Terms of Use

Accounts are for the people a club works with: athletes, their parents and guardians, coaches, team managers and club staff. An account is created by a club, claimed through an invitation a club sends, or created by a parent or guardian in order to register with a club.

You need to be 13 or older to have your own ClubHub account. Athletes under 13 do not have their own accounts: a parent or guardian holds the account for that family. An athlete aged 13 or over may have an account where a parent or guardian has agreed to it. If you are under 19, a parent or guardian accepts these terms on your behalf.

Your access to a club's information ends when your role with that club ends. Your account itself stays yours.

• Your account is yours alone. Do not share your password or let anyone else use it.
• Tell your club or us straight away if you think someone else has access to it.
• Keep your contact details current. Your club relies on them to reach you.

Use it for club business: registration, teams, schedules, and communication about club activities.

Do not:

• Post or send anything abusive, harassing, threatening, discriminatory, sexual or otherwise inappropriate.
• Share other people's personal information, including contact details, medical information or photographs, outside ClubHub or without permission.
• Take screenshots of rosters, contact lists or medical information and share them elsewhere.
• Use ClubHub to advertise, sell or promote anything your club has not approved.
• Try to reach parts of the system, or information about other people, that your role does not give you.
• Interfere with, copy or reverse engineer the software.

Anything you do in ClubHub is club activity. Your club's codes of conduct apply here exactly as they apply in person.

Please read this part before you use messaging.

• Messages in ClubHub are club communication, not private communication.
• A parent or guardian is included in conversations between an athlete and a coach. A second adult is present by design. It is not a comment on anyone involved.
• Club administrators can review conversations to keep athletes safe and to look into concerns raised under the club's own process, not to read ordinary conversation for interest.
• Messages are kept for the periods set out in the Privacy Policy. If a concern is being investigated, related messages are preserved until the matter is closed.
• ClubHub is not the only place your club puts important information. Anything critical is also sent by email.

If you have a concern about someone's conduct, including in messages, use your club's own process. If anyone is in immediate danger, contact emergency services first.

When you register for a program, you are registering with your club. The club sets the programs, the prices, the registration windows, the waivers and its refund policy. Read the club's refund policy on its registration page before you pay.

Payments go to your club, not to us. Card payments are processed by Stripe on your club's own Stripe account. Your club is the merchant: its name appears on your card statement, and it is the club that receives the money. Your card details go directly to Stripe and never touch your club or ClubHub.

Processing fees. Where your club chooses to pass them on, processing fees of 4.0% plus $0.30 are added to the program price and shown as one line before you pay. That one line covers Stripe's share and ClubHub's together; there is no second charge underneath it. Processing fees are not refundable, including when a registration is withdrawn or a program is cancelled, because the card processor keeps its cost whatever happens afterwards. You are asked to acknowledge this before you pay.

Refunds. Whether and when a program fee is refunded is your club's decision under its refund policy. A refund returns the program fee to the card that paid it. If you believe a charge is wrong, contact your club first: it can see the order, refund it, and answer questions about it far faster than a dispute through your bank, which the club then has to answer.

Waivers. When you sign a waiver in ClubHub, we keep a record of the name on the account that signed, the time, and the exact document as it read at that moment. That record is your club's and is how a signature can be shown to have happened.

How we handle your personal information, including information about children, is set out in our Privacy Policy. Please read it. It explains what is held, who can see it, where it is stored and for how long. Your club decides what is collected; we run the system that holds it.

ClubHub is a service your club uses. We are not a party to your registration with the club, to the club's programs, or to any decision the club makes about teams, placement, conduct or refunds. Questions about those go to your club. Questions about the system itself come to us through the Support page.

Your club may suspend or remove your access to its information if you break these terms or its own codes of conduct, or when your role with the club ends. We may suspend an account that is being used to attack the system or other people on it. Serious matters within a club are handled under that club's own process.

We work to keep ClubHub available and accurate, but we cannot promise it will always be available or error free. Do not rely on it alone for anything time critical or safety critical. Confirm important arrangements with your coach or your club.

To the extent the law allows, VDT Sites is not liable for loss arising from your use of ClubHub, from information in it being unavailable, delayed or incorrect, or from anything your club decides. Nothing here limits liability that cannot be limited by law.

We may update these terms. The date at the top is the version. If a change is significant we will tell you and ask you to accept the new version before you carry on.

About your club, its programs or a charge: contact your club. About ClubHub itself: the Support page explains how to reach us.