Terms of use

These terms are the rules for using The Safe Sport Hub at app.thesafesporthub.com. They apply to everyone with an account, and to every club that pays for the platform.

1. Who we are

The Safe Sport Hub runs this platform. In these terms, "we" and "us" mean The Safe Sport Hub.

Our company name is [To add: company name]. Our company number is [To add: company number]. Our registered address is [To add: registered address].

2. What the platform is for

The platform helps sports clubs keep people safe. A club can use it to:

• record a concern, an incident, a complaint or a problem with equipment or a venue;
• keep track of what happens next, and show it was dealt with properly;
• keep a list of its users, venues, key contacts and documents;
• keep track of users' certificates, such as a PVG or first aid certificate.

3. In an emergency

The platform is not an emergency service. Nobody watches it all the time.

• If someone is in danger now, call 999.
• If you think a crime has happened and it is not an emergency, call the police on 101.
• If you are worried about a child, you can call the NSPCC helpline on 0808 800 5000.
• If you are worried about an adult, contact the social work service at your local council.

Writing a report on the platform does not tell the police, social work or anyone outside your club. If they need to know, someone must tell them directly.

4. Your club is in charge of safeguarding

The platform is a tool. Your club is still responsible for keeping people safe. It decides what to record, who sees a report, and when to tell the police or social work. It must follow its own safeguarding policy and the law.

We never read a club's reports, and we do not act on them.

5. Your account

• You must be 18 or over to have an account.
• Keep your password secret. Do not share your account with anyone.
• When you sign in on a device you have not told us to trust, we email you a code to check it is you. If you use an authenticator app, you type its code instead.
• We keep your account, as our privacy notice says. We do not delete it, even if you ask us to.
• If you think someone else has used your account, change your password straight away. Then tell your club's admins.
• One account can belong to more than one club. Each club only sees what you do in that club.

6. Clubs and club admins

• The person who sets up a club becomes its first admin.
• When they set up the club, they agree to these terms and to the data processing agreement for the club.
• A club's admins decide who joins the club and who is an admin.
• If a club has no admin who can act, or none we can reach, it can ask us in writing to make someone an admin. If it has admins who can act, we email each of them when we do it.
• They also decide who can send and receive each type of report.
• A club always has at least one admin.

7. Your club's records

Your club's records belong to your club. The law says your club is in charge of them. It calls this the "controller". We look after the records for your club. The law calls us the "processor".

Our privacy notice says how long records are kept. We do not delete your club's records, or anyone's account, because a club or a person asks us to. Your club's admins can delete some records themselves, such as documents, contacts and notices. Once a report's time is up, the people looking after it can delete it. If none of them is left, the club's admins can. Admins can delete a safety check once its time is up. Each person can delete their own certificates.

Our data processing agreement sets out how we look after your club's records. Our privacy notice explains how we look after your own details.

8. Paying for the platform

• A club pays by Direct Debit through GoCardless, every month or every year.
• The price depends on your club's band: how many people can use the platform in your club. We call this a seat band.
• Everybody in your club who is active or invited uses a seat. People who send a report from a public page do not.
• Prices are shown on the billing page.
• Your club's admins choose the band, and how often to pay, on the billing page. They can change either there.
• To add people past your band, your club moves up a band first. To move down, your club first removes people, or puts them on hold, so that it fits.
• A change starts from your next payment that is not already on its way to the bank. We email your club's admins to say so. We do not take or give back any money for the change itself, with one exception.
• The exception: if your club pays yearly and moves up a band, we take a one-off payment. It is the difference for the days until your new price starts. We email your club's admins the amount before we take it. We do not take it if it is under £1.
• Your club's admins can move your Direct Debit to another bank account on the billing page. A payment already on its way to the bank, or due in the next few days, is still taken from the old account. We email your club's admins to say so.

9. If a payment does not go through

• Your club goes on hold straight away, and we email your club's admins.
• While it is on hold, only the billing page is open, and only your club's admins can see it. Nobody else can use the club.
• Your club's admins can ask for the payment to be taken again, on the billing page. When a payment goes through, your club opens again straight away.
• If your bank takes a payment back from us while your club is open, the same happens. Your club's admins can then pay it again on the billing page. If your club has cancelled, or its Direct Debit has stopped, contact us instead. Until that payment is paid, or we agree it is settled, your club cannot set up payment again.
• If no payment goes through in 14 days, the club is suspended. The billing page stays open for its admins.
• If your club's Direct Debit is stopped at the bank, or by GoCardless, we email your club's admins. Your club stays open to the end of the time you paid for. If the billing page offers it, your club's admins can set up a new Direct Debit there. Otherwise your club then goes on hold, as above. This is not cancelling, so the club is not archived.
• If a new club's first payment does not go through before it opens, it stays closed until a payment goes through. If it has opened, it goes on hold, as above.
• Your club's records are not deleted. Sign ins are still deleted after 12 months, and what the bell tells people after 90 days, as our privacy notice says.
• If the club is still suspended a year later, one of its admins can ask us for a copy of the club's records. Only that admin can take it, on the billing page, for 7 days. They can also send it from there to another email address. Our staff cannot open it.

10. If we change our prices

A new price applies straight away to clubs that join after it. For a club already paying, it applies when we raise what clubs already pay. Before it starts, we email your club's admins. It starts from your club's first payment at least 14 days after that email. If GoCardless has already set up that payment at the old price, the new price starts from the payment after it. We do not ask for the difference.

11. Cancelling

• Your club's admins can cancel on the billing page.
• We do not give refunds for time you have already paid for.
• If your club is paid up, nothing changes until the end of the time you paid for. If a payment is about to be taken, you can cancel from the day it is taken, and keep the time it pays for. The billing page says which day.
• Then you have 90 days. In them, your club's admins can read your records and take a copy. Anybody looking after a report can also sign in to read it and take a copy of it. Then your club is archived.
• If a payment your club's last day counted on does not go through, your last day moves back. It becomes the end of the time that has been paid for. We email your club's admins, and the billing page shows the new day. Your 90 days count from it.
• If your club owes a payment when it cancels, it closes straight away, or stays closed if it already was. There are no 90 days to take a copy. Your club is archived 90 days after it cancels.
• If your club owes a payment and a payment is on its way to your bank, wait to cancel. The billing page shows when that payment has gone through or failed.
• To come back before your club is archived, set up payment again on the billing page. Your club opens again as soon as the first payment goes through. If your bank took back a payment that has not been paid again, contact us first. Section 9 says why.
• A Direct Debit stopped at the bank is not cancelling. Section 9 says what happens then.
• After your club cancels, its records are kept, even once it is archived. Your club cannot have them deleted.
• Archived means closed but not deleted. If you want to come back, contact us. Once we have checked that you were one of its admins, we open it so its admins can set up payment on the billing page. It opens as it was as soon as the first payment goes through. If no payment has gone through within 90 days, it is archived again.

12. Using the platform properly

You must not:

• use the platform to break the law, or to bully, threaten or harm anyone;
• try to see another club's records, or get into someone else's account;
• upload anything you do not have the right to share;
• upload anything meant to damage the platform or the people using it;
• record something you know is false.

13. If someone breaks these rules

We may suspend an account or a club that breaks these rules.

If we suspend a club, we will email its admins to say why. The only time we will not say why is if the law or someone's safety stops us. If someone is in danger, or the law is being broken, we may suspend the club first. We will explain afterwards.

While we have suspended a club, we pause its Direct Debit, so no new payments are taken. A payment already on its way to the bank, or one being taken again after it failed, may still be taken. If we reinstate the club, its payments start again.

If your club thinks we got it wrong, reply to our email within 14 days. We will look at it again and tell you our decision within 14 days.

14. Keeping the platform running

We work hard to keep the platform working and secure. But we cannot promise it will never stop, for example while we fix or update it.

15. What we are responsible for

• We are not responsible for what a club records or decides. That includes what it does, or does not do, about a concern.
• We are not responsible for a loss that we could not have expected, or for lost profit or business.
• If we are responsible for a loss, the most we will pay is what your club paid us in the 12 months before the loss.
• Nothing in these terms limits what we are responsible for if the law says we cannot limit it. That includes death or injury caused by our negligence, and fraud.

16. Changes to these terms

If we change these terms, we will email club admins at least 30 days before the change starts.

17. The law that applies

These terms are under the law of Scotland. Any dispute will be dealt with by the courts of Scotland.

18. Contact

Our contact page explains how to reach us.