Terms of Service

These terms are an agreement between you and Kittur V Nagesh, an individual in California doing business as ClubPilot360 (“ClubPilot360,” “we” or “us”). Payments for ClubPilot360 plans are processed by Kittur V Nagesh. They cover the website at clubpilot360.com and the ClubPilot360 app (together, the “service”). By starting a club, signing in, or otherwise using the service, you agree to these terms. If you use the service for a club, you confirm you are allowed to accept these terms for it.

The service

ClubPilot360 helps clubs run their membership, payments, events, communications, finances and shared documents. A club’s officers (club admins, treasurers and the other roles a club assigns) manage the club. Members join, renew, pay, sign up for events and update their own details. ClubPilot360 provides tools only: each club runs its own affairs and decides how to use the service.

Accounts and sign-in

• Officers and members sign in with a link or a 6-digit code sent to their email address. Keep your email account secure: anyone who can read it can sign in as you. Officers handling money or member exports must also use two-step sign-in with an authenticator app.
• The person who starts a club is its first club admin. Club admins are responsible for their club’s account, the officers they appoint, and its billing.
• You are responsible for what happens under your account and for keeping your email address up to date.

The free trial and plans

• A new club gets a free trial of 30 days with every feature. No card is needed. We email the club admins a week before the trial ends and again the day before.
• Plans are priced by the number of active members, as shown on the pricing page. If your club grows past its plan, we will ask you to move to the next one; for clubs over 500 members we agree a price with you.
• If a trial ends or a payment fails without a plan being paid, the club has 7 days of grace. After that the officer console becomes read-only until a plan is paid: officers can still see and download everything, and members can still join, renew and pay, but officers cannot make other changes. Nothing is deleted.

Billing, automatic renewal and cancellation

• Your plan renews automatically at the end of each monthly or yearly period, and the card on file is charged the plan’s then-current price, until you cancel. We show the price, the billing period and this renewal term before you pay.
• Payments are processed by Stripe. ClubPilot360 never sees or stores your full card details.
• You can cancel online at any time from the club’s Billing page (Manage billing). Cancellation takes effect at the end of the current paid period, and the club keeps full access until then.
• For yearly plans, we email a reminder before the plan renews. If we change a plan’s price, we tell you at least 30 days before it applies to you, and you can cancel before then.
• Fees are not refunded for partial periods, except where the law requires it. If something went wrong with a charge, email hello@clubpilot360.com and we will look at it promptly.
• ClubPilot360 charges clubs only. We never charge a club’s members, and we take no share of the payments members make to their club.

Members’ payments to your club

• Members pay your club through your club’s own Stripe account, under your club’s own agreement with Stripe. Your club is the seller: the money goes to your club, and Stripe’s fees are taken from it. ClubPilot360 does not hold, receive or move that money.
• Your club is responsible for its prices, refunds, chargebacks and disputes with its members, and for any taxes on what it sells.
• The ledger, budgets and reports ClubPilot360 keeps for your club are bookkeeping tools, not accounting, tax or legal advice. Your club is responsible for checking them and for its own filings.

Your club’s content and members’ information

• Your club owns what it and its members add: member records, payments and books, events, emails, documents, photos and logos. You allow us to store, process and display that content only to provide the service to your club.
• We handle members’ information on your club’s behalf. Your club is responsible for having the right to add it, for the emails it sends to its members, and for telling its members how the club uses ClubPilot360.
• Junior members: if your club adds anyone under 18, your club is responsible for having a parent or guardian’s permission to include them and to share any photos of them.
• Officers can download the club’s member list and books, and a club admin can delete the club and everything in it at any time.

Acceptable use

• Do not upload unlawful, harmful or offensive content, or content you do not have the right to share.
• Do not use the service to send spam or emails people did not agree to receive.
• Do not try to access another club’s data, get around plan limits, or disrupt the service.

We may remove content, or suspend or close an account, that breaks these rules. Where it is reasonable, we will tell you first and give you a chance to fix the problem.

Availability and changes to the service

We work hard to keep ClubPilot360 running smoothly, but we cannot promise it will always be available, uninterrupted or free of errors. We may change or improve features over time and will tell clubs about significant changes.

Disclaimer

To the fullest extent the law allows, the service is provided “as is” and “as available,” without warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose and non-infringement.

Limitation of liability

To the fullest extent the law allows: (a) ClubPilot360 is not liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data or goodwill; and (b) ClubPilot360’s total liability for all claims relating to the service is limited to the greater of the amount your club paid us in the 12 months before the claim and $100. Some places do not allow some of these limits, so they may not all apply to you.

Your responsibility for your club

Your club agrees to cover ClubPilot360 for claims, losses and reasonable costs brought by others that arise from the content your club adds, the emails it sends, the payments it takes, the events it runs, or its breach of these terms.

Ending your account

A club admin can delete the club at any time from Club settings; this cancels its plan and deletes its information, except records we must keep by law (such as billing records). We will not delete a club that is read-only for non-payment without emailing its club admins at least 30 days first. We may suspend or close an account that breaks these terms.

Changes to these terms

We may update these terms. If a change is significant, we will update the date above and let club admins know by email at least 30 days before it takes effect. Continuing to use the service after that means you accept the updated terms.

Disputes and governing law

If you have a concern, please email us first; we will try in good faith to resolve it within 30 days. These terms are governed by the laws of the State of California, without regard to its conflict-of-law rules. Any dispute that cannot be resolved informally will be heard in the state or federal courts located in San Mateo County, California, and each party consents to those courts. Either party may instead bring an eligible claim in small claims court.

Contact

Questions about these terms, billing or your account: hello@clubpilot360.com.