Terms & Conditions

In these Terms:

• "Account" means an account used to access the Platform.
• "Authorised User" means any administrator, employee, coach, parent, guardian, player or other person who has been authorised to access an Organisation's account or information.
• "Customer" means the individual or organisation that subscribes to or uses the Services.
• "Customer Data" means information, records, files, images, videos, communications and other content entered, uploaded, generated or stored through the Services by or on behalf of a Customer or Authorised User.
• "Organisation" means a sporting club, academy, coaching business, association, company or other entity using TheSportOffice.
• "Platform" means TheSportOffice's website, applications, software and associated systems.
• "Services" means the functionality provided through TheSportOffice.
• "Subscription" means a paid or free plan providing access to some or all of the Services.

You must provide accurate information when creating or using an Account.

If you use TheSportOffice on behalf of an Organisation, you represent that:

• you are authorised to act for that Organisation;
• the Organisation has authorised you to create or administer its account where applicable; and
• information you provide on behalf of the Organisation is accurate to the best of your knowledge.

You must not impersonate another person or organisation or create an Account using information you are not authorised to use.

TheSportOffice provides software designed to assist sporting organisations with areas such as:

• scheduling;
• programs and classes;
• player enrolments;
• attendance;
• invoicing and payments;
• coach management and payroll-related records;
• analytics;
• player development;
• assessments and report cards;
• interactive coaching tools;
• videos and recordings;
• messaging;
• policies and organisational content; and
• other administrative and operational functions.

Features may differ depending on the Subscription selected, user role, device, geographic availability and product updates. We may introduce, improve, replace or discontinue features from time to time, subject to applicable law and these Terms.

You are responsible for:

• keeping login credentials confidential;
• using reasonable security measures;
• ensuring only authorised persons access your Account;
• maintaining current Account and contact details; and
• promptly notifying us if you believe an Account has been compromised.

You must not share credentials with unauthorised persons. An Organisation is responsible for controlling which users it invites, removes, assigns roles to or otherwise authorises to access its data. You must promptly remove access for staff, coaches or other users who are no longer authorised.

TheSportOffice may provide different access levels for administrators, staff, coaches, parents, guardians, players and other users.

Users may only access information and functionality permitted by their assigned role.

Organisation administrators are responsible for assigning appropriate roles and permissions to their users.

You must not attempt to bypass, defeat or circumvent access controls or permissions.

TheSportOffice may be used by sporting organisations that manage information relating to children and young people.

Where an Organisation creates, manages or authorises an account or record relating to a child, the Organisation is responsible for ensuring that it has any authority, consent or other lawful basis required to collect, provide and manage that child's information.

Parents and guardians must only access player information they are authorised to access.

Organisations must take reasonable care when entering or sharing information relating to children.

Our handling of personal information is further described in our Privacy Policy.

As between you and TheSportOffice, you retain ownership of Customer Data that you or your Organisation submit to the Platform.

You grant us a limited, non-exclusive licence to host, store, reproduce, transmit, process, back up and otherwise handle Customer Data only to the extent reasonably necessary to:

• provide the Services;
• maintain and secure the Platform;
• provide support;
• perform authorised integrations;
• comply with law;
• prevent misuse or security incidents; and
• improve reliability and performance using aggregated or de-identified information where appropriate.

This licence ends when the relevant Customer Data is deleted from our systems, subject to reasonable backup retention, legal obligations and technical limitations. You are responsible for ensuring you have appropriate rights and authority to provide Customer Data to us.

TheSportOffice provides tools for storing and processing information supplied by users.

Customers remain responsible for checking important records, including:

• player details;
• enrolments;
• attendance;
• payments;
• invoices;
• coach details;
• schedules;
• class information;
• assessment information;
• reports; and
• other operational records.

While we take reasonable steps to provide reliable Services, TheSportOffice is not a substitute for appropriate business oversight and record verification.

Personal information is handled in accordance with our Privacy Policy and applicable privacy laws.

Where applicable, our Privacy Policy explains matters including:

• the kinds of personal information we collect;
• how it is collected and stored;
• why it is used or disclosed;
• how individuals may request access or correction;
• how privacy complaints may be made; and
• whether information may be disclosed to overseas recipients.

Where an Organisation enters personal information into TheSportOffice, the Organisation is responsible for determining whether it is authorised to collect and use that information.

This may include information relating to:

• players;
• parents and guardians;
• coaches;
• staff;
• health or injury information;
• attendance;
• assessments;
• photographs;
• videos; and
• communications.

Customers must not use TheSportOffice to unlawfully collect, disclose or process personal information.

Access to some Services may require a paid Subscription.

Available plans, inclusions and pricing are displayed on our website, Platform or other applicable purchase interface.

Subscription charges are payable according to the billing period selected.

Unless otherwise stated at purchase, paid Subscriptions may renew automatically for successive billing periods until cancelled.

By purchasing a Subscription, you authorise us and our payment processor to charge the applicable fees using your selected payment method.

Prices are displayed in the currency stated at purchase.

Where GST applies, pricing will be presented or calculated in accordance with applicable Australian requirements.

Customers are responsible for any taxes or charges lawfully applicable to their purchase, except taxes imposed directly on TheSportOffice's income.

We may change Subscription pricing from time to time.

Where a price change affects an existing recurring Subscription, we will provide reasonable notice where required before the changed price takes effect.

We may offer free trials, discounts, promotional pricing or other offers.

The duration, eligibility and conditions of an offer will be disclosed when it is offered.

Unless stated otherwise, promotional offers:

• may be limited to eligible customers;
• may not be transferable;
• may not be redeemable for cash; and
• may be withdrawn or changed for future customers.

If payment details are collected for a trial that automatically converts to a paid Subscription, this must be disclosed before the user begins the trial.

Payments may be processed by third-party payment providers.

We do not necessarily receive or store complete payment-card details.

Use of a third-party payment provider may also be subject to that provider's terms.

If payment fails, we may reasonably:

• retry the payment;
• notify the Account holder;
• restrict paid features; or
• suspend the Subscription,

subject to applicable law and any required notice.

Customers may cancel a Subscription using the available Account or billing controls or by contacting us where no self-service option is available.

Unless otherwise stated when purchasing:

• cancellation prevents future renewal;
• access to paid Services ordinarily continues until the end of the current paid billing period; and
• fees already paid are not automatically refundable merely because the Customer chooses to stop using the Services before the end of that period.

Nothing in this clause limits any right to a refund, remedy or cancellation that applies under the Australian Consumer Law or another applicable law.

Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right, remedy or protection under the Competition and Consumer Act 2010 (Cth), including the Australian Consumer Law, or any other right that cannot lawfully be excluded.

Where the Australian Consumer Law applies, consumers may have rights and remedies where services do not comply with applicable consumer guarantees.

Any statement in these Terms about refunds, liability or warranties must be read subject to those non-excludable rights.

TheSportOffice may enable Organisations to send:

• email;
• in-app notifications;
• operational notices;
• reminders; and
• other communications

to users associated with their Organisation. The Organisation is responsible for the content of communications it sends through the Platform and for ensuring it has the right to contact the recipients. Customers must not use the Platform to send unlawful spam, deceptive messages, harassment or other prohibited communications.

Customers may be able to upload, record, assign or share videos, photographs, files and other media.

You must only upload or distribute media where you have the necessary rights, permissions and consents.

This is particularly important for photographs and recordings involving children.

You must not upload content that unlawfully infringes privacy, copyright, confidentiality or other legal rights.

TheSportOffice and its licensors retain all rights, title and interest in the Platform, including:

• software;
• source code;
• object code;
• databases;
• interface design;
• branding;
• trademarks;
• logos;
• documentation;
• templates created by us; and
• other proprietary materials,

excluding Customer Data. These Terms do not transfer ownership of our intellectual property to you. You receive only the limited right to access and use the Services in accordance with your Subscription and these Terms.

If you voluntarily provide product suggestions, ideas or feedback, we may use that feedback to improve TheSportOffice without owing compensation, provided we do not claim ownership of your separate confidential information merely because feedback was provided.

You must not use TheSportOffice to:

• break any law;
• infringe another person's rights;
• access information without authority;
• interfere with the operation or security of the Platform;
• transmit malware or malicious code;
• conduct fraudulent activity;
• harass or threaten others;
• distribute unlawful material;
• attempt to obtain unauthorised access to systems or data;
• bypass role or permission controls;
• scrape or systematically extract Platform data except where expressly authorised;
• reverse engineer, decompile or attempt to discover source code except where such restriction is prohibited by law;
• exploit vulnerabilities;
• deliberately overload or disrupt infrastructure;
• use automated tools in a manner that materially interferes with normal operation; or
• permit another person to do any of these things.

TheSportOffice may interact with third-party platforms and services such as:

• payment processors;
• app stores;
• email providers;
• cloud infrastructure;
• analytics providers; and
• other integrations.

Those services are operated independently. We are not responsible for the operation of third-party services outside our reasonable control. Your use of a third-party service may also be governed by that provider's terms and privacy policies.

We aim to provide reliable access to TheSportOffice but cannot promise that the Platform will be uninterrupted or error-free at all times.

Access may occasionally be affected by:

• maintenance;
• updates;
• infrastructure failures;
• internet outages;
• third-party service failures;
• security incidents;
• events outside our reasonable control; or
• emergency maintenance.

Where reasonably practical, we may provide advance notice of significant planned maintenance.

We may maintain backups and technical safeguards as part of operating the Services.

However, Customers should maintain appropriate independent business records where loss of particular information would materially affect their operations.

Unless expressly stated in a separate written service-level agreement, the Services are not represented as an archival or disaster-recovery service guaranteeing indefinite preservation of every record.

We may suspend or restrict access where reasonably necessary because of:

• non-payment;
• a serious or repeated breach of these Terms;
• suspected fraud;
• unlawful activity;
• a security risk;
• unauthorised access;
• a threat to the Platform or other users; or
• a legal requirement.

Where reasonable in the circumstances, we will provide notice and an opportunity to remedy the issue before suspension. Immediate action may be taken where necessary to address an urgent security, legal or safety issue.

You may stop using TheSportOffice at any time and may cancel a Subscription in accordance with these Terms.

We may terminate an Account or Subscription where:

• there is a material breach of these Terms that is not remedied within a reasonable period after notice;
• continued access creates a significant security or legal risk;
• use is fraudulent or unlawful;
• required fees remain unpaid after reasonable notice; or
• we are legally required to terminate access.

Termination does not affect rights and obligations that accrued before termination.

Following termination or expiry, access to Organisation data may end.

Where reasonably available, an Organisation administrator may request export of Customer Data within 30 days after termination, subject to:

• technical feasibility;
• applicable law;
• identity and authority verification; and
• payment of outstanding amounts where legally permitted.

After the applicable retention period, Customer Data may be deleted or de-identified unless retention is required by law, security requirements, dispute resolution or legitimate backup processes.

Each party must take reasonable steps to protect confidential information received from the other party and must not use or disclose that information except:

• to perform obligations under these Terms;
• with permission;
• to professional advisers or service providers under appropriate confidentiality obligations; or
• where required by law.

This clause does not apply to information that is already public through no breach of confidentiality, was lawfully known independently or was lawfully obtained from another source.

We will take reasonable technical and organisational measures appropriate to the nature of the Services to protect systems and information against unauthorised access, loss, misuse and interference.

No online system can be guaranteed to be completely secure.

Customers are responsible for appropriate security practices within their own Organisation, including user access management, device security and password practices.

Except for rights, guarantees or warranties that cannot lawfully be excluded, the Services are provided subject to the limitations described in these Terms.

We do not guarantee that:

• every feature will satisfy every Organisation's particular operational requirements;
• the Platform will always be available without interruption;
• every user-entered record will be accurate; or
• third-party services will remain available.

Nothing in this clause excludes non-excludable statutory rights.

This clause applies only to the maximum extent permitted by law.

Nothing in these Terms excludes or limits liability where doing so would be unlawful.

To the extent permitted by law, neither party is liable to the other for indirect, special or consequential loss that was not reasonably foreseeable as a result of the relevant breach.

Where the law permits liability for a failure to comply with a statutory guarantee relating to services to be limited, our liability may be limited, at our option, to:

• supplying the Services again; or
• paying the reasonable cost of having the Services supplied again.

This limitation does not apply where such limitation is not permitted by law.

Customers are responsible for:

• decisions made using information entered into the Platform;
• ensuring staff are properly authorised and trained;
• verifying financial, scheduling and operational data where appropriate;
• complying with laws that apply to their sporting organisation;
• obtaining required consents from players, parents, guardians, coaches and other individuals; and
• configuring the Platform appropriately for their Organisation.

If a dispute arises relating to the Services, the parties should first attempt to resolve it in good faith.

A party should provide reasonable details of the issue and allow the other party a reasonable opportunity to respond.

Nothing in this clause prevents either party from:

• seeking urgent interlocutory or injunctive relief;
• exercising rights under the Australian Consumer Law; or
• contacting a regulator or other authority where entitled to do so.

We may modify the Services over time to:

• improve functionality;
• address security issues;
• comply with law;
• update integrations;
• introduce new features; or
• retire features that are no longer reasonably sustainable.

Where a material change substantially reduces functionality of a paid Service during an existing prepaid Subscription period, we will act reasonably and in accordance with applicable law.

We may update these Terms from time to time.

If a change is material, we will take reasonable steps to notify affected users before or when the change takes effect.

Changes will not operate retrospectively in a manner that unlawfully removes accrued rights.

The latest Terms will display their effective date.

Continued use after appropriately notified changes may constitute acceptance where lawful, but nothing in this clause overrides applicable consumer or unfair-contract-term protections.

You may not transfer your contractual rights or Subscription to another party without our consent where the transfer would materially affect the Services or our obligations.

We may assign or transfer our rights and obligations as part of a genuine corporate restructure, sale or transfer of the business, provided this does not unlawfully reduce Customer rights.

If any provision of these Terms is held to be invalid, illegal or unenforceable, that provision will be interpreted or severed to the minimum extent necessary, and the remaining provisions will continue to apply.

A delay or failure to exercise a right under these Terms does not automatically waive that right.

These Terms, together with any applicable Subscription terms, Privacy Policy and expressly incorporated written agreements, constitute the agreement governing use of the Services.

Where a separately signed agreement between TheSportOffice and a Customer expressly conflicts with these Terms, the separately signed agreement will prevail to the extent of that conflict.

These Terms are governed by the laws of Victoria, Australia.

Subject to any rights that cannot lawfully be restricted, the parties submit to the courts of Victoria and courts entitled to hear appeals from those courts.

Questions about these Terms can be sent to: