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Terms & Conditions of the ClubHQ Application

Last updated: 20 July 2026

§1 General provisions

  1. These Terms & Conditions ("Terms") set out the rules for using the ClubHQ web application available at clubhq.cloud, including how contracts for the Service are formed, payments, complaints and withdrawal from the contract.
  2. The Service Provider and Seller is Michał Wójtowicz, ClubHQ, ul. Łosiowa 87, 43-300 Bielsko-Biała, Poland, NIP (Tax ID): 6762446401, REGON: 361062286, registered with the Polish Central Registration and Information on Business (CEIDG), email: contact@clubhq.cloud (the "Service Provider").
  3. Definitions used in these Terms:
    • Application/Service – the ClubHQ web application for sports club management;
    • User – the natural person or entity creating an Account and using the Service;
    • Club – a sports club registered in the Application by a User;
    • Account – a User's individual account in the Application;
    • Subscription Plan – the paid access tier selected by the User, described in §3;
    • Billing Period – the monthly period for which the subscription fee is charged;
    • Payment Operator – Przelewy24 (PayPro SA), described in §4.
  4. The Service Provider can be contacted at contact@clubhq.cloud.
  5. Using the Service requires a device with internet access, an up-to-date web browser and an active email address.

§2 Nature and scope of the Service

  1. ClubHQ is a SaaS (Software as a Service) application supporting sports club management, including communication with players and parents, member records, and automation of membership fee billing.
  2. The Service is provided on a subscription basis, billed in monthly cycles.
  3. Using the Service requires creating an Account and selecting a Subscription Plan.

§3 Pricing and Subscription Plans

  1. The current price list is available on the clubhq.cloud Pricing section and forms an integral part of these Terms.
  2. The Service Provider offers the following monthly-billed Subscription Plans:
    • Starter Plan – 100 PLN gross / month – up to 50 active club members;
    • Standard Plan – 150 PLN gross / month – up to 100 active club members;
    • Pro Plan – 200 PLN gross / month – up to 200 active club members.
  3. The member limit covers only players/members registered to a Club in the Application. Coach accounts and the Club owner/administrator account do not count toward the limit.
  4. Prices shown are gross prices and include value-added tax (VAT) at the applicable rate.
  5. The Service Provider reserves the right to change the price list. A change does not affect prices for an already-paid Billing Period and takes effect with at least 30 days' notice before the next Billing Period; Users will be notified electronically.
  6. If a Club exceeds the member limit of its current Plan, the User will be asked to upgrade to a higher Plan before adding further members.

§4 Formation of contract and payments

  1. The contract for the Service is formed once the User registers an Account, selects a Subscription Plan, and pays for the first Billing Period.
  2. Payments are collected in advance for each subsequent monthly Billing Period, unless otherwise agreed.
  3. Online payments are processed by Przelewy24. The entity providing online payment processing is PayPro SA (Przelewy24), with its registered office in Poznań at ul. Kanclerska 15 (60-327 Poznań), entered into the register of entrepreneurs of the National Court Register kept by the District Court Poznań – Nowe Miasto i Wilda in Poznań, 8th Commercial Division, under KRS number 0000347935, NIP 7792369887, with fully paid-up share capital of PLN 4,500,000.00, entered into the register of national payment institutions kept by the Polish Financial Supervision Authority (KNF) under number UKNF IP24/2014.
  4. Available payment methods include, among others, online bank transfers (pay-by-link), payment cards (Visa, Visa Electron, Mastercard, Maestro), and BLIK, as currently offered by Przelewy24 during checkout.
  5. The subscription renews automatically for the next Billing Period unless the User cancels before it starts, in accordance with §7.
  6. Failure to pay for the next Billing Period results in suspension of access to the Service.

§5 Complaints

  1. A User may submit a complaint regarding the Service or a payment to contact@clubhq.cloud.
  2. A complaint should include the User's/Club's details, a description of the issue, and the requested resolution.
  3. The Service Provider will handle the complaint within 14 calendar days of receipt and will inform the User of the outcome electronically.

§6 Right of withdrawal

  1. A User who is a consumer, as well as a natural person entering into a contract directly related to their business activity where the contract has no professional character for that person, has the right to withdraw from the contract within 14 days of concluding it, without giving any reason.
  2. To exercise the right of withdrawal, the User must inform the Service Provider of their decision by an unequivocal statement, e.g. an email to contact@clubhq.cloud. A model withdrawal form is provided in Annex 1 to these Terms.
  3. If the User expressly requested that provision of the Service begin before the withdrawal period expired, the User is obliged to pay for services provided up until withdrawal.
  4. The right of withdrawal does not apply to contracts for the supply of digital content not supplied on a tangible medium, for which the consumer is obliged to pay, if performance began with the consumer's express consent before the withdrawal period expired and after being informed of the loss of the right of withdrawal, in accordance with Polish consumer protection law.
  5. This section does not apply to Clubs or other entities entering into the contract as businesses acting within their professional activity.

§7 Cancellation and termination

  1. A User may cancel the Service at any time, effective at the end of the paid Billing Period, by contacting contact@clubhq.cloud or via Account settings.
  2. The Service Provider may terminate the contract with immediate effect in the event of a serious breach of these Terms or applicable law by the User.

§8 Personal data

Rules for processing Users' personal data are described in the Privacy Policy.

§9 Final provisions

  1. Matters not covered by these Terms are governed by Polish law, in particular the Civil Code and the Act of 30 May 2014 on Consumer Rights.
  2. Consumers may use out-of-court complaint and redress mechanisms, including the EU consumer dispute resolution platform available at consumer-redress.ec.europa.eu.
  3. The Service Provider reserves the right to amend these Terms for valid reasons (e.g. changes in law, changes to the scope of the Service, changes to the Service Provider's details). Users will be notified at least 14 days in advance, electronically.
  4. These Terms take effect on the date of publication at clubhq.cloud.

Annex 1 – Model withdrawal form

(complete and return this form only if you wish to withdraw from the contract)

To: Michał Wójtowicz, ClubHQ Michał Wójtowicz, ul. Łosiowa 87, 43-300 Bielsko-Biała, Poland, email: contact@clubhq.cloud
I/We(*) hereby give notice that I/We(*) withdraw from my/our(*) contract for the provision of the ClubHQ Service.
Date the contract was concluded: ____________________
Name of User: ____________________
Address of User: ____________________
Signature of User (only if this form is submitted on paper): ____________________
Date: ____________________
(*) Delete as appropriate.