Terms of Service

1. Service Provider

The service is provided by Bartosz Olchówka, a sole proprietorship (JDG) registered at: ul. Reja 55/54, 50-343 Wrocław, Poland, VAT ID: PL8451894280 (hereinafter: "ClubSystem" or "Provider").

Contact: contact@clubsystem.app

2. Scope of Service

ClubSystem is a software-as-a-service (SaaS) platform for managing table reservations and other resources at sports venues. The service includes:

• an online booking system accessible to the club's end customers,
• an administrative panel for club owners and staff,
• SMS notifications for end customers,
• table, schedule, and availability management,
• reservation reports and statistics.

A detailed list of features is available at clubsystem.app/features/.

3. Registration and Conclusion of Agreement

The service agreement is concluded upon completion of the registration process and confirmation of the email address by the Customer. Registration requires acceptance of these Terms of Service and the Privacy Policy.

The service is available to natural persons conducting business activity or legal entities (hereinafter: "Club" or "Customer").

4. Free Trial Period

Upon registration, the Customer receives a free trial period of 14 days from the date of account activation (email address confirmation). During this time, access to all features of the service is unrestricted.

After the trial period expires, without activating a paid subscription, access to the service will be restricted. Club data is retained for 30 days, during which the Customer may activate a subscription or download their data.

5. Subscription and Fees

Using ClubSystem after the trial period requires a paid subscription. Current pricing is available at clubsystem.app.

The billing model is based on the number of active tables at the Club:

• a monthly or annual fee per active table,
• for annual plans, the fee is charged upfront for the full year and is non-refundable for the unused period (unless the Provider terminates the agreement due to the Provider's fault),
• for monthly plans, the fee is charged upfront at the beginning of each billing period.

The Provider reserves the right to modify pricing with 30 days' notice communicated to the Customer via email.

6. Payments and Invoices

Payments are processed through the Stripe payment operator. The Provider issues VAT invoices or receipts in accordance with applicable tax regulations. Invoices are sent by email to the address provided during registration.

For B2B transactions where the Customer is a VAT-registered entity in the EU outside Poland, the reverse charge mechanism may apply — in such cases the invoice is issued without VAT with a note that the buyer is obligated to account for VAT.

Failure to pay on time may result in restricted access after a 3-day grace period from the payment due date. The Provider may charge statutory interest for late payment.

7. Data Ownership

Data entered by the Club into the system (including the Club's end-customer data, reservation history, and configuration) belongs to the Club. The Provider processes this data solely for the purpose of providing the service, in accordance with the Privacy Policy and the Data Processing Agreement (DPA).

The Provider does not use Club data for any purpose other than providing the service and ensuring its security and reliability.

8. Service Level and Liability

The Provider makes every effort to ensure the highest possible system availability but does not guarantee uninterrupted access to the service. Maintenance work or failures may occasionally affect service availability.

The Provider's liability to the Customer is limited to the fees paid by the Customer during the 3 months preceding the event causing the damage. The Provider is not liable for indirect damages, lost profits, or damages resulting from business decisions made based on data from the system.

8.1. SMS delivery

SMS messages are delivered through third-party SMS gateways and the recipient's mobile network operator. The Provider currently uses SMSAPI.pl (LINK Mobility Poland Sp. z o.o., Poland) and GatewayAPI (ONLINECITY.IO ApS, Denmark), both established in the EU and listed as sub-processors in the Data Processing Agreement.

The Provider does not guarantee the delivery or the delivery time of any individual message. Messages may be delayed, filtered or rejected by mobile network operators for reasons beyond the Provider's control, including anti-spam and anti-phishing filtering. The Provider may change the SMS gateway used, or route an individual message through a backup gateway, at any time and without prior notice, including automatically during an outage. Any change of the sub-processors themselves is subject to the notice period in Article 5 of the Data Processing Agreement.

At the Club's request, the Provider may configure a custom sender name for the Club's messages, subject to the technical limits of the GSM standard (maximum 11 characters, Latin alphabet, no replies possible). The Club warrants that it is entitled to use the requested name and that the name does not infringe the rights of third parties, in particular trade marks, and shall be liable for any claims arising from its use. The Provider may refuse a name that does not meet the requirements of the gateway or of mobile network operators. Where a message is sent through the backup gateway, it is sent under the Provider's default sender name.

SMS messages are sent from a sender that cannot receive replies. Replies sent by end customers to such messages are not delivered to the Club or to the Provider.

9. Termination and Data Export

The Club may cancel its subscription at any time via the admin panel or by contacting the Provider by email. Access to the service remains active until the end of the paid billing period, after which the account enters read-only mode. The unused portion of the billing period is non-refundable.

The Provider may discontinue the service with 30 days' notice, communicated to the Customer by email.

After termination of the agreement, the Customer has 30 days to download their data. After this period, data may be permanently deleted. The Provider will make data available for export in a widely accessible format (JSON or CSV).

The Provider may terminate the agreement with immediate effect in the case of a serious breach of these Terms by the Customer, including: violation of law, attempted unauthorized access to the system, provision of access to unauthorized persons, or non-payment for more than 30 days past the due date.

10. Personal Data Protection

The principles for processing personal data are described in the Privacy Policy.

The Provider acts as a data processor for the Club's end-customer personal data (within the meaning of Art. 28 GDPR) and acts solely on the documented instructions of the Club as data controller. By accepting these Terms of Service, the Club simultaneously enters into the Data Processing Agreement, which forms an integral part of the Service agreement.

11. Force Majeure

Neither party shall be liable for failure or delay in performance of its obligations if such failure is caused by circumstances beyond that party's control (force majeure), including: natural disasters, war, cyberattacks on critical infrastructure, power or internet connectivity outages.

The party affected by force majeure must promptly notify the other party of such circumstances.

12. Governing Law and Jurisdiction

These Terms of Service are governed by Polish law. Any disputes arising from the agreement shall be resolved by the parties amicably where possible. In case of disagreement, the court with jurisdiction over the Provider's registered office — a court in Wrocław, Poland — shall have jurisdiction.

13. Changes to Terms

The Provider reserves the right to amend these Terms of Service. Customers will be informed of material changes by email with at least 30 days' notice. Continued use of the service after changes take effect constitutes acceptance. If you do not accept the changes, you have the right to terminate the agreement before they take effect.

14. Final Provisions

These Terms of Service take effect on March 11, 2026 and apply to all new Customers from that date. Existing Customers will be notified in accordance with the procedure described in Section 13.

Matters not regulated by these Terms are governed by the Polish Civil Code, the Act on Providing Electronic Services, and the GDPR.

The Polish language version of these Terms is available at clubsystem.app/pl/regulamin/.