Terms of Service

What FixtureFlow is

FixtureFlow is software-as-a-service for managing local sports club sessions: scheduling rounds, tracking check-ins, planning recurring fixtures, and collecting RSVPs. Your club licenses the software; we host it.

Acceptable use

• You won't upload data about people who haven't consented (or for whom your club admin can't attest a lawful basis).
• You won't share your login credentials. Admins can create separate logins for each member from the Members page.
• You won't attempt to circumvent access controls or extract data about other clubs.
• The RSVP and public schedule pages use unguessable IDs in the URL — please don't post these on social media unless you understand they'll be visible to anyone with the link.

Child memberships and safeguarding

Some clubs enrol junior members (under 16). FixtureFlow supports this through an opt-in Child memberships setting on each club's admin settings page. The flag is off by default; when off, the rest of this section does not apply.

By enabling Child memberships, your club confirms:

1. You have appropriate safeguarding policies in place — DBS / Garda vetting where applicable, a named child-protection officer, and any local registrations required for working with minors in your jurisdiction. FixtureFlow does not perform safeguarding checks itself.
2. You will use the in-app guardian-consent flow for every member under 16. You will not bypass it by directly editing the database or by fabricating a guardian email.
3. The guardian email you enter is the real, current email address of the child's parent or legal guardian. You will not enter your own email or a club inbox.
4. You will respond to guardian requests received outside the in-app DSR portal within a reasonable time (typically 30 days, per GDPR Art. 12(3)).
5. You acknowledge that we may suspend or delete a club account found to be enrolling under-16 members without honouring the guardian-consent flow.

A guardian who needs to exercise the child's data rights without contacting the club can do so directly through the portal at /g/dsr (see the Privacy Policy).

Editions and license

• Trial — 30-day evaluation with full features. After expiry, admin logins are blocked until the license is renewed.
• Standard License — 6 months of full access from the issue date.

The footer on every page shows your edition and expiry date.

Data ownership & export

Your club owns the data it puts into FixtureFlow. You can download all data we hold about you from your profile, and admins can export the whole member list as CSV from the Members page. We never sell or share your data with third parties for marketing.

Online payments (when in use)

When a club connects Stripe and enables online payments, the following applies in addition to these terms. A full walkthrough of the data flow + GDPR is on the Payments info page.

• The club is the legal merchant. Payments are captured by the club's own connected Stripe account. The club's name appears on cardholder statements; the club's bank account receives the funds. FixtureFlow facilitates the integration but never holds the money.
• FixtureFlow takes no platform fee today. Stripe's standard processing fees (1.5% + €0.25 EEA / 2.5% + €0.25 international) are paid by the club to Stripe. If we ever introduce a platform fee on transactions, we will give clubs at least 30 days' notice before applying it.
• Refunds. The club admin may issue full or partial refunds from Admin → Payments. Stripe emails the cardholder a refund confirmation directly. Refund disputes between member and club are resolved between those parties; FixtureFlow's role is to surface the transaction history.
• Chargebacks & disputes. If a cardholder disputes a charge with their bank, Stripe handles the dispute against the club's connected account. The club is responsible for responding within Stripe's deadlines and bears any chargeback liability.
• Card data. We never see, store, or transmit raw card numbers, CVCs, or expiry dates. Card data goes from the member's browser directly to Stripe Checkout. We operate under PCI-DSS SAQ-A scope.
• Strong Customer Authentication. EU-issued cards may be challenged by their issuing bank (3DS2). This is required by PSD2; we do not override it.
• Stripe is the regulated payment institution (Stripe Payments Europe Ltd, Dublin, Ireland) — see their terms at stripe.com/ie/legal.

Availability & backups

FixtureFlow runs on commodity cloud infrastructure (AWS eu-west-1 and Fly.io fra) with daily database snapshots. We aim for high availability but don't offer an SLA at this license tier — for incidents see the breach notification clause in our Privacy Policy.

Termination

You can stop using FixtureFlow at any time. After your license expires we retain your data for 90 days (so you can renew + recover), then delete it.

Changes to these terms

We may update these terms. When we change the version, anyone with a FixtureFlow login will be asked to accept the new version on their next sign-in.