Terms of use

1. What Medley is

Medley is online software that helps swimming clubs manage members, swimmers, meet entries, fees, safeguarding records and club communications. We may improve and change features over time; we won't take away something a club relies on without reasonable notice.

2. Accounts

• You must give accurate details, keep your password to yourself, and tell us at contact@medleysports.app if you think someone else has used your account.
• You must be 18 or over to hold an account. Swimmers under 18 are added by their club, and their parents or guardians manage their details.
• Each club decides who joins it and what role they have. A club can remove someone's access at any time.

3. The club's responsibilities

A club that subscribes to Medley is responsible for:

• having a lawful reason to record its members' and swimmers' information, and telling them about it (our privacy notice can help);
• giving access only to the people who need it, in the right roles;
• its own decisions, including safeguarding decisions. Medley records DBS and PVG checks and training and reminds clubs when they're due, but whether someone may work with children is always the club's decision under its governing body's rules;
• checking meet entries and exported files before sending them to a meet host or governing body.

Medley processes the club's members' information on the club's behalf under our data processing terms, which form part of these terms.

4. Using Medley properly

Don't use Medley to:

• post anything unlawful, abusive, threatening or discriminatory, or that puts a child at risk;
• share other people's personal information outside the club without good reason;
• try to get into accounts, clubs or data that aren't yours, or test our security without permission;
• send spam, or overload or disrupt the service.

Club admins can remove posts and messages. We may suspend an account that breaks these rules, and will tell the club why. Any concern about a child's safety should go to the club's Welfare Officer, or to the police or children's services if a child is in immediate danger.

5. Subscriptions and fees

• Clubs pay a subscription, currently £50 a month or £495 a year per club, in advance, by card through our payment provider, Stripe. Prices are shown on our website and on the club's invoices. Parents and other members use Medley free of charge.
• A new club can use Medley free for 60 days from when its workspace is created, with every feature and no payment details needed. A club that subscribes during the trial isn't charged until the trial ends. We'll contact the club before the trial ends. If it doesn't subscribe, we'll give it at least 14 days to export its data before access ends, and then delete the club's data as our privacy notice describes.
• The subscription renews each month or year unless the club cancels before the renewal date, which it can do at any time from Medley's Subscription page; it keeps access until the end of the period it has paid for. We'll remind clubs on the annual plan at least 30 days before renewal, and give at least 60 days' notice of any price change.
• A club can cancel at any time and keeps access until the end of the year it has paid for. We don't refund part-years, except where the law requires or we end the service early.
• If a subscription isn't paid, we'll tell the club and may pause access after 30 days. The club's information isn't deleted while paused.

6. Payments between clubs and families

When a club takes payments through Medley, such as meet entry fees, the family pays the club directly through the club's own Stripe or GoCardless account. Medley isn't a party to those payments, doesn't hold the money, and doesn't handle refunds: those are between the family and the club, and subject to Stripe's or GoCardless's terms. Medley shows the club what's been paid and what's owed.

7. The club's data

The club owns the information it puts into Medley. We use it only to provide Medley to the club. A club can ask for an export of its information at any time. When a club leaves Medley, we delete its information within 90 days, after giving it the chance to export.

8. Availability and support

We work to keep Medley available and secure, and back it up, but we can't promise it will never be interrupted, for example during maintenance or a problem with our hosting. Support is by email at contact@medleysports.app.

9. Other services

Medley works with other services: meet management software such as Hy-Tek and SPLASH, governing bodies' systems, Stripe, GoCardless and Google Calendar. We're not responsible for those services, and using them is subject to their own terms.

10. Our liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that can't legally be limited. If you use Medley as a consumer, your legal rights are not affected.
• We're not liable for losses we couldn't reasonably have foreseen, for a club's own decisions, or for loss of profit or business.
• Otherwise, our total liability to a club in any year is limited to the subscription fees the club paid us in the previous 12 months.

11. Ending the service

A club can stop using Medley at any time (see section 5). We can end a club's subscription with 90 days' notice, or straight away if the club seriously breaks these terms. If we ever stop providing Medley, we'll give clubs at least 90 days' notice, a refund of any unused subscription, and an export of their information.

12. Changes to these terms

We may update these terms. We'll tell clubs about significant changes at least 30 days before they apply. If a club doesn't agree, it can cancel before then and receive a refund for the unused part of its year.

13. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales can hear any dispute. If you live in Scotland or Northern Ireland, you can also bring proceedings in your own courts.