Terms of Service

VolleyClubHQ is software that volleyball clubs use to run their club: teams and rosters, schedules, family accounts, messages and announcements, events and tryouts, documents, payments and reports. Each club gets its own site (for example, yourclub.volleyclubhq.com). Features depend on the plan the Club chooses.

The person who signs up is the Club's first administrator and confirms they're authorized to agree to these Terms for the Club. The Club decides who gets access to its site and what role they have. Keep your password private; you're responsible for activity under your account. Tell us right away through the Help page if you think an account has been misused.

• Free plan. Where a plan is offered at no yearly charge (for example, Basics for clubs with 1–5 teams), no card is needed to sign up. It's free on one condition: the Club connects its own Stripe account within 14 days of opening and keeps card payments available to its families (families may still pay by cash or check). If Stripe isn't connected after 14 days, or is disconnected later, the Club's site is paused — admins can still reach Settings to connect Stripe or choose a paid plan, and nothing is deleted. A club that grows past the free plan's team limit moves to a paid plan to add more teams.
• New clubs on a paid plan get a 15-day free trial of the plan they choose. A card is required to start the trial; nothing is charged during it.
• When the trial ends, the plan's yearly price is charged to the card on file for one year of service.
• Plans renew automatically every year at the then-current price, charged to the card on file, until the Club cancels. We'll give at least 30 days' notice before a price change takes effect at a renewal.
• Upgrades take effect right away, and the prorated difference for the rest of the year is charged then. Downgrades take effect at the next renewal.
• Add-ons and allowances. The Tryouts add-on covers 12 months. Each plan includes a number of “Fill in from a flyer” reads per month (they start over on the 1st); extra reads bought in a pack are for the month they're bought in. Add-ons and packs are non-refundable.
• Prices don't include taxes, which are added where required.

An administrator can cancel any time in Settings → Plan. Cancelling stops the next renewal; the Club keeps access until the end of the trial or the year already paid for. Cancel before the trial ends and you won't be charged. Except where the law requires otherwise, payments are non-refundable, including for unused time.

If a renewal payment fails, we'll retry it and let the Club's admins know. After a 14-day grace period the Club's site becomes read-only until the payment goes through — families can still sign in, view and pay what they owe, but nothing new can be added.

Clubs can collect money from families (dues, fees, events, lessons) through the Club's own Stripe account, Venmo, or in person. Those payments are between the Club and its families: the Club sets its prices and policies and handles refunds and disputes. Card payments are processed by Stripe under Stripe's terms; VolleyClubHQ never stores card numbers. VolleyClubHQ charges a platform fee on each card payment — a percentage set by the Club's plan, never more than the plan's per-payment cap — shown on the pricing page and in Settings, in addition to Stripe's own processing fees. It's taken from the Club's share of the payment. The Club chooses whether it covers Stripe's fee or passes it on to families.

The Club owns the information it and its members put into VolleyClubHQ. You give us permission to store and process it only to run and improve the service and to support you. We don't sell it. Clubs can export their data (for example rosters and contacts) at any time. Our Privacy Policy explains how we handle personal information.

• Fill in from a flyer sends the flyer the Club uploads to an AI service (Anthropic's Claude, through Amazon Bedrock) to read the event details. Results can be wrong — the Club checks the form before saving.
• Google Sheets sync: when the Club links a Google Sheet (for example, a Google Form's responses), VolleyClubHQ reads that sheet every 15 minutes until the event is over, to add new sign-ups.
• Private links (uniform forms, sign-up management, tryout offers) work without signing in. Anyone with the link can use it, so the Club sends them only to the right family.

VolleyClubHQ is used by clubs whose athletes are often minors. The Club is responsible for having permission from each athlete's parent or guardian to collect and share that athlete's information (such as name, birthdate, photo and team) and for any waivers and consents its sport and region require. Athlete accounts are only for athletes 13 and older, added by their club with a parent or guardian on the same account. VolleyClubHQ is built so athletes are never in private one-on-one chats with adults and are never emailed without a parent included.

Don't use VolleyClubHQ to:

• send spam or email people who haven't agreed to hear from your club — when you email past event guests, you're responsible for having their permission (every such email includes an unsubscribe link, and unsubscribes are always honored);
• upload flyers, documents or photos you don't have the right to use;
• harass, bully or endanger anyone, or share content that's illegal or inappropriate for young athletes;
• upload viruses, try to break into accounts or other clubs' data, or overload the service;
• resell or copy the service, or use it to build a competing product.

To protect everyone's email delivery, we may pause a Club's email if too many of its messages bounce or are marked as spam. We may suspend accounts that break these rules.

We work to keep VolleyClubHQ running and secure, but we can't promise it will always be available or error-free. We may add, change or remove features over time. If we make a change that significantly reduces a paid plan, we'll let the Club know in advance.

The service is provided "as is." To the fullest extent the law allows, VolleyClubHQ isn't liable for indirect, incidental or consequential damages, lost profits or lost data, and our total liability for any claim is limited to the amount the Club paid us in the 12 months before the claim.

The Club can stop using VolleyClubHQ by cancelling. We can end or suspend service for serious or repeated violations of these Terms or for non-payment. After a subscription ends, a Club's site becomes read-only; we may delete its data 90 days after that unless it renews.

We may update these Terms. If a change is significant, we'll notify Club administrators before it takes effect. Continuing to use the service after that means you accept the updated Terms.

These Terms are governed by the laws of the State of Missouri, without regard to its conflict-of-laws rules.

Questions about these Terms? Reach us through our Help page. Support is by email.