Terms of Service

Access to the Platform is granted by your club administrator. You are responsible for keeping your login credentials confidential. You must not share your password with any other person or allow anyone else to access the Platform using your account.

You must notify your club administrator immediately if you believe your account has been accessed without your authorisation. Proletics is not liable for any loss or damage resulting from unauthorised access to your account where you have failed to keep your credentials secure.

You must provide accurate information when your account is created and keep that information up to date. Accounts created using false or misleading information may be suspended without notice.

The Platform is provided to support the legitimate operational needs of sports clubs — including athlete management, scheduling, attendance, progression tracking, billing, and communication between club members.

You agree to use the Platform only for its intended purposes and in a manner that is lawful, respectful, and consistent with these Terms. You are responsible for all activity that occurs under your account.

Club administrators are responsible for ensuring that all members they grant access to are aware of and comply with these Terms.

Some plans include limits on the number of athletes, sports, training groups, or venues you may record. Where a plan has such limits, they are set out on our pricing page and applied within the Platform.

Where a plan is described as offering unlimited use, we do not apply a numerical cap, and we do not expect any club to encounter one. Unlimited use is offered on a fair use basis: it is intended to support the operations of a single sports club, however large that club grows.

We may contact you to discuss a more suitable arrangement where your use of the Platform materially exceeds the scale a plan is designed for — for example, where one account is used to administer a national governing body, a federation of otherwise independent clubs, or an organisation whose size places a disproportionate load on the Platform.

If that happens, we will contact you first, explain why, and give you no less than 30 days to either agree a suitable plan or export your data. We will not suspend, restrict, or degrade your account for exceeding fair use without giving you that notice and that opportunity to respond.

Fair use is not a hidden limit, and we will not invoke it to penalise ordinary growth. A club growing from 50 athletes to 500 is precisely what these plans are for.

Proletics is committed to ensuring the Platform is a safe environment for all users. The Platform must not be used as a vehicle for abuse, harassment, bullying, or intimidation of any person — including staff, coaches, parents, guardians, or athletes.

The following behaviours are expressly prohibited in any communication facilitated through the Platform, including messages, notes, and any other user-generated content:

• —Sending threatening, abusive, discriminatory, or offensive messages to any user.
• —Harassing, intimidating, or persistently contacting a user who has asked not to be contacted.
• —Publishing or sharing false or defamatory statements about any individual.
• —Sharing private or personal information about another person without their consent.
• —Using language or imagery that is racist, sexist, homophobic, transphobic, or otherwise discriminatory or demeaning.
• —Targeting athletes — particularly minors — with any content that is inappropriate, exploitative, or could cause harm.
• —Using the messaging or notes features to bully, demean, or humiliate athletes, parents, or club staff.

If you receive abusive communications through the Platform, contact your club administrator immediately. Clubs are required to investigate complaints promptly and take appropriate action. Where conduct may constitute a criminal offence — including stalking, harassment under the Protection from Harassment Act 1997, or malicious communications — the matter should be reported to the police.

Proletics reserves the right to review flagged communications and to suspend or permanently remove access for any user whose conduct violates this section, without prior notice.

Many Platform users are minors. The protection of children and young people is a paramount concern. All users must comply with their club's safeguarding policy and relevant legislation, including the Children Act 1989 and the Children Act 2004.

The following conduct relating to minors is strictly prohibited and may constitute a criminal offence:

• —Any contact with a minor that a reasonable person would consider inappropriate, grooming, or exploitative.
• —Accessing, storing, or transmitting any indecent image or content involving a minor.
• —Using any feature of the Platform to solicit or facilitate inappropriate contact with a minor outside the Platform.
• —Disclosing the personal details of a minor (including location, schedule, or photographs) to any unauthorised person.

If you become aware of any conduct on the Platform that raises a safeguarding concern, you must report it to your club's designated safeguarding officer immediately. Where there is an immediate risk of harm, contact the police or local authority children's services directly.

Your use of the Platform involves the processing of personal data. We process personal data in accordance with our Privacy Policy (available on request from hello@proletics.club), which forms part of these Terms.

Where the Platform processes personal data on behalf of a club (for example, athlete records and attendance data), the club acts as the data controller and Proletics acts as the data processor. Clubs are responsible for ensuring they have a lawful basis to process the personal data they hold in the Platform, and for obtaining any consents required under UK GDPR.

You must not use the Platform to collect, store, or process personal data beyond what is necessary for legitimate club operations. You must not store sensitive personal data — such as medical or health records — in free-text fields unless the Platform is specifically designed and documented for that purpose.

You are solely responsible for any content you submit to the Platform, including messages, notes, and athlete records. By submitting content, you confirm that it is accurate, lawful, and does not violate the rights of any third party.

Proletics does not routinely monitor user-generated content but reserves the right to review, remove, or restrict access to any content that is reported as violating these Terms or that we reasonably believe to be unlawful or harmful.

Proletics and club administrators each reserve the right to suspend or permanently revoke access to the Platform for any user who violates these Terms, with or without prior notice and without liability to you.

In cases of serious misuse — including but not limited to abuse of other users, safeguarding violations, or attempts to compromise Platform security — Proletics may take any or all of the following steps:

• —Immediately suspend or permanently remove the user's account.
• —Preserve relevant records and disclose them to law enforcement or regulatory authorities where required or permitted by law.
• —Notify the affected club, affected users, and, where appropriate, the relevant regulatory body (such as the ICO or a sport's national governing body).
• —Take legal action to recover damages or to obtain an injunction.

Termination of access does not affect any rights or obligations that have accrued prior to termination, including Proletics' right to pursue claims for breaches of these Terms.

The Platform is provided “as is” and “as available”. To the fullest extent permitted by law, Proletics excludes all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

Proletics shall not be liable for any indirect, incidental, special, or consequential losses arising from your use of the Platform, including loss of data, loss of revenue, or reputational harm.

Subject to the paragraph below, Proletics' total liability to a club arising out of or in connection with these Terms (including the Data Processing Agreement) — whether in contract, tort, or otherwise — is capped at the total fees paid by that club to Proletics in the 12 months immediately preceding the event giving rise to the claim, or £1,000, whichever is greater.

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law.

We may update these Terms from time to time. When we do, we will update the effective date at the top of this page. Where changes are material, we will notify club administrators by email. Continued use of the Platform after changes are posted constitutes acceptance of the updated Terms.

If you have questions about these Terms, wish to report a violation, or need to raise a safeguarding or abuse concern relating to the Platform, please contact us at hello@proletics.club.

These Terms are governed by the laws of England and Wales. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.