Migration terms

These terms apply when your club uses ClubTitan's migration service to move from another platform. They form part of the club terms and the club data-processing agreement, and they exist to make one thing precise: the data being moved is the club's, and we move it only on the club's instruction.

1. The club's authority

By starting a migration, the club confirms it has the right to its data on the old platform and the authority to instruct us to import it. Legally, the club is the data controller exercising its right to move its members' data; ClubTitan acts as the club's processor for the import, on the club's documented instructions.

2. How data reaches us

• The paid move, done for the club — the club adds ClubTitan as an administrator of its old platform, under a login of our own named ClubTitan (move), so the club never shares a password with us. We use that seat only for the old platform's own export buttons and for pages that list no members, such as teams, products, sponsors and settings; members' details reach us only in the old platform's own export files. Seven days after go-live we ask the club to remove the seat, and we delete our login once it has. The club's contract with its old platform remains the club's, and its terms may govern whom the club makes an administrator.
• Club-led export — the club exports its data from the old platform itself and uploads the files to us. This is the standard route.
• Spreadsheets — plain CSV files, prepared by the club.

The upload room. For the paid move, the club puts its files in a private upload room for its move, and can send a link to anyone it chooses, such as a former secretary. A link only adds files: whoever holds it sees only what they added themselves, never the room, and each link ends after 14 days unless the club ends it sooner. The club's administrators see every file added and can take one back. We do not keep DBS certificates or identity documents: our software recognises one when it arrives and deletes it, and we ask the club for the certificate number and issue date instead. We remove bank details and passwords from every file before it is read. A file that looks like an old safeguarding case record is held unopened, and no AI model and nobody at ClubTitan reads it; the club's welfare officer chooses whether it moves into the club's safeguarding records, where only its welfare officers can open it. If nobody at the club answers before the room is deleted, we move it there anyway, and the welfare officer can delete it from there. Every file in the room is deleted 30 days after go-live, or 60 days after the move's last activity if the move goes quiet, or at once if the club cancels, and the club is told how many files were deleted and when.

3. Accuracy and acceptance

Imported data is the old platform's snapshot, as provided — we map it faithfully but can't make it more accurate than the source. Before anything goes live, the club gets a plain-English dry-run report showing exactly what will be imported, with counts for every category. The club's review and confirmation of that report is its acceptance of the import.

4. The purge promise

Uploaded export files exist to be reviewed and imported, nothing more: the originals never outlive the move. Once a club-led import is confirmed (or abandoned), the uploaded files and staging copies are deleted; the paid move's upload room is deleted on the timetable in section 2.

5. Money history: read-only, no double-billing

Payment history is imported read-only — it carries your reporting forward but can never trigger a charge, so nothing imported can ever double-bill a member.

6. What never moves

• Passwords and sign-in credentials — never imported. Members sign in to ClubTitan fresh.
• Direct Debit mandates — no platform can transfer these. Members re-authorise when their next payment is due.
• Old in-app chat threads — not imported into ClubTitan; where the export contains them, we can hand them to the club as a document to keep.
• Consents as live consents — imported consent records are history, not current consent. Parents re-confirm consents the first time they sign in, so the club's safeguarding record is current, not stale.

7. Members who haven't signed in yet

Imported member records wait to be claimed by their owners at first sign-in. Imported members are the club's members. Records the club never uses — an import with no invite sent and no officer sign-in for 90 days — are deleted, and the club is told first.

8. The old platform, and the transition price promise

The club's contract with its old platform — notice periods, renewal dates, final invoices — stays the club's to honour. We help the club track its leaving date so it doesn't accidentally pay for another year, but we are not a party to that contract.

As part of migrating, the club shares its old provider's charges — the transaction rate and any monthly or annual fee. That powers the transition price promise in the fees schedule: we track the savings the switch is actually making, and where the club chose the optional white-glove migration — £299 for a club with fewer than 300 members, £449 for a club with 300 members or more — the fee is recovered from those savings rather than invoiced up front. While it is being repaid we add 0.50% to the platform fee, so the club pays 1.22% of each payment instead of the standard 0.72%; that addition stops automatically the moment the fee is covered, and in any case after 12 months, when any remainder is invoiced.

The price is fixed when the club asks for the move, from the size the club gives us. If the club's first export puts it in the other band, we ask the club once, before we read anything, and a club that says no cancels at no cost; otherwise the price does not change with the number of members the move brings across. A move the club cancels before we start reading its files, or one that closes after going quiet, costs nothing.

If the club leaves ClubTitan within six months of going live, we refund what the 0.50% has recovered so far, and nothing more is owed. If it leaves after six months, nothing more is owed and nothing is refunded. A club that stays is invoiced any remainder at 12 months, as above.

9. Changing your mind

Up to the point the club confirms the import, it can abandon the migration and everything staged is deleted. After go-live, the club keeps every right it has under the club terms: export is built in, and the club can instruct us to delete the imported data — or everything — at any time.

Last updated October 2026.