Legal

Terms of Service

Last updated 9 September 2026

Who these terms are between

These terms are between your club (“you”, the customer) and Jason Cheeseman, trading as ClubKeeper (“we”, “us”), currently operating as a sole trader while a limited company is being incorporated. By signing up for or using ClubKeeper, you agree to these terms.

Postal address:
34 Delorean Way
Brackley
Northamptonshire
NN13 6BF

Who can use ClubKeeper

ClubKeeper accounts are for adults aged 18 and over. Children do not have logins; a parent or guardian holds the account and records their child’s details, including any player profile, on their behalf.

What ClubKeeper is

ClubKeeper is a subscription platform that helps grassroots clubs manage subs, invoicing, expenses and staff pay records, safeguarding record-keeping, fixtures, tournaments, and member communications in one place. It is available in a web browser and, where published, as a mobile app; the same terms apply however you use it.

ClubKeeper is a record-keeping and administration tool. It is not a replacement for:

• your club’s own legal safeguarding obligations, including carrying out DBS checks through the official channel;
• a qualified accountant — the Treasurer module organises your figures so they’re ready to hand to one, it doesn’t replace one;
• HMRC-recognised payroll software — staff pay records store the hours you log and the gross, tax, National Insurance and net figures you or your accountant enter. ClubKeeper does not calculate deductions, does not check them, and does not make Real Time Information submissions to HMRC. Operating PAYE correctly remains the club’s responsibility as employer;
• your club’s own constitution, insurance, or governing-body affiliation requirements.

Subscription and payment

ClubKeeper is billed monthly or annually (annual billing gets one month free), at the following rates based on team count. These are the same rates published on our homepage:

• Standard — £79/month (up to 10 teams)
• Growth — £149/month (11–22 teams)
• Capped — £199/month (23 teams or more, however many you add)

Two optional add-ons are available on top of any tier:

• Tournament engine — £30 one-off, giving access to the tournament engine for one calendar month, rather than a recurring fee
• Xero integration — £25/month, available once that integration is released

We may change pricing with at least 90 days’ notice to existing subscribers; changes won’t apply to a billing period you’ve already paid for.

That is the whole price — ClubKeeper is not VAT registered, so there is no VAT to add. If that changes as we grow, we will give you at least 90 days’ written notice before it does, and VAT would then be added to the fees at the prevailing rate from the date of registration.

Cancellation

You can cancel your subscription at any time by contacting us. Cancellation takes effect at the end of your current billing period — we don’t offer partial refunds for a period already in progress. After cancellation, your club’s data is retained for a reasonable period in case you resubscribe, then deleted, subject to any legal retention requirements described in our Privacy Policy.

Your responsibilities

As a club using ClubKeeper, you agree to:

• enter accurate information, and correct it promptly if it changes;
• use the safeguarding module responsibly, and keep meeting your own legal safeguarding obligations independently of what ClubKeeper records;
• only use the club wall, chat, and other communication features for lawful, appropriate content;
• keep your account credentials secure, and let us know promptly if you suspect unauthorised access.
• keep two-factor authentication enabled on staff accounts, which the platform requires — and enforces on every session, pages and data exports alike — for roles that can reach children’s records, safeguarding files or club finances.

Hosting a tournament

If you use the tournament features to host an event, teams from other clubs will enter it, and their managers can submit squad details — player names, and dates of birth where you have asked for them to check age eligibility. For that tournament, your club is the data controller for those details: you decide what to ask for, who among your organisers sees it, and how long you keep it. We provide the tool; we don’t decide any of that for you.

You therefore agree, when hosting, to:

• ask only for what you actually need to run and referee the event fairly;
• limit organiser access and printed squad lists to people who need them, and dispose of printed lists responsibly afterwards;
• delete squad data once it no longer serves a purpose — an entry list from three seasons ago is a liability, not a record.

Payments through Stripe

If your club enables online payments (subs, invoices), card payments are processed by Stripe directly into your club’s own Stripe account. We are not a party to those funds and don’t take a cut of them. Stripe’s own terms of service apply to your club’s use of Stripe.

Availability and support

We aim to keep ClubKeeper available and reliable, but we don’t currently offer a formal uptime guarantee or service-level agreement. Support is provided by email at jason@clubkeeperapp.com, or through the in-app support ticket system.

Liability

We’ll do our best to keep ClubKeeper working properly and your data safe, but to the extent permitted by law, we’re not liable for indirect or consequential losses (such as lost profits or lost opportunities). Our total liability to you for any claim relating to the service is limited to the fees you’ve paid us in the 12 months before the claim arose. Nothing in these terms limits liability for death or personal injury caused by our negligence, or for fraud.

Data protection

How we collect, use, and protect personal data is set out in our Privacy Policy, which forms part of these terms.

Ending this agreement

We may suspend or terminate a club’s access if these terms are seriously or repeatedly breached, if payment isn’t made, or if we reasonably believe the account is being used unlawfully. We’ll normally give notice and a chance to put things right first, except in serious cases.

Changes to these terms

We may update these terms from time to time — we’ll update the “last updated” date above, and let existing subscribers know of any significant change.

Governing law

These terms are governed by the laws of England and Wales.

Contact us

Questions about these terms: jason@clubkeeperapp.com.