Row HQ Terms of Service

Throughout these Terms, the following definitions apply:

• "Account Holder" means the rowing club or organisation that has registered for and maintains a subscription to Row HQ.
• "Service" means the Row HQ website, software platform, and all related features and functionality.
• "User" means any individual who accesses or uses the Service, including Club Administrators, Coaches, and Members.
• "Club Administrator" means a User with full administrative access to manage a club's account.
• "Member Data" means any personal information, content, or data uploaded to or processed by the Service.
• "Subscription" means the paid plan selected by the Account Holder to access the Service.

By accessing or using Row HQ, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, you must not use our Service.

We may update these Terms from time to time. Your continued use of the Service after any changes constitutes acceptance of the updated Terms.

Row HQ provides cloud-based software for rowing clubs to manage:

• Member registration and profiles
• Training session scheduling and attendance
• Boat and equipment bookings
• Event management and registration
• Communication with members
• Club administration and reporting

3.1 Eligibility

You must be at least 18 years of age to create an account and use Row HQ. By registering, you confirm that you are of legal age to form a binding contract. Junior members (under 18) may only be registered by a parent, guardian, or authorised club administrator acting on their behalf.

3.2 Account Registration

To use Row HQ, you must create an account. You agree to:

• Provide accurate, current, and complete information
• Maintain and update your information to keep it accurate
• Keep your login credentials secure and confidential
• Notify us immediately of any unauthorised use of your account
• Accept responsibility for all activities under your account

3.3 Account Types

Row HQ offers different account types with varying levels of access:

• Club Administrator: Full access to all club features and settings
• Coach: Access to manage sessions and crew selection
• Member: Access to personal profile and booking features

You agree not to use Row HQ to:

• Violate any laws or regulations
• Infringe upon intellectual property rights
• Upload malicious code or interfere with the Service
• Attempt to gain unauthorised access to any part of the Service
• Harass, abuse, or harm other users
• Use the Service for any unauthorised commercial purposes
• Misrepresent your identity or affiliation
• Collect or harvest user data without permission

5.1 Free Trial

We may offer a free trial period for new Account Holders. During the trial:

• Access to features may be limited
• No payment is required until the trial ends
• You may cancel at any time without charge
• At trial expiry, your subscription will begin unless cancelled

5.2 Subscription Fees

Row HQ is provided on a subscription basis. Subscription fees are charged in pounds sterling (GBP) and you agree to pay the fees associated with your selected plan. Fees are:

• Charged in advance on a monthly or annual basis
• Inclusive of UK VAT where applicable
• Non-refundable except as required by law, including the Consumer Rights Act 2015
• Subject to automatic renewal unless cancelled
• Based on the number of active members in your club

5.3 Price Changes

We may adjust pricing with 30 days' notice. Your current pricing is guaranteed for the duration of your current billing period.

5.4 Payment Methods

We accept payment by credit card, debit card, and bank transfer. You authorise us to charge your selected payment method for all fees.

6.1 Our Property

Row HQ and all its content, features, and functionality are owned by us and are protected by intellectual property laws, including the Copyright, Designs and Patents Act 1988. You may not copy, modify, distribute, or reverse engineer any part of our Service.

6.2 Your Content

You retain ownership of content you upload to Row HQ. By uploading content, you grant us a licence to use, store, and display your content as necessary to provide the Service. You represent that you have the right to upload any content you submit.

6.3 Feedback

Any feedback, suggestions, or ideas you provide about Row HQ become our property and may be used without compensation to you.

Your use of Row HQ is subject to our Privacy Policy. As a club administrator, you agree to:

• Obtain necessary consent from members for data processing
• Use member data only for legitimate club purposes
• Implement appropriate security measures for member data
• Comply with applicable data protection laws, including UK GDPR and the Data Protection Act 2018
• Notify members of any data breaches as required by law

7.1 Data Storage and Security

Your data is stored on secure servers located within the United Kingdom or European Economic Area (EEA). All data transfers are encrypted using SSL/TLS protocols. We implement industry-standard security measures to protect your information.

7.2 Data Retention

We retain Member Data for as long as your account is active and for a period of 6 years thereafter, in compliance with the UK Data Protection Act 2018. After account termination, data may be retained in anonymised form for statistical purposes. You may request data deletion at any time, subject to legal retention requirements.

7.3 Cookies

By using Row HQ, you acknowledge and consent to our use of cookies and similar technologies as described in our Cookie Policy. Cookies help us provide and improve the Service.

8.1 By You

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period.

8.2 By Us

We may suspend or terminate your account if you:

• Violate these Terms
• Fail to pay fees when due
• Engage in fraudulent or illegal activities
• Cause harm to other users or our Service

8.3 Effect of Termination

Upon termination, your access to Row HQ will cease. We will retain your data for 90 days to allow for reactivation or data export. After this period, your data may be permanently deleted.

9.1 Service Availability

We strive for 99.9% uptime but do not guarantee uninterrupted service. The Service is provided "as is" without warranties of any kind, except as required by the Consumer Rights Act 2015 and other applicable UK law.

9.2 Limitation of Liability

To the maximum extent permitted by law, Row HQ shall not be liable for any indirect, incidental, special, or consequential damages. Our total liability shall not exceed the fees paid by you in the 12 months preceding the claim. Nothing in these Terms limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited under English law.

9.3 Indemnification

You agree to indemnify and hold us harmless from any claims arising from your use of the Service, violation of these Terms, or infringement of any rights.

Row HQ may contain links to third-party websites or services that are not owned or controlled by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party websites or services.

You acknowledge and agree that Row HQ shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any content, goods, or services available on or through any third-party websites or services.

We strongly advise you to read the terms of service and privacy policies of any third-party websites or services that you visit.

Any cause of action or claim you may have arising out of or relating to these Terms or the Service must be commenced within one (1) year after the cause of action accrues, save where a longer period is required by the Limitation Act 1980 or other mandatory English law. Otherwise, such cause of action or claim is permanently barred.

12.1 Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12.2 Entire Agreement

These Terms constitute the entire agreement between you and Row HQ regarding the Service.

12.3 Severability

If any provision of these Terms is found unenforceable, the remaining provisions shall continue in effect.

12.4 Waiver

Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision.