Terms of service

1. Who these terms are between

They are between you — the club, school or organisation using ClubDock — and Pigeonhole Early Years Ltd, a company registered in England and Wales (number 17014216) whose registered office is at 12 Cooper Road, Bristol, BS9 3RA, United Kingdom. In these terms "we" and "us" mean that company, and "you" means your organisation.

By creating a club you accept these terms. If you are accepting on behalf of an organisation, you confirm you are entitled to do so.

2. What we provide

ClubDock is software for running out-of-school childcare: taking bookings, recording attendance, tracking what parents owe you and communicating with them. We provide it as a service over the internet; there is nothing to install.

We will provide it with reasonable skill and care, and try to keep it available at all times. We do not promise it will never be unavailable — we will give you notice of planned maintenance where we can, and keep it short.

3. What it costs

We charge by the calendar month, after the month has ended. What a month costs depends on the value of the sessions your club ran in it: every booked session dated in that month, at the price it was booked at. When the booking was made does not matter.

• Under £500 of sessions in the month: nothing.
• From £500 to £5,000: £18.
• Over £5,000: £36.

• There is nothing to add to either price.
• No card is needed to start.
• Everything ClubDock does is included at every price, except the Xero and QuickBooks integration: that is £6 more for any month with sessions on bookings sent to your accounting software, and nothing for a month with none. You agree to it before connecting. There is no per-booking fee, no setup fee and no charge per child or per venue.
• For a month that has a charge, we send you a bill once the month has ended. If you have saved a card in ClubDock we charge the bill to it; otherwise the bill comes with a link to pay it. Payments are taken by Stripe, and we do not see or store your card number.

We may change the prices or the amounts at which they apply. If we do, we will tell you at least 30 days before the change takes effect, and it will only apply to months that begin after that. If you do not accept it, you can stop using ClubDock before then.

3a. ClubDock Pay, if you use it

ClubDock Pay lets parents pay you by card, and from their Tax-Free Childcare account, when they book. It is included at every price, and costs nothing on top of what your club pays for the month. You choose whether to switch it on.

• Card payments are taken by Stripe on your own Stripe account, which you set up inside ClubDock. You agree Stripe's terms with Stripe when you do. You are the seller: the money goes to your Stripe balance and Stripe pays it to your bank.
• We take nothing from any payment and never hold your parents' money. Stripe's processing fees are charged to you by Stripe, as with any card machine.
• Tax-Free Childcare payments are made by the parent through HMRC and paid to you by NS&I. They cannot be reversed online; if one has to be refunded, you pay it back to the child's childcare account yourself, and we tell you when.
• Refunds, disputes and chargebacks on card payments are between you, the parent and Stripe. ClubDock lets you refund to card and shows you when a payment is disputed.
• If you switch Pay off, parents can no longer pay by card or Tax-Free Childcare through ClubDock. Payments already taken, refunds and your Stripe account are unaffected.

4. If a bill is not paid

A bill is due when we send it. If it is still unpaid 14 days later, your club becomes read-only until it is paid: you and your staff can still sign in, see everything and export your reports, and taking a register still works — but you cannot make changes and parents cannot make new bookings. Nothing is deleted, and paying the bill restores everything immediately.

5. Ending it

There is no contract, no minimum term, no notice period and no cancellation fee, and nothing to cancel. You can stop using ClubDock whenever you like. Because we only charge for a month in which your club ran £500 or more of sessions, other than its free months, a club that stops running sessions through ClubDock stops being charged. Your last bill is for the last such month, and a bill we have already sent remains payable.

If you want your account closed, tell us — see our refunds and cancellation policy.

We may suspend or end your access if you break these terms in a serious way, do not pay, or use ClubDock unlawfully. Except where the law requires otherwise or the breach makes it impossible, we will tell you first and give you a chance to put it right.

6. Your data

Your data remains yours. We claim no ownership of the information you or your parents put into ClubDock, and we do not use it for anything except providing the service to you.

For the personal information of your parents, children and staff, you are the data controller and we are your processor. Our data processing agreement forms part of these terms and sets out what that means.

You can export your reports as CSV at any time, including while read-only. If your club closes its account we keep your data for twelve months so that you can return or retrieve it, and then delete it permanently.

7. What you are responsible for

• Your relationship with your parents. The childcare contract is between you and them. Your prices, your terms, your cancellation policy, and any dispute about a place or a refund are yours — we provide the software that records them.
• Collecting your own money. Parents pay you directly. We record what is owed and what has arrived; we do not hold, collect or chase your income, and we are not responsible if a parent does not pay.
• The information you hold. Having a lawful basis for collecting it, telling families what you do with it, and keeping it accurate.
• Your legal obligations as a childcare provider, including registration, ratios, safeguarding and record-keeping. ClubDock helps you keep records; it does not make you compliant.
• Your accounts. Keeping access to staff accounts current, and removing people who leave.

8. What you must not do

• Use ClubDock unlawfully, or to store information you have no right to hold.
• Try to break into it, disrupt it, or access another club's data.
• Resell it or provide it as a service to another organisation without our agreement.
• Copy, decompile or attempt to extract its source code.
• Upload anything malicious.

9. If something goes wrong

Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited by law.

Subject to that, and because of what ClubDock costs, our total liability to you in any twelve-month period is limited to the amount you paid us in that period. We are not liable for lost profits, lost business or lost goodwill.

We are not liable for the consequences of information you or your parents enter incorrectly, for decisions you take using the service, or for a failure caused by something outside our reasonable control.

10. Changing these terms

We may update these terms. Where a change materially affects you we will give you at least 30 days' notice by email, and you may stop using ClubDock before it takes effect if you do not accept it.

11. General

These terms are the whole agreement between us. If a court finds any part unenforceable, the rest continues to apply. Neither of us waives a right by not enforcing it immediately. You may not transfer these terms to someone else without our agreement.

They are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

12. Contacting us

Email support@clubdock.co.uk, or write to us at 12 Cooper Road, Bristol, BS9 3RA, United Kingdom.