Terms of Service

Last Updated: May 14, 2026

1. Acceptance of Terms

By creating an account or using ClubFellow ("the Service", "we", "us", "our"), you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree to these terms, do not use the Service. These terms constitute a legally binding agreement between you and ClubFellow. ClubFellow is a trading name and is not a registered limited company.

2. Eligibility

You must be at least 16 years of age to use ClubFellow. By using the Service, you represent that you meet this age requirement. Club admins registering on behalf of an organisation confirm they have the authority to bind that organisation to these terms.

3. Account Responsibility

You are solely responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You agree to notify us immediately at support@clubfellow.app if you suspect unauthorised access. We are not liable for any loss resulting from someone else using your account with or without your knowledge.

4. Club Admin Responsibilities

Club administrators are the data controllers for their members' data within their club. Admins are solely responsible for:

  • Ensuring they have a lawful basis under GDPR to collect and process member data.
  • Informing members how their data is used within the club.
  • Complying with all applicable data protection laws (including the EU General Data Protection Regulation and the Cyprus Personal Data Protection Law (Law 125(I)/2018)).
  • Not uploading content that is unlawful, defamatory, discriminatory, or infringes any third-party rights.

ClubFellow acts as a data processor on behalf of club admins. We will follow admin instructions within the scope of the Service and as permitted by law.

5. Prohibited Conduct

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable laws.
  • Harass, abuse, threaten, or intimidate other users.
  • Post content that is fraudulent, defamatory, obscene, or violates third-party intellectual property rights.
  • Attempt to gain unauthorised access to any part of the Service or other users' accounts.
  • Scrape, crawl, or systematically extract data from the Service.
  • Use the Service to transmit spam, malware, or any harmful code.
  • Impersonate any person or entity or misrepresent your affiliation.

Violation of these rules may result in immediate account suspension or termination without refund.

6. Fees, Subscriptions & Payments

ClubFellow operates on a transparent fee structure with no hidden charges:

Free Tier: All clubs start on the Free tier at no cost. The Free tier includes core features (announcements, events, polls, member management) for clubs with up to 100 members. No payment is required from the club admin to create or run a club on the Free tier.

Pro Subscription: Club admins may upgrade to Pro via Stripe Checkout at the following rates:

  • €7.00 per month (billed monthly)
  • €65.00 per year (billed annually — approximately 23% saving)

Pro unlocks: multiple admins, analytics dashboard, bulk push notifications, CSV data export, white-label membership cards, and priority support. Subscriptions are billed in advance and renew automatically unless cancelled.

Member Subscription Commission: When a member pays a membership fee to a club through the Service, ClubFellow charges a platform commission of 1.5% of the transaction amount (minimum €0.80, maximum €1.50 per transaction). This commission covers payment processing costs and platform operation. The commission may be passed through to the paying member or absorbed by the club — this is configurable per club by the admin.

All prices are quoted in Euros and are inclusive of applicable VAT where required by law.

Refund Policy: Pro subscription fees are refundable in full within 14 days of payment if the club has not processed any member payments during that period. Subscription fees are non-refundable once the 14-day window has passed or once member payments have been processed, except where required by applicable consumer protection law. Platform commission charges are non-refundable once a transaction has been processed. To request a refund, contact support@clubfellow.app.

We reserve the right to change our pricing at any time with 30 days' notice to existing customers by email.

7. Intellectual Property

ClubFellow and its original content, features, and functionality are owned by ClubFellow and are protected by applicable intellectual property laws. You retain ownership of any content you submit (announcements, event descriptions, etc.) but grant ClubFellow a non-exclusive, royalty-free, worldwide licence to host, store, and display such content solely for the purpose of operating the Service.

You represent and warrant that you have all rights necessary to grant this licence and that your content does not infringe any third-party rights.

8. Termination

Either party may terminate the relationship at any time. You may delete your account via the in-app settings (Settings → Delete Account), which will permanently anonymise your personal data in accordance with our Privacy Policy and GDPR.

We reserve the right to suspend or terminate your account immediately, without notice or liability, if you breach these Terms or if we are required to do so by law. Upon termination, your right to use the Service ceases immediately. Provisions that by their nature should survive termination (including limitation of liability, indemnification, and governing law) shall remain in effect.

9. Disclaimer of Warranties

The Service is provided on an "AS IS" and "AS AVAILABLE" basis without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that the Service will be uninterrupted, error-free, or free of viruses or other harmful components. We do not warrant the accuracy or completeness of any content on the Service. We may modify, suspend, or discontinue the Service (or any part of it) at any time with reasonable prior notice where practicable.

10. Limitation of Liability

To the maximum extent permitted by applicable law, ClubFellow and the individual(s) operating it shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, goodwill, or other intangible losses, resulting from:

  • your access to or use of, or inability to access or use, the Service;
  • any conduct or content of any third party on the Service;
  • any content obtained from the Service; or
  • unauthorised access, use, or alteration of your transmissions or content.

In no event shall ClubFellow's total liability to you for all claims exceed the greater of €50.00 or the total amount you paid to ClubFellow in the 12 months preceding the claim.

11. Indemnification

You agree to defend, indemnify, and hold harmless ClubFellow and the individual(s) operating it from any claims, damages, obligations, losses, liabilities, costs, or expenses (including reasonable legal fees) arising from: (i) your use of the Service; (ii) your violation of these Terms; (iii) your violation of any third-party rights, including privacy or intellectual property rights; or (iv) any content you submit to the Service.

12. Changes to Terms

We reserve the right to modify these Terms at any time. If we make material changes, we will notify you by email or via a prominent in-app notice at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes your acceptance of the revised Terms. If you do not agree to the new terms, you must stop using the Service and may delete your account.

13. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Republic of Cyprus and applicable European Union law, without regard to conflict of law principles.

Any dispute arising out of or in connection with these Terms shall first be attempted to be resolved amicably by contacting us at support@clubfellow.app. If unresolved within 30 days, disputes shall be subject to the exclusive jurisdiction of the courts of the Republic of Cyprus.

If you are an EU consumer, you may also use the European Commission's Online Dispute Resolution platform at https://ec.europa.eu/consumers/odr.

14. Contact

For any questions, concerns, or legal notices regarding these Terms of Service, please contact us at:
ClubFellow
support@clubfellow.app