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Badminton Clubhouse

Organisation Subscription Terms

Version 2.0. Published 12 August 2026.

These terms govern paid and free organisation subscriptions. They apply to an organisation from the date it subscribes; no organisation has yet subscribed under an earlier version. They are published now so that clubs, associations and counties can review them before subscribing.

These Organisation Subscription Terms (the “Terms”) form a contract between Badminton Clubhouse Ltd, a company registered in England and Wales with company number 17391781, registered office Vicarage Court, 160 Ermin Street, Swindon, England, SN3 4NE (“we”, “us”), and the organisation identified in the Order (the “Organisation”, “you”) or, for an unincorporated association, the Authorised Officers under clause 2.2. Individual users are governed by our Terms of Service and Privacy Policy; nothing in these Terms limits any individual’s rights under those documents or under law.

1. Definitions

  • “Agreement”: these Terms, the Order, and the DPA, together (precedence in clause 16.0).
  • “Aggregated Data”: data derived from Organisation Data and/or use of the Service that has been aggregated with other data and anonymised such that it does not identify, and is not reasonably likely to be capable of being used to identify, any living individual, applying the techniques and suppression thresholds in our Statistical Disclosure Control Policy (available on request), which will at all times be consistent with ICO guidance and no less protective than the version in force at the date of the Order.
  • “DPA”: the data processing agreement in the version in force at the date of the Order (currently version 2.0, at /legal/dpa, prior versions archived), incorporated into and forming part of this Agreement; variable only under clause 15.3.
  • “Fees”: the subscription fees for the Plan and Package stated in the Order. “Order”: the order confirmation, invoice or online subscription flow identifying the Organisation, Plan, Package (or tier), Fees and billing cycle.
  • “Organisation Data”: all data submitted to the Service by or on behalf of the Organisation or its members. “Service”: the Badminton Clubhouse platform, including additional services under clause 3.4 that state these Terms apply. “Business Day”: a day other than a Saturday, Sunday or public holiday in England.

2. Who enters into this Agreement

2.1 The person accepting these Terms confirms they are authorised to do so. Acceptance is recorded (identity, date, version), and we ask the Organisation’s then-current administrator to re-confirm at each renewal.

2.2 Where the Organisation is not a body corporate:

  • (a) this Agreement is entered into by each individual who accepts it (each an “Authorised Officer”), in their own name and on behalf of the members of the association for the time being; multiple Authorised Officers are bound jointly and severally;
  • (b) each Authorised Officer warrants that they are authorised under the association’s rules to enter into this Agreement, bind its members, and give the instruction and agreement in clause 9;
  • (c) we look first to the association’s funds and assets for any sum due; an Authorised Officer’s personal liability is secondary and, except for fraud, wilful misconduct or breach of the warranty in (b), limited in aggregate to the greater of the Fees for the current subscription period and £500;
  • (d) the Organisation must notify us of officer changes within 30 days and procure that an incoming administrator accepts this Agreement; on acceptance they become an Authorised Officer and outgoing officers are released from future liabilities;
  • (e) the clause 9 instruction and agreement are given on behalf of the members for the time being and survive changes of officers or members and dissolution, subject to clause 9.4.

2.3 The Organisation is responsible for everyone it authorises to administer its workspace. 2.4 Nothing in this Agreement affects any statutory right an individual has as a consumer; where a provision conflicts with such a right, the right prevails.

3. The Service, Plans and Packages

3.1 We provide the Service with reasonable skill and care, substantially in accordance with its description. 3.2 Club subscriptions comprise a Plan (member count) and a Package (capability); association and county subscriptions are tiered as described at subscription. Exceeding a Plan cap may require an upgrade on 30 days’ notice and may block adding further members; it never removes access to existing data. 3.3 If we discontinue or materially degrade a feature material to what you paid for, you may terminate the affected subscription within 30 days of notice and receive a pro-rata refund (clause 4.5).

3.4 Additional services. We may offer additional services, including arranged with third parties. Applicable terms are presented before use. Where we arrange a third-party supply, the contract is between you and the supplier; we act as the supplier’s agent, not the seller, and identify the supplier before you order. 3.5 Free tiers are provided as is, may be modified or withdrawn on 30 days’ notice, and inactive free accounts may be deleted after 12 months following two notices.

4. Fees, invoicing and tax

4.1 Billing is annual in advance unless the Order says otherwise; monthly billing carries the stated premium. 4.2 Invoices are payable in 30 days without set-off; overdue sums may bear interest at 4% a year above Bank of England base; paid features may be suspended after 30 days overdue on 14 days’ notice (never safeguarding alerts or data export). 4.3 Fees are exclusive of VAT; where chargeable it is payable in addition against a valid VAT invoice, including on retrospective registration; a VAT change is not a Fee change. 4.4 Fees do not increase mid-period; 60 days’ notice of changes, effective at renewal. 4.5 Pro-rata refunds under this Agreement are calculated daily at the rate paid, less sums outstanding, paid within 30 days to the paying account.

5. Term, renewal, cooling-off and termination

5.1 Subscriptions renew automatically for the same period unless either party gives 30 days’ notice of non-renewal. We send renewal reminders (30 days before annual, 7 before monthly) stating date, Fees and how to cancel; if we miss the reminder you may cancel within 30 days of renewal for a pro-rata refund. 5.2 Cooling-off: online orders may be cancelled within 14 days for a full refund, less a pro-rata charge where you asked for immediate start. 5.3 Either party may terminate for unremedied material breach (30 days) or an Insolvency Event (administration, liquidation, CVA, receivership, dissolution resolution, cessation), to the extent permitted by section 233B Insolvency Act 1986. 5.4 We may suspend or terminate immediately for a serious safeguarding risk, unlawful use, or a security threat: suspension lasts no longer than necessary, you may make representations, we explain unless law or a safeguarding investigation prevents it, and if we terminate other than for your breach we refund pro rata. 5.5 You may terminate for convenience at any time; prepaid Fees are refundable only as stated in this Agreement.

6. Effect of termination

6.1 For 30 days after termination you may export Organisation Data (CSV per entity plus documented JSON); we notify you when the window opens and 7 days before it closes. 6.2 We then delete or return personal data per DPA clause 10, retaining only: (a) Aggregated Data already created (anonymised, not personal data); (b) records required by law, per the published Retention Schedule; (c) encrypted backups clearing within 90 days. 6.3 Clauses 1, 2, 6, 7.2, 8.3, 8.4, 9, 10, 12, 13, 14, 15.2 and 16 survive, with the DPA while we hold Member Data.

7. Organisation responsibilities

7.1 You are responsible for: the accuracy of Organisation Data; having a lawful basis (and condition, where needed) for the data you process; giving your members the privacy information described in DPA clause 1.4, including the aggregation notice wording we supply; appointing appropriate safeguarding roles; and your administrators’ conduct. 7.2 The Service records the outcome and dates of criminal records checks (DBS, Disclosure Scotland PVG or AccessNI) and your own re-check due dates. We do not carry out checks or Update Service status checks. The tools do not discharge your safeguarding obligations. 7.3 You must not use the Service for unlawful marketing, data you have no right to process, or in breach of the acceptable-use terms. 7.4 You must not upload a DBS, Disclosure Scotland or AccessNI certificate or any disclosure content; the Service records outcomes and dates only.

8. Organisation Data; licence to us

8.1 As between the parties, you retain your rights in Organisation Data. 8.2 You grant us a non-exclusive licence to host, copy, process, transmit, back up and display it as necessary to provide the Service, comply with law, and as described in clause 9. 8.3 You warrant you have all rights, consents and lawful bases needed to submit Organisation Data and give the clause 9 instruction, and that our exercise of them infringes no third party’s rights. 8.4 You indemnify us against third-party claims arising from Organisation Data or a missing lawful basis attributable to you; this indemnity is uncapped by clause 2.2(c) in cases of fraud or wilful misconduct.

9. Aggregated Data

9.1 You instruct us, as a standing instruction under the DPA, to aggregate and anonymise Organisation Data and usage data during the term, and agree that we may retain, use, publish and commercialise the resulting Aggregated Data for any lawful purpose, including research, benchmarking, participation reporting, product improvement and the supply of statistical products to third parties such as governing bodies and public-sector organisations. The instruction may be withdrawn on notice with future effect only; withdrawal does not affect Aggregated Data already created, which contains no personal data.

9.2 Our binding commitments:

  • (a) Anonymity. Before any use or disclosure outside your own tenancy, outputs are anonymised under our Statistical Disclosure Control Policy, applying the UK GDPR Recital 26 standard and the ICO’s motivated intruder test. We re-assess outputs; one that ceases to be anonymous is withdrawn or further protected and treated as personal data.
  • (b) Children. No record of, or derived from, any person under 18 contributes to Aggregated Data that we license, sell or supply for consideration or use to market the Service. Under-18 records may contribute only to participation statistics published without charge in the public interest, at higher suppression thresholds, excluded at the point of aggregation.
  • (c) No identification of the Organisation. No statistic attributed to you by name without your consent; neutral participation lists only.
  • (d) No disclosure of personal data to any purchaser or recipient of Aggregated Data; anonymisation happens first, under the DPA.
  • (e) Excluded data: safeguarding records, criminal-records check data and medical information never enter any aggregate.
  • (f) No model training on personal data: we do not use Organisation Data to train machine-learning models, other than on Aggregated Data.

9.3 Aggregation and anonymisation is processing on your standing instruction under the DPA, on the lawful bases in DPA clause 2.3; once an output satisfies (a) it is not personal data. 9.4 Clause 9 survives termination: our right to create Aggregated Data ends at termination or withdrawal; our right to retain, use, publish and commercialise what was created before then survives indefinitely. 9.5 All rights (including database rights) in Aggregated Data and products created from it belong to us; you assign us any such right that vests in you, with full title guarantee. 9.6 If clause 9.1 is held ineffective, you will not assert any right requiring deletion, recall or cessation of use of Aggregated Data created before that finding. 9.7 Clause 9 may be changed only by written agreement, except that we may strengthen the 9.2 commitments in your favour.

10. Data protection

10.1 For personal data in Organisation Data, you are controller and we are your processor under the DPA. 10.2 We are independent controller of platform user accounts, your billing contacts, and processing in our own legitimate interests in the safety and integrity of the Service (including welfare holds, applied with human review). 10.3 Each party complies with Data Protection Law. 10.4 Competition data sharing: where you enter a competition organised by another organisation on the Service, you instruct us to disclose the data necessary to run it (player name, team, eligibility, availability, results). The entering organisation remains controller of its members’ identity data; the organiser is controller of entries, results and disciplinary records; each recipient is an independent controller of what it receives. Include this sharing in your member privacy information (wording supplied). Results may be retained by the organiser for competition integrity.

11. Payments between the Organisation and its members

11.0 This clause applies to payments you collect from your members through the Service, not to Fees or clause 3.4 services. 11.1 You connect your own payment provider account (currently Stripe and/or GoCardless). 11.2 The Service is a technical interface to your own payment provider. You are the merchant of record; payments are executed by your provider under your own agreement and settle directly to your account. At no time do we come into possession of, or acquire the power to dispose of, funds belonging to you or your members; we do not initiate payment orders on any member’s account held elsewhere; we do not provide account information services. We are not authorised or registered by the Financial Conduct Authority and do not provide regulated payment services, insurance distribution or credit. 11.3 Your provider relationship and its fees are yours. 11.4 We process payment metadata (amounts, status, payer identity) as your processor for reconciliation; card details are entered only in the provider’s hosted payment surfaces and we do not store, process or transmit cardholder data. 11.5 We are not responsible for your provider’s acts, omissions, fees, reserves, holds, suspensions or insolvency, and nothing in clause 14 makes us liable for a payment you fail to collect.

12. Intellectual property; publicity; sponsorship

12.1 We and our licensors own all rights in the Service. 12.2 You grant us a revocable, royalty-free licence to use your name and logo within the Service and to identify you as a customer on our website and in customer lists; we stop within 30 days of a written request; case studies and other marketing use need your consent. 12.3 We may display sponsor or partner content within the Service, clearly identified as sponsored; we will not target it using any personal data of a person under 18 or any safeguarding, criminal-records or health data.

13. Warranties and disclaimers

13.1 Each party warrants it has authority to enter into the Agreement. 13.2 Except as expressly stated, the Service is provided without further warranty and we do not warrant uninterrupted operation. Nothing limits clause 2.4 or any non-excludable right.

14. Liability

14.1 Nothing excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot lawfully be limited. 14.2 Neither party is liable for loss of profits, revenue or goodwill, or indirect or consequential loss. 14.3 Subject to 14.1, 14.2 and 14.4, each party’s total aggregate liability is limited to the greater of £500 and the Fees paid or payable in the preceding 12 months. 14.4 The cap does not apply to: (a) your obligation to pay Fees; (b) your liability under clause 8.4; (c) either party’s liability for its own breach of Data Protection Law or the DPA, including Article 82 sums and contribution under Article 82(5), for which each party’s aggregate liability is instead limited to the greater of £25,000 and three times the Fees paid or payable in the preceding 12 months (rising in line with the insurance in 14.5). Neither party reimburses the other’s administrative fines for the other’s own culpable conduct. 14.5 We will maintain professional indemnity and cyber liability insurance from the date paid subscriptions open, with evidence of cover on request; higher caps are available on request at an adjusted Fee.

15. Changes

15.1 We may update these Terms for a valid reason (law or regulatory change, Service changes, supplier change, security or safeguarding requirement, cost change), with 30 days’ email notice of material changes and no retrospective effect. 15.2 If a material change is to your detriment, terminate the affected subscription before it takes effect for a pro-rata refund. 15.3 We may not amend the DPA unilaterally except as required by law or a regulator or to add protections in your favour; other DPA changes need your agreement; accepted versions are recorded and archived.

16. General

16.0 Precedence: the DPA prevails on processing subject matter, processing obligations and roles; the Order on identity, Plan, Package, Fees and billing; these Terms on everything else, and clause 14 prevails over the DPA on liability. 16.1 Notices by email (us: legal@badmintonclubhouse.com, termination or breach notices also by post to the registered office; you: your administrative email), deemed received 9.00 am next Business Day absent a non-delivery notification, which requires re-sending or postal delivery; not applicable to service of proceedings. 16.2 Assignment: you may not assign without our consent (not unreasonably withheld, including on incorporation or merger); we may assign to a successor bound by clause 9.2 and the DPA, and on a change of control of Badminton Clubhouse Ltd you may terminate on 30 days’ notice with a pro-rata refund. 16.3 Entire agreement with a non-reliance acknowledgement; fraud and clause 2.4 unaffected. 16.4 Third parties: only our successors and permitted assigns may enforce clauses 8, 9 and 12; variation needs no third party’s consent. 16.5 Severance: unenforceable provisions are modified to the minimum extent necessary or deleted; the rest continues. 16.6 Law and jurisdiction: England and Wales, non-exclusive; organisations and officers in Scotland or Northern Ireland may litigate locally, and individuals keep mandatory local protections. 16.7 Force majeure for events beyond reasonable control (including failure of a provider named in the DPA Annex 3, cyber-attack, epidemic, key-person incapacity); after 30 days either party may terminate the affected subscription with a pro-rata refund. 16.8 No partnership or agency except as expressly stated for clause 3.4 services. 16.9 Continuity: we maintain a business continuity plan covering key-person incapacity, including orderly wind-down and a guaranteed final data export; summary on request; escrow available for county-tier subscriptions.

Badminton Clubhouse Ltd · Company number 17391781 (England and Wales) · Registered office: Vicarage Court, 160 Ermin Street, Swindon, England, SN3 4NE · hello@badmintonclubhouse.com