Legal
Terms & Conditions
Version 21 October 2026 (2026-10-21.2). SquadPilot OS, Glasgow, Scotland. Notices: billing@squadpilot.app.
Two short sets of terms. The club terms are the contract with the organisation that subscribes. The people terms are for a parent, player, or coach who uses the app because their club does.
Club terms
1. Acceptance
The customer is the club, charity, or coaching business named at signup. The person who accepts these terms warrants they can bind that organisation. Opening an account or continuing to use the product after we notify a change is acceptance of the version then in force, except where the law requires a fresh agreement.
2. Changes
We may update these terms. The version is 2026-10-21.2. We will tell the club before a change that affects price or the contract. The club may cancel before that change applies.
3. The service
SquadPilot OS is hosted software for running a grassroots club: memberships, team money, Gift Aid preparation, expenses, events, venues, training plans, and the other modules in the app. We provide it with reasonable care and skill. We do not guarantee uninterrupted availability.
We are not the club’s bank, not a payment institution, and not the club’s examiner or accountant. We do not submit a Gift Aid claim, book a council pitch, or award a football accreditation.
4. Subscription and fees
Published plans, including VAT: Starter, up to 100 active members, £15 a month; Growth, up to 300, £50 a month; Club Pro, up to 1,200, £200 a month. Above 1,200 members the price is agreed with us, not at checkout. Every module in the product is included. There is no setup fee and no per-module fee.
Membership collections are charged at Adfin's standard rate, 1% + 20p, on every plan. That rate does not change when the club moves up a plan. It is the cost of a collection on the club’s own payment account, not a surcharge on the parent. A new active member is refused when the club is at its plan cap, until the club moves up a plan.
5. Trial, billing, and ending
A new subscription includes a 14-day trial. The first charge is taken when the trial ends. Cancel during the trial and that charge is not taken. After the trial the subscription renews monthly until cancelled. Cancellation takes effect at the end of the period already paid for.
Our fee is billed by us, separately from money parents pay the club. Card or Direct Debit details for that fee are entered on our provider’s page. We store an identifier, not the card or account number. If a renewal fails, the club can keep using the product while it is retried, and cannot add new active members once the subscription is closed for non-payment. People already on the club stay.
We may change the subscription price with notice before the renewal it applies to. The club may cancel before that renewal.
6. The club’s responsibilities
The club decides who has a login, keeps those credentials safe, and removes access when someone should no longer have it. It makes sure coaches, parents, and players know these people terms and the club’s own privacy notice. It has a lawful basis before it adds anyone, including a child. It uses equipment that can run a current browser.
The club must not upload unlawful content, try to read another club’s data, or resell the service. We may suspend access for a serious breach, fraud, or non-payment.
7. Data protection
For player, parent, coach, Gift Aid, medical, and other records the club puts in the product, the club is the controller and we are the processor. The processing terms are part of this contract. For our own customer record — the club name, billing contact, plan, and invoices — we are the controller. The privacy notice explains that.
8. Payments the club collects
Membership Direct Debit runs on the club’s own GoCardless account. Card payments for a camp, a festival, a ticketed night, or a donation run on the club’s own Stripe account. The club accepts that provider’s terms when it connects the account. Payouts go to the club’s bank. We do not hold a reserve, and we do not take the parent’s payment into an account of ours.
The club is responsible for the amounts it collects, for telling parents what they are paying, and for refunds and disputes on its own account. It must not submit a payment that is not a real club charge.
9. Ownership
Data the club enters belongs to the club. We host it to provide the service. The software, name, and documentation stay ours. On exit the club may export its data. We keep tax records for about six years, then delete them. Other club data is deleted after the grace period in the privacy notice.
10. Liability
Nothing in these terms limits liability for death or personal injury caused by negligence, or for fraud. Subject to that, our total liability to the club arising from these terms or the service is limited to the SquadPilot fees the club paid in the 12 months before the claim.
A person contracting as a consumer, or an unincorporated club, keeps any rights under the Consumer Rights Act 2015 that these terms cannot take away.
11. Law
These terms, and the processing terms linked from them, are the agreement for the subscription. Scots law applies. The Scottish courts have exclusive jurisdiction. The Contract (Third Party Rights) (Scotland) Act 2017 does not give anyone else a right to enforce these terms.
Parents, players, and coaches
You are using SquadPilot because a club has invited you. You need to be 18, or using it with a parent or guardian. A child’s record is the club’s. We do not sign children up from the public website.
The club’s own membership rules and privacy notice apply to you as well. Where those rules and these terms disagree about the software, these terms apply to the software. Money you pay for subs, a camp, a ticket, or a donation is paid to the club’s own payment account. For a copy of your record, or to correct it, ask the club. They decide what is held and why.
Keep your login to yourself. Do not try to open another club’s data. Scots law applies to these people terms, and the Scottish courts have exclusive jurisdiction.