Terms of Service

These terms cover clubrooms during its pilot, and have not been through legal review. They describe the arrangement as it actually stands, so a club knows what it is agreeing to — but they are a draft, and we will tell you when a reviewed version replaces them.

What clubrooms is

It is software for running a sports club: fixtures and training, availability, squad selection, and the eligibility rules a competition imposes — a tool a club uses to organise itself. It is not a competition authority, and nothing it calculates overrides what your association decides.

Who this is between

The agreement is with the club. A club administrator accepts it on the club's behalf, and it covers everybody the club invites — coaches, players, parents and volunteers. Individual members are bound by it too, but the relationship that matters is the club's.

What the club is responsible for

Being entitled to invite the people it invites. When a club invites somebody, particularly a child, it is asserting that it has the right to — its own membership process, and whatever its association requires of it.
Understanding that a coach cannot register a child on their behalf. Anyone under 16 has to sign up themselves, and their parent has to agree before the account exists. That is what verifiable parental consent means, and it is deliberate: a club adding a child without asking would be the thing the requirement exists to prevent.
Who holds administrator access.Administrators can see members' contact details and dates of birth. Which people hold that role is the club's decision and the club's responsibility.
The accuracy of what it enters. Eligibility counts are computed from the attendance a club records. If the attendance is wrong the eligibility is wrong, and clubrooms has no way of knowing.
Its own safeguarding obligations. Using clubrooms does not discharge anything your association or your jurisdiction requires of you.

What we will not do

We will not sell club or member data, and we will not use it to advertise to anybody. The services that process it on our behalf are listed in the privacy policy, which also says what each one receives and where.

Acceptable use

Don't use clubrooms to harass anyone, to collect information about children beyond running your club, to reach data belonging to a club you are not a member of, or to resell access. We may suspend an account that does, and we will say why.

What we do not promise

During the pilot, clubrooms is provided as-is. There is no uptime guarantee, features change, and reminders depend on email services we do not control — so a club should not treat a clubrooms notification as proof that somebody was told. Keep whatever fallback you already have for calling a game off.

Nothing here limits rights you have under the Australian Consumer Law, or under any other law that cannot be excluded by agreement.

Ending it

A club can stop using clubrooms at any time, and anybody can delete their own account from their account page — it stops working immediately, with 30 days to change their mind. Export your data first: it is a button on the same page, and once the recovery window closes the data is gone.

We may end the pilot. If we do, we will give you notice and time to export everything first.

Changes

When these terms change materially we will tell club administrators rather than quietly updating the page. The privacy policy carries its own change history.

Anything on this page: privacy@clubrooms.team. These terms are governed by the law of New South Wales, Australia.

Last updated 2026-08-03. See also our privacy policy.