Terms of service

1. Who these terms are between

They are between you — the club, school or organisation using ClubDock — and Pigeonhole Early Years Ltd, a company registered in England and Wales (number 17014216) whose registered office is at 12 Cooper Road, Bristol, BS9 3RA, United Kingdom. In these terms "we" and "us" mean that company, and "you" means your organisation.

By creating a club you accept these terms. If you are accepting on behalf of an organisation, you confirm you are entitled to do so.

2. What we provide

ClubDock is software for running out-of-school childcare: taking bookings, recording attendance, tracking what parents owe you and communicating with them. We provide it as a service over the internet; there is nothing to install.

We will provide it with reasonable skill and care, and try to keep it available at all times. We do not promise it will never be unavailable — we will give you notice of planned maintenance where we can, and keep it short.

3. What it costs

• £15 a month, whatever the size of your club. We are not currently VAT registered, so there is no VAT to add.
• Free for the first 30 days, with no card required. We will not ask for payment details until you choose to subscribe.
• No per-booking fee, no setup fee and no charge per child or per site.
• Payment is by card, monthly in advance, through Stripe. We do not see or store your card number.

We may change the price. If we do, you keep the price you signed up to for as long as your subscription continues without interruption. A change will only ever apply to a new subscription, and we will tell you at least 30 days before it takes effect.

4. Your free trial, and what happens at the end of it

Your trial lasts 30 days from the day you create your club. It is the full product, not a limited version.

If you have not subscribed by the end of it, your club becomes read-only: you and your staff can still sign in, see everything and export your reports, and taking a register still works — but you cannot make changes and parents cannot make new bookings until you subscribe. Nothing is deleted, and subscribing restores everything immediately.

5. Ending it

You can cancel at any time from your billing settings. There is no notice period, no minimum term and no cancellation fee.

When you cancel, your club stays open until the end of the month you have already paid for, and then becomes read-only. We do not refund part of a month — see our refunds and cancellation policy.

We may suspend or end your access if you break these terms in a serious way, do not pay, or use ClubDock unlawfully. Except where the law requires otherwise or the breach makes it impossible, we will tell you first and give you a chance to put it right.

6. Your data

Your data remains yours. We claim no ownership of the information you or your parents put into ClubDock, and we do not use it for anything except providing the service to you.

For the personal information of your parents, children and staff, you are the data controller and we are your processor. Our data processing agreement forms part of these terms and sets out what that means.

You can export your reports as CSV at any time, including while read-only. If your club closes its account we keep your data for twelve months so that you can return or retrieve it, and then delete it permanently.

7. What you are responsible for

• Your relationship with your parents. The childcare contract is between you and them. Your prices, your terms, your cancellation policy, and any dispute about a place or a refund are yours — we provide the software that records them.
• Collecting your own money. Parents pay you directly. We record what is owed and what has arrived; we do not hold, collect or chase your income, and we are not responsible if a parent does not pay.
• The information you hold. Having a lawful basis for collecting it, telling families what you do with it, and keeping it accurate.
• Your legal obligations as a childcare provider, including registration, ratios, safeguarding and record-keeping. ClubDock helps you keep records; it does not make you compliant.
• Your accounts. Keeping access to staff accounts current, and removing people who leave.

8. What you must not do

• Use ClubDock unlawfully, or to store information you have no right to hold.
• Try to break into it, disrupt it, or access another club's data.
• Resell it or provide it as a service to another organisation without our agreement.
• Copy, decompile or attempt to extract its source code.
• Upload anything malicious.

9. If something goes wrong

Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited by law.

Subject to that, and because of what ClubDock costs, our total liability to you in any twelve-month period is limited to the amount you paid us in that period. We are not liable for lost profits, lost business or lost goodwill.

We are not liable for the consequences of information you or your parents enter incorrectly, for decisions you take using the service, or for a failure caused by something outside our reasonable control.

10. Changing these terms

We may update these terms. Where a change materially affects you we will give you at least 30 days' notice by email, and you may cancel before it takes effect if you do not accept it.

11. General

These terms are the whole agreement between us. If a court finds any part unenforceable, the rest continues to apply. Neither of us waives a right by not enforcing it immediately. You may not transfer these terms to someone else without our agreement.

They are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

12. Contacting us

Email support@clubdock.co.uk, or write to us at 12 Cooper Road, Bristol, BS9 3RA, United Kingdom.