Terms of Service

Effective September 4, 2026 · Last updated September 4, 2026

1. What is ClubKeepr

ClubKeepr is software that helps sports clubs handle the everyday work of running a club: signing up players and teams, scheduling, collecting waivers and forms, taking payments for the club (through a company called Stripe), budgeting, financial and tax reports, and messaging families.

Every club gets its own private space, which we call a Club Workspace. The information a club and its families put into that space belongs to the club (more on this in Section 9). We provide the software. The club decides how to run its programs, who gets in, what to charge, and whether to give refunds. We do not make those calls.

The Service changes over time. ClubKeepr is software we update continuously, so features and screens will change as the product improves. Section 16.1 explains how we handle that.

2. Who can have an account, and keeping it secure

2.1 You must be an adult. You need to be at least 18 (or the legal adult age where you live) to open an account. ClubKeepr is not for children, and children do not get their own accounts. Information about young athletes (we call them "players") is entered and managed by their parents or guardians and by club staff, never by the children themselves. See Section 10, and our Privacy Policy, for how we handle children's information.

2.2 Keep your login safe. You are responsible for your own login and for whatever happens under your account. We use one-time codes sent to your email to sign you in, and for higher-level roles we also require a second step (an app on your phone that generates a code). Please keep your email address up to date, and tell us right away at support@clubkeepr.com if you think someone got into your account.

2.3 Roles and permissions. Inside a Club Workspace, what you can see and do depends on the role the club's administrators give you. A club administrator can add, change, or remove other people's access. Please only use the access you have been given.

3. Payments, fees, and refunds (for clubs and for families who pay)

3.1 We are a software company, not a bank. When families and supporters make payments to a club (such as registration fees or donations), and when clubs pay their subscription, the payment is processed by a payment company called Stripe. For every payment made to a club, we set things up so the club is the seller (see 3.3.1): Stripe routes the club's share to the club's own Stripe account, which pays out to the club's bank, after the ClubKeepr service fee is taken out. The club's money is the club's, not ours. We do not take it for our own use, we do not mix it with our operating funds, and we do not treat it as our revenue. The club appoints us as its limited payment collection agent for the payments made to the club, and for that narrow purpose only. We collect them for the club, never as the seller of anything the club offers, and a payment a family makes through ClubKeepr counts as payment made to the club. The one narrow exception is when a club owes us back for a chargeback or dispute, described in Section 3.6. We also never see or store your full card number or bank-account number. Stripe handles all of that.

3.2 You also agree to Stripe's rules. To take payments, a club has to set up a Stripe account and agree to Stripe's own terms. People who pay through ClubKeepr are also covered by Stripe's terms and privacy policy for that payment. Stripe's terms are a direct agreement between you and Stripe. We are not part of that agreement and are not responsible for what Stripe does. If our terms and Stripe's terms ever disagree about how a payment is handled, Stripe's terms win for that payment. One thing this does not change: the club's appointment of ClubKeepr as its limited payment collection agent under Section 3.1 stays in place either way.

3.3 Our service fee. On each online payment we collect for a club (such as a registration payment or a donation), one ClubKeepr service fee comes out before the club gets the rest. This one fee is all-in: it already covers the cost of card processing, so there is no separate processing charge added on top. The service fee includes third-party card-processing costs (currently 2.9% + 30¢ per transaction), which we remit to Stripe, plus ClubKeepr's own platform fee. What is left is the club's to keep. The fee is the same on every plan:

Plan	ClubKeepr service fee (all-in)
All plans	4.5% + 30¢ per payment

Because this fee is all-in, the payer never sees a separate card-processing charge on top of it. The exact service fee for a club is shown at checkout and in the club's billing settings, so you always know the current rate. Cash, check, and other manual (offline) payments have no service fee.

3.3.1 The club is the seller, not us. For every payment we collect for a club, we set things up so the club is treated as the business making the sale. In practice this means:

The club's name (not "ClubKeepr") shows up on the family's card statement.
The payment counts as the club's sale for tax-reporting purposes (see Section 3.7).

We are the technology and payment helper in the middle. We are not the seller of the club's programs. Separately, when the money lands in the club's bank account, the deposit line on the club's own bank statement reads "CLUBKEEPR" so the club's treasurer recognizes where the deposit came from. That bank-deposit label is a different thing from the name families see on their card statement, and it does not change the fact that the club is the seller.

3.3.2 Sales tax at checkout. Whenever sales tax is collected through ClubKeepr checkout, it appears as its own line item. It is never folded into a listed price.

3.4 The club sets prices and decides refunds. The club chooses its registration prices and decides whether and when to give a refund. We do not decide whether a family gets its money back. That is between the family and the club, based on the club's own policies.

3.5 How refunds work. When a club gives a refund through ClubKeepr, we process it at the club's direction, as its limited payment collection agent. The family gets back the original payment minus the ClubKeepr service fee (that one fee already includes the cost of card processing). That fee is not returned. In other words, we keep the service fee even on refunded payments. The same rule applies to a partial refund: the family gets back the portion of the payment the club chooses to return, and the service fee on the original payment is still not returned.

3.6 Chargebacks and disputes. A "chargeback" is when someone who paid asks their bank to reverse a charge, and the bank charges a fee for handling it. Because the club is the seller (see 3.3.1), the club is fully responsible for its chargebacks and for every cost they create, including the full disputed amount, the bank's dispute fee, and the ClubKeepr service fee on the original payment (which, just like a refund under 3.5, is not returned). The club is also responsible for sorting out the underlying disagreement with the payer. The dispute itself is handled through Stripe. ClubKeepr does not absorb any part of a club's chargeback. If we are charged for one, the club must repay us in full, and we may recover that money by deducting it from money we collect for the club before it is paid out, charging the club's payment method on file, pausing the club's subscription until it is repaid, or any combination of these. When a bank takes a chargeback out of our account first, that happens only because we collected the original payment as the club's limited payment collection agent. As between the club and us, the loss is the club's, and repaying us is the club covering its own loss.

3.7 Taxes. Each club is responsible for its own taxes, including any business and occupation (B&O) tax, income tax, and its own tax filings and registrations, and for figuring out and paying any taxes due on its programs and fees. The club is also responsible for collecting any tax on its sales, except where the law requires ClubKeepr to collect it instead (see 3.7.2). Our tax-reporting features are just helpful tools for the club's own paperwork. They are not tax, accounting, or legal advice, and we do not file any tax returns for the club.

3.7.1 Tax forms for payments (like the IRS Form 1099-K). Because the club is the seller (see 3.3.1), the payments a club collects count as the club's sales. When a tax form for card payments (such as a 1099-K) is required, ClubKeepr issues it to the club through Stripe, our payment provider: we configure the filing, and Stripe e-files it with the IRS and delivers the club's copy. We do not send clubs a 1099-NEC or 1099-MISC, because we do not pay clubs in a way that would need one. The amount reported on the 1099-K is the club's total before the ClubKeepr service fee is taken out (that is how the IRS requires it); the club can then count that fee as a business expense.

3.7.2 When we have to collect tax on a payment. Where the law requires ClubKeepr, as a marketplace facilitator or otherwise, to calculate, collect, or remit tax on a payment we facilitate for a club, we will do that, and the tax will be added at checkout. A club may not tell us to skip tax the law requires us to collect, and may not fold such tax into its own listed prices.

3.7.3 Telling us the facts that decide tax. Whether a club's payments are taxable depends on facts only the club knows. Each club must give us accurate information, and keep it current, about: whether it is a nonprofit youth organization; whether it runs an athletic or fitness facility (a space used mainly for strength and conditioning, personal training, exercise classes, or racquet sports); whether it charges for specific retail recreation activities named by law (for example batting cages or driving ranges); and what its registration fees include. The club confirms these facts on request and must tell us when they change. If tax, penalty, or interest is charged because information a club gave us was inaccurate or incomplete, the club is responsible for it, as described in Section 12.2.

3.7.4 Payment availability by state. While we complete sales tax compliance work, the online card payment option for registration fees is not yet available to clubs located in a small number of US states, and in some states it is available only to nonprofits holding that state's sales tax exemption certificate. The current list is published at https://clubkeepr.com/payment-availability, is based on the state of the club's address, and changes as our tax collection support goes live in more states. Clubs in an affected state see a notice before subscribing. Everything else in the Service, including the club's subscription, offline payment tracking, and online donations, works normally in every state. During this period, and except where 3.7.2 applies, the club remains the seller and the party responsible for any tax on its sales: ClubKeepr collects and remits tax only in states where we are registered to do so.

4. Subscriptions and billing (for clubs)

4.1 Plans. ClubKeepr comes in subscription plans (Standard and Pro), which you can pay for monthly or yearly. The current prices, features, and any free-trial details are shown on our pricing page and in your club's billing settings when you sign up.

4.2 Renewing and canceling. Paid plans renew automatically unless you cancel before the current period ends. You can cancel in your billing settings or by contacting us. Canceling stops future renewals and takes effect at the end of the period you have already paid for. Unless the law says otherwise, money you have already paid is not refunded, and canceling does not get you a refund for the current period.

4.3 Changes to plans and fees. We may change subscription prices, plan features, or the service fee. If a change would meaningfully raise what an active paying club pays, we will tell you ahead of time, and the change will start at your next renewal, so you can cancel first if you do not agree.

4.4 If a payment is missed. If a subscription payment fails or an account falls behind, we may limit or pause access to the Club Workspace after letting you know. Pausing access does not delete the club's data during that time. See Section 13 for what happens to data.

4.5 Taxes on our fees. Our fees are exclusive of taxes. Where we are required to collect sales tax or similar taxes, they will be added to your invoice at the applicable rate. This applies to both subscription fees and service fees.

5. Rules for using the Service

You agree not to do any of the following, and not to let anyone using your account do them either:

break any law, or use the Service to help with anything illegal;
upload or send content that is illegal, false and damaging to someone, harassing, abusive, or that you do not have the right to share;
ask families for health or medical information anywhere in the Service, including allergies, medications, diagnoses, injuries, disabilities, and immunization records. ClubKeepr has no field for health information and is not built to store it. Keep that information in whatever system your club already uses for medical records;
try to reach another club's or person's data, or get around the walls that keep clubs separate, the login system, the permission system, or our limits on how often you can do something;
poke at, scan, or test the Service for security weaknesses, or try to break or bypass any security or login protection, unless we give you written permission;
use the Service to send spam or bulk messages that break anti-spam or telemarketing laws;
try to copy, take apart, or recreate the underlying software, unless the law specifically allows it;
upload harmful software (viruses and the like), or interfere with how the Service runs; or
gather information about other users, or use the messaging features to contact families for reasons that have nothing to do with the club's normal operations.

We may look into and act on any violation, including pausing or closing accounts.

Messages you send. Clubs and their staff can email families through the Service. You are responsible for what you send and for having a lawful reason to contact those people. Today the Service handles club-business and account-related email only (it does not send text messages). Do not use it to send marketing messages to people who have not agreed to receive them, where their agreement is required.

6. Who owns the software and content

6.1 Our stuff is ours. The Service, including its software, design, and the content we provide (but not the club's own data), belongs to us or the companies we license from, and is protected by copyright and other laws. As long as you are subscribed and following these terms, we give you permission to use the Service for your club's normal operations. This permission is limited, cannot be shared or transferred to someone else, and can be taken back.

6.2 Your feedback. If you send us ideas or suggestions, we can use them freely, forever, at no cost, and we do not owe you anything for them.

6.3 What you cannot do. You may not resell the Service, rent it out, or run it as a service for other people, unless we agree in writing.

7. Other companies we rely on

The Service depends on other companies to work, including Stripe (for payments) and the hosting and email companies listed in our Privacy Policy. When you use those parts of the Service, the other company's own terms may also apply. We are not responsible for other companies we do not control, and we cannot promise their services will always be available.

8. When ClubKeepr staff access your account (for support) (for everyone)

Sometimes the best way for us to help with a problem is to see exactly what you see. Our staff cannot get into your account to do this unless you turn on support access first. (The technical name for this is "impersonation.") We keep it tightly controlled:

You turn support access on yourself, from your account settings (Settings → Support access) or by ticking a box when you file a bug report. You choose how long it lasts: 24 hours, 3 days, or 7 days. Without your active, unexpired approval, our staff cannot enter your account, and you can turn the access back off at any time.
Only staff with a specific support or admin role can use this, and they can only enter ordinary club and parent accounts. Our staff cannot impersonate other staff or admin accounts.
Before entering your account, the staff member has to confirm their identity with a second security step and write down a reason.
This access has a time limit and is recorded (both when it starts and when it ends), and while it is happening, the app shows a clear banner saying support is in the account.

We only use this access for real support, troubleshooting, safety and abuse checks, and legal reasons. We never browse your data just to look around. The only narrow exceptions to needing your approval are things the law can require of any company (for example, responding to a valid legal order) or urgent steps we must take to protect safety and security.

9. The club's data: you own it, you can take it, and what happens when you leave (for clubs)

9.1 Your data belongs to you. As between you and us, the club owns the information it and its families put into the workspace. We call this "Club Data," and it includes player, registration, document, and financial records. We do not sell Club Data. We handle it to run the Service (as described in the Privacy Policy) and to do what you ask through the Service.

9.2 Our permission to run things. You give us permission to store, copy, process, and display Club Data as needed to provide and improve the Service, prevent abuse, and follow the law.

9.3 Taking your data out, and leaving. While your account is active, you can export your Club Data through the Service, including a single download of all of your signed documents. If you cancel or your subscription ends, your workspace goes into a 60-day holding period. During those 60 days: (a) you can turn the account back on with all your data still there, and (b) you can export your Club Data. We will tell your club administrator when the 60 days start, and again before they end. After the 60 days, we delete the club's operational data, including player, guardian, signed document, and message records and uploaded files, except for a minimal set of financial and transaction records we keep for tax, audit, and legal reasons (in anonymized form where practical) for up to 7 years, and activity logs, which are kept for their own retention periods and then deleted (described in the Privacy Policy, Section 7). Because your club may have its own legal duty to keep financial, tax, and signed-document records, it is up to you to export those records during the 60-day window.

10. Young players and the responsibility of parents and guardians (for parents, guardians, and clubs)

ClubKeepr is used to manage information about children who play sports. A parent or legal guardian is responsible for the information they enter about a player, for making sure it is correct, and for having the right to enter it. When you add a player and complete registration, waivers, or forms, you are confirming that you are the player's parent or legal guardian (or are otherwise allowed to act for the player), and that you agree to let us handle the player's information as described in the Privacy Policy.

Clubs are responsible for their own rules about children, supervision, background checks for staff and volunteers, and waivers, and for following the laws that apply to youth programs. We give clubs the tools to collect this information, but we do not set or enforce a club's safety or eligibility rules. ClubKeepr does not have a built-in field for players' health or medical information; if a club wants to collect anything like that, it does so through its own custom form question that the club writes and controls.

11. What we do not promise (disclaimers)

The Service is provided "as is" and "as available," without guarantees of any kind. We do not promise the Service will always work perfectly, be error-free, be fully secure, or that data will never be lost. (Legal documents usually put this part in capital letters; the formal version does. It means the same thing.)

ClubKeepr is not a payment company, a bank, a money transmitter, a tax advisor, an accountant, or a law firm. Stripe handles payments. Our tax and financial features are for information only (where the law requires us to collect tax on a payment, Section 3.7.2 covers that). Nothing in the Service is legal, tax, accounting, or financial advice.

12. Limits on our responsibility, and your responsibility to cover certain claims

12.1 Limits on damages. To the fullest extent the law allows, neither side is responsible for indirect or knock-on losses (like lost profits, lost revenue, or lost data). The most we can ever owe you for anything related to the Service is the greater of $100 or the total amount you paid us for the Service in the 12 months before the claim. (We include the $100 figure so this limit still means something for people who never pay us directly, like parents and comped clubs.)

12.2 You cover claims that come from your side. You agree to defend and cover us (in legal terms, to "indemnify" us, meaning if someone sues us over something that was really your club's doing, you handle the costs of that claim) against claims that come from (a) your data or content, (b) how you use the Service, (c) you breaking these terms or the law, (d) your programs, events, or relationships with families and players, and (e) tax, penalties, or interest charged because tax information your club gave us was inaccurate or incomplete (see 3.7.3). This is because we provide software; we do not run your club or its programs.

13. How long this lasts, pausing, and ending it

13.1 How long. These terms apply for as long as you use the Service.

13.2 Pausing access. We may pause access for missed payments (Section 4.4), for breaking the rules in Section 5, or to protect the Service or other people. We will give notice when we reasonably can.

13.3 Ending it. You can stop using the Service and cancel anytime (Section 4.2). We may end or pause your account, with notice, for a serious breach, or right away if something threatens the Service, other users, or children, or if the law requires it.

13.4 What survives. When your account ends, your right to use the Service ends. Some parts of these terms naturally continue to apply afterward (including Sections 3, 6, 9, 11, 12, 14, 15, and 17). What happens to your data after your account ends is covered in Section 9.3 and the Privacy Policy.

14. If our business changes hands

You may not hand off or transfer these terms or your subscription to someone else without our written permission. We may transfer these terms and your subscription, in whole or in part, without needing your permission, to a related company or to whoever takes over our business (for example, in a merger, sale, reorganization, or financing). If our business changes hands in a way that puts a new company in control, we will give you reasonable advance notice (for example, by email to your club's administrator or a notice in the app). If that happens, these terms keep applying to you and to whoever takes over. Any transfer you try to make against this rule does not count. If you keep using the Service after such a transfer, that counts as your acceptance, and you do not need to sign anything again. (In plain terms, this lets us move the ClubKeepr business to a new company down the road without asking every club to re-sign, but we will tell you before a change of control takes effect.)

15. Disagreements and which law applies

15.1 Which law applies. These terms are governed by the laws of the State of Washington, without regard to its conflict-of-laws rules. Nothing here takes away any non-waivable consumer protection you have under the laws of your own home state.

15.2 How disagreements are handled. First, both sides agree to try to work things out informally: before starting any formal claim, you agree to email us at support@clubkeepr.com and give us 60 days to try to fix the problem, and we will do the same for you. If that does not resolve it, any dispute will go to the state or federal courts located in King County, Washington, and you and we agree to use those courts. Both sides give up the right to a jury trial, and agree to bring claims only as individuals, not as part of a class action. Either side can still bring a qualifying claim in small claims court.

16. Changes to the Service and to these terms

16.1 We may change the Service. ClubKeepr is software we work on all the time. We may add features, change how a feature looks or works, move things around, and retire parts of the Service we no longer support. We do this to improve the product, to keep it secure, and to keep up with the rules that apply to payments, taxes, and children's information. You are agreeing to use ClubKeepr as it is on the day you use it, not to a fixed set of features or a particular design. Everyday changes (improvements, fixes, security work, and how a screen is laid out) happen without advance notice, and we may take the Service offline briefly for maintenance.

If we plan to remove or meaningfully cut back something that is a real part of what a paid plan includes, we will tell you ahead of time, for example by emailing the club's administrator or showing a notice in the app, and you can cancel under Section 4.2 if you do not want to continue. If a change affects what a plan costs or includes, Section 4.3 applies as well. If we ever decide to stop offering ClubKeepr altogether, we will give clubs reasonable notice and time to export their data (Section 9.3).

16.2 We may update these terms. If we make an important change, we will let you know (for example, by emailing the club's administrator or showing a notice in the app) before it takes effect. If you keep using the Service after the updated version starts, that counts as accepting it. If you do not agree, you need to stop using the Service.

17. Some smaller legal points, in plain words

The whole agreement. These terms, the Privacy Policy, and any plan you sign up for make up the full agreement between us on these topics. For payments, Stripe's terms also apply, as a separate agreement between you and Stripe (see Section 3.2).
If one part fails. If a court decides one part cannot be enforced, the rest still applies.
Not enforcing a rule once. If we do not enforce a rule right away, that does not mean we give up the right to enforce it later.
Events outside our control. Neither side is responsible for delays or failures caused by things beyond its reasonable control (natural disasters, outages, and the like).
How we reach you. We may contact you by email at your account address or through a notice in the app. You can reach us at support@clubkeepr.com.
Our relationship. We are independent of each other. These terms do not make us partners, joint venturers, or employer and employee. There is one narrow exception about payments. When a club uses ClubKeepr to collect payments made to the club (such as registration fees and donations), the club appoints us as its limited payment collection agent for that purpose only (see Section 3.1). A payment a family makes through ClubKeepr counts as payment made to the club. Money collected this way belongs to the club, except for our service fee (see Section 3.3) and anything the club owes us under Section 3.6, and it is never our money to use. Stripe, not ClubKeepr, holds and settles the funds, paying them into the club's own Stripe account. Our subscription fees and our service fee are our own income, and we do not collect those as anyone's agent. Nothing else in these terms makes either of us the other's agent.

18. How to contact us

JTL Made LLC, doing business as ClubKeepr. General contact: support@clubkeepr.com. Privacy questions: privacy@clubkeepr.com.