01Who we are
Ruckr is the rugby club software service operated as Ruckr Rugby (“Ruckr”, “we”, “us”). Contact [email protected] about the service, these documents or Ruckr’s handling of personal information. Your club is a separate organisation; its name and contact details should appear in its own policies.
02Scope and the documents that apply
These terms cover Ruckr’s app and club administration service. The club’s subscription order records its plan and billing period. The data processing agreement governs processing on club instructions; Ruckr Pay, friendlies, tournament, club-sales and community policies apply when those features are used. Club membership and event rules are separate agreements with the relevant club.
A club representative must have authority to set up the club, accept its agreements, connect payment or publishing accounts and appoint other officers. An individual’s use of Ruckr does not authorise them to contract for every club they belong to. If a separately agreed written order conflicts with these general terms, its expressly agreed commercial terms take precedence; mandatory law and data-protection rights still apply.
03Accounts, access and accurate records
Use your own account, protect your sign-in and keep your contact information current. Do not share an officer account or use another person’s identity. The club grants and reviews club roles; access should match the person’s current job and end when that job ends. Tell the club and Ruckr promptly about suspected misuse.
Parents and guardians use the permissions assigned to them for the child. A family relationship does not automatically confer access to every sensitive record. Clubs must check guardian authority and restrictions, address disputes carefully and avoid placing private family or safeguarding details in ordinary team messages.
04Club decisions and Ruckr’s responsibilities
A club generally controls the information it collects to run memberships, teams, fixtures, communications, payments, welfare and events. It decides the purposes, lawful bases, authorised recipients and retention periods. Ruckr processes those club records on documented instructions under the data processing agreement.
Ruckr separately controls information it needs to run its own service, including account administration, subscriptions, support, security, abuse prevention and legal compliance. A payment, identity or social provider may also have independent responsibilities. Roles depend on what each party actually does, not just the label in a policy.
A club’s privacy notice, membership rules or consent request does not replace Ruckr’s notice, waive an individual’s rights or transfer Ruckr’s own legal duties to the club. Each organisation remains answerable for the processing and conduct for which it is responsible.
05Your subscription and trial
Both advertised club plans include the published club feature set; the team limit determines the plan. The checkout confirms the price, billing period, tax treatment and any introductory offer. A 30-day trial requires a payment method; cancel before the trial ends to avoid the subscription charge. Transaction fees on money your club collects still apply during the trial.
Monthly plans renew monthly and yearly plans renew yearly unless cancelled. Yearly billing is paid upfront at the advertised annual price. Cancelling stops future renewal; any refund follows the terms of the applicable order and mandatory law. Do not assume a cancellation also reverses payments already collected from members. Features described as coming soon are not a promise that they are available today.
06Safeguarding remains a club responsibility
The club is responsible for its safeguarding arrangements, suitably appointed and trained leads, safer recruitment and appropriate checks, supervision, risk assessments, medical provision, reporting, escalation and compliance with its governing body’s rules. It must keep its own policies current and make them available to members and parents.
Ruckr provides tools to support that work: scoped permissions, guardian links, consent records, concern reporting, access records and welfare workflows. Software, an acknowledgement or a green status does not verify a person’s suitability, guarantee safety or replace professional judgement. Ruckr does not become the club’s safeguarding officer, clinician, event organiser or regulator by providing these tools.
This allocation does not excuse Ruckr from its own security, privacy, contractual or statutory duties. Ruckr may need to act on unlawful content, a credible risk or a lawful authority request within its own responsibilities. No clause prevents a necessary, proportionate safeguarding disclosure.
07Content, ownership and permitted use
Your club retains rights in its own content and control over its club records, and individuals retain their personal-data rights. Ruckr receives the permission needed to host, secure, display and deliver content as instructed; this is not permission to sell member information or use it for unrelated advertising. Personal information is not property that a club can use without legal limits.
Only upload material you are entitled to use and disclose. Follow the community policy, respect copyright and do not publish private details, discriminatory abuse, unlawful content or identifying information about a child contrary to the applicable controls and policy. Clubs moderate their own spaces; Ruckr may restrict misuse of the platform.
08Connected services and optional tools
Connecting a provider or choosing an export can send data outside Ruckr. The relevant person or club must check the provider terms, recipients and required permissions. Closing a connection stops future access through that connection but may not erase earlier copies or legal records. The provider register explains the separate choices.
Ruckr does not use club records to train its own AI models or sell those records for model training. Optional drill and play drawing sends the coach’s words and the blank fields of that drill or play to Google Vertex AI only when requested. Do not include people’s names, contact details, medical information or safeguarding material in those fields. This feature does not need membership lists, private messages or welfare records. Google’s cloud terms restrict training without permission, but safety and abuse monitoring may retain prompts; we do not promise zero retention. Coaches review the result and can use the manual editor instead.
09Reliability and decisions
Ruckr will provide the service with reasonable care and skill and operate appropriate security measures. Connectivity, device support, maintenance and provider availability can affect features. Keep practical emergency, fixture and event arrangements for an outage. Offline records are only as current as the most recent successful synchronisation.
Coaching, eligibility, medical, finance and welfare information supports the people responsible for those decisions. Ruckr does not make a player fit to play, confirm legal compliance, provide medical care or insure a club or event. Clubs must verify critical information and seek qualified advice where needed.
10Responsibility and liability
Each party is responsible for its own acts and omissions. Clubs are responsible for club policies, instructions, personnel, events, sales and authorised disclosures; members are responsible for their own conduct. Those responsibilities do not release Ruckr from a failure to meet its own obligations.
For a business club contract, and only so far as law permits, Ruckr’s aggregate contractual liability in a twelve-month period is limited to the subscription and platform fees the club paid Ruckr in that period. This does not limit liability for fraud, death or personal injury caused by negligence, or any liability or remedy that cannot lawfully be limited. It does not remove individuals’ statutory data-protection rights. Mandatory consumer rights, where applicable, are unaffected.
11Suspension, leaving and continuity
Ruckr may restrict access for a serious security risk, unlawful use, non-payment or a material breach, proportionately and with notice where practicable. Urgent protection may require immediate action. We will explain the reason where lawful and provide a route to challenge an error. Club administrators must also act fairly when changing a person’s membership or role.
A club can export its records and end renewal. Offboarding and deletion follow the data processing agreement and a documented retention plan. Account closure does not erase legitimate unpaid charges or settle a member’s refund or safeguarding matter. Ask Ruckr for assistance if a restriction prevents a necessary data-rights request.
12Complaints and governing law
Contact Ruckr first about the service; contact the relevant club about its membership, event, sale or safeguarding decision. These terms use the law of England and Wales and, for business disputes, its courts. This does not remove any mandatory consumer protection or right to use a court available under the law where an individual lives.
13Changes and the version you are shown
Each document shows its version date and review status. Material changes must be explained to the people affected before the new processing begins, with any further notice required by law. A public page is the current explanation; an acceptance record must identify the exact document or notice shown at the time.
Reading a privacy notice acknowledges information; it is not blanket consent. Where a club relies on consent for a changed purpose, recipient or activity, it must obtain a fresh, specific choice before that new use. Silence, continued membership and an earlier yes do not authorise an expanded consent-based purpose. Necessary processing based on a different lawful basis must be assessed and explained separately.