Terms of Service
Effective: May 18, 2026
These Terms of Service (“Terms”) govern access to and use of ClubTrackr websites, client or tenant versions of ClubTrackr, hosted portals, support tools, and related software services provided by ClubTrackr LLC (“ClubTrackr,” “we,” “us,” or “our”).
By accessing or using ClubTrackr, you agree to these Terms. If you use ClubTrackr on behalf of a club, team, booster organization, school-affiliated organization, robotics team, athletic program, or other organization, you represent that you are authorized to use ClubTrackr on that organization’s behalf.
1. Relationship to client agreements
Some organizations use ClubTrackr under a separate software license agreement, hosting addendum, statement of work, subscription agreement, or other written agreement. If there is a conflict between these Terms and a signed written agreement between ClubTrackr and a client organization, the signed written agreement controls for that client organization.
These Terms apply generally to public website use, user access, client or tenant portals, hosted ClubTrackr sites, support tools, and use of ClubTrackr where no more specific written agreement applies.
2. ClubTrackr and client organizations
ClubTrackr provides software used by independent organizations to manage club, team, booster, parent, student, member, inventory, dues, attendance, event, communication, and administrative workflows.
Client organizations may operate ClubTrackr on a ClubTrackr-managed server, a custom domain, a subdomain of ClubTrackr.com, a client-managed server, or another approved hosting environment.
Client organizations are responsible for deciding what information they enter into ClubTrackr, which users they authorize, what roles and permissions users receive, and how their organization uses its records.
3. Accounts, roles, and credentials
- Users must provide accurate account information and keep their login credentials secure.
- Client administrators are responsible for managing authorized users, account status, roles, permissions, and access within their ClubTrackr instance.
- You are responsible for activity that occurs under your account unless the activity results from ClubTrackr’s own failure to use reasonable security measures.
- You must promptly notify ClubTrackr or your organization administrator if you believe your account has been compromised.
4. Acceptable use
You may use ClubTrackr only for lawful, authorized, and organization-related purposes. You agree not to:
- use ClubTrackr for unlawful, harmful, abusive, fraudulent, or deceptive activity;
- attempt to gain unauthorized access to accounts, data, source code, systems, infrastructure, or hosting environments;
- interfere with, disable, bypass, or tamper with license validation, security controls, logging, update mechanisms, or technical protection measures;
- copy, modify, reverse engineer, decompile, disassemble, sublicense, resell, or create derivative works of the software unless expressly authorized in writing by ClubTrackr;
- upload malware, malicious scripts, harmful files, or content that infringes another person’s rights;
- enter unnecessary sensitive personal information into free-text fields, comments, uploads, or attachments;
- perform denial-of-service testing, vulnerability scanning, or intrusive security testing without written permission from ClubTrackr.
5. Client data and content
Client organizations and their authorized users retain ownership of data, text, files, images, records, and other content they enter into ClubTrackr, subject to the applicable agreement and the organization’s own policies.
ClubTrackr does not claim ownership of client data. ClubTrackr may access, process, store, transmit, or use client data only as reasonably necessary to provide, maintain, host, secure, update, support, license, or troubleshoot ClubTrackr; comply with law; enforce agreements; or protect rights, safety, and security.
Client organizations are responsible for ensuring that information entered into ClubTrackr complies with applicable laws, school rules, district policies, privacy obligations, consent requirements, and internal organization policies.
6. Privacy
Use of ClubTrackr is subject to our Privacy Policy, which explains how we collect, use, access, share, retain, and protect information.
7. Support, maintenance, and issue reports
ClubTrackr may provide reasonable support and maintenance, including bug fixes, troubleshooting, updates, security patches, hosting support, and operational assistance. Unless a written agreement states otherwise, no specific response times, uptime levels, resolution times, or service levels are guaranteed.
Issues or bugs are defects relative to intended behavior. Change requests are requests for new features, new workflows, design changes, custom behavior, integrations, or enhancements. ClubTrackr may classify or reclassify requests as bugs or change requests at its reasonable discretion.
Custom work, new features, enhancements, migrations, custom domains, integrations, or other work beyond ordinary maintenance may require a separate written agreement, scope, price, and timeline.
8. Administrative and emergency access
ClubTrackr may maintain administrative, emergency, or technical access to client instances or hosting environments as reasonably necessary to provide maintenance, troubleshoot issues, apply updates, address incidents, perform security work, verify licensing, or ensure operational continuity.
ClubTrackr will seek to access only the data, settings, and systems reasonably necessary for the support, maintenance, security, licensing, or operational purpose involved.
9. Hosting, availability, and backups
ClubTrackr may be hosted by ClubTrackr, by a client organization, or by an approved third-party provider. Hosting arrangements do not transfer ownership of the ClubTrackr software.
If ClubTrackr hosts a client site, hosting may include web server hosting, SSL configuration, domain or subdomain configuration, basic monitoring, and maintenance, depending on the applicable agreement.
If a client organization hosts ClubTrackr on its own server or third-party environment, the client organization may be responsible for backups, server security, hosting account access, uptime, domain configuration, and compliance with applicable data-handling rules.
ClubTrackr aims to provide reliable service, but the service is provided on a best-effort basis unless a written agreement states otherwise. ClubTrackr does not guarantee uninterrupted, error-free, or permanently available service.
10. License validation and technical enforcement
ClubTrackr-powered software may perform automated license checks, API calls, or similar technical measures to verify license status, enforce valid access, protect the software, prevent tampering, and support security or operational functions.
If a license, subscription, or hosting arrangement is invalid, unpaid, suspended, revoked, or terminated, access may be limited, suspended, disabled, or removed according to the applicable agreement.
11. Fees and billing
Fees, subscriptions, hosting charges, payment terms, custom work charges, and billing arrangements are governed by the applicable agreement, order, statement of work, invoice, or written arrangement between ClubTrackr and the client organization.
Failure to pay amounts due may result in suspension or termination of access, subject to the applicable agreement.
12. Intellectual property
ClubTrackr, including the software, source code, designs, workflows, interfaces, updates, modifications, customizations, documentation, branding, and related materials, is owned by ClubTrackr LLC or its licensors and is protected by intellectual property laws.
No ownership rights in the ClubTrackr software are transferred to any user or client organization. Client organizations receive only the limited right to use ClubTrackr according to the applicable agreement and these Terms.
Client organizations may display their own organization content, names, logos, or copyright notices for their own content, but such notices may not imply ownership of the ClubTrackr software.
13. Branding and attribution
ClubTrackr-powered websites or portals may display “Powered by ClubTrackr,” “Powered by ClubTrackr.com,” a ClubTrackr logo, or similar attribution unless otherwise agreed in writing.
14. Third-party services
ClubTrackr may rely on third-party services for hosting, email delivery, domain or SSL configuration, payment processing, infrastructure, security, or support. Third-party services may have their own terms and privacy practices.
15. Termination and suspension
You may stop using ClubTrackr at any time. ClubTrackr may suspend or terminate access if a user or client organization violates these Terms, breaches an applicable agreement, fails to pay required fees, creates security risk, misuses the service, tampers with technical controls, or if suspension or termination is required by law or necessary to protect ClubTrackr, users, client organizations, or the public.
Upon termination, the right to access or use ClubTrackr may immediately cease. Data export, transition assistance, retention, deletion, suspension, or removal will be handled according to the applicable agreement and technical feasibility.
16. Disclaimers
ClubTrackr is provided “as is” and “as available” unless a written agreement states otherwise. To the maximum extent permitted by law, ClubTrackr disclaims all warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, uninterrupted operation, and error-free performance.
17. Limitation of liability
To the maximum extent permitted by law, ClubTrackr will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, including loss of profits, revenue, data, goodwill, business opportunities, or service availability, arising out of or related to use of ClubTrackr.
Where a separate written agreement applies, ClubTrackr’s liability is limited as stated in that agreement. Where no separate written agreement applies, ClubTrackr’s total cumulative liability for any claim arising out of or relating to the service will not exceed fifty dollars ($50.00 USD).
18. Governing law and dispute resolution
Unless a separate written agreement states otherwise, these Terms are governed by the laws of the State of Ohio and the United States of America, without regard to conflict-of-law principles.
Where permitted by law and unless a separate written agreement states otherwise, disputes that cannot be resolved informally will be resolved by binding arbitration in Columbus, Ohio, administered by the American Arbitration Association or another mutually agreed arbitration body. The parties waive the right to a trial by jury for disputes arising under these Terms to the maximum extent permitted by law.
19. Changes to these Terms
We may update these Terms from time to time. When we do, we will update the effective date at the top. When appropriate, we may provide additional notice through ClubTrackr.com, the Tenant Portal, a client ClubTrackr instance, email, or other reasonable means. Continued use after changes means you accept the updated Terms.
20. Contact
Questions about these Terms may be sent to support@clubtrackr.com.