Clubloop Customer Terms

These Clubloop Customer Terms (the “Terms”) are a legally binding agreement between Clubloop, LLC, doing business as Clubloop (“Clubloop,” “we,” “us,” or “our”), and the person or organization that accesses or uses the Services (“you”). If you purchase or administer a subscription for a private club, association, organization, or other entity, that entity is the “Customer,” and you represent that you have authority to bind it to these Terms. Clubloop and Customer may each be a “Party” and together the “Parties.”

These Terms govern clubloop.com and related websites (the “Site”), Clubloop mobile and web applications, club administration and platform portals, booking and communications tools, and related services we provide (collectively, the “Services”). By checking the acceptance box, submitting an order, creating an account, or using the Services, you agree to these Terms and our Privacy Policy. If you do not agree, do not use the Services.

1. Customers, Administrators, and End Users

A Customer may authorize club superadministrators, administrators, staff, members, guests, contractors, and other end users (“End Users”) to use its Clubloop workspace. Customer controls its workspace, assigns roles and permissions, and is responsible for the acts and omissions of its End Users. An End User may belong to more than one Customer, but each Customer’s workspace, permissions, content, and operational data remain separate. A member account does not receive staff or administrative authority unless the Customer separately assigns an authorized role.

The person accepting these Terms for a Customer represents that they are at least 18 years old and have authority to enter into this agreement. Customer is responsible for determining whether minors may use its workspace and for obtaining any legally required parent or guardian consent.

2. Orders and Subscription Plans

An “Order” means the subscription selection and Customer information submitted through our online signup flow or another written order accepted by Clubloop. The Order identifies the selected plan, the selected billing interval (monthly or annual), the current price for that interval, the one-time implementation and onboarding fee, included member capacity, and any additional commercial terms. If an Order conflicts with these Terms, the Order controls only for the specific commercial term in conflict.

Clubloop plans are based on the number of active member-role memberships in a Customer workspace. Staff, club administrators, and club superadministrators do not count against the member limit unless an Order says otherwise. Customer may not exceed its plan limit. When the limit is reached, additional member activation and imports may be blocked until Clubloop approves an upgrade. Customer may request an upgrade through the Services; any increased fee applies when the upgrade becomes effective.

Customer is responsible for maintaining accurate membership data. Clubloop provides import and administration tools but is not the Customer’s membership accounting or dues-management system of record.

3. Subscription Start and Payment Authorization

The subscription begins when Stripe confirms checkout. Clubloop will charge the payment method when checkout succeeds for the first billing period at the billing interval selected in the Order and the disclosed one-time implementation and onboarding fee, and paid service begins immediately. The onboarding fee covers the standard launch services described in the Order or signup flow and does not recur. Clubloop does not offer free trial periods unless expressly stated in a written Order accepted by Clubloop.

Customer authorizes Clubloop and its payment processor to charge the payment method for the first billing period at checkout and to make recurring charges at each renewal until the subscription is canceled. The 30-day money-back guarantee described in Section 6 applies to the Customer’s first payment.

4. Billing, Renewal, and Cancellation

Subscription fees are billed in advance at the start of each billing period at the price and billing interval shown in the Order. Customer may select monthly or annual billing. Annual plans are priced at the equivalent of ten monthly payments, and each annual charge prepays a full year of service. The implementation and onboarding fee is charged only with the initial Order and is not included in later subscription renewals. There is no minimum term and no long-term commitment: the subscription simply renews automatically at the selected billing interval until it is canceled.

A subscription on monthly billing may be canceled at any time through the cancellation control in the Clubloop admin console. Cancellation stops future renewals and becomes effective at the end of the then-current monthly billing period; service continues until that date.

A subscription on annual billing is prepaid for the year and renews automatically each year. Customer may request cancellation of an annual subscription at any time through the admin console or by emailing info@clubloop.com; Clubloop support will process the request, and cancellation becomes effective at the end of the then-current annual billing period unless Clubloop confirms a different effective date in writing.

5. Payment Method, Taxes, and Failed Payments

Payments are processed by Stripe. Customer authorizes Stripe and Clubloop to store a payment-method token and charge all fees, taxes, and other amounts due under the Order and these Terms. Clubloop does not receive or store the complete card number. Customer must keep its billing and payment information current.

Prices do not include applicable sales, use, excise, value-added, or similar taxes. Customer is responsible for those taxes except taxes based on Clubloop’s net income. If Customer is legally tax-exempt, it must provide valid documentation before the applicable charge.

If a payment fails, Clubloop may retry the payment and provide a 14-calendar-day grace period beginning on the failed payment date. Access may continue during the grace period. If the amount remains unpaid when the grace period ends, Clubloop may suspend the Customer workspace, block End User access, and later terminate the subscription. Suspension does not waive amounts due. Clubloop may restore access after all past-due amounts are paid.

6. Cancellations, Non-Renewal, and Refunds

Every plan is covered by a 30-day money-back guarantee — if Clubloop is not right for your club in the first 30 days, contact us and we will refund the initial checkout payment, including the onboarding fee, in full. To use the guarantee, Customer must request a refund within 30 days of the initial purchase through the Clubloop admin console or by emailing info@clubloop.com. The guarantee applies once per Customer, covers a full refund of the Customer’s initial subscription and onboarding payment, and ends the subscription when the refund is issued.

Cancellation stops future renewals but does not shorten the billing period already paid for: a monthly cancellation becomes effective at the end of the current monthly billing period, and an annual cancellation becomes effective at the end of the current annual billing period.

Except for the 30-day money-back guarantee described above, where required by law, or as expressly stated in an Order, payments are non-refundable and Clubloop does not provide credits for partial billing periods, unused features, decreased membership, or periods in which Customer elected not to use the Services. These Terms do not limit any non-waivable cancellation or refund right.

7. Plan, Price, and Service Changes

Clubloop may improve, modify, or discontinue features. We will not materially reduce the core paid Services during a paid billing period without providing a commercially reasonable substitute, except where a change is required for security, legal compliance, third-party platform requirements, or to prevent harm.

Price changes will not apply during a billing period Customer has already paid for. We will provide at least 30 days’ notice before a price change applies to a renewal, and Customer may cancel before the new price takes effect. A downgrade is subject to the Customer meeting the lower plan’s member limit and ordinarily takes effect at the start of the next billing period.

8. Customer Data and Member Information

“Customer Data” means information, content, branding, member records, booking information, messages, files, and other data submitted to a Customer workspace. As between the Parties, Customer retains its rights in Customer Data. Customer grants Clubloop a non-exclusive, worldwide, limited license to host, copy, transmit, display, modify, and otherwise process Customer Data only as reasonably necessary to provide, secure, support, and improve the Services, comply with law, and enforce these Terms.

Customer represents that it has all rights, notices, consents, and lawful bases required to import and process Customer Data and to direct Clubloop to process it. This includes member contact information and any information used for email, SMS, push notifications, location features, dining, court, fitness, massage, golf, or other reservations. Customer is responsible for the accuracy of imported records and for responding to its members’ questions about club policies and club-controlled data.

Customer must not submit protected health information subject to HIPAA, payment-card data, Social Security numbers, government authentication credentials, or similarly sensitive regulated data unless Clubloop has expressly agreed in writing to support that data type.

9. Privacy, Security, and Multi-Tenancy

Our collection and use of personal information are described in the Privacy Policy. Where applicable, Customer determines the purposes for which member information is used in its workspace and Clubloop processes that information to provide the Services. Customer remains responsible for its own privacy notices, internal policies, permissions, and legal obligations.

Clubloop uses administrative, technical, and organizational safeguards designed to protect Customer Data and logically separates each Customer workspace. No system is completely secure, and Customer is responsible for safeguarding administrator credentials, assigning least-privilege permissions, promptly removing access that is no longer appropriate, and notifying Clubloop of suspected unauthorized use.

10. Communications Features

If Customer enables email, SMS, push notification, or other communications features, Customer is responsible for the content and recipients of those communications and for obtaining and honoring legally required consent, opt-out, and suppression preferences. Usage-based communications, dedicated sending resources, or third-party messaging services may require separate fees or terms disclosed before activation.

11. Acceptable Use

Customer and End Users may not:

• use the Services unlawfully, deceptively, abusively, or to violate another person’s rights;
• upload malicious code, attempt unauthorized access, bypass security controls, or interfere with the Services;
• scrape, probe, reverse engineer, copy, or resell the Services except as permitted by law or a written agreement;
• send spam or communications to recipients without required permission;
• impersonate another person or misrepresent authority, identity, affiliation, or membership; or
• use the Services to build or train a competing product without Clubloop’s written permission.

Clubloop may investigate suspected violations and remove content or suspend access where reasonably necessary to protect the Services, Customers, End Users, or others.

12. Bookings and Club Operations

Clubloop provides tools that Customers may configure for activities, personal training, group fitness, massage, dining, courts, lessons, tee times, events, and other services. The Customer—not Clubloop—is responsible for availability, staffing, capacity, pricing, cancellation, guest, safety, accessibility, and refund policies for club-provided activities. A reservation in Clubloop does not make Clubloop the provider of the underlying club service.

13. Third-Party Services

The Services may interoperate with Stripe, Firebase, cloud hosting, mapping, email, SMS, app stores, and other third-party services. Third-party services are governed by their own terms and privacy practices. Clubloop is not responsible for third-party services outside its reasonable control, but we may replace or discontinue an integration when reasonably necessary.

14. Clubloop Ownership and License

Clubloop and its licensors own the Services, software, designs, documentation, trademarks, and related intellectual property, excluding Customer Data. During an active subscription, Clubloop grants Customer a limited, non-exclusive, non-transferable, non-sublicensable right to permit its authorized End Users to access and use the Services for Customer’s internal club operations. No rights are granted except as expressly stated.

If Customer or an End User provides suggestions or feedback, Clubloop may use it without restriction or compensation, but Clubloop will not publicly identify the source without permission.

15. Confidentiality

Each Party may receive non-public information that a reasonable person would understand to be confidential. The receiving Party will use that information only to perform under these Terms and will protect it using reasonable care. This obligation does not apply to information that is public through no breach, already lawfully known, independently developed, or lawfully received without restriction. A Party may disclose confidential information when legally required after giving notice where permitted.

16. Suspension and Termination

Clubloop may suspend or limit access for nonpayment, a material breach, a security threat, unlawful use, or conduct likely to harm the Services or others. When reasonably practicable, we will provide notice and an opportunity to cure. We may terminate these Terms for an uncured material breach after 30 days’ written notice, or immediately for unlawful conduct, fraud, deliberate security abuse, or a breach that cannot reasonably be cured.

Customer may terminate for Clubloop’s uncured material breach after giving written notice describing the breach and at least 30 days to cure. Upon expiration or termination, access ends and all accrued payment obligations remain due. Customer should export needed data before the effective termination date. Clubloop may delete Customer Data after a reasonable post-termination period, subject to applicable law, backup cycles, and the Privacy Policy.

17. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” CLUBLOOP DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. CLUBLOOP DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE OR THAT CUSTOMER DATA WILL NEVER BE LOST OR ACCESSED WITHOUT AUTHORIZATION. THESE DISCLAIMERS DO NOT LIMIT WARRANTIES THAT CANNOT LAWFULLY BE DISCLAIMED.

18. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, GOODWILL, OR DATA, ARISING OUT OF THESE TERMS, EVEN IF ADVISED OF THE POSSIBILITY. EXCEPT FOR CUSTOMER’S PAYMENT OBLIGATIONS, A PARTY’S INDEMNIFICATION OBLIGATIONS, FRAUD, WILLFUL MISCONDUCT, OR LIABILITY THAT CANNOT BE LIMITED BY LAW, EACH PARTY’S TOTAL AGGREGATE LIABILITY ARISING OUT OF THESE TERMS WILL NOT EXCEED THE FEES PAID OR PAYABLE BY CUSTOMER TO CLUBLOOP DURING THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.

19. Indemnification

Customer will defend and indemnify Clubloop and its personnel from third-party claims arising from Customer Data, Customer’s club operations or underlying services, Customer’s violation of law, or Customer’s or its End Users’ material breach of these Terms. Clubloop will defend and indemnify Customer from a third-party claim that Customer’s authorized use of the Services infringes a United States patent, copyright, or trademark, excluding claims arising from Customer Data, modifications not made by Clubloop, or combinations not supplied by Clubloop. The indemnified Party must provide prompt notice, reasonable cooperation, and control of the defense to the indemnifying Party, subject to reasonable approval of any settlement imposing liability or admission on the indemnified Party.

20. Governing Law and Disputes

Oklahoma law governs these Terms without regard to conflict-of-law rules. The state and federal courts located in Oklahoma County, Oklahoma have exclusive jurisdiction, and each Party consents to personal jurisdiction and venue there. Before filing a claim, the Parties will attempt in good faith for at least 30 days to resolve it through business discussions. Either Party may seek immediate injunctive relief when necessary to protect security, confidential information, or intellectual property.

21. Changes to These Terms

We may update these Terms. We will post the revised version and update its effective date. For an active Customer, a materially adverse change will generally take effect at the next renewal after reasonable notice, unless the change is required sooner by law, security needs, or a third-party platform requirement. Continued use after the applicable effective date constitutes acceptance where permitted by law. A separate affirmative acceptance may be required for material subscription changes.

22. General

These Terms, the Order, and incorporated policies are the complete agreement concerning the Services and replace prior agreements on the same subject. Customer may not assign these Terms without Clubloop’s consent, except with a merger or sale of substantially all relevant assets; Clubloop may assign them in connection with a reorganization, merger, acquisition, or sale of its business. Neither Party is liable for delay caused by events beyond reasonable control. If a provision is unenforceable, it will be modified only as necessary and the remainder will continue. Waivers must be in writing. The Parties are independent contractors. Headings are for convenience. Electronic acceptance, records, notices, and signatures have the same effect as paper originals to the extent permitted by law.

23. Contact Us

Questions, legal notices, and subscription cancellation or non-renewal requests may be sent to info@clubloop.com or Clubloop, LLC, 820 W Danforth Road #735, Edmond, OK 73003. Notices to Customer may be sent to the email address associated with the Customer’s club superadministrator or billing account.

Individual members and staff using the Clubloop app are also subject to the Clubloop App Terms of Use and Community Guidelines.