Terms of use

These are the terms for using the ClubHQ app as a member, parent or member of club staff. They are short on purpose.

Last updated 30 July 2026.

What ClubHQ is

ClubHQ is software your club uses to run its classes: a timetable, bookings, grades and announcements. Your club decides what it puts in the app and how it runs its classes. We provide the software; we are not the club, and we are not involved in your membership of it.

Your account

• Accounts are for adults aged 18 or over. A parent or guardian holds the account for a child.
• Join a club using the code it gives you. Do not pass that code to anyone outside the club.
• Keep your password to yourself. Tell us if you think someone else has got into your account.
• Keep the details you enter accurate, particularly names, so registers are right.

Bookings, fees and gradings

Booking a place in the app is a request to your club, subject to your club's own rules on attendance, cancellation and behaviour. Grades shown in the app are awarded by your club, not by us.

Any money you pay through the app goes to your club, not to us. Some clubs collect class fees or membership this way; many do not. If yours does not, nothing in the app costs you anything.

Where a club does collect this way, you are paying that club. Card details are handled entirely by a regulated payments provider — we never see or store them. Your club sets its own prices, refunds and cancellation rules, and those remain between you and the club.

You can stop a repeating payment yourself from the app at any time, and deleting your account stops it too. Your club sets whether it ends straight away or at the end of the period you have already paid for. If you ever cannot stop a payment from the app, contact us and we will make sure it stops. We take a small fee from the club for running this. We never charge you.

Using it properly

Please do not:

• try to reach another club's information, or another member's account;
• use the app to harass anyone, or to post anything unlawful;
• attempt to break, overload or reverse engineer the service;
• use automated means to extract data from it.

Club staff can see the records of members in their own club, because that is what running a register requires. Staff must use that access only to run the club.

Notifications

Your club can send notifications about classes and club news. They are not marketing. You can turn notifications off in your device settings, though you may then miss a cancellation.

Availability

We work to keep ClubHQ running and available, but we cannot promise it will never be unavailable, and we may take it down briefly for maintenance or updates. Do not rely on it as the only record of anything that matters to you.

Our responsibility to you

We provide the app with reasonable care and skill. We are not liable for anything your club does or fails to do, for a class being cancelled or changed, or for a booking your club does not honour. Nothing in these terms limits liability that cannot lawfully be limited, including for death or personal injury caused by negligence, or for fraud.

Nothing here affects your statutory rights as a consumer.

Ending it

You can delete your account at any time in the app: the person icon at the top right of the home screen, then Your account, then Delete my account. Your club can also remove you from its club, which does not delete your login.

We can suspend or close an account that is being used to break these terms, and will tell you why unless we are prevented from doing so.

Changes

If we change these terms we will update the date above and, where the change matters, tell you in the app.

Law

These terms are governed by the law of England and Wales, and its courts have jurisdiction. If you live elsewhere in the UK you keep the right to bring a claim in your local courts.

Questions: support@club-hq.co.uk.