MyClubHub Terms and Conditions
Last updated: 21 June 2026
These Terms and Conditions apply to your access to and use of MyClubHub, a club management platform provided by SportsTrainerConnect / STC.
By registering for, accessing, paying for, or using MyClubHub, you agree to these Terms. If you do not agree, you may not use the platform.
1. Definitions
“MyClubHub”, “Platform”, or “Service” means the online club management system, including its websites, portals, dashboards, billing tools, attendance tools, grading tools, event tools, communication tools, reports, integrations, and related services.
“STC”, “we”, “us”, or “our” means SportsTrainerConnect and/or the legal entity operating MyClubHub.
“Client”, “you”, or “your” means the club, instructor, academy, business, association, organisation, or person using MyClubHub.
“Authorised Users” means owners, instructors, administrators, examiners, staff, members, parents, guardians, or any other users given access to the Platform.
“Member Data” means information uploaded, stored, processed, or managed through MyClubHub, including member details, parent or guardian details, contact information, attendance records, grading records, event entries, invoices, billing information, payment records, documents, and communication records.
2. About MyClubHub
MyClubHub assists clubs with member administration, attendance, grading, events, billing, invoicing, debit order dates, linked member billing, WhatsApp/email communication, reporting, and record management.
MyClubHub is a software administration tool. It does not replace your own legal, accounting, tax, financial, safeguarding, debit order, banking, or compliance responsibilities.
3. Authority to Use the Platform
You may only use MyClubHub if you have the legal authority to do so. If you use MyClubHub on behalf of a club, company, academy, association, or organisation, you confirm that you are authorised to accept these Terms on its behalf.
You must provide accurate and up-to-date account, billing, and contact information.
4. Account Access and Security
You are responsible for keeping usernames, passwords, and login details secure.
You are responsible for all activity under your account, including activity by your staff, instructors, administrators, examiners, members, parents, guardians, or other Authorised Users.
You must notify us immediately if you become aware of unauthorised access, suspected account misuse, incorrect permissions, or a security concern.
We are not responsible for losses caused by your failure to manage account access, remove former users, protect passwords, or control permissions.
5. Client Responsibilities
You are responsible for:
- The accuracy of all information loaded onto MyClubHub.
- Ensuring you have the required permission, consent, mandate, or lawful basis to process Member Data.
- Managing your own club rules, membership agreements, cancellation rules, grading requirements, fees, and attendance policies.
- Reviewing billing, debit order, invoice, grading, attendance, and event information before relying on it.
- Ensuring Authorised Users comply with these Terms.
- Respecting opt-outs and communication preferences.
- Keeping your own records and backups where required for your business or legal obligations.
6. POPIA and Personal Information
Both parties must comply with applicable South African data protection laws, including the Protection of Personal Information Act, where applicable.
In most cases, the Client is the Responsible Party because the Client decides why and how Member Data is collected and used. In most cases, STC acts as an Operator because STC processes Member Data on behalf of the Client to provide the Platform.
As Operator, STC will take reasonable steps to process Member Data only as required to provide, support, secure, maintain, and improve the Platform; keep Member Data confidential; apply reasonable technical and organisational safeguards; limit access to persons or service providers who require access; notify the Client if STC becomes aware of a security compromise affecting Member Data; and reasonably assist the Client with lawful data requests or security incidents.
The Client remains responsible for ensuring that personal information is collected, used, stored, shared, and deleted lawfully.
7. Minors, Parents and Guardians
MyClubHub may process information relating to minors. Where a member is a minor, the Client is responsible for ensuring that the parent, guardian, or legally authorised person has provided consent or that another lawful basis exists for processing the minor’s information.
The Client must not upload information relating to a minor unless it has the legal right to do so.
8. Communications and Consent
MyClubHub may allow Clients to send WhatsApp, email, SMS, or other messages to members, parents, guardians, staff, or other contacts.
The Client is responsible for ensuring that the recipient may lawfully be contacted, any required consent has been obtained, marketing messages comply with applicable direct marketing rules, opt-out and unsubscribe requests are respected, message content is accurate and lawful, and the Platform is not used for spam, harassment, misleading messages, or unlawful campaigns.
We may suspend or restrict communication features if we believe they are being misused or may create legal, technical, reputational, or platform risk.
9. Billing, Payments and Debit Orders
MyClubHub may assist with invoices, billing records, debit order dates, linked member billing, payment allocations, and related financial administration.
The Client remains fully responsible for checking and approving all billing information before use.
The Client is responsible for correct member billing details, correct debit order dates and amounts, valid debit order mandates or payment authorisations, invoice accuracy, payment allocation accuracy, member billing disputes, and banking, debit order, payment, tax, and consumer compliance.
Unless agreed in writing, STC does not act as a bank, payment processor, debt collector, accountant, tax adviser, or financial adviser.
Any integration with a payment provider, debit order provider, bank, WhatsApp provider, email provider, or other third party is subject to that provider’s own terms, pricing, rules, and availability.
10. Subscriptions, Fees and Payment
Access to MyClubHub may require payment of subscription fees, setup fees, add-on fees, messaging fees, support fees, custom development fees, or other agreed charges.
Fees may be billed monthly, annually, or on another agreed billing cycle. You agree to pay all fees due for your selected plan and any additional services requested or used.
If fees are not paid when due, we may suspend, restrict, or terminate access to the Platform.
Prices, plans, features, limits, and packages may change from time to time. Where practical, we will give reasonable notice of material changes.
11. Trials and Promotions
We may offer trial access, discounted access, or promotional packages. Trial access may be limited by time, features, member count, usage, support level, or other restrictions.
Trial access is provided on an “as is” basis. We may end, suspend, or refuse trial access if we believe it is being misused or creates legal, technical, billing, operational, or platform risk.
12. Cancellation and Refunds
The Client may request cancellation by written notice to support@SportsTrainerConnect.net.
Unless otherwise agreed in writing, the Client remains liable for fees incurred before cancellation takes effect; access may continue until the end of the paid billing period; setup fees, once-off services, custom development, messaging usage, third-party costs, and completed work may be non-refundable; and refunds are not automatic and will be assessed based on the package, work completed, services used, third-party costs, and applicable law.
Where the Consumer Protection Act or other South African law gives a Client rights that cannot be excluded, these Terms will be applied subject to those rights.
13. Suspension and Termination
We may suspend or terminate access if fees are overdue, you breach these Terms, the Platform is used unlawfully, there is suspected fraud, spam, abuse, or security risk, you misuse communication tools, you attempt unauthorised access, a required third-party service is suspended or unavailable, continued access creates legal or operational risk, or we are required to do so by law or a competent authority.
On termination, access may be disabled. Data may be retained or deleted in line with our legal obligations, backup processes, retention practices, and any written agreement with the Client.
14. Data Export and Account Closure
Where reasonably possible, we may assist the Client with exporting available account data before account closure.
We may refuse or delay export where the account is not in good standing, there is a dispute over account ownership or authority, fees are outstanding, the request is unlawful or unreasonable, the export is technically not possible, or releasing the data may breach another person’s rights.
15. Account Ownership Disputes
We do not resolve internal disputes between club owners, instructors, administrators, employees, former employees, business partners, family members, or associations.
If there is a dispute about account ownership, administrator rights, billing authority, or data access, we may restrict access until satisfactory written authority, legal documents, or a court order is provided.
The Client is responsible for keeping owner, administrator, and billing contact details up to date.
16. Third-Party Services
MyClubHub may connect to or rely on third-party services, including payment providers, banks, WhatsApp providers, email providers, hosting providers, analytics services, authentication services, and other integrations.
Third-party services are not controlled by STC. We are not responsible for third-party failures, delays, account blocks, data errors, pricing changes, service interruptions, rejected transactions, or changes to third-party rules.
By using a third-party integration, you authorise us to share the information reasonably required to provide that integration.
17. Acceptable Use
You may not use MyClubHub to break any law; upload false, misleading, unlawful, defamatory, abusive, or harmful content; send spam or unauthorised marketing; harass, threaten, or abuse any person; access or attempt to access another account without permission; interfere with the security, performance, or availability of the Platform; upload malware or harmful code; scrape, copy, reverse engineer, decompile, or exploit the Platform; use the Platform to build or support a competing product without written permission; or misrepresent your identity, authority, or relationship with a club or member.
We may remove content, restrict access, or suspend features if we believe these rules have been breached.
18. Intellectual Property
MyClubHub, SportsTrainerConnect, the Platform, software, source code, databases, workflows, screens, reports, templates, branding, documentation, and related intellectual property belong to STC or its licensors.
You are granted a limited, non-exclusive, non-transferable right to use the Platform during your active subscription for your own authorised club or business purposes.
You may not copy, sell, sublicense, resell, reproduce, reverse engineer, or commercially exploit the Platform without written permission.
You retain ownership of the data and content you lawfully upload. You grant STC the right to host, store, process, transmit, display, and use that data as required to provide and improve the Service.
19. Feedback
If you provide suggestions, corrections, ideas, improvements, or feature requests, we may use them without payment or obligation to you.
20. Service Availability
We aim to provide a reliable service, but we do not guarantee that MyClubHub will always be uninterrupted, error-free, or available.
Access may be affected by maintenance, updates, hosting issues, third-party failures, internet outages, power failures, cyber incidents, technical problems, or events outside our control. Where practical, we will try to give notice of planned maintenance or major service interruptions.
21. Support
Support is available through support@SportsTrainerConnect.net.
Support response times may depend on the issue, support package, business hours, technical complexity, and third-party dependencies.
Support does not include legal advice, accounting advice, tax advice, debit order mandate advice, member contract advice, or custom development unless separately agreed.
22. Security
We will take reasonable technical and organisational steps to protect the Platform and Member Data. No online platform can be guaranteed to be completely secure.
The Client must also take reasonable security steps, including using strong passwords, managing permissions, removing former staff access, checking administrator access regularly, and reporting suspected security issues promptly.
23. Security Incidents
If STC becomes aware of a security incident that may materially affect the Client’s account or Member Data, STC will take reasonable steps to investigate and notify the Client where required.
The Client remains responsible for any notices it may need to send to its own members, parents, guardians, staff, or other affected persons, unless otherwise required by law.
24. Disclaimer
MyClubHub is provided on an “as is” and “as available” basis. We do not guarantee that the Platform will meet every specific requirement, always be uninterrupted or error-free, have every defect corrected immediately, or that reports, billing records, debit order records, attendance records, grading records, or communication logs will always be complete or free from error.
The Client must verify important information before relying on it for billing, legal, financial, grading, disciplinary, event, or operational decisions.
25. Limitation of Liability
To the maximum extent permitted by law, STC will not be liable for indirect, incidental, special, punitive, or consequential losses, including loss of profit, loss of revenue, loss of data, business interruption, loss of goodwill, member disputes, billing disputes, debit order disputes, or third-party service failures.
Where liability cannot lawfully be excluded, STC’s total liability will be limited to the fees paid by the Client for MyClubHub during the three months immediately before the event giving rise to the claim, unless a different limit is required by law.
Nothing in these Terms excludes liability where it cannot lawfully be excluded.
26. Indemnity
You agree to indemnify STC against claims, losses, damages, penalties, costs, or expenses arising from your breach of these Terms, unlawful use of the Platform, incorrect or unlawful data uploaded by you, member or billing disputes, debit order or mandate disputes caused by your data or instructions, failure to obtain required consent, breach of privacy or consumer protection laws, or misuse of the Platform by your Authorised Users.
27. Changes to the Platform
We may update, improve, remove, replace, suspend, or change Platform features from time to time, including screens, workflows, reports, integrations, pricing, plan limits, or technical requirements. Where practical, we will give reasonable notice of material changes.
28. Changes to These Terms
We may update these Terms from time to time. The updated Terms will apply from the date they are published or communicated. Your continued use of MyClubHub after the updated Terms take effect means you accept the updated Terms.
If you do not agree, you must stop using the Platform and request cancellation.
29. Force Majeure
We will not be liable for delay or failure caused by events outside our reasonable control, including power failures, internet failures, hosting failures, cyberattacks, strikes, civil unrest, government action, natural disasters, pandemics, war, third-party provider failures, or changes in law.
30. Governing Law
These Terms are governed by the laws of the Republic of South Africa, unless otherwise agreed in writing.
The parties submit to the jurisdiction of the appropriate South African courts or dispute resolution forum, subject to any rights that cannot lawfully be excluded.
31. Severability
If any part of these Terms is invalid or unenforceable, that part will be limited or removed to the minimum extent necessary, and the rest of the Terms will remain valid.
32. No Waiver
If we do not enforce a right immediately, this does not mean we waive that right. We may still enforce it later.
33. Entire Agreement
These Terms, together with any Privacy Policy, subscription agreement, proposal, invoice, order form, data processing agreement, or written service agreement, form the agreement between the Client and STC regarding MyClubHub.
34. Contact
For support, notices, cancellation requests, or questions, contact:
SportsTrainerConnect / MyClubHub
Email: support@SportsTrainerConnect.net
Website: https://myclubhub.co.za/
Business Address: Gauteng, Edenvale
Registration Number: 2024/006967/07