Terms of Service

These Terms of Service (“Terms”) govern access to and use of Club Mates HQ (“Platform”, “Service”, “we”, “our”, “us”), including our mobile app, this website and any club web portal we provide.

By accessing or using the platform, you agree to these Terms.

1. Eligibility

To hold your own account you must:

• Be at least 13 years old; and
• Have permission from a parent or guardian if you are under 18.

Children under 13 must not create their own account. A parent, guardian, coach, or club administrator may include a child under 13 as a player in a squad only where they have the appropriate approval to do so.

We do not collect dates of birth and cannot verify anyone’s age. We rely on the confirmation you give when you accept these Terms.

2. User Roles

The platform includes roles such as:

• Coach
• Team Manager
• Player
• Parent/Guardian

Access permissions vary depending on assigned role.

Users must not attempt to access data outside their authorised club or role.

3. Coaches, Managers and Team Content

When you set up, claim or manage a team you confirm that you are authorised to represent that club or team, and you accept responsibility for:

• The squad you build, and the accuracy of the details you enter about other people
• Having permission to record a player’s contact details, and to upload their photo
• Having a parent or guardian’s permission before adding information or photographs of a player under 18
• Who you approve into the team, and who you remove
• Moderating your team’s chat, including deleting content and muting members

If a player, parent or guardian asks you to remove their information, you must do so promptly. If you do not, they can contact us and we may remove it.

4. Acceptable Use and Objectionable Content

We have no tolerance for objectionable content or abusive behaviour on Club Mates HQ.

You agree not to:

• Upload illegal or offensive material
• Harass, bully, threaten or abuse other users
• Upload explicit, sexual or otherwise inappropriate images
• Post material that is discriminatory, hateful or demeaning
• Post information about another person that you are not entitled to share
• Attempt unauthorised access to systems or data
• Interfere with platform operation
• Upload viruses or malicious software
• Use the platform for unlawful purposes

Any member can report a message and can block another member. We review reports and may remove content, mute or remove a member from a team, or suspend or terminate an account, without notice and at our discretion. Where content is unlawful we may report it to the police or another authority.

Given the platform is used by junior sport, we take content involving children particularly seriously.

5. Content Ownership and Permissions

Users retain ownership of uploaded content.

By uploading content, you confirm:

• You have permission to upload and share it
• You have appropriate consent for junior player photos or data
• The content does not infringe third-party rights

You grant Club Mates HQ a non-exclusive, royalty-free licence to store, process, and display uploaded content within the platform for the purpose of providing the service to you and your club. This licence ends when you delete the content or your account, except where we have to keep a copy for the reasons set out in our Privacy Policy.

The Club Mates HQ name, logo, software and design remain our property. Nothing in these Terms transfers them to you.

6. Fees

The Club Mates HQ mobile app is free for coaches, players and parents to use.

Club subscription plans are purchased by a club or association, are quoted and invoiced directly by us, and are billed annually in advance in Australian dollars. Prices shown on our pricing page are current at the time of publication and may change for future terms. Unless the law requires otherwise, fees already paid for a subscription term are not refundable if a club stops using the platform part way through that term.

There are no in-app purchases or subscriptions inside the mobile app.

7. Platform Availability

We aim to provide reliable service but do not guarantee uninterrupted availability.

We may:

• Modify features
• Perform maintenance
• Suspend access temporarily
• Remove features or content

Where a change would materially reduce a paid club subscription, we will give the club reasonable notice.

8. Sporting Data

Fixtures, results, ladders, player lists and statistics are collected from public competition sources such as league and association websites. That information can be incomplete, delayed or wrong, and we do not control it. Weather forecasts and ground status information come from third parties and are indicative only.

Always confirm match times, venues and ground closures with your club or competition before travelling.

9. Third-Party Services

The platform relies on third-party providers including cloud hosting, authentication, push notification delivery, mapping, weather and sporting data services. These are listed in our Privacy Policy.

We are not responsible for outages or issues caused by third-party providers.

10. Security

Users are responsible for:

• Maintaining password confidentiality
• Securing their accounts
• Reporting suspected unauthorised access

We are not liable for access caused by weak passwords, credential sharing, or user negligence.

11. Limitation of Liability

Nothing in these Terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law or any other law that cannot be excluded. Where we are permitted to limit our liability for a failure to comply with a consumer guarantee, our liability is limited to re-supplying the service or paying the cost of having it re-supplied.

Subject to that, and to the maximum extent permitted by law:

• The platform is provided “as is”
• We do not guarantee the accuracy of third-party sporting, weather or ground data
• We are not liable for decisions made in reliance on information shown in the app
• We are not liable for indirect or consequential loss
• Our total liability is limited to the amount paid for the service in the 12 months before the claim, if any

12. Account Suspension or Termination

We may suspend or terminate accounts for:

• Breach of these Terms
• Illegal or abusive conduct
• Security risks
• Misuse of the platform

You can delete your own account at any time from the app under More → Delete account, or by following these steps. What is removed, and what is kept, is set out in our Privacy Policy.

13. Privacy

Use of the platform is also governed by our Privacy Policy.

14. Changes to Terms

We may update these Terms from time to time. When we make a material change we will update the version number and effective date above, and app users will be asked to review and accept the updated Terms the next time they open the app.

Continued use of the platform after updates constitutes acceptance of the revised Terms.

15. Governing Law

These Terms are governed by the laws of New South Wales, Australia, and you and we submit to the non-exclusive jurisdiction of the courts of that State.

16. Contact

Club Mates HQ
Email: admin@clubmateshq.com.au