Support

• Email support is provided at help@bowls-hub.co.uk
• We aim to respond to support requests within 2 business days
• Priority support is available for larger subscription tiers

10. Modifications to Service

We reserve the right to:

• Modify, update, or discontinue features of the Service at any time
• Add new features or functionality
• Change the Service's technical requirements

We will provide notice of material changes that negatively impact functionality.

11. Termination

11.1 Termination by You

You may cancel your subscription at any time through your account settings or by contacting us. Cancellation is effective at the end of your current billing period.

11.2 Termination by Us

We may suspend or terminate your account if:

• You breach these Terms
• Your payment fails after reasonable notice
• You engage in fraudulent or illegal activity
• Your use poses a security risk to the Service or other users

11.3 Effect of Termination

• Upon termination, your access to the Service will cease
• Your Data will be retained for 30 days for export, then permanently deleted
• You remain liable for any outstanding fees
• Provisions regarding liability, indemnification, and dispute resolution survive termination

12. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

• Warranties of merchantability, fitness for a particular purpose, or non-infringement
• That the Service will meet your requirements or expectations
• That the Service will be uninterrupted, secure, or error-free
• That any defects will be corrected

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages
• Our total liability for any claims related to the Service shall not exceed the fees you paid in the 12 months preceding the claim
• We are not liable for any loss of data, loss of profits, business interruption, or other commercial damages
• We are not liable for any damages arising from Your Data or your violation of these Terms

Some jurisdictions do not allow limitation of liability for personal injury or certain types of damages, so these limitations may not fully apply to you.

14. Indemnification

You agree to indemnify, defend, and hold harmless bowlshub, its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any rights of third parties
• Your Data, including any claims that Your Data violates privacy laws or infringes intellectual property rights
• Any disputes between you and your club members

15. Dispute Resolution and Governing Law

15.1 Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.

15.2 Jurisdiction

Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15.3 Informal Resolution

Before filing a claim, you agree to contact us at help@bowls-hub.co.uk to attempt to resolve the dispute informally.

16. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you by:

• Sending an email to the address associated with your account
• Posting a prominent notice on our website
• Displaying a notification in the platform

Continued use of the Service after changes become effective constitutes acceptance of the updated Terms. If you do not agree to the changes, you must cancel your subscription.

17. General Provisions

17.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and bowlshub regarding the Service.

17.2 Severability

If any provision of these Terms is found unenforceable, the remaining provisions will remain in full effect.

17.3 Waiver

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision.

17.4 Assignment

You may not assign or transfer these Terms or your account without our written consent. We may assign these Terms without restriction.

17.5 Force Majeure

We are not liable for any failure to perform due to circumstances beyond our reasonable control, including natural disasters, war, terrorism, pandemics, or internet/telecommunications failures.

18. Contact Information

If you have questions about these Terms, please contact us:

• Email: help@bowls-hub.co.uk
• Subject Line: Terms and Conditions Enquiry