Terms of Service

By accessing or using ClubSentinel (“the Service”), you agree to be bound by these Terms of Service (“Terms”) and our Privacy Policy. If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

If you do not agree to these Terms, you must not use the Service.

ClubSentinel is a health and safety compliance management platform provided by SentinelHQ Limited (Company No. 17242389, registered in England and Wales) (“we”, “us”, “our”). It provides tools to help sports clubs and similar organisations manage incidents, training, inspections, documents, assets, and compliance records.

SentinelHQ Limited · Registered in England & Wales · Company No. 17242389

The Service is provided on a software-as-a-service (SaaS) basis and is accessed via a web browser. We reserve the right to modify, suspend, or discontinue features of the Service at any time, with reasonable notice.

To use the Service, you must create an account. You are responsible for:

• Keeping your login credentials secure and confidential.
• All activity that occurs under your account.
• Ensuring that all users you invite to your club account comply with these Terms.
• Notifying us promptly at hello@sentinelhq.co.uk if you suspect unauthorised access to your account.

You must be at least 18 years old to create an account. Account credentials must not be shared between individuals, each user must have their own account.

Access to the Service requires a valid paid subscription (or an active free trial). Subscription fees are set out on our pricing page and may be updated with 30 days' notice.

• Subscriptions are billed in advance on a monthly or annual basis.
• Payment is normally taken by card. Where agreed in advance, we may instead invoice you for the same subscription on the same monthly or annual terms. Invoices are payable within 30 days of the invoice date, and we can quote a purchase order number on request. To arrange this, contact us at hello@sentinelhq.co.uk before subscribing.
• Fees are non-refundable except where required by applicable law.
• Failure to pay, including an invoice left unpaid beyond its due date, may result in suspension or termination of your account.
• All prices are exclusive of VAT, which will be added where applicable.

You agree not to use the Service to:

• Upload false, misleading, or fraudulent health and safety records.
• Attempt to gain unauthorised access to any other club's data.
• Reverse engineer, decompile, or attempt to extract the source code of the Service.
• Use the Service for any unlawful purpose or in violation of any applicable regulations.
• Transmit viruses, malware, or other malicious code.
• Scrape, crawl, or systematically extract data from the Service.
• Use the Service in a way that places an unreasonable load on our infrastructure.

We reserve the right to suspend accounts that violate this policy without prior notice.

You own your data. All records, documents, and information entered into ClubSentinel by your club remain the property of your club (the Data Controller). You grant us a limited licence to store and process that data solely for the purpose of providing the Service.

We do not use your club's operational data to train models, sell to third parties, or for any purpose other than delivering the Service to you.

Upon termination, you may export your data within the 30-day retention window. After that period, data is permanently deleted.

The ClubSentinel platform, including its software, design, features, and documentation, is owned by SentinelHQ Limited (Company No. 17242389, registered in England and Wales) and protected by copyright, trademark, and other intellectual property laws.

Your subscription grants you a limited, non-exclusive, non-transferable licence to use the Service. You may not copy, reproduce, distribute, or create derivative works of the platform without our prior written consent.

You retain all rights to content and records you create within the Service.

ClubSentinel is a management and record-keeping tool. It is not a substitute for professional health and safety advice, qualified H&S consultancy, or compliance with your legal obligations under applicable health and safety legislation.

To the maximum extent permitted by law:

• We are not liable for any indirect, incidental, special, or consequential loss arising from your use of the Service.
• Our total liability to you in any 12-month period shall not exceed the subscription fees you paid to us in that period.
• We make no warranty that the Service will be error-free, uninterrupted, or fit for any particular purpose beyond its stated features.

Nothing in these Terms limits our liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded by law.

By you: You may cancel your subscription at any time via your account settings or by contacting us. Your access will continue until the end of the current billing period.

By us: We may terminate or suspend your account immediately if you materially breach these Terms, fail to pay, or if we decide to discontinue the Service. We will give at least 30 days' notice of service discontinuation except in cases of breach.

On termination, your right to access the Service ceases. We will retain your data for 30 days to allow export, after which it will be permanently deleted.

These Terms are governed by the laws of England and Wales. Any dispute arising from or related to these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

We may update these Terms at any time. We will notify you by email or in-app notice at least 14 days before material changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

For any questions about these Terms: