Terms & conditions

1. The service and agreement

SportHQ is operated by Sky Network Pty Ltd (ABN 63 145 355 353). Contact: [email protected]. These terms cover the website and app, including coaching tools, club office and family portal. An organisation’s registration, participation and safeguarding rules are separate from these service terms.

By accessing or using SportHQ, you agree to these terms. If you do not agree, do not use the service. We may also request express acceptance when you create or join an account or purchase a plan. If you act for an organisation, you must have authority to agree for it. An expressly agreed organisation contract may specify which provisions take priority. A privacy policy describes information handling; it is not blanket consent for every optional use.

2. Accounts, access and minors

Provide accurate details, use your own authorised account and protect your email, passwords, codes and recovery methods. Do not share credentials or impersonate someone. Tell us promptly if an account is compromised. Organisers are responsible for approving memberships, assigning suitable roles and removing access when someone leaves.

Adults creating or administering an organisation must have authority to do so. A person under 18 may use an approved player role with appropriate parent or guardian involvement and permissions required by law. SportHQ does not offer unrestricted self-service organisation administration to children. Organisers must check suitability and consent rather than relying only on an entered age.

3. Organisations, children and sensitive information

Collect only information needed for legitimate team or club purposes. Give required privacy notices, including notices for indirectly collected information where applicable. Obtain and record required consent or other lawful authority for sensitive records, media and disclosures. Confirm guardian relationships and honour applicable restrictions.

Keep information accurate, review retention settings and respond to access, correction and deletion requests. Limit medical and screening information to authorised people. SportHQ does not verify a person’s screening status with a government agency merely because a club records a check. You remain responsible for applicable child-safe, sport, health and screening obligations.

4. Acceptable use

Use SportHQ lawfully and respectfully. Do not harass, exploit or endanger a child, disclose another person’s private information without authority, upload unlawful material, infringe rights, send spam or try to bypass permissions. Do not interfere with the service, distribute malware, scrape private records or test security without authorisation. Our acceptable use policy provides further detail.

5. Your content and our materials

You and the relevant rights holders retain ownership of content you provide. You grant SportHQ the permission needed to host, copy, synchronise, display, transmit and process it to provide and protect the service, follow authorised instructions and meet legal obligations. That permission does not transfer ownership or authorise advertising use of private team records. You must have the rights and permissions required for what you upload and share.

SportHQ’s software, branding and original materials remain ours or our licensors’. We permit you to use them through the service for its intended purposes. Do not resell or reproduce them beyond that permission or applicable legal rights. External videos and linked material remain subject to their owners’ rights.

6. Optional AI and third-party services

AI suggestions can be incorrect, biased or unsuitable. Review them before use. They are not medical advice, a safeguarding assessment or a substitute for coaching judgement. Do not submit sensitive personal information in prompts. Filtering reduces some identifying information but cannot guarantee anonymity. Optional AI can send text to OpenRouter and a selected model provider; own-key use also follows your provider account terms and charges.

External videos, payment services and linked sites have their own terms. We remain responsible for our own service obligations and any rights that cannot be excluded by law.

7. Plans, payments and renewals

Available features, limits, price, currency, tax treatment and billing period are shown in the plan offer or agreed quote before purchase. Do not infer a fixed price or free trial from these terms. Only an authorised payer should purchase a plan. Stripe hosted checkout and billing management are used when configured.

Paid plans purchased through Stripe are recurring subscriptions, normally billed annually. They renew for the billing period shown at checkout until cancelled. The applicable offer and checkout identify the amount, currency, billing period and any trial or add-on before you authorise payment. A separately agreed invoice-based plan may have different terms. Price changes apply only as disclosed and permitted by your agreement and law, with advance notice where required and a reasonable opportunity to cancel before a changed renewal. See billing, cancellation and refunds.

8. Availability, offline use and changes

Some coaching tools work offline; synchronisation, club office, family portal, chat and AI require connectivity. Unsynchronised changes can be lost with a device. Keep permitted exports of important information securely and verify synchronisation before changing devices.

We take reasonable care in providing the service but cannot promise uninterrupted or error-free operation. Maintenance, connectivity and provider failures can affect access. For a material reduction in a paid service, we will provide an appropriate notice and remedy consistent with your agreement and applicable consumer law. An essential security fix may need immediate implementation.

9. Cancellation, suspension and closure

You may stop using the service and request account closure at [email protected]. Cancelling billing, removing a member and deleting a club are separate actions. An organisation owner should arrange continuity and export authorised records before closure. Removing your membership does not automatically delete records the organisation lawfully holds.

We may restrict access where reasonably necessary to address unlawful conduct, a material breach, non-payment, security risks or harm. Where practical, we explain the reason and allow the issue to be resolved; urgent protective action may occur first. You can ask support to review a restriction. We limit action to what is proportionate and preserve any applicable refund or access rights.

Club deletion uses the scheduled grace period shown in the service, normally 30 days for an owner request. Deletion and backup handling follow the privacy policy. We do not promise immediate removal from offline devices, exports, backups or legally retained records.

10. Consumer rights and responsibility

Nothing in these terms excludes, restricts or modifies a right or guarantee that cannot lawfully be excluded, including rights under the Australian Consumer Law or, where applicable, New Zealand’s Consumer Guarantees Act 1993 and Fair Trading Act 1986. Statutory remedies may include repair, replacement, refund, cancellation or compensation depending on the circumstances.

Each party is responsible for its own acts and omissions under applicable law. SportHQ is a software service; it does not organise or supervise your sporting activities. Organisers remain responsible for safe participation and their own decisions, without limiting our responsibility for the service we provide.

11. Changes and disputes

We will identify and date changes to these terms. Material changes affecting existing users require appropriate notice and acceptance where required; they do not retrospectively remove accrued rights. If a change materially disadvantages a paid customer, we will address cancellation and any refund required by the agreement or law.

Contact [email protected] with a dispute and the outcome you seek. We will attempt a practical resolution. You retain the right to contact an applicable regulator or tribunal and to seek urgent relief. Applicable mandatory laws continue to apply. These terms are governed by the laws of Western Australia and the Commonwealth of Australia. The parties submit to the non-exclusive jurisdiction of the courts of Western Australia. This does not prevent you from exercising mandatory consumer rights or bringing a claim in a court or tribunal available to you under applicable law.

12. General

These terms, the linked acceptable use and billing policies, and any expressly agreed service contract form the agreement for your use of SportHQ. An expressly agreed service contract prevails to the extent it identifies a different arrangement. Nothing in this agreement excludes mandatory rights or remedies for misleading conduct.

If a provision is unlawful or unenforceable, it is removed only to the extent necessary and the remaining provisions continue to apply. A delay in exercising a right does not waive it. Neither party may transfer obligations in a way that reduces the other party’s mandatory rights or agreed protections.

We may send service notices to your registered email or display them in the app. Keep your contact details current. For formal notices to SportHQ, use [email protected] and identify the organisation and subject. Material-change notices follow section 11.