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
- Club-led export — the club exports its data from the old platform itself and uploads the files to us. This is the standard route.
- Assisted extraction— where the club asks us in writing, we retrieve the club's data from the old platform using credentials the club provides for that purpose. Those credentials are used only for the extraction, never stored beyond it, and the club chooses this route knowing its old platform's terms — which remain the club's contract — may govern such access.
- Spreadsheets — plain CSV files, prepared by the club.
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 review. Once the import is confirmed (or abandoned), the uploaded files and staging copies are deleted.
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. Records that are never claimed are deleted on the club's instruction or on our published retention schedule [to be confirmed before launch], whichever comes first.
8. The old platform
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.
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.
This draft was last updated in July 2026.