Terms & Conditions

1. Agreement and operator

These terms govern access to ClubCircl, a club-management service operated by Thompson Software Solutions in North Carolina, United States. By creating an account or using the service, you agree to these terms, the Acceptable Use Policy, and any applicable Subscription Terms. The Privacy Policy explains how information is handled. Contact help@clubcircl.com if you need clarification before using the service. A separate written Enterprise agreement may supplement these terms; if it expressly conflicts with them, the written agreement controls for its stated scope.

You must be at least 18 years old, able to enter a binding agreement, and authorized to provide the information you submit. If you act for a club or organization, you represent that you have the necessary authority. ClubCircl is not a university, student government, club officer, financial institution, or event organizer. An example organization shown in a demo does not establish a partnership or endorsement.

2. Accounts and security

Provide an email address you control and accurate information needed for your account and club role. Keep your credentials confidential and promptly report suspected unauthorized access. You are responsible for activity you authorize and for taking reasonable care of your account. Do not impersonate another person, share access to bypass plan limits, or claim an officer position without authority. We may require email verification or reasonable additional verification for security or support requests.

We provide support through help@clubcircl.com and the in-service issue form. Support may send a password-reset message to the registered email address. We will not ask you to disclose your current password. Access to a password-reset email should be treated as sensitive. Maintain access to your email account, because verification and recovery depend on it.

3. Club roles and administration

Users may belong to multiple clubs. A club owner controls ownership transfers, subscriptions, officer roles, and permitted club-data downloads. Officers may manage permitted club activities, invite members within their authority, review submitted content, and configure club settings. Position titles can be customized; changing a title does not automatically grant platform-administrator privileges. Financial access is a separate club permission.

Club owners are responsible for choosing trustworthy officers and keeping roles current. Before transferring ownership, review the successor and confirm the club name. A completed transfer gives the new owner the relevant controls, and the former owner remains an officer unless later changed through an authorized process. We are not responsible for internal club elections or disputes about governance, but may review reports of impersonation, unauthorized access, or abuse.

Join codes and QR codes are intended to be shared by authorized club representatives. Anyone who obtains a valid code may be able to join as a member, subject to verification, access restrictions, and plan capacity. Officers should disable or replace a code when it should no longer be used. Email invitations are intended for their named recipients and expire according to the invitation notice.

4. Your content and moderation

You retain rights you hold in material you upload or submit. You grant us the limited rights needed to host, process, transmit, display, back up, and moderate that material to operate the service for your selected audience. This permission does not transfer ownership of your content to us or authorize unrelated advertising uses. You must have the rights and permissions needed to upload media, logos, documents, and information about other people.

Members’ news and media submissions require officer approval before publication to the club. Owners and officers can publish directly. Chat is available to club members without advance approval. Club officers can remove content and configure prohibited words; the service also applies a club-name profanity filter. Filters do not replace human judgment and may not detect every abusive expression. Do not evade filters or use the service to harass, threaten, discriminate unlawfully, defraud, infringe rights, or distribute harmful files. You may report a problem through the service or help@clubcircl.com.

We may restrict content or accounts where reasonably necessary to protect the service, comply with law, or investigate a material violation. Where appropriate and lawful, we will explain the restriction and provide a way to contact support. We do not promise continuous human review of every message or submission.

5. Events, tournaments, and external payments

Clubs are responsible for event descriptions, venues, safety, eligibility, tournament rules, schedules, attendance decisions, and any required permits or insurance. RSVPs reflect the selected response and available capacity; they are not a guarantee of event admission or an organizer’s performance. Tournament organizers should verify seeds, participant names, scoring rules, and results before submitting them. Automated brackets and standings depend on the information the organizers enter.

ClubCircl financial features are records and links to external services. They do not make ClubCircl a bank, money transmitter, escrow provider, or payment processor. Card information, bank connections, charges, transfers, refunds, and disputes are handled by the external provider and the relevant club or merchant. A manually recorded income entry or a “paid” dues label is not proof that a transaction was processed. Club owners must ensure any external payment page has the correct recipient, amount, description, and refund terms, and comply with their provider’s requirements. We do not guarantee a payment provider’s availability or decisions.

6. Organizations and reporting

An Enterprise organization may oversee linked clubs under an agreed arrangement. Club owners must understand and communicate what information will be shared before requesting a link. Organization acceptance is required before oversight access becomes active. If the organization funds the club’s service under an Enterprise agreement, the club cannot remove that oversight link while the recorded funding period remains active; the organization must release it or support must resolve the agreement. This restriction does not remove an individual’s applicable privacy rights. Organizations may require monthly summaries containing automatically calculated income, expenses, finalized attendance, semester member attendance, and optional club-supplied attachments and notes. Organization role permissions limit which report categories and attachments a reviewer can access. The organization may then view permitted club membership, officer, attendance, financial, and reporting information. Organizations are responsible for using that access for legitimate administrative purposes, limiting access internally, and following applicable privacy and institutional requirements.

Clubs are responsible for the accuracy and timeliness of reports required by their overseeing organization. ClubCircl can identify missing reports and store submitted reports, but does not certify that a report is complete, financially audited, or institutionally approved. Organization fees, onboarding, and the number of participating clubs are addressed in an Enterprise agreement.

7. Service availability and changes

We aim to provide a reliable service, but availability can be affected by maintenance, provider failures, network conditions, misuse, and other events. Unless a separate written agreement states otherwise, no uptime guarantee or service-level credit is included. Features labeled as a preview or test may change and must not be relied on for live financial processing. We may improve or modify features and will provide notice of material changes where appropriate or legally required.

Maintain appropriate copies of records you are authorized to retain. Owners can download supported club reports. Backups support recovery but are not a guarantee that every change or file can be recovered. Access restrictions, quotas, plan limits, and reasonable abuse controls apply. We may temporarily limit activity that threatens the security or availability of other users.

8. Ending use and deletion

You may stop using ClubCircl and request account deletion through the account controls. Owners must first transfer or delete owned clubs and resolve relevant subscription obligations. Account deletion is permanent and requires an explicit confirmation. Deletion does not automatically cancel an independently purchased external service or erase copies held by other people. The Privacy Policy describes active-service deletion, shared records, backups, and third-party retention.

We may suspend or end access for material breaches, unlawful activity, nonpayment where applicable, or a serious security concern. Where practicable and appropriate, we will give notice and an opportunity to resolve the issue. We may act immediately where delay would create a significant risk or violate law. Terms that by their nature must survive termination, including outstanding payment obligations, content rights needed for retained lawful copies, limitations, and dispute provisions, continue to apply.

9. Disclaimers and responsibility

To the extent permitted by applicable law, the service is provided as available, without implied warranties of merchantability, fitness for a particular purpose, or noninfringement. We do not warrant that all content submitted by users is accurate, that every event will occur as described, or that the service will be uninterrupted or error-free. Nothing in these terms excludes a statutory guarantee or right that cannot lawfully be excluded.

To the extent permitted by law, Thompson Software Solutions is not liable for indirect, incidental, special, consequential, or punitive losses arising from use of the service, including lost profits or business opportunities. Our total liability for a claim concerning the service is limited to the greater of US $100 or the service fees paid to us by you during the twelve months before the event giving rise to the claim. These limitations do not apply to liability that cannot legally be limited, including applicable rights concerning fraud, willful misconduct, or other mandatory protections. Responsibility for an incident depends on applicable law and the circumstances; these terms do not make you responsible for our unlawful conduct.

10. Law, disputes, and general terms

North Carolina law governs these terms to the extent permitted by applicable law, without displacing mandatory consumer protections that apply in your jurisdiction. Before bringing a formal dispute, please contact help@clubcircl.com with a description so we can attempt to resolve it. Courts with lawful jurisdiction in North Carolina may hear disputes, subject to any mandatory rights to bring a claim elsewhere. These terms do not impose mandatory arbitration or waive rights that cannot legally be waived.

If a provision is unenforceable, the remaining provisions continue to apply to the extent lawful. A failure to enforce a provision immediately is not a permanent waiver. You may not transfer your agreement in a way that evades obligations; a club ownership transfer changes club administration, not the identity of a personal account. We may transfer this agreement as part of a lawful business reorganization subject to applicable protections. Updated terms will show a new effective date, with notice and acceptance handled where required. Questions and legal notices concerning ClubCircl should be directed to Thompson Software Solutions at help@clubcircl.com.