Terms of service
These terms are an agreement between you and AIO Holdings (Pty) Ltd (registration number 2026/832374/07), trading as ClubAIO (“ClubAIO”, “we”, “us”). They apply to our website and to the ClubAIO service. Please read them carefully.
Important. Clauses printed in bold limit our liability, place risks or responsibilities on you, or require you to indemnify us. We draw them to your attention as section 49 of the Consumer Protection Act 68 of 2008 requires. Please read clauses 1, 8, 13 and 14 in particular.
This agreement
By creating an account, signing an order form, starting a trial or using the service, you accept these terms. If you accept on behalf of a club, company or other organisation (the “club”), you confirm that you are authorised to bind it, and “you” means that club.
A signed order form, trial agreement or data-processing agreement between us and a club forms part of these terms. Where it conflicts with these terms, the signed document applies, but it changes clause 14 only if it expressly says so.
Staff members use ClubAIO at their club’s invitation, and players use the player portal through their club. The club’s own rules and privacy notice also apply to them. By creating an account, accepting an invite, signing in or otherwise using ClubAIO, staff and players accept that clause 14 limits our liability to them as it limits our liability to their club, to the extent the law allows, and that their club, not ClubAIO, is responsible to them for the club’s services, prices, bookings, memberships and refunds.
Accounts
You must be at least 18 years old to create or administer a club account. Players under 18 may use the player portal only with the consent of a parent or guardian, where the club offers it.
Keep sign-in details and PINs confidential, give each person their own account, and remove access promptly when someone leaves. You are responsible for activity under your club’s accounts. Tell us immediately at hi@clubaio.com if you suspect unauthorised access.
Trials and beta features
We may offer a free trial or early access to features we label as beta or coming soon. Trials run for the period we confirm in writing and cost nothing unless we agree otherwise. A trial ends automatically. It does not become a paid subscription unless you agree to one.
Beta features are provided to gather feedback, may change or be withdrawn, and may not be suitable for important records. Keep your own records of anything you cannot afford to lose while using a beta feature.
Fees and payment
Prices on our website are in South African rand and are indicative. The fees that apply to you are those in your order form or our written quote. Unless that says otherwise, subscriptions are billed monthly in advance per club, and invoices are payable by EFT within 7 days of the invoice date.
We are not currently registered for VAT and do not charge it. If we must register, we will tell you at least 30 days before we start adding VAT to our fees.
We may change our fees by giving you at least 30 days’ written notice. The change applies from your next billing period after the notice ends, and you may cancel before then.
If an invoice remains unpaid 14 days after we send you a written reminder, we may suspend access until it is paid. We will not delete your data because of late payment without first following clause 7.
Cancellation and termination
Monthly subscriptions continue until cancelled. Either of us may cancel by giving 30 days’ written notice by email. Fees already paid for the current billing period are not refunded except where the law requires, or where we cancel without cause, when we refund the unused portion.
If a fixed-term agreement applies and you are a consumer protected by section 14 of the Consumer Protection Act, you may cancel it on 20 business days’ notice, subject to a reasonable cancellation charge as that Act allows.
If you are a natural person contracting with us electronically, you may cancel without reason or penalty within 7 days after concluding the agreement, under section 44 of the Electronic Communications and Transactions Act 25 of 2002. We will refund any payment within 30 days of cancellation. As section 42(2) of that Act provides, this right does not apply once the service has begun with your consent within those 7 days, for example when you start using a trial or subscription.
Either of us may terminate immediately by written notice if the other materially breaches these terms and does not remedy the breach within 14 days after receiving notice of it, or becomes insolvent.
Your data
Your club owns the data it puts into ClubAIO. You give us the rights we need to host, process and display that data to provide the service, and for no other purpose. We do not sell club data or use it for advertising or to train artificial intelligence models.
For personal information about your staff, members and customers, your club is the responsible party and we are its operator under POPIA. We process it only on your instructions, keep it confidential and secure, and notify you of any security compromise as section 21 of POPIA requires. Our privacy notice and any signed data-processing agreement set out the details.
Exporting and deleting data
When your subscription ends we suspend access and, on request made within 30 days, provide an export of your club’s records in a standard format. We then delete your club’s data from the live service, no earlier than 30 days after the subscription ends. Backup copies are overwritten in the ordinary course.
Deletion is permanent. You are responsible for keeping any records you are required by law to retain, such as accounting and tax records, before your data is deleted.
Acceptable use
You must use ClubAIO lawfully and must have a lawful basis, and give any notices required, for personal information you put into it. You must not:
- upload special personal information, identity-document copies, or bank card details, unless a feature is designed for it and we have agreed in writing;
- attempt to access another club’s data, probe or bypass our security, or disrupt the service;
- resell, copy or reverse engineer the service, or use it to build a competing product;
- use the service to send unsolicited marketing or anything unlawful, defamatory or infringing.
We may suspend an account that breaches this clause, or poses a security risk, until the issue is resolved. Where practical we will tell you first.
Third-party services
ClubAIO can connect to services you use, such as Playtomic and Xero. Those connections are read-only: ClubAIO does not write to them. Your use of those services is governed by your agreements with their providers, and we are not responsible for their availability or the accuracy of data they supply. ClubAIO does not process payments. Your payment provider’s terms govern card payments.
Availability, support and changes
We aim to keep ClubAIO available at all times, but do not guarantee uninterrupted service unless a signed agreement includes a service level. We may perform maintenance, preferably outside club hours, and publish service status at clubaio.com/status. Support is available at help@clubaio.com during South African business hours.
We improve ClubAIO continuously. We will not remove a core feature you pay for during your billing period without giving you at least 30 days’ notice and the right to cancel.
Intellectual property
We and our licensors own the ClubAIO software, website, documentation and brand. Subject to these terms and payment of any fees, we grant your club a non-exclusive, non-transferable right for its authorised users to use the service for the club’s own operations while the subscription lasts. If you send us suggestions, we may use them without obligation to you.
Confidentiality
Each of us will keep the other’s non-public business information confidential, use it only for this agreement, and disclose it only to people who need it and are bound to confidentiality, or where the law requires. This does not apply to information that is or becomes public through no fault of the receiving party.
What we promise, and what we don’t
We will provide the service with reasonable care and skill, substantially as described in our current product documentation. Marketing material, demonstrations and feature descriptions on our website are not product documentation.
ClubAIO is an operational tool. It does not provide accounting, tax, legal or financial advice. Your club remains responsible for its financial records, tax returns, reconciliation decisions and compliance with the laws that apply to it, and for checking the outputs it relies on.
Except as these terms state, and to the extent the law allows, the service is provided as is, without any other warranty.
Limitation of liability and indemnity
The limits in this clause apply to every claim arising out of these terms or the service, whether in contract, delict or otherwise, and to the extent the law allows.
Neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue, bookings or goodwill, however it arises. If data is lost or corrupted, our obligation is to restore it from our most recent backup.
We are not liable for loss to the extent it is caused by you or your users, including errors in data you enter, theft or dishonesty by your staff, shared or disclosed sign-in details or PINs, and the permissions you grant; by a third-party service under clause 9; by records kept offline on a device that were lost, cleared or never synced; by a suspension we make in good faith under clause 4 or 8; or by your failure to check outputs as clause 13 requires.
Our total liability for all claims together is limited to the fees you paid us in the 6 months before the event giving rise to the first claim, or R1,000 if greater. During a free trial, and for beta features, it is limited to R1,000.
For a breach of confidentiality or of our data-protection obligations, the limit is instead R250,000 for all such claims together, including any fine or regulatory penalty you claim from us.
Clubs that belong to the same organisation share one set of these limits, and the fees of all of them count towards the general limit. Each limit includes interest, and covers claims by the club, its staff and its players together.
No limit in this clause applies to loss caused by fraud, gross negligence or wilful misconduct by us, our directors or senior managers, or to any liability that cannot lawfully be limited, including under section 61 of the Consumer Protection Act where it applies.
Neither of us may bring a claim unless it notifies the other in writing within 12 months after it became aware, or should reasonably have become aware, of the facts giving rise to the claim.
You indemnify us against claims, fines and penalties by third parties, including your staff, members, players and the Information Regulator, and against our reasonable legal costs of dealing with them, to the extent they arise from: personal information you put into ClubAIO without a lawful basis or a required notice; your breach of clause 8; your club’s facilities, events, coaching and services, including injury or loss on your premises; your employment of staff, including pay, hours, leave and discipline; or your dealings with your members and players, including fees, bookings, memberships and refunds. This indemnity does not cover a claim to the extent our breach of these terms caused it.
Governing law and disputes
These terms are governed by the laws of the Republic of South Africa.
If a dispute arises, either of us may notify the other in writing, and senior representatives will try in good faith to resolve it within 20 business days. If it remains unresolved, either of us may refer it to mediation or to a court of competent jurisdiction. Each of us consents to the jurisdiction of the Magistrates’ Court under section 45 of the Magistrates’ Courts Act 32 of 1944, but either may approach the High Court of South Africa, Western Cape Division, Cape Town, where the claim exceeds that court’s jurisdiction. Each of us bears its own costs of negotiation and mediation. Nothing prevents either of us from seeking urgent relief.
If you are outside South Africa, these terms do not remove any mandatory consumer or data-protection rights that the law of your country gives you.
Notices
We will send notices to the email address on your account. Send notices to us at hi@clubaio.com. We choose 1 Roslyn Road, Rondebosch, Cape Town, 7700, South Africa as our address for service of legal process.
General
We may update these terms. For a material change we will give club account owners at least 30 days’ notice by email, and you may cancel before it takes effect. The version on this page, with its effective date, applies.
These terms, with any signed document under clause 1, are the whole agreement between us about their subject. If a provision is invalid, the rest remains in force. A failure to enforce a right is not a waiver. Neither of us may assign this agreement without the other’s consent, except to a successor of the whole business that agrees to be bound. Neither of us is liable for delay caused by events beyond our reasonable control, such as load-shedding, failures of upstream networks, outages of our hosting, database or email providers that we could not reasonably prevent, or natural disasters, but the affected party will do what it reasonably can to limit the effect.
Information on our website, including feature descriptions and indicative pricing, is provided for general information and may change. Links to other websites are provided for convenience; we are not responsible for their content.