Draft, pending legal review (October 27, 2026)
SchoolAthleticsHQSchoolAthleticsHQ

SchoolAthleticsHQ Terms of Service (school edition)

Version: [draft]. Last updated: [date].

1. The service and who these terms are with

SchoolAthleticsHQ ("SchoolAthleticsHQ", "we", "us") provides a web and mobile platform that schools use to run athletic programs: rosters, schedules, tryouts, clinics and camps, tournaments, messaging, registration and payments, e-signatures, stats and related tools (the "Service").

These terms are an agreement between you and SchoolAthleticsHQ. The customer is the school (or district or athletic association) that has an agreement with us. If you use the Service on behalf of the school, you confirm you have authority to bind it, and "you" includes the school. Coaches, administrators, parents/guardians and students are users in the school's workspace. By creating an account, ticking the acceptance box, or continuing to use the Service after being asked to review these terms, you agree to them.

2. Accounts and the school workspace

The school's athletic director (and any administrators appointed) controls the school's workspace: which staff, families and students have access, which modules are turned on, and what is published. The school is responsible for the people it gives access to and for keeping its information accurate.

You must give accurate information, keep your password confidential, and tell us promptly if you think your account has been compromised. You are responsible for activity under your account. Only people 18 or older may create an account for themselves, except that a school and guardian may arrange a login for a student aged 13-17; students under 13 with a date of birth on file cannot be given a login (Section 4).

Trial, onboarding, fees, plan tiers and billing are as set out in the school's agreement with us.

3. Acceptable use

Do not use the Service to break the law, harass or threaten anyone, send spam, upload malware, or collect other people's information without permission. Do not attempt to access another school's or club's data, probe or disrupt the Service, bypass access controls or rate limits, scrape it, or reverse engineer it, except where the law allows. Do not use the messaging features to contact minors in ways your school, athletic association or the law prohibits. Schools must follow their own safeguarding, background-check and conduct policies and any state athletic association rules. We may remove content or suspend access that we reasonably believe violates these terms or puts people or the Service at risk.

4. Students, minors and school responsibility

  • School authority. The school represents that it has the legal authority to provide student information to us and to authorize our processing for its athletic program, including under FERPA and applicable state student-privacy law. The school decides whether information in the Service is an education record or directory information.
  • School official. Where FERPA applies, we act as a service provider performing an institutional function under the school's direct control for the use and maintenance of student data, and we use student data only for the school's purposes.
  • Consent and notices. The school is responsible for its own parental notices and consents, including COPPA authorization for collecting personal information from children under 13 for the school's purposes, and for deciding who may communicate with students. The school will not enter information about a student under 13 without the consent or legal basis it needs.
  • Under-13 students. The Service refuses to create or accept a login for a student whose date of birth shows they are under 13; a parent or guardian's account is the intended access. It does not apply this to a student with no date of birth, and records that held such details earlier are not yet cleaned. The Service has no parental-consent capture or withdrawal workflow; the consent in the bullet above is the school's duty, not a product feature.
  • Parents and guardians supervise a student's use and exercise rights through the school (see the Privacy Policy).
  • No selling or advertising. We will not sell student information or use it for advertising or marketing to students or families.

5. Payments

Where the school uses payments, they are processed by Stripe through Stripe Connect. The school must connect its own Stripe account and accept Stripe's terms; money paid by families goes to the school's Stripe account and we do not hold it. We may charge the school a platform fee as set in its agreement. Stripe's processing fees apply separately. When the school refunds a payment through the Service or its Stripe Dashboard, our platform fee on that payment is returned to the school; Stripe keeps its own fee. The school may disconnect Stripe at any time; money already paid stays in its account and existing refund or dispute obligations continue. The school, not SchoolAthleticsHQ, is the seller of its programs and responsible for its prices, refund and cancellation policies, and taxes.

6. Content you provide

You keep ownership of the content you and your school put into the Service. You give us a limited license to host, process, display and transmit it only as needed to run and improve the Service for you and your school, and as described in the Privacy Policy. You are responsible for your content and for having permission to upload it, especially about minors. Content you share with other users may be visible to them; schools control their own public pages.

7. Privacy

The Privacy Policy is part of these terms.

8. Third-party services and AI features

The Service relies on third parties (for example Stripe, email and push providers, hosting, and an AI provider for optional assistant features). Their services are subject to their own terms and we are not responsible for their outages or actions, although we choose them with care. Our subprocessors are listed in the Privacy Policy. AI-assisted features can produce inaccurate or incomplete output; review it before relying on or sending it. Student data can reach Anthropic through these features.

9. Disclaimers

The Service is provided "as is" and "as available". To the fullest extent the law allows, we disclaim all warranties, including merchantability, fitness for a particular purpose and non-infringement. SchoolAthleticsHQ is a software provider. It does not run sports programs, provide coaching or medical advice, or verify identity or background except as a school configures and records. Athletic activity carries inherent risk; decisions about safety, eligibility, weather and cancellations rest with schools and families.

10. Limitation of liability and indemnity

To the fullest extent the law allows, SchoolAthleticsHQ is not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, and total liability for any claim is limited to the amount the school paid us in the twelve months before the claim arose (or, with no paid plan, one hundred US dollars). Nothing limits liability that cannot be limited by law.

11. Data return, deletion and termination

The school may stop using the Service at any time.

  • Export. A director or administrator can request a full school export, but a super-admin compiles and delivers the ZIP by hand. It contains one folder per player (profile, attendance, evaluations, stats, messages, signed contracts) and excludes coach notes; it does not include every record the school entered.
  • Termination. Setting the school to "churned" blocks every login, ends sessions, cancels Stripe subscriptions and voids open invoices. Deletion would be a manual operator task.
  • Backups. Nightly dumps are kept as the newest 14 plus anything under 30 days; deleted files in the media mirror are kept 30 days.
  • Per-student erasure is available as described in the Privacy Policy section 7; some records (safeguarding reports, money records) are retained by default, and it does not reach Stripe, our Documenso instance, Resend, Sentry, logs or backups.

On termination we will keep the school's data available for export for 30 days after termination and then delete it from production within 60 days of termination. Copies in backups age out on the backup schedule described above and are not removed individually. We may suspend or end access for breach, non-payment, to protect people or the Service, or where the law requires. Sections that by nature survive termination (license for data already shared, disclaimers, liability limits, governing law) survive.

12. Security and incidents

We maintain the safeguards described in the Privacy Policy and will notify the school of a confirmed incident affecting its data within 72 hours after we confirm unauthorized access to it. We claim no security certification.

13. Changes to these terms

We may update these terms. If a change is material we will ask users to review and accept the new version in the product; until they do, we may limit use. On school sites the in-product acceptance prompt links to these school Terms and Privacy pages, and the school marketing site publishes both as drafts pending legal review. Order-specific terms negotiated with a school may override these.

14. Governing law and disputes

Florida law, at least thirty days of good-faith informal resolution, then exclusive venue in the state or federal courts in Palm Beach County, Florida.

15. Contact

support@schoolathleticshq.com; hello@schoolathleticshq.com.