Terms of Service

1. Definitions

• "Account" means the account created by a Club Administrator to access the Service on behalf of a Club.
• "Club Administrator" means the individual who registers a Club and holds administrative rights over that Club's Account (role: club_admin).
• "Coach" means any individual granted access to the Service by a Club Administrator to manage teams, log Sessions, or view Player data (including head coaches and assistant coaches).
• "Player" means a child or adult athlete whose personal data (including performance, session, and wellness data) is recorded within the Service by a Club.
• "Parent/Guardian" means the parent, legal guardian, or other person holding parental responsibility for a Player who is a minor.
• "Personal Data", "Special Category Data", "Data Controller", "Data Processor", and "Processing" have the meanings given in the UK GDPR and the Data Protection Act 2018.
• "Content" means any data, text, images, session notes, wellness records, or other material submitted to the Service by a Club, Coach, Player, or Parent/Guardian.
• "Subscription Plan" means the Grassroots, Semi-Pro, or Professional tier (or successor tiers) selected or defaulted to by a Club, as described at Section 5.
• "Trial Period" means the free six (6) month period granted automatically to a new Club on registration, as described at Section 6.
• "Data Processing Agreement" or "DPA" means the separate data processing terms referred to at Section 8, which a Club Administrator accepts during registration and which governs Pixels Point's processing of Player and Parent/Guardian Personal Data on the Club's behalf.

2. Eligibility and Account Registration

2.1. To register a Club Administrator Account, you must be at least 18 years old and have the authority to bind the Club to these Terms.

2.2. The Service is designed to be administered by adults (Club Administrators and Coaches) on behalf of a Club. Players who are minors are not intended to register their own Accounts or access the Service directly at this time; their Personal Data is entered and managed by the Club. Where the Service is extended in future to allow direct access by Players or Parents/Guardians, updated terms and additional safeguards will apply before that functionality is made available.

2.3. You must provide accurate, current, and complete information during registration and keep it up to date. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your Account.

2.4. You must notify us promptly at enquirepixelspoint@pixelspoint.co.uk if you become aware of any unauthorised use of your Account.

3. The Club's Responsibilities

3.1. Where the Club (via its Administrators and Coaches) enters, uploads, or records Personal Data about Players and Parents/Guardians into the Service, the Club acts as the Data Controller of that Personal Data, and Pixels Point acts as a Data Processor, as set out in the Data Processing Agreement referred to at Section 8. This means the Club — not Pixels Point — is legally responsible for:

• obtaining any consents required from Parents/Guardians (or from Players themselves, where old enough and appropriate) before entering their Personal Data, including any health, wellness, or medical information, into the Service;
• ensuring it has a lawful basis to process such data, including under Article 9 UK GDPR for any Special Category Data (such as health or medical information);
• complying with its own safeguarding policies and obligations, and any applicable National Governing Body or league requirements concerning the welfare of children in sport;
• ensuring the accuracy of Player and Parent/Guardian data entered into the Service, and updating or removing it as necessary;
• responding to data subject rights requests from Players and Parents/Guardians in the first instance (Pixels Point will reasonably assist the Club in doing so, as set out in the DPA).

3.2. The Service is a tool to support coaching and club administration. It is not a substitute for, and must not be relied upon as, a safeguarding system, a medical record system, or a substitute for professional medical, psychological, or safeguarding advice. Any wellness or medical information recorded in the Service should be treated as supplementary to, not a replacement for, a Club's existing safeguarding and medical procedures.

3.3. Club Administrators are responsible for managing which Coaches have access to Player data within the Club's Account, including any medical or wellness data, and should only grant such access on a need-to-know basis consistent with each Coach's role.

4. The Service

4.1. Peak Performance AI is a multi-tier, AI-assisted coaching platform for sports clubs, providing tools that may include (depending on Subscription Plan): player and team management, session logging (including by voice), match preparation, AI-generated coaching reports and insights, direct messaging between coaches, and performance analytics.

4.2. Certain features of the Service use artificial intelligence, including third-party large language model technology, to generate summaries, reports, or suggestions from data entered into the Service. Section 9 sets out important information about the limitations of this functionality.

4.3. We may add, change, or remove features of the Service from time to time. We will give reasonable notice of any change that materially reduces the core functionality of a paid Subscription Plan.

5. Subscription Plans

5.1. The Service is offered on Grassroots, Semi-Pro, and Professional Subscription Plans, with features and pricing as published within the Service or communicated to you separately. New Clubs are not required to select a plan at registration; every new Club begins on a Trial Period as described at Section 6.

5.2. We may introduce new Subscription Plans, or vary the features or pricing of existing plans, from time to time. Where a change affects a Club's existing paid subscription, we will give at least thirty (30) days' notice before it takes effect.

6. Free Trial

6.1. Every new Club automatically receives a free trial period of six (6) months from the date its Account is first activated (i.e., the date the Club Administrator confirms their email address and successfully signs in for the first time), during which the Club has access to Semi-Pro-equivalent functionality at no charge.

6.2. Before the Trial Period ends, the Club Administrator will need to select and pay for a Subscription Plan via the Billing section of the Service in order to continue using the Service without interruption. We will provide reasonable advance notice before the Trial Period expires.

6.3. We reserve the right to amend the length or terms of future trial periods for new Clubs at our discretion; changes will not be applied retrospectively to a Trial Period already in progress.

7. Fees and Payment

7.1. Once a Club selects a paid Subscription Plan, fees are payable in advance on a recurring basis as set out at the time of selection. Payments are processed by our third-party payment processor, Stripe; Pixels Point does not itself store your full payment card details.

7.2. All fees are stated exclusive of VAT unless otherwise indicated, and VAT will be added where applicable at the prevailing rate.

7.3. If a payment fails or is not received when due, we may suspend the Club's access to paid features until payment is made, and may ultimately terminate the Account in accordance with Section 14 if payment remains outstanding.

7.4. Except as required by law or as we may agree at our discretion, fees are non-refundable, including where a Club chooses to downgrade or cancel part-way through a billing period.

8. Data Protection

8.1. Pixels Point takes data protection seriously, particularly given the nature of the data the Service handles, including data relating to children. Our Privacy Policy explains how we collect and use Personal Data relating to Club Administrators and Coaches (in respect of which Pixels Point is the Data Controller).

8.2. In respect of Player and Parent/Guardian Personal Data entered into the Service by a Club, Pixels Point acts as a Data Processor on the Club's behalf, under the terms of a Data Processing Agreement. By ticking the relevant box during registration, the Club Administrator confirms acceptance of the Data Processing Agreement on behalf of the Club. A current copy of the Data Processing Agreement is available on request from enquirepixelspoint@pixelspoint.co.uk.

8.3. Pixels Point will only process Player and Parent/Guardian Personal Data in accordance with the Club's documented instructions (as reflected in the Club's use of the Service's features), and will implement appropriate technical and organisational security measures as described in our Privacy Policy.

9. AI-Generated Content — Important Notice

9.1. Some features of the Service use artificial intelligence (including Anthropic's Claude models, accessed via API) to generate summaries, session reports, match preparation notes, or other insights based on data entered by Coaches.

9.2. AI-generated content is provided as a supportive tool only. It may contain inaccuracies, omissions, or errors, and must not be relied upon as a substitute for a Coach's own professional judgement, or for qualified medical, psychological, or safeguarding advice. Coaches and Club Administrators are responsible for reviewing AI-generated content for accuracy before relying on or acting upon it, particularly where it relates to a Player's health, wellness, or welfare.

9.3. Data submitted to generate AI content (which may include Player names, session details, and wellness-related information depending on how the Service is used) is transmitted to Anthropic, PBC as a sub-processor for the purpose of generating that content, on the terms described in our Privacy Policy and Data Processing Agreement. Anthropic's commercial terms contractually exclude this data from being used to train its underlying models. This processing takes place on Anthropic's infrastructure in the United States, safeguarded by the Standard Contractual Clauses and UK International Data Transfer Addendum incorporated into Anthropic's Data Processing Addendum, rather than by EU/UK data residency.

10. Acceptable Use

You agree not to, and not to permit any Coach or other person accessing the Service through your Account to:

• use the Service for any unlawful purpose, or in a way that infringes the rights of any Player, Parent/Guardian, or third party;
• upload any Content that is defamatory, obscene, discriminatory, or that could bring Pixels Point or the Service into disrepute;
• attempt to gain unauthorised access to any part of the Service, other Clubs' data, or the systems or networks connected to the Service;
• use the Service to process Personal Data about a Player where the Club does not have an appropriate lawful basis and, where required, valid consent to do so;
• reverse engineer, decompile, or attempt to extract the source code of the Service, save as permitted by law;
• use automated means to access or scrape the Service without our prior written consent.

11. Intellectual Property

11.1. All intellectual property rights in the Service, including its software, design, and branding (excluding Content you submit), belong to Pixels Point or its licensors. Nothing in these Terms transfers any such rights to you.

11.2. You retain ownership of the Content you submit to the Service. By submitting Content, you grant Pixels Point a limited, non-exclusive licence to host, store, and process that Content solely for the purpose of providing the Service to you.

12. Third-Party Services

The Service relies on certain third-party providers to operate, including: Supabase (database hosting and authentication, data hosted within the EU), Vercel (application hosting), Anthropic (AI processing, as described at Section 9), and Stripe (payment processing). Your use of the Service is also subject to the applicable terms of these providers where you interact with them directly (for example, when entering payment details via Stripe). Further detail is set out in our Privacy Policy.

13. Availability, Support, and Changes to the Service

13.1. We aim to keep the Service available at all times but do not guarantee uninterrupted or error-free operation. We may suspend access for maintenance, upgrades, or matters outside our reasonable control.

13.2. Support is available via enquirepixelspoint@pixelspoint.co.uk. We aim to respond to support enquiries within a reasonable time but do not guarantee specific response or resolution times unless separately agreed in writing.

14. Suspension and Termination

14.1. You may stop using the Service and close your Account at any time by contacting us at enquirepixelspoint@pixelspoint.co.uk.

14.2. We may suspend or terminate a Club's Account, with or without notice, if: (a) fees remain unpaid after being due; (b) we reasonably believe the Club has breached these Terms, including the Acceptable Use provisions at Section 10; (c) we reasonably believe continued provision of the Service would expose Pixels Point, the Club, or any Player to legal or safeguarding risk; or (d) we are required to do so by law.

14.3. On termination, we will retain or delete Personal Data in accordance with our Privacy Policy and the Data Processing Agreement. A Club may request an export of its Content prior to termination by contacting us.

15. Warranties and Disclaimers

15.1. The Service is provided "as is" and "as available". To the maximum extent permitted by law, we exclude all warranties, conditions, and representations not expressly set out in these Terms, whether implied by statute or otherwise, including as to satisfactory quality, fitness for a particular purpose, and non-infringement.

15.2. Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under English law.

16. Limitation of Liability

16.1. Subject to Section 15.2, our total aggregate liability to a Club arising out of or in connection with these Terms, whether in contract, tort (including negligence), or otherwise, shall not exceed the total fees paid by that Club to Pixels Point in the twelve (12) months preceding the event giving rise to the claim.

16.2. Subject to Section 15.2, we shall not be liable for any indirect, special, or consequential loss, or for any loss of profits, revenue, business opportunity, or data, arising out of or in connection with these Terms or the Service.

17. Indemnification

The Club agrees to indemnify and hold Pixels Point harmless against any claims, losses, or liabilities arising from: (a) the Club's breach of Section 3 (The Club's Responsibilities); (b) Content submitted by the Club, its Coaches, or other users of its Account; or (c) the Club's failure to obtain any necessary consent or have a lawful basis for the Personal Data it processes through the Service.

18. Safeguarding

The Service is a coaching and administration tool. It is not designed, and must not be used, as a replacement for a Club's statutory or best-practice safeguarding responsibilities towards children and young people. Any concern about the welfare or safety of a child must be raised through the Club's own safeguarding officer and relevant statutory channels, and not solely recorded within the Service.

19. General

19.1. Governing Law and Jurisdiction. These Terms are governed by the laws of England and Wales, and the courts of England and Wales shall have exclusive jurisdiction over any dispute arising from them.

19.2. Changes to these Terms. We may update these Terms from time to time. Where changes are material, we will provide reasonable notice (for example, by email or an in-Service notice) before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

19.3. Severability. If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect.

19.4. Entire Agreement. These Terms, together with our Privacy Policy and the Data Processing Agreement, constitute the entire agreement between the Club and Pixels Point relating to the Service.

19.5. Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets, provided the assignee agrees to be bound by these Terms.

20. Contact Us

Pixels Point Ltd

Company number: 11129649

Registered office: 44 Stornoway Road, Birmingham, England, B35 6NT

Email: enquirepixelspoint@pixelspoint.co.uk