Terms and Conditions

Welcome to ClubAdmin ("we," "us," or "our"). ClubAdmin is a cloud-based Software-as-a-Service (SaaS) platform designed for managing clubs, gyms, sports academies, fitness centers, and similar facilities. These Terms and Conditions ("Terms") govern your access to and use of the ClubAdmin platform, including the website at clubadmin.domainrental.in, all associated applications, APIs, and services (collectively, the "Service").

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not use the Service.

You must be at least 18 years of age to create a Tenant account or Staff account on ClubAdmin. By registering, you represent that you have the legal authority to bind the organization you represent to these Terms. Public registration forms for Members (including minors registered by their parents or guardians) may be submitted by any individual, but the parent or guardian assumes responsibility for the accuracy of information provided about a minor.

When you create an account, you must provide accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials (email, password, and any access tokens) and for all activities that occur under your account.

• Tenant Admins are responsible for managing Staff access, assigning appropriate privileges, and revoking access when staff members leave the organization.
• You must notify us immediately of any unauthorized use of your account or any other security breach.
• We reserve the right to suspend or terminate accounts that violate these Terms or are used fraudulently.

ClubAdmin provides a multi-tenant management platform with the following features (subject to your subscription plan and feature toggles):

• Member Management: Create and manage member profiles, subscriptions, and attendance records for adults and children.
• Invoicing & Billing: Generate professional PDF invoices, track payments (cash, UPI, card, bank transfer), manage EMI installments, and track balances.
• Monthly Payment Tracking: Track recurring monthly fees with configurable due dates and automated reminders.
• Public Registration: Accept new member registrations via a public-facing online form, with admin approval workflow.
• WhatsApp Messaging: Send invoices, reminders, and notifications to members via WhatsApp (using the Tenant's own WhatsApp number).
• Facility Booking: Manage court, lane, and facility bookings with hourly billing, equipment rental, and waitlist support.
• Class & Schedule Management: Create classes, manage enrollments, and track attendance.
• Staff Management: Add staff with role-based access control and privilege management.
• Expense & Asset Tracking: Record expenses and manage facility assets.
• Reports & Analytics: Revenue analytics, membership reports, and data export capabilities.
• Face Recognition (Add-on): Optional child member identification using face recognition technology.

Access to ClubAdmin is provided on a subscription basis. Subscription plans, pricing, and features are described on our website and may be updated from time to time. By subscribing to a paid plan:

• You agree to pay all fees associated with your selected plan.
• Fees are billed in advance on a monthly or annual basis as per your chosen plan.
• All fees are quoted in Indian Rupees (INR) unless otherwise stated.
• We reserve the right to modify pricing with reasonable prior notice. Price changes will apply from the next billing cycle.
• Failure to pay may result in suspension or termination of your account.

Your Data: All data entered into ClubAdmin by Tenants, Staff, and Members ("Tenant Data") remains the property of the respective Tenant. We do not claim ownership of your data, including member records, invoices, payment records, class information, and any uploaded files.

Tenant Responsibility: As a Tenant Admin, you are responsible for:

• Obtaining necessary consents from your Members before collecting and storing their personal information (including phone numbers, addresses, children’s data, and photographs).
• Ensuring that WhatsApp messages sent through the platform comply with applicable laws and WhatsApp’s terms of service.
• The accuracy and legality of all data entered into the system.
• Complying with applicable data protection laws in your jurisdiction, including the Digital Personal Data Protection Act, 2023 (India), GDPR (if applicable), or other relevant regulations.

You agree not to:

• Use the Service for any unlawful purpose or to violate any laws in your jurisdiction.
• Send spam, unsolicited messages, or bulk promotional messages through the WhatsApp integration.
• Upload malicious code, viruses, or any harmful content.
• Attempt to gain unauthorized access to other Tenant accounts, our servers, or infrastructure.
• Use the Service to store or process data that you do not have the legal right to collect or use.
• Resell, sublicense, or redistribute the Service without our prior written consent.
• Reverse engineer, decompile, or attempt to extract the source code of the Service.
• Interfere with or disrupt the integrity or performance of the Service.

ClubAdmin provides WhatsApp messaging capabilities to allow Tenants to communicate with their Members. Please note:

• Tenants are solely responsible for ensuring they have consent from their Members to receive WhatsApp messages.
• We do not guarantee the delivery, read status, or availability of WhatsApp messaging services, as these depend on third-party infrastructure.
• Daily message limits and send windows may apply to prevent abuse.
• We reserve the right to disable WhatsApp functionality for any Tenant that violates WhatsApp’s terms of service or uses the messaging feature for spam or harassment.

ClubAdmin supports the management of child members (minors) for sports academies, swimming clubs, and similar facilities. When processing children's data:

• Parents or guardians may request access to, correction of, or deletion of their child’s data by contacting the relevant Tenant directly.
• ClubAdmin processes children’s data solely on behalf of the Tenant and as instructed by the Tenant Admin.
• If the optional face recognition add-on is used for child identification, photos are processed through a secure external API and Tenants must obtain explicit parental consent for this feature.

The Service, including its design, code, features, documentation, logos, and branding, is the intellectual property of ClubAdmin and is protected by copyright and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the Service for the duration of your subscription solely for its intended purpose.

We strive to maintain high availability of the Service but do not guarantee uninterrupted or error-free operation. We reserve the right to:

• Perform scheduled or emergency maintenance that may result in temporary downtime.
• Modify, update, or discontinue features of the Service with reasonable notice.
• Introduce new features, which may be subject to additional terms or pricing.

We may suspend or terminate your account if:

• You violate these Terms or engage in fraudulent, abusive, or illegal activity.
• Your subscription payment is overdue.
• You use the Service in a manner that poses a security risk to us or other users.

Upon termination, your access to the Service will be revoked. You may request an export of your Tenant Data within 30 days of termination by contacting our support team. After 30 days, we may permanently delete your data.

To the maximum extent permitted by applicable law:

• ClubAdmin is provided "as is" and "as available" without warranties of any kind, express or implied.
• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of revenue, data, or business opportunities.
• Our total liability for any claim arising from these Terms or the Service shall not exceed the total fees paid by you in the 12 months preceding the claim.
• We are not responsible for the actions, content, or data of Tenants, Members, or any third parties.

You agree to indemnify and hold harmless ClubAdmin, its officers, employees, and affiliates from any claims, damages, losses, liabilities, or expenses (including legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

These Terms are governed by and construed in accordance with the laws of India. Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts in Bengaluru, Karnataka, India. Before initiating any formal proceedings, you agree to attempt to resolve disputes informally by contacting us at the email address provided below.

We may update these Terms from time to time. When we make material changes, we will notify you by updating the "Last updated" date at the top of this page and, where appropriate, by sending an email or displaying a notice within the Service. Your continued use of the Service after such changes constitutes acceptance of the revised Terms.

If you have questions about these Terms, please contact us: