Terms of Service
Last updated: March 5, 2026
These Terms of Service ("Terms") govern the use of the Klubis web application ("Service"). By accessing or using the Service, you agree to be bound by these Terms.
If you do not agree with these Terms, you must not use the Service.
1. Description of the Service
Klubis is a web-based platform that helps organizations, clubs, and associations manage:
- members
- activities and courses
- attendance
- communication with members
- billing and invoicing
The Service may evolve over time and features may be added, modified, or removed.
2. Accounts
To use the Service, users may be required to create an account.
You agree to:
- provide accurate and complete information
- keep your login credentials secure
- be responsible for all activity under your account
The Service provider is not liable for any loss resulting from unauthorized use of your account.
3. Organizations and Club Ownership
A user may create or manage one or more organizations ("Clubs").
The user who creates a club is considered the Owner of that club and is responsible for:
- managing members
- managing permissions and roles
- ensuring proper use of the Service within the club
- managing billing and financial data entered into the system
Owners may grant access to other users such as administrators, coaches, or members.
4. Acceptable Use
You agree not to use the Service to:
- violate any applicable laws or regulations
- upload malicious code or attempt to compromise the platform
- access data that does not belong to you
- misuse communication features (spam, harassment, abuse)
The Service provider reserves the right to suspend or terminate accounts that violate these rules.
5. User Data
Users may store data within the Service including:
- member information
- attendance records
- financial records
- communication history
You retain ownership of the data you enter into the Service.
By using the Service, you grant the provider permission to store, process, and transmit your data as necessary to operate the platform.
6. Privacy
Personal data may be processed as part of the normal operation of the Service.
Use of the Service is also governed by the Privacy Policy, which describes:
- what data is collected
- how it is processed
- how it is protected
Users are responsible for ensuring that they have the legal right to store and manage personal data of their members within the platform.
7. Billing and Payments
Some parts of the Service may require payment.
If paid plans are offered:
- pricing will be clearly communicated
- invoices may be issued electronically
- access to certain features may depend on an active subscription
Failure to pay may result in restricted access or suspension of the Service.
8. Service Availability
The Service provider will make reasonable efforts to keep the platform available and operational.
However, the Service is provided "as is" and "as available" without guarantees of uninterrupted availability.
Maintenance, updates, or technical issues may temporarily affect availability.
9. Limitation of Liability
To the maximum extent permitted by law, the Service provider shall not be liable for:
- data loss
- business interruption
- indirect or consequential damages
- errors in billing data entered by users
Users are responsible for verifying financial and administrative data generated through the Service.
10. Data Backup and Retention
While reasonable efforts may be made to back up data, users are encouraged to maintain their own records when necessary.
If an account is terminated or inactive for an extended period, data may be deleted after a reasonable retention period.
11. Termination
The Service provider reserves the right to suspend or terminate accounts if:
- these Terms are violated
- the Service is misused
- payment obligations are not met (if applicable)
Users may stop using the Service at any time.
12. Changes to the Terms
These Terms may be updated from time to time.
If significant changes are made, users may be notified through:
- notifications within the application
- updates on the website
Continued use of the Service after changes constitutes acceptance of the updated Terms.
13. Governing Law
These Terms shall be governed by and interpreted in accordance with the laws applicable in the jurisdiction where the Service provider operates.
14. Contact
If you have questions about these Terms, you may contact the Service provider through the official website or support channels.
15. Data Processing Agreement (GDPR)
This section constitutes a Data Processing Agreement ("DPA") in accordance with Article 28 of the General Data Protection Regulation (GDPR).
15.1 Roles of the Parties
When personal data is processed through the Service:
- the Club Owner or Organization using the Service acts as the Data Controller
- the Service provider (Klubis) acts as the Data Processor
The Controller determines the purposes and means of processing personal data.
The Processor processes personal data solely on behalf of the Controller for the purpose of providing the Service.
15.2 Subject Matter and Duration
The subject matter of the processing is the provision of the Klubis platform for club and membership management.
Processing shall continue for the duration of the user's use of the Service and for any legally required retention period thereafter.
15.3 Nature and Purpose of Processing
Personal data may be processed for purposes including:
- managing members
- organizing activities and courses
- recording attendance
- communicating with members
- generating invoices and financial records
- operating and maintaining the Service
15.4 Types of Personal Data
Depending on how the Service is used, the following types of personal data may be processed:
- name
- email address
- phone number
- membership status
- attendance records
- billing information
- communication history
Controllers are responsible for determining which personal data is stored within the platform.
15.5 Categories of Data Subjects
Data subjects may include:
- club members
- coaches or trainers
- administrators
- other individuals associated with a club or organization
15.6 Processor Obligations
The Processor shall:
- process personal data only on documented instructions from the Controller
- ensure that persons authorized to process personal data are bound by confidentiality obligations
- implement appropriate technical and organizational security measures
- assist the Controller in responding to data subject requests
- assist the Controller in ensuring compliance with GDPR obligations relating to security, breach notification, and data protection impact assessments where applicable
15.7 Security Measures
The Processor shall implement reasonable technical and organizational measures to protect personal data against:
- unauthorized access
- accidental loss
- alteration
- disclosure or destruction
Security measures may include access controls, encryption where appropriate, secure infrastructure, and regular software updates.
15.8 Subprocessors
The Processor may use third-party service providers ("Subprocessors") such as:
- hosting providers
- infrastructure providers
- email delivery services
The Processor will ensure that subprocessors are bound by data protection obligations consistent with this Agreement.
15.9 International Transfers
Where personal data is transferred outside the European Economic Area (EEA), the Processor shall ensure that appropriate safeguards are in place as required by GDPR.
15.10 Data Subject Rights
The Controller is responsible for responding to requests from data subjects, including requests for:
- access
- rectification
- erasure
- restriction of processing
- data portability
The Processor will provide reasonable assistance to enable the Controller to fulfill these obligations.
15.11 Data Breach Notification
In the event of a personal data breach affecting data processed on behalf of the Controller, the Processor will notify the Controller without undue delay after becoming aware of the breach.
15.12 Data Deletion
Upon termination of the Service, the Processor shall, at the choice of the Controller:
- delete personal data, or
- return personal data where technically feasible
except where retention is required by applicable law.
15.13 Entire DPA
This section constitutes the complete Data Processing Agreement between the Controller and Processor regarding the processing of personal data within the Service.