Club terms of service

These are the terms between your club and Dobl Ltd, trading as ClubTitan (registered in England and Wales, company number 16739677; registered office 10 Hamilton Avenue, Henley-on-Thames RG9 1SH). We've kept them short and in plain English on purpose. The short version: the platform is free, your money goes to your club's own account, your data is yours, and you can leave whenever you like.

If you're a member, parent or player using the app, this page isn't yours — the member terms of use cover your relationship with ClubTitan.

Your club runs itself. How your club is set up and run, and how it uses ClubTitan, is your club’s responsibility.

Your club keeps to the latest rules. That means the law and its governing body’s latest rules and guidance. Guidance in ClubTitan names its source, and the source has the latest.

Your club covers claims caused by how it is run. If someone makes a claim against ClubTitan because of how your club is run, your club covers it, unless ClubTitan caused it.

1. Who is agreeing, and on whose behalf

Most grassroots clubs are unincorporated associations, so this agreement is accepted by a person on the club's behalf. When you create a club (or accept an administrator role that carries these terms), you confirm that you have the club's authority — typically from its committee — to enter this agreement for it. A club that is a company or a charity accepts through an officer its board or committee has authorised. The club accepts these terms, the fees schedule and the data processing agreement together, in one acceptance in the app by a club administrator with the club's authority, recorded against the club with their name, the time and the version.

2. The service

ClubTitan is a club management platform: registration, payments, availability, matches and events, messaging and a club website, in one place.

The core of ClubTitan is free for every club, of every size, and always will be: registration and membership, payments, availability and team selection, fixtures, matches and results, club-wide messaging, the app, your club website and migration in from your current platform. There is no subscription to use ClubTitan and no membership levels. A club that takes payments through ClubTitan pays only the fees on each payment set out in Payments and fees. We work to keep every club's costs as low as they can be, and free wherever we can.

A few premium features cost us a great deal to run. Where one does, and only to keep it running to the standard we aim for, we may add a small charge for it, including for a feature your club already uses. We tell your club in writing at least three months before any charge starts, the price is clear before your club chooses, and your club decides whether to keep using it. If your club does not choose to pay for it, only that feature switches off on the day the charge starts; your club’s data stays, and everything else carries on as before. Your club can always run on ClubTitan without paying for any of them.

These terms cover every ClubTitan feature, including features your club has not switched on and features we release later — payments by card and by bank, lift sharing, sign-ins for 13 to 17-year-olds, messages from your club's own WhatsApp number, the club website and custom domains, the shop, camps and bookings, fundraising, digital membership passes, AI drafting help and migration from another platform. When your club switches a feature on, these terms, the fees schedule and the data processing agreement already apply to it; we never ask you to sign again for a feature, only when a material change is made to these terms (Changes to these terms).

Your club can connect its own accounting software, such as QuickBooks Online. An admin with the right to manage the club's money makes the connection and can end it at any time. While it is connected, ClubTitan reads the club's books and, where the club sets it up, records the club's payments, receipts and bills in them. The accounting software's own terms apply to your club's account with that provider.

3. Payments and fees

A club can use ClubTitan without taking any payments through it, and then pays nothing. Where it does take payments, they are processed by our payment providers (Stripe for cards, and GoCardless for payments by bank). Your club connects its own payment account; money paid to the club goes directly into that account. ClubTitan never holds, pools or touches club funds. The provider's own terms apply to the club's account with them, and on Stripe's standard integration, payment disputes and chargebacks are handled between the club and Stripe.

Our standard fee is 0.72% of each payment made through the platform, collected automatically as part of the transaction, on top of the provider's own processing fee. That fee is how ClubTitan is funded. Where a club turns on fundraising or the shop, those features' revenue share (stated in the fees schedule) is collected the same way, as part of the transaction. When a payment is refunded, we return our fee — we never profit from a refund; the provider's fee is theirs and is not returned, and the club chooses per refund whether to absorb it or pass it on. All fees, optional extras and refund mechanics are set out in the fees schedule, which forms part of these terms.

If a ClubTitan invoice is still unpaid 30 days after we issue it, we may collect it by adding the amount owed to our fee on the next payment your club receives through ClubTitan that can cover it, or, if it is larger than that payment, by adding part of it to our fee on payments of £10 or more until it is paid. Your statement shows each amount as a recovered invoice. If one of those payments is refunded later, the recovered amount is not refunded, because it paid your invoice.

4. Accounts and roles

You're responsible for keeping your sign-in details secure and for what happens under your account. Club administrators are responsible for who they grant roles to within their club, and for removing access when someone leaves. Tell us straight away if you believe an account has been compromised.

5. Running your club

ClubTitan is the software your club uses to run itself. Your club decides how it is set up and run, and how it uses ClubTitan. That covers:

• who joins, and in which teams or groups;
• who coaches, helps or holds a role;
• what checks and training those people have;
• how activities are organised and supervised;
• what is published and sent;
• what is charged and refunded;
• which features and settings are switched on.

Those decisions, and what your club's officers, coaches, volunteers and members do with ClubTitan, are your club's responsibility. People your club gives a role are told, when they take it on, that your club and ClubTitan may contact them by app, e-mail, text or WhatsApp about club matters and their role.

Your club is responsible for knowing and following the law and the rules and guidance of its governing body, league and any other organisation it belongs to, as they stand at the time. That includes safeguarding, health and safety, data protection, equality, charity, fundraising and consumer law. ClubTitan helps your club with these. It does not do them for your club, confirm to your club or anyone else that they are done, or tell your club each time they change.

Safeguarding stays with your club. Your club:

• keeps its own safeguarding policy;
• names its welfare or safeguarding officer;
• makes sure the people who work with children, or with adults at risk, have the checks and training its governing body or the law requires;
• decides and acts on concerns through the routes its governing body sets (or, where it has none, its local authority's).

A safeguarding concern raised through ClubTitan's concern route is sealed to your club's safeguarding leads. ClubTitan's staff cannot open it, and are not told about individual concerns raised through the concern route. ClubTitan sees only that a concern was raised and whether it has been picked up, and it is opened by anyone outside your club only as set out in Automatic steps for an unopened concern, below, or where the law compels it. ClubTitan is not a safeguarding service. If someone sends safeguarding information to ClubTitan support instead, we do not assess or decide it: we point the person to your club's welfare or safeguarding officer and to the external routes (its governing body's safeguarding team, the NSPCC, the police), and we may pass it to the right body where the law requires. If we reasonably believe someone is at immediate risk, we may contact the emergency services or the relevant safeguarding authority, and your club agrees that we may.

ClubTitan is not a safety net. Your club is responsible for dealing with every safeguarding concern raised by or about anyone at your club, through its own safeguarding policy and its governing body's routes, whether or not the concern was raised through ClubTitan. ClubTitan's concern route includes automatic steps that aim to help when a concern has not been picked up at your club (Automatic steps for an unopened concern, below). We take reasonable care in how we run them. But they are a help we offer, not a safeguarding or monitoring service, and we do not promise that any step will happen, or happen by a particular time. A step can be late or not happen at all, for example during a service outage, when contact details are wrong or out of date, or when an outside body does not respond. Nothing ClubTitan does, or does not do, under those steps takes away or reduces your club's responsibility. Your club must not rely on those steps in place of its own arrangements, and it tells people who raise concerns that they can always go straight to its governing body, the police or the NSPCC.

Your club holds the insurance a club of its kind should hold for its activities. For many clubs that is the cover arranged through their governing body or league.

Automatic steps for an unopened concern. Your club authorises ClubTitan, in advance, to do any of the following with a safeguarding concern raised through ClubTitan's concern route. Every step is automatic: nobody at ClubTitan reads the concern or takes part in any step.

• send the concern's record to an outside professional when one of your club's safeguarding leads shares it with them, and send a person's own words when the person who raised the concern chooses to send them;
• if your club's safeguarding leads have not opened it, tell your club's officers that a safeguarding concern has not been opened, using the contact details we hold, including by app, e-mail, text or WhatsApp. The notice says nothing about what the concern is or who raised it, and never goes to a person the raiser chose to leave out;
• if it has still not been opened, share that one concern, for a limited time and with the name of the person who raised it, with the safeguarding officer of your club's County FA (or the equivalent body for your club's sport) at the official contact details we hold, or with The FA's safeguarding case team, including where the person who raised it asks for that. We may tell the person who raised the concern before we do, and your club's safeguarding leads after.

The paragraph ClubTitan is not a safety net, above, applies to all of these steps.

When ClubTitan shares a concern with an outside body, it sends a secure link to the address that body publishes on its own official website. We check those addresses regularly, and if a message cannot be delivered we send it to The FA instead. We can make sure the link is sent. We cannot make sure that anyone opens it or acts on it, or when, or where the body's own systems file it.

ClubTitan decides how these automatic steps work. For the sharing they involve, ClubTitan acts as a data controller under data protection law, and is responsible for that sharing being lawful.

6. Guidance, templates and reminders

To help your club, ClubTitan shows guidance, templates, checklists, suggested settings and reminders. For example: a governing body's guidance at the moment it is relevant, a policy to adopt, or a reminder that a check is due. Where something comes from an official source, we name the source, say when we last checked it, and link to it.

The source is the authority. Rules and guidance change, and the version on the source's own site is the one that applies. We take care when we add guidance and aim to keep it current. We do not promise that what ClubTitan shows is complete, the latest version, or right for your club. Check the source before your club relies on it.

Guidance and templates in ClubTitan are general. They are not advice about your club's own circumstances. Your club decides whether and how to use them, and takes its own advice where it needs to.

A reminder is a help, not a guarantee. If ClubTitan does not remind your club about something, it may still need doing.

7. The club's responsibilities as data controller

The club decides what member data is collected and why, so the club is the data controller for its members' data and ClubTitan is its processor. That means the club is responsible for:

• giving its members its own privacy notice — we provide a ready-to-adapt template so this takes minutes, not a legal budget;
• having a lawful basis for the data it collects through the platform;
• keeping the data it holds accurate, and collecting only what it needs;
• its own safeguarding policy and obligations, as set out in Running your club;
• keeping the dates of its people's criminal record checks (DBS, PVG or AccessNI) and courses accurate in the app;
• recording, through its welfare or safeguarding officer, any adult who must not see a child's information because of a court order or similar restriction;
• keeping the short appropriate policy document the law requires for DBS and safeguarding data — we provide one for the club to adopt.

When you create a club you accept our club data-processing agreement on the club's behalf; it forms part of these terms and governs how we process member data on the club's instructions. Our sub-processors are published at /legal/subprocessors.

8. Acceptable use and content

Everyone on ClubTitan — clubs, admins, members — is bound by the acceptable use and content policy, which forms part of these terms. It covers prohibited content, the rules for photos of children, takedowns, and how to report content. Club administrators are additionally responsible for what their club publishes on its site and news pages, and act as the first line of moderation for their club's content.

9. Keeping people safe from illegal and harmful content

ClubTitan is used by families, and many of the people at a club are children. This section explains how we protect everyone who uses ClubTitan from illegal content, and how we protect children from content that is harmful to them. What may not be posted is set out in the acceptable use and content policy.

Illegal content. Nobody may post or share illegal content on ClubTitan. That includes terrorism content, child sexual abuse material or any attempt to groom a child, and other illegal content such as threats, hatred, fraud, intimate images shared without consent, and the sale of weapons or drugs.

Reporting it. Anyone can report content, with or without an account. In the app, report the message itself. For a page on a club’s website, use the Complaints link at the foot of the page, or email reports@clubtitan.com.

Who looks at a report. A reported message is reviewed by your club’s welfare officer, or by its complaints officer if it is about conduct, applying ClubTitan’s rules. ClubTitan is the backstop: a report emailed to reports@clubtitan.com comes to us, not only to the club, and we step in where a club does not act. You are told when your report has been reviewed, but not what was decided.

Taking it down, and how quickly. The officer reviewing a report can hide a message straight away, and it is then removed for everyone in the conversation. A club’s administrators can unpublish a page on its website. We aim to look at a report of illegal content within one working day. Where a child may be at risk, we act on the content first and look into it afterwards.

No automatic scanning. ClubTitan does not use proactive technology to detect illegal content: nothing scans messages, photos or files automatically. We rely on the protections in this section, on reports, and on people reviewing them. We report child sexual abuse material to the National Crime Agency, as the law requires.

Complaints and appeals. If you are unhappy with how a report was handled, or something you posted was removed or your account was restricted, you can complain or appeal. Our complaints and appeals procedure says how, and how long each step takes.

How children are protected from harmful content. None of these may be posted anywhere on ClubTitan: pornography; content that encourages suicide, self-harm or an eating disorder; abuse or hatred aimed at people for who they are; bullying; violent content; dangerous challenges or stunts; and content encouraging the use of harmful substances. Whatever the kind, the same protections keep it away from children:

• A child under 13 cannot have their own account.
• A young person aged 13 to 17 can only read and reply in a conversation that one of their own parents or guardians is also in, so no adult can message a child out of their family’s sight.
• There are no public comments, feeds, recommendations, livestreams or public profiles, so nothing is pushed to a child and no stranger can contact one.
• A club’s public pages are written by its officials, and anything a member submits is held until the club approves it.
• A young player is named on a club’s public pages only where their family’s consent allows, and a photo of a child is published only with their parent or guardian’s consent, with its location data removed.
• A child’s location is never collected.

Bullying is the harm a child is most likely to meet here, through words about them on a club’s pages. Against it, the club controls every word it publishes, a family can withdraw consent at any time, and anyone can report what was written.

10. Your club's content, and ours

The club's content — its crest, photos, news, results, match reports and everything it and its members put in — belongs to the club and its members. You give ClubTitan a non-exclusive, royalty-free, worldwide licence to host, store, display, resize, format and back up that content, and to show it:

• to your own members, on your club's website and in the app;
• to people at other clubs, leagues, schools and organisations on ClubTitan, and to the public, where it is relevant to them — for example in a feed for your league or your area, or when something your club does is worth telling more people about;
• always with your club named as the source, and always within the permissions your members have given — a photo or a child's name goes no further than the permission for it allows.

You can stop any item being shown beyond your club at any time, and it comes down from those places within one working day. Deleting an item ends the licence for it, except for copies people have already shared under your club's name. We never sell your content, use it to advertise someone else's product, or use it to train or build other products.

The platform itself — the software, design and branding of ClubTitan — is ours.

11. Club websites and domains

Every club gets a website. To publish it, your club first connects a payment account (Stripe or GoCardless); it does not have to take any payments through it. A club that takes no payments at all can ask us to publish without one, and we agree where that is the case. If your club connects a custom domain, the club buys and owns that domain directly with the registrar — we pass it through without markup, and there is never a fee or friction to take your domain elsewhere. The optional premium website tier and its volume-based waiver are priced in the fees schedule.

12. Optional extras, fundraising and AI

• Paid extras (premium website, extra storage, premium AI) are always clearly priced before you turn them on and can be turned off at any time — see the fees schedule. A premium feature that starts to carry a charge under The service is a paid extra too: three months’ notice, a clear price, and your club’s choice.
• Fundraising tools are limited to formats UK law allows without a licence (skill-based competitions and genuinely free prize draws), and a club's own society lottery remains the club's registration and responsibility. ClubTitan is software, never a lottery operator or promoter, and never takes a percentage of society-lottery proceeds. On the licence-free formats our revenue share is stated plainly in the fees schedule and on each campaign page.
• AI features work under the rules in our AI transparency statement, which forms part of these terms: AI drafts, humans approve, and AI never publishes, sends or moves money on its own.
• Migration from another platform is governed by the migration terms, which form part of these terms when your club uses the migration service.

13. Suspension and termination

We can suspend or remove accounts, content or clubs that seriously or repeatedly break these terms or the acceptable use policy. Where children's safety is involved, we act first and explain second. Otherwise we'll warn before we act where that's reasonable, and we'll always tell you what happened and how to appeal. How to complain or appeal is set out in our complaints and appeals procedure.

14. Leaving ClubTitan

The club owns its data and can leave whenever it likes: export is built in — the club can download its data in open formats at any time, without asking us — and leaving requires no permission, notice period or exit fee. If a club stops using ClubTitan, we delete its data on the schedule in our privacy notice and the data processing agreement, keeping only what the law requires us to keep.

15. Warranties, liability and indemnities

We provide ClubTitan with reasonable skill and care and work to keep it available and your data safe. We cannot promise that it will be uninterrupted or free of errors, or that it suits every purpose your club has.

ClubTitan is responsible for its own service. It is not responsible for:

• (a) how your club is set up and run, its activities and its decisions, including decisions made using information, guidance or reminders in ClubTitan;
• (b) what your club, its officers, coaches, volunteers and members put into ClubTitan, publish or send through it;
• (c) services your club uses alongside ClubTitan, such as its payment provider, accounting software, domain registrar or governing body's systems. Their own terms cover those.

Nothing in this paragraph excuses ClubTitan's own breach of these terms or its own negligence, including guidance ClubTitan itself got wrong through its own negligence. The paragraphs below on loss and on the total limit still apply to those.

Neither side is liable to the other for loss of profit, revenue, funding or goodwill, or for indirect or consequential loss. This does not limit what your club covers under the paragraph on claims below.

ClubTitan's total liability to the club, under these terms and the data processing agreement together, is limited to the greater of the fees the club paid ClubTitan in the 12 months before the claim and £10,000.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be excluded or limited.

Your club will cover ClubTitan for any claim someone else brings against ClubTitan or its directors, staff or contractors, and the reasonable costs of dealing with it, to the extent the claim arises from:

• how your club is set up or run;
• its activities;
• its content;
• its breach of these terms or of the law.

The claimant might be a member, a parent, a child or another organisation. This does not apply to the extent the claim was caused by ClubTitan's own breach of these terms or its own negligence. We will tell your club promptly about any such claim, let it take part in how the claim is handled, and not settle it without asking your club first.

Each side is responsible for its own breaches of these terms and of data protection law. Where both are liable to a person, each bears the share that matches its responsibility.

If your club does not have its own legal identity (it is not a company, a CIO or a similar body), what it owes under these terms, including covering claims, is met from the club's own funds, property and insurance. Nobody becomes personally liable just because they accepted these terms for the club or hold a role in it. This does not protect anyone from liability for their own fraud, dishonesty or wilful misconduct.

The limits in this section, and your club's cover for claims, also protect ClubTitan's directors, staff and contractors, who may rely on them. Your club's claims about ClubTitan are made against Dobl Ltd, not against any of them personally, except for fraud or anything else the law does not allow to be excluded.

16. Changes to these terms

We may update these terms as the product grows. If a change matters, we'll tell clubs directly and in advance — never bury it — and a material change will ask for fresh acceptance. A charge for a premium feature, made with the notice The service describes, does not ask for fresh acceptance.

If ClubTitan's business moves. ClubTitan may transfer this agreement, with its rights and duties under it, to a company in its group or to a buyer of its business, which then runs the service on the same terms. We tell your club in writing when this happens. The data processing agreement's duties pass unchanged, and a club that objects can leave at any time, as Leaving ClubTitan sets out. Your club may not transfer this agreement to anyone else without our agreement.

17. Law and contact

These terms are governed by the laws of England and Wales, and disputes belong to the courts there. Questions about these terms: privacy@clubtitan.com. Version 1 · last updated November 2026.