Terms of Service

1. Agreement between User and ClubForms

Welcome to ClubForms. These Terms of Service (the "Terms") constitute a legally binding contract between you and ClubForms ("we," "our," or "us"). ClubForms provides form processing and data collection services for clubs and organisations.

By accessing or using the ClubForms service ("Service"), you agree to be bound by these Terms of Service. If you do not agree to all the terms and conditions of this agreement, you may not use the Service. Your use of ClubForms constitutes your agreement to all such Terms.

Please note that Section 13 (Disputes with ClubForms) contains important information about dispute resolution. By agreeing to these Terms, you agree to resolve disputes through the courts of England and Wales.

2. Description of Service

ClubForms is a service that enables clubs and organisations to create, distribute, and process forms for membership applications, surveys, event registrations, and other data collection purposes. Our platform provides tools for form creation, data management, and automated workflows.

3. Privacy and Data Protection

Your privacy is important to us, and your use of ClubForms is subject to our Privacy Policy, which is incorporated into these Terms by reference. Please review our Privacy Policy, which also governs the Service and informs users of our data collection practices.

As a UK-based service, ClubForms complies with the UK GDPR and Data Protection Act 2018. You are responsible for ensuring that your use of our services complies with all applicable data protection laws, including obtaining necessary consents from individuals whose data you process through our forms.

If you process personal data through ClubForms, you are the data controller and we act as your data processor. You warrant that you have all necessary rights and permissions to process such data and that you will only use ClubForms for lawful purposes.

4. Electronic Communications

Visiting ClubForms or sending emails to ClubForms constitutes electronic communications. You consent to receive electronic communications and you agree that all agreements, notices, disclosures and other communications that we provide to you electronically, via email and on the Service, satisfy any legal requirement that such communications be in writing.

Important Note on Communications: ClubForms is not a marketing organisation. We only process and send transactional communications related to the forms you create and manage through our platform. These communications are strictly limited to:

• Form submission confirmations to users who complete your forms
• Password reset notifications for account security
• Account-related notifications (login alerts, security updates)
• Essential service notifications (downtime, maintenance, policy updates)
• Receipt emails for form submissions (where configured)

We do not send marketing emails, promotional content, newsletters, or any unsolicited communications. All email communications processed through ClubForms are purely transactional and directly related to form interactions or account management.

For marketing communications to your form users, we recommend integrating with dedicated marketing platforms such as Mailchimp, Sendinblue, or similar services. These platforms are specifically designed for marketing campaigns and provide the appropriate consent management and marketing-focused features that ClubForms does not offer.

5. Your Account

To use ClubForms, you must create an account. You are responsible for maintaining the confidentiality of your account credentials and for restricting access to your computer and account. You agree to accept responsibility for all activities that occur under your account.

You may not assign or otherwise transfer your account to any other person or entity. You acknowledge that ClubForms is not responsible for third party access to your account that results from theft or misappropriation of your account credentials.

ClubForms reserves the right to refuse or cancel service, terminate accounts, or remove or edit content in our sole discretion. We do not knowingly collect personal information from persons under the age of 13. If you are under 18, you may use ClubForms only with permission of a parent or guardian.

6. Links to Third Party Sites

ClubForms may contain links to other websites ("Linked Sites"). These Linked Sites are not under our control and ClubForms is not responsible for the contents of any Linked Site. We provide these links as a convenience only, and the inclusion of any link does not imply endorsement by ClubForms of the site or any association with its operators.

7. Intellectual Property

All content included as part of the Service, such as text, graphics, logos, images, and software, is the property of ClubForms or its suppliers and protected by copyright and other laws that protect intellectual property and proprietary rights.

You agree to observe and abide by all copyright and other proprietary notices contained in any such content. You may not use ClubForms content except as expressly permitted by these Terms or with our prior written consent.

8. Acceptable Use Policy

You agree to use ClubForms only for lawful purposes. You must not use the Service to:

• Send spam or unsolicited communications
• Collect or process illegal, harmful, or inappropriate information
• Engage in any activity that violates the rights of others
• Transmit malware, viruses, or harmful code
• Attempt to gain unauthorized access to our systems
• Interfere with or disrupt our services
• Process data in violation of applicable laws

You are responsible for all content you create and distribute through your forms. ClubForms reserves the right to suspend or terminate accounts that violate these terms.

9. Payment Terms

ClubForms offers various subscription plans with different features and usage limits. All prices are in British Pounds Sterling (£) and exclude VAT where applicable.

Payment terms:

• Subscriptions are billed in advance on a monthly or annual basis
• You may upgrade or downgrade your plan at any time
• Downgrades take effect at the next billing cycle
• All fees are non-refundable except as required by law
• Failed payments may result in service suspension
• Prices may change with 30 days' notice

10. Confidentiality

Both parties agree to maintain the confidentiality of any proprietary or sensitive information shared during the course of using our services. This includes but is not limited to business information, technical data, and customer data processed through our platform.

11. International Users

The Service is controlled and operated by ClubForms from our offices in the United Kingdom. If you access the Service from outside the UK, you are responsible for compliance with all local laws. You agree not to use ClubForms in any country or in any manner prohibited by applicable laws.

12. Indemnification

You agree to indemnify, defend and hold harmless ClubForms, its officers, directors, employees, and agents for any losses, costs, liabilities and expenses (including reasonable legal fees) relating to or arising out of:

• Your use of or inability to use the Service
• Any user content or data you process through our forms
• Your violation of any terms of this Agreement
• Your violation of any rights of a third party
• Your violation of any applicable laws, rules or regulations

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CLUBFORMS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES.

IN NO EVENT SHALL CLUBFORMS' AGGREGATE LIABILITY EXCEED THE AMOUNT PAID BY YOU TO CLUBFORMS IN THE TWELVE MONTHS PRECEDING THE CLAIM.

Some jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages, so the above limitation may not apply to you.

14. Disputes with ClubForms

These Terms are governed by the laws of England and Wales, without regard to conflict of laws principles. These laws will apply no matter where in the world you live.

Any disputes arising from these Terms or your use of ClubForms shall be subject to the exclusive jurisdiction of the courts of England and Wales. You agree to submit to the personal jurisdiction of such courts.

If you are a consumer, you may have additional rights under consumer protection laws that cannot be excluded or modified by these Terms.

15. Termination and Access Restriction

ClubForms reserves the right, in its sole discretion, to terminate your access to the Service at any time, without notice. You agree that no joint venture, partnership, employment, or agency relationship exists between you and ClubForms as a result of these Terms or use of the Service.

16. Changes to Terms

ClubForms reserves the right, in its sole discretion, to change the Terms under which ClubForms is offered. The most current version of the Terms will supersede all previous versions. We encourage you to periodically review the Terms to stay informed of our updates.

17. Contact Us

ClubForms welcomes your questions or comments regarding the Terms. You may contact us via email at contact@clubforms.uk or by post at our registered address.