OneClub OS Terms of Service

What changed

• Stage review draft: explains optional 21-day browser links in exported scouting reports. Historical acceptances remain unchanged.

1. Who these Terms bind, and how they relate to your club’s agreement

Your club is our customer. Where your club has a separate written agreement with us (the "Club Agreement"), it governs the commercial relationship, the club’s ownership and control of its data, and our service commitments to the club. Under that model your club is the controller of the personal data it enters or collects through the Service, and OneClub OS processes that data on the club’s instructions.

These Terms bind you individually as a user, whether you are a director, coach, staff member, athletic trainer, scout, or player. Where the Club Agreement conflicts with these Terms on data ownership, service levels, or commercial obligations, the Club Agreement controls as between us and the club. On matters of your individual conduct, your account, disclaimers, limitations of liability, and dispute resolution between you and us, these Terms control.

Your club is an intended third-party beneficiary of the acceptable-use, confidentiality, and data-protection obligations you take on in these Terms and may enforce them against you.

2. Eligibility and age

• Access must be intended for you and authorized by your club. Every account, including staff, is subject to age checks. An unknown age can be addressed through the first-declaration process below; conflicting evidence remains restricted. A staff title does not establish adulthood.
• For children under 13, the parent or legal guardian operates their own account with a separate child profile. The parent overview uses the player dashboard’s presentation with parent-specific wording. It currently shows authorized teams, upcoming team events and completed shared development plans; it does not yet provide every player-portal feature. The child must not use the parent’s credentials. A parent confirmation records the statement but does not establish identity, parental authority or required permission.
• Players aged 13 to 17 may accept these Terms for basic access and optional non-health AI coaching where the AI acknowledgement and account, club and safety controls allow it. Their acceptance is not parental or health consent. AI use of wellness or health information also requires the separate AI-health choice, the underlying health permission and applicable guardian authority. Health, media, messaging and external delivery retain their separate permissions. Staff aged 13 to 17 may accept for basic access but cannot take on adult-only guardian, privacy-review or health-workspace duties. Club, team, role and safeguarding controls still apply.
• Adults accept for themselves. On turning 18, the user must provide the current adult acceptance and applicable purpose choices. Expired, withdrawn, superseded or unresolved evidence cannot authorize access.

Player account setup uses the player’s birthdate already recorded by the club. If it is missing, the person setting up the player profile is asked for the player’s birthdate before age-based player routing can be completed. The birthdate remains separate from the parent’s own identity and age. We retain the supplied information, its source and time; supplying it is not independent age or guardian verification. Existing authoritative age information and contradictions cannot be bypassed by a new entry. The server evaluates eligibility from the recorded player birthdate and current restrictions; staff do not complete this player setup.

You may request correction of your own inaccurate birthdate. Routine corrections may pass an automated review without a club administrator when the change does not override conflicting authoritative evidence or make a current or future access restriction less protective. We preserve the original information, its source and the correction decision. An accepted routine correction updates your own recorded birthdate and any player record already securely linked to your account, with a correction receipt. It cannot move an eligibility date earlier, extend a permission, override conflicting club age information or establish guardian authority. Conflicts and changes that would increase access need appropriate additional review or verification.

A player’s acceptance or age correction cannot override a verified parent’s withdrawal, an account restriction, an unresolved age or safeguarding hold, or inactive club membership. Verified guardians retain their available supervision, privacy-request and withdrawal rights. A missing optional permission restricts the affected purpose; it does not by itself require a new signature for an already permitted purpose. Additional restrictions apply where required by law or an applicable club safeguarding policy.

The planned handover will be available only after its account and permission controls have been implemented and verified. When the server establishes that the player has reached 13 and meets the current account requirements, a popup will offer the verified parent a handover to the player’s own email and account. The player must verify their own email and accept the current terms before the new player access is activated. The parent’s identity and personal account, the player’s history and original evidence remain intact. Handover grants no optional permissions. Valid guardian-controlled permissions remain subject to their original scope, expiry and withdrawal. A pending, expired or canceled handover does not change existing account control.

Where available, an eligible adult may review and change the four optional choices—health, media, messaging and external delivery—before saving them. Account acceptance or handover does not grant these choices, and none grants AI-health permission. Each saved choice remains subject to actual authority, required health-sharing permission, source and recipient restrictions, and feature availability. No choice enables an unavailable feature or supplies missing third-party rights.

3. Accounts, credentials, and security

• Account setup collects your name, email, age information and the access code your club gave you where applicable. Age evidence and its source are retained to enforce age restrictions. Our identity provider handles passwords.
• You may claim only access intended for you. Do not share your account, your access code, or your password. You are responsible for activity under your account until you notify your club or us of unauthorized use.
• Keep your email address current; it carries security and service notices.
• Passwords are managed by our identity provider and never stored by OneClub OS.

4. The Service and your license to use it

Subject to these Terms, we grant you a personal, limited, non-exclusive, non-transferable, revocable right to use the Service for your club’s legitimate sporting activities while your account remains active. The Service, including its software, design, documentation, and all improvements, is owned by OneClub OS and its licensors and is protected by intellectual-property laws. No rights are granted except those expressly stated here.

OneClub OS may offer direct Create Account access to independent players. Availability differs from club accounts. For a player without an affiliated club, OneClub OS determines the purposes of direct-account processing and handles applicable privacy requests. Direct accounts for children under 13 are unavailable unless a separately approved child pathway launches. Current acceptance does not authorize model training or give a future club rights to independent-player content. AI sporting insights are estimates, not medical care or return-to-play clearance.

We work to keep the Service available and safe, and we ship improvements continuously. Features may change, be added, or be retired. Features labeled beta, preview, or early access are provided for evaluation and may be withdrawn without notice.

5. Your content and club data

Content you submit (notes, session plans, posts, messages, media, evaluations) remains yours or your club’s according to your club’s policies. You grant OneClub OS a worldwide, non-exclusive, royalty-free license to host, store, reproduce, process, transmit, display, and back up that content solely to deliver and secure the selected Service for the authorized purposes and to comply with law; this does not grant permission to train AI models on personal data. This license ends when the content is deleted from the Service, except for copies retained in routine backups for the period described in the Privacy Notice.

Club records, including rosters, matches, player profiles, wellness and injury information, video, and development plans, are controlled by your club. Leaving a club does not entitle you to its data. You may not export, copy, or retain club data beyond what your role and your club expressly permit.

You represent that you have the rights and permissions needed for everything you upload, including any photograph or video that shows another person, and that your uploads do not infringe or misappropriate any third-party right.

Clubs obtain and pay for their own video and GPS provider subscriptions and agreements where required. OneClub OS is a separate service; its fees do not include or replace those subscriptions. Paying a provider or being able to download a file does not by itself authorize every use of that file in OneClub OS. Only submit original recordings or provider-authorized exports that your club is entitled to have us store and process for the selected purpose.

Before a video or GPS source is enabled, an authorized club representative must provide the applicable provider agreement and version, relevant clause or written permission, and the scope of the club’s authority. The reviewed record must cover the material, permitted processing, audiences and retention. Recording, participant, parent or guardian, league and venue permissions must also be addressed where applicable; a club contract is not a substitute for required individual permission. Tell us promptly if any relevant right expires, is revoked, changes or is disputed. We may restrict the affected use while evidence is missing or under review.

Permission to store a file does not automatically include permission to create clips, distribute it outside the club, process provider-created statistics or benchmarks, or send it to an AI service. Those uses require their own applicable scope and controls. These Terms do not authorize scraping, circumventing provider restrictions, sharing provider credentials, or obtaining opponent or league-exchange material without authority. We do not use imported video or GPS data to train or fine-tune models. Hudl Assist ingestion is deferred; future provider APIs and AI questions over player video or GPS require separate review and enablement. Our review does not amend a provider agreement or waive anyone’s legal rights.

If you send us feedback or suggestions, you grant us an unrestricted, perpetual right to use them without obligation to you.

6. Acceptable use and safe communication

The Acceptable Use and Safe Communication Policy forms part of these Terms. Respect club, team, role and purpose restrictions; do not bypass safeguards or submit material without authority.

Adult communication with a minor must include an eligible additional adult as an actual participant who receives the conversation, including replies. A later administrator audit is not a substitute. Follow the club’s adopted safeguarding policy and the platform restrictions explained in that policy.

7. Wellness, injury, and health-related features

The Service includes features that record self-reported wellness indicators, availability and return-to-play status, injury indicators, confidential availability notes, and training load. These features support, and never replace, the professional judgment of qualified coaches, athletic trainers, and medical providers. Nothing in the Service is medical advice, diagnosis, or treatment, and the Service is not a substitute for care from a licensed professional.

A wellness or availability flag is a self-reported signal. Return-to-play, training, and competition decisions are made by your club and its qualified staff, not by OneClub OS.

How we handle this information, and the rights you have over it, are described in the Consumer Health Data Privacy Policy.

AI coaches. Eligible players may chat with the Wellness Coach, Drill Coach and Goal / IDP Coach in the inbox. AI chat for players under 13 is paused while the required parent-notice, verifiable-consent and parent-control pathway is reviewed; an ordinary parent account or Terms acceptance does not enable it. The coaches are AI, not people, doctors, dietitians or therapists. Their answers can be wrong: use your judgment and ask a qualified adult before acting on anything about health, injury, nutrition or safety. The coaches do not give medical advice or diet or weight plans, and they never promise to keep a secret.

Messages and answers are checked for safety. A detected concern receives a fixed reply naming 911, 988 and a trusted adult; a separate event records its category and fingerprint without duplicating the message text. Ordinary conversation history may still retain the underlying message. Authorized reviewers may follow up under approved safeguarding procedures, including legally required reports. Notifications are not continuously monitored and the AI coach does not itself contact emergency services, parents or police. See the AI Crisis Protocol and Data & AI Notice.

Your club’s director can switch the AI coaches off for the club, pause and reactivate a player’s access, and close a safety concern after following up. Access to the AI coaches can depend on your club’s or your own plan and may be limited by usage or time.

8. Assumption of risk

Sport carries inherent risk of injury. OneClub OS provides software tools and AI-generated informational coaching support. It does not provide in-person supervision, licensed medical care, diagnosis, treatment, rehabilitation or return-to-play clearance. AI information can be incomplete or wrong and must not replace qualified professional judgment for health or safety. To the fullest extent permitted by law, decisions to train, play or return from injury remain with you, your club and qualified advisers.

9. Third-party services and optional integrations

Hosting, storage, identity, email, video and optional staff assistance use the providers explained in the Privacy Notice. A manual upload is not a provider API integration, partnership or endorsement. Disconnecting a source does not erase earlier imports.

An authorized staff member may export a scouting report containing a copy of a clip and an optional browser link to that clip. The exporter must separately acknowledge that anyone holding the PDF can retain or extract the embedded copy, and that anyone holding the browser link can open it for up to 21 days without signing in, while the source and participant permissions remain valid. The exporter must share only with people the club authorizes. Browser links expire after 21 days and may be revoked sooner; the embedded PDF copy cannot be recalled technically. A checkbox alone never supplies missing provider, club, recording, player or guardian rights. Recipients remain bound by applicable use and deletion obligations.

10. Privacy

Our Privacy Notice describes what we collect, how it is used and protected, the rights available to you under United States federal and state law, and how to exercise them. It is part of these Terms.

11. Suspension and termination

Your club administers your membership and roles and may end them at any time. We may suspend or terminate your access if you breach these Terms, if your use threatens the security or integrity of the Service or its users, if a minor’s required consent is missing or withdrawn, if we are directed to by the controlling club, or as required by law. On termination your individual access ends; club data remains governed by the Club Agreement. Sections 5, 7, 8, 12, 13, 14, 15, and 17 survive termination.

12. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT PERMITTED BY LAW, ONECLUB OS DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT, AND ANY WARRANTY THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT ANY DATA, ANALYTICS, RATING, OR PLAN WILL BE ACCURATE OR ACHIEVE ANY RESULT. Some states do not allow the exclusion of implied warranties, so some of the above may not apply to you.

13. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY LAW, ONECLUB OS AND ITS OFFICERS, EMPLOYEES, CONTRACTORS, AND SUPPLIERS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR USE, ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS, HOWEVER CAUSED AND UNDER ANY THEORY OF LIABILITY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE FULLEST EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE GREATER OF ONE HUNDRED U.S. DOLLARS (US$100) OR THE AMOUNTS YOU PERSONALLY PAID US FOR THE SERVICE IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. Nothing in these Terms limits liability that cannot lawfully be limited, including liability for fraud, willful misconduct, or death or personal injury caused by our negligence where such limitation is prohibited.

14. Indemnification

If you are an adult user, or an organization or person legally authorized to undertake this obligation, then to the extent permitted by law you will defend, indemnify and hold harmless OneClub OS and its officers, employees and contractors from claims, losses and reasonable expenses arising from your content, breach of these Terms, violation of law or third-party rights, or interactions with other users. We may assume the defense of a covered matter and you will cooperate. This clause does not impose a broad contractual defense obligation on a minor user; other remedies for misuse remain available.

15. Dispute resolution: binding arbitration and class-action waiver

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS.

Informal resolution first. Before starting arbitration or any court proceeding, you and we agree to try to resolve any dispute informally. Send a written notice describing the dispute and the relief you want to legal@oneclubos.com, and we will send any notice to the email on your account. If the dispute is not resolved within 60 days after the notice is received, either party may proceed as described below.

Agreement to arbitrate. Except as stated in the exceptions below, you and OneClub OS agree that any dispute, claim, or controversy arising out of or relating to these Terms, the Service, or your relationship with us, whether based in contract, tort, statute, fraud, misrepresentation, or any other legal theory, will be resolved by binding individual arbitration and not in court. The Federal Arbitration Act governs the interpretation and enforcement of this section.

Rules and forum. The arbitration will be administered by the American Arbitration Association ("AAA") under its Consumer Arbitration Rules, as modified by this section. The arbitrator may award the same individual relief a court could, and must follow these Terms. Arbitration will take place in the county where you live, or by video or telephone if you prefer, or in any other location you and we agree on. We will pay AAA filing, administrative, and arbitrator fees for claims you bring in good faith that seek less than US$10,000, unless the arbitrator finds the claim frivolous.

Exceptions. Either party may bring an individual claim in small-claims court in the county where you live if the claim qualifies. Either party may seek injunctive or other equitable relief in court to protect intellectual-property rights or to prevent unauthorized access to the Service. Nothing in this section prevents you from making a complaint to a federal, state, or local government agency.

Class-action waiver. YOU AND ONECLUB OS AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, COLLECTIVE, CONSOLIDATED, OR REPRESENTATIVE PROCEEDING. The arbitrator may not consolidate more than one person’s claims and may not preside over any form of representative proceeding. If this waiver is found unenforceable as to a particular claim, that claim will be severed and heard in court, and the remaining claims will proceed in arbitration.

Thirty-day opt-out. You may opt out of this arbitration agreement by emailing legal@oneclubos.com from the email address on your account, with the subject line "Arbitration opt-out", within 30 days after you first accept these Terms. Opting out does not affect any other part of these Terms and does not affect any prior arbitration agreement you may have with us.

Minors. If you are under 18, this arbitration agreement and class-action waiver apply only to the extent permitted by applicable law and supported by legally sufficient assent. Your acceptance does not, by itself, bind your parent or legal guardian. A parent or legal guardian may exercise any available arbitration opt-out on your behalf.

Court proceedings. If a dispute proceeds in court rather than arbitration, you and we agree to the exclusive jurisdiction of the state and federal courts located in Florida, and each party waives any right to a jury trial to the fullest extent permitted by law.

16. Copyright complaints

Send copyright concerns to legal@oneclubos.com. Identify the work and the location of the content you believe infringes it, explain your claim, and provide contact details so we can investigate. We may remove or disable access to allegedly infringing content and may terminate repeat infringers.

17. General terms

• Governing law. These Terms are governed by the laws of the State of Florida and applicable United States federal law, without regard to conflict-of-law rules. If you live in a state whose consumer-protection law gives you rights that cannot be waived, those rights are preserved.
• Changes. When these Terms change materially, the version above is updated and you will be asked to accept the new version at your next sign-in, with a summary of what changed. Continued use after acceptance constitutes agreement. Changes to the arbitration section do not apply to disputes already noticed under Section 15.
• Export and sanctions. You may not use or export the Service in violation of United States export-control or sanctions laws.
• Assignment. You may not assign these Terms. We may assign them to an affiliate or a successor in connection with a merger, acquisition, or sale of assets.
• Entire agreement; severability; waiver. These Terms and the documents they incorporate are the entire agreement between you and us about the Service. If any provision is held unenforceable, it will be enforced to the maximum extent permitted and the rest will remain in effect. Our failure to enforce a provision is not a waiver.
• Force majeure. We are not liable for delay or failure caused by events beyond our reasonable control.
• Limitations period. To the extent permitted by law, any claim arising out of the Service must be filed within one year after it accrues, or it is permanently barred.
• Notices. We may send notices to the email on your account. Send legal notices to legal@oneclubos.com and support questions to support@oneclubos.com.
• Interpretation. Headings are for convenience only. "Including" means "including without limitation."