Terms of Service

1. Acceptance of Terms

By accessing or using JudoHQ (“the Service”), you agree to be bound by these Terms of Service. If you do not agree with any part of these terms, you must not use the Service. These terms apply to all users, including club administrators, coaches, members, and visitors.

2. Description of Service

JudoHQ is a free, open-source club management platform designed for voluntary judo clubs in the United Kingdom. The Service provides tools for managing memberships, gradings, competitions, attendance tracking, and club communications. We reserve the right to modify, suspend, or discontinue any part of the Service at any time.

3. Account Registration

To use certain features of JudoHQ, you must create an account. You agree to provide accurate, current, and complete information during registration and to keep your account credentials secure. You are responsible for all activity that occurs under your account. You must notify us immediately if you suspect any unauthorised use of your account.

4. Club Data and Member Data

When you register a club on JudoHQ, you remain the data controller for all member data entered into the platform. JudoHQ acts as a data processor on your behalf. You are responsible for:

• Obtaining appropriate consent from members before entering their data
• Ensuring member data is accurate and kept up to date
• Complying with applicable data protection legislation, including UK GDPR
• Responding to data subject access requests from your members

5. Payments, Refunds, and Stripe Connect

JudoHQ provides online payment tools for club memberships, gradings, competitions, and shop purchases via Stripe. By enabling payments or purchasing through your club, you agree to the following:

• Club administratorswho connect a bank account via Stripe Connect (Settings → Payments) accept Stripe's Connected Account Agreement and are responsible for accurate business information, tax obligations, and responding to chargebacks on their connected account.
• Members pay through Stripe-hosted checkout. Card details are collected by Stripe, not stored in JudoHQ.
• Refunds:members may request refunds through the platform where eligible; club administrators review and approve or deny requests. Approved cash refunds are processed via Stripe. The amount returned to a member's card may be less than the original payment if a prorated refund is approved for unused time. Stripe card processing fees are not refunded to the club, which may affect the approved amount. Final refund status is confirmed by Stripe webhooks and shown in the member's billing history.
• Account credit: where offered, approved refunds may be issued as account credit applied to a future membership purchase at the same club.
• Clubs that have not yet completed Stripe Connect may use legacy platform billing until onboarding is finished. See our Privacy Policy for how payment data is handled, including international transfers.
• JudoHQ does not guarantee payment processing uptime — Stripe and banking networks may experience outages beyond our control.

6. Acceptable Use

You agree not to use JudoHQ for any unlawful purpose or in any way that could damage, disable, or impair the Service. You must not:

• Upload or share content that is illegal, harmful, or offensive
• Attempt to gain unauthorised access to any part of the Service
• Use the Service to send unsolicited communications (spam)
• Interfere with other users' use and enjoyment of the Service
• Reverse-engineer or attempt to extract the source code of any proprietary components

7. Intellectual Property

JudoHQ is open-source software. The source code is available under the terms of its licence. The JudoHQ name, logo, and branding are trademarks of JudoHQ and may not be used without permission. Your club data and content remain your property — JudoHQ claims no ownership over data you enter into the platform.

8. Service Availability

We aim to keep JudoHQ available at all times, but we cannot guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We will endeavour to provide advance notice of planned downtime where possible.

9. Limitation of Liability

JudoHQ is provided on an “as is” and “as available” basis without warranties of any kind. To the fullest extent permitted by law, JudoHQ shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or business opportunities, arising from your use of the Service.

10. Termination

You may close your account at any time by contacting us. We may suspend or terminate your access to the Service if you breach these terms or engage in behaviour that is harmful to other users or the platform. Upon termination, you may request an export of your club data. We will retain your data for a reasonable period to comply with legal obligations.

11. Changes to Terms

We may update these Terms of Service from time to time. We will notify you of any material changes by posting the updated terms on this page and updating the “last updated” date. Your continued use of JudoHQ after changes are posted constitutes your acceptance of the revised terms.

12. Contact Us

If you have any questions about these Terms of Service, please contact us at [email protected].