Club terms of service

These are the terms between your club and Dobl Ltd, trading as ClubTitan (registered in England and Wales, company number 16739677; registered office 10 Hamilton Avenue, Henley-on-Thames RG9 1SH). We've kept them short and in plain English on purpose. The short version: the platform is free, your money goes to your club's own account, your data is yours, and you can leave whenever you like.

If you're a member, parent or player using the app, this page isn't yours — the member terms of use cover your relationship with ClubTitan.

1. Who is agreeing, and on whose behalf

Most grassroots clubs are unincorporated associations, so this agreement is accepted by a person on the club's behalf. When you create a club (or accept an administrator role that carries these terms), you confirm that you have the club's authority — typically from its committee — to enter this agreement for it. A club that is a company or a charity accepts through an officer its board or committee has authorised. The club accepts these terms, the fees schedule and the data processing agreement together, in one acceptance in the app, recorded against the club with the officer's name, role, the time and the version.

2. The service

ClubTitan is a club management platform: registration, payments, availability, matchday, messaging and a club website, in one place. The core platform is free to use for every club — there is no subscription for the essentials, and no feature your club depends on will be moved behind one.

These terms cover every ClubTitan feature, including features your club has not switched on and features we release later — payments by card and by bank, lift sharing, sign-ins for 13 to 17-year-olds, messages from your club's own WhatsApp number, the club website and custom domains, the shop, camps and bookings, fundraising, digital membership passes, AI drafting help and migration from another platform. When your club switches a feature on, these terms, the fees schedule and the data processing agreement already apply to it; we never ask you to sign again for a feature, only when a material change is made to these terms (section 14).

3. Payments and fees

A club can use ClubTitan without taking any payments through it, and then pays nothing. Where it does take payments, they are processed by our payment providers (Stripe for cards, and GoCardless for payments by bank). Your club connects its own payment account; money paid to the club goes directly into that account. ClubTitan never holds, pools or touches club funds. The provider's own terms apply to the club's account with them, and on Stripe's standard integration, payment disputes and chargebacks are handled between the club and Stripe.

Our standard fee is 0.72% of each payment made through the platform, collected automatically as part of the transaction, on top of the provider's own processing fee. That fee is how ClubTitan is funded. Where a club turns on fundraising or the shop, those features' revenue share (stated in the fees schedule) is collected the same way, as part of the transaction. When a payment is refunded, we return our fee — we never profit from a refund; the provider's fee is theirs and is not returned, and the club chooses per refund whether to absorb it or pass it on. All fees, optional extras and refund mechanics are set out in the fees schedule, which forms part of these terms.

4. Accounts and roles

You're responsible for keeping your sign-in details secure and for what happens under your account. Club administrators are responsible for who they grant roles to within their club, and for removing access when someone leaves. Tell us straight away if you believe an account has been compromised.

5. The club's responsibilities as data controller

The club decides what member data is collected and why, so the club is the data controller for its members' data and ClubTitan is its processor. That means the club is responsible for:

• giving its members its own privacy notice — we provide a ready-to-adapt template so this takes minutes, not a legal budget;
• having a lawful basis for the data it collects through the platform;
• keeping the data it holds accurate, and collecting only what it needs;
• its own safeguarding policy and obligations — the platform supports, never replaces, the club's welfare officer;
• keeping its coaches' DBS and course dates accurate in the app;
• recording, through its welfare officer, any adult who must not see a child's information because of a court order or similar restriction;
• keeping the short appropriate policy document the law requires for DBS and safeguarding data — we provide one for the club to adopt.

When you create a club you accept our club data-processing agreement on the club's behalf; it forms part of these terms and governs how we process member data on the club's instructions. Our sub-processors are published at /legal/subprocessors.

6. Acceptable use and content

Everyone on ClubTitan — clubs, admins, members — is bound by the acceptable use and content policy, which forms part of these terms. It covers prohibited content, the rules for photos of children, takedowns, and how to report content. Club administrators are additionally responsible for what their club publishes on its site and news pages, and act as the first line of moderation for their club's content.

7. Keeping people safe from illegal and harmful content

ClubTitan is used by families, and many of the people at a club are children. This section explains how we protect everyone who uses ClubTitan from illegal content, and how we protect children from content that is harmful to them. What may not be posted is set out in the acceptable use and content policy.

Illegal content. Nobody may post or share illegal content on ClubTitan. That includes terrorism content, child sexual abuse material or any attempt to groom a child, and other illegal content such as threats, hatred, fraud, intimate images shared without consent, and the sale of weapons or drugs.

Reporting it. Anyone can report content, with or without an account. In the app, report the message itself. For a page on a club’s website, use the Complaints link at the foot of the page, or email reports@clubtitan.com.

Who looks at a report. A reported message is reviewed by your club’s welfare officer, or by its complaints officer if it is about conduct, applying ClubTitan’s rules. ClubTitan is the backstop: a report emailed to reports@clubtitan.com comes to us, not only to the club, and we step in where a club does not act. You are told when your report has been reviewed, but not what was decided.

Taking it down, and how quickly. The officer reviewing a report can hide a message straight away, and it is then removed for everyone in the conversation. A club’s administrators can unpublish a page on its website. We aim to look at a report of illegal content within one working day. Where a child may be at risk, we act on the content first and look into it afterwards.

No automatic scanning. ClubTitan does not use proactive technology to detect illegal content: nothing scans messages, photos or files automatically. We rely on the protections in this section, on reports, and on people reviewing them. We report child sexual abuse material to the National Crime Agency, as the law requires.

Complaints and appeals. If you are unhappy with how a report was handled, or something you posted was removed or your account was restricted, you can complain or appeal. Our complaints and appeals procedure says how, and how long each step takes.

How children are protected from harmful content. None of these may be posted anywhere on ClubTitan: pornography; content that encourages suicide, self-harm or an eating disorder; abuse or hatred aimed at people for who they are; bullying; violent content; dangerous challenges or stunts; and content encouraging the use of harmful substances. Whatever the kind, the same protections keep it away from children:

• A child under 13 cannot have their own account.
• A young person aged 13 to 17 can only read and reply in a conversation that one of their own parents or guardians is also in, so no adult can message a child out of their family’s sight.
• There are no public comments, feeds, recommendations, livestreams or public profiles, so nothing is pushed to a child and no stranger can contact one.
• A club’s public pages are written by its officials, and anything a member submits is held until the club approves it.
• A young player is named on a club’s public pages only where their family’s consent allows, and a photo of a child is published only with their parent or guardian’s consent, with its location data removed.
• A child’s location is never collected.

Bullying is the harm a child is most likely to meet here, through words about them on a club’s pages. Against it, the club controls every word it publishes, a family can withdraw consent at any time, and anyone can report what was written.

8. Your club's content, and ours

The club's content — its crest, photos, news, records, everything it and its members put in — belongs to the club and its members. You give us only the narrow licence we need to run the service: to host, display, resize and back up that content in order to provide ClubTitan to your club. We don't sub-license your content, use it for advertising, or keep the licence after the content is deleted. The platform itself — the software, design and branding of ClubTitan — is ours.

9. Club websites and domains

Every club gets a website. If your club connects a custom domain, the club buys and owns that domain directly with the registrar — we pass it through without markup, and there is never a fee or friction to take your domain elsewhere. The optional premium website tier and its volume-based waiver are priced in the fees schedule.

10. Optional extras, fundraising and AI

• Paid extras (premium website, extra storage, premium AI) are always clearly priced before you turn them on and can be turned off at any time — see the fees schedule.
• Fundraising tools are limited to formats UK law allows without a licence (skill-based competitions and genuinely free prize draws), and a club's own society lottery remains the club's registration and responsibility. ClubTitan is software, never a lottery operator or promoter, and never takes a percentage of society-lottery proceeds. On the licence-free formats our revenue share is stated plainly in the fees schedule and on each campaign page.
• AI features work under the rules in our AI transparency statement, which forms part of these terms: AI drafts, humans approve, and AI never publishes, sends or moves money on its own.
• Migration from another platform is governed by the migration terms, which form part of these terms when your club uses the migration service.

11. Suspension and termination

We can suspend or remove accounts, content or clubs that seriously or repeatedly break these terms or the acceptable use policy. Where children's safety is involved, we act first and explain second. Otherwise we'll warn before we act where that's reasonable, and we'll always tell you what happened and how to appeal. How to complain or appeal is set out in our complaints and appeals procedure.

12. Leaving ClubTitan

The club owns its data and can leave whenever it likes: export is built in — the club can download its data in open formats at any time, without asking us — and leaving requires no permission, notice period or exit fee. If a club stops using ClubTitan, we delete its data on the schedule in our privacy notice and the data processing agreement, keeping only what the law requires us to keep.

13. Warranties, liability and indemnities

We provide ClubTitan with reasonable skill and care and work to keep it available and your data safe, but cannot promise uninterrupted service.

ClubTitan's total liability to the club, under these terms and the data processing agreement together, is limited to the greater of the fees the club paid ClubTitan in the 12 months before the claim and £10,000. There is no limit on liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.

Each side is responsible for its own breaches of these terms and of data protection law; where both are liable to a person, each bears the share that matches its responsibility.

14. Changes to these terms

We may update these terms as the product grows. If a change matters, we'll tell clubs directly and in advance — never bury it — and a material change will ask for fresh acceptance.

15. Law and contact

These terms are governed by the laws of England and Wales, and disputes belong to the courts there. Questions about these terms: privacy@clubtitan.com. Version 2 · last updated October 2026.