Terms of Use

Accounts are for the people a club works with: athletes, their parents and guardians, coaches, team managers and club staff. An account is created by a club, claimed through an invitation a club sends, or created by you in order to register with a club.

You need to be 13 or older to have your own ClubHub account. Athletes under 13 do not have their own accounts: a parent or guardian holds the account for that family. A parent or guardian, or your club, may give an athlete aged 13 or over their own login. If you are under the age of majority in the province where your club is (18 or 19, depending on the province), a parent or guardian accepts these terms on your behalf.

Your access to a club's information ends when your role with that club ends. Your account itself stays yours.

• Your account is yours alone. Do not share your password or let anyone else use it.
• Tell your club or us straight away if you think someone else has access to it.
• Keep your contact details current. Your club relies on them to reach you.

Use it for club business: registration, teams, schedules, and communication about club activities.

Do not:

• Post or send anything abusive, harassing, threatening, discriminatory, sexual or otherwise inappropriate.
• Share other people's personal information, including contact details, medical information or photographs, outside ClubHub or without permission.
• Take screenshots of rosters, contact lists or medical information and share them elsewhere.
• Use ClubHub to advertise, sell or promote anything your club has not approved.
• Try to reach parts of the system, or information about other people, that your role does not give you.
• Interfere with, copy or reverse engineer the software.

Anything you do in ClubHub is club activity. Your club's codes of conduct apply here exactly as they apply in person.

ClubHub, including its software, design and name, belongs to VDT Sites or its licensors. While you have an account you may use the website and app for your club's business and for nothing else. Your club's records belong to your club.

What you write and share in ClubHub, such as messages, photos, files and forms, stays yours. By sharing it you give your club and us permission to store it, deliver it to the people it is addressed to, and show it inside ClubHub for as long as it is kept; that is how the service works. Share only what you have the right to share. That includes photographs of other people, and especially of children, whose parents or guardians may not want them shared.

Your club can remove anything under its own policies, and we can remove anything that breaks these terms or the law. To report something, use your club's process; to report something unlawful to us, use the Support page.

Please read this part before you use messaging.

• Messages in ClubHub are club communication, not private communication.
• A parent or guardian is included in every conversation between club staff and an athlete who is a minor. ClubHub is built so that a coach or club administrator and a minor are never in a conversation alone: the athlete's parents or guardians are part of it. This follows the Rule of Two in the Universal Code of Conduct to Prevent and Address Maltreatment in Sport. A second adult is present by design; it is not a comment on anyone involved.
• Club administrators can review conversations to keep athletes safe and to look into concerns raised under the club's own process. Every review is recorded in the club's activity log.
• Messages are kept for the periods set out in the Privacy Policy.
• Your club may also send important information by email. Do not rely on any one channel for something urgent.

If you have a concern about someone's conduct, including in messages, use your club's own process. If anyone is in immediate danger, contact emergency services first.

You act for your child in ClubHub: you register them, sign and consent for them, and you are responsible for what is done with your account. Athletes under 13 are managed entirely through your account. Questions about your child's records, team or registration go to your club, which holds them.

Your club's athlete code of conduct applies in ClubHub as it does in the gym. While you are a minor, a parent or guardian is part of every conversation between you and your coaches or club staff, and accepts these terms for you. You can see and edit parts of your own profile; your parents and your club see the rest.

The information your role lets you see, such as rosters, contact details, medical notes and evaluations, is your club's and is confidential. Use it only for club work, keep it inside ClubHub, and do not copy it anywhere else. Your access ends when your role with the club ends.

ClubHub supports your club's Safe Sport practices; it does not replace them. Screening, training, supervision and responding to concerns remain the club's responsibility and yours under its policies.

You act for your club. Your club's own agreement with us governs the club's use of ClubHub, and these terms govern your own account. Your club decides what it collects and who can see it; you are responsible for who you give access to and for removing access when a role ends.

When you register for a program, you are registering with your club. The club sets the programs, the prices, the registration windows, the waivers and its refund policy. Read the club's refund policy on its registration page before you pay.

Payments go to your club, not to us. Payments are processed by Stripe on your club's own Stripe account. Your club is the merchant: its name appears on your card statement, and it is the club that receives the money. Your card details go directly to Stripe and never touch your club or ClubHub.

The price you see is the price you pay, plus GST/HST where your club charges it. The price shown for a program is the program fee set by your club, plus card processing and ClubHub's service fee, as one total, and nothing is added to it at checkout except GST/HST, shown as its own line, where your club is registered to charge it. Payment is by card only, online through Stripe, where you can also use Apple Pay or Google Pay. There is no cash, cheque or e-transfer option.

Refunds. Whether and when a payment is refunded is your club's decision under its refund policy. A refund goes back to the card that paid. A refund never exceeds what your club received from your payment: card processing and ClubHub's service fee are not refunded, including when a registration is withdrawn or a program is cancelled. If you believe a charge is wrong, contact your club first: it can see the order, refund it, and answer questions about it far faster than a dispute through your bank, which the club then has to answer.

Waivers and consents. When you sign a waiver or give a consent in ClubHub, we keep a record of the name on the account that signed, the time, and the exact document as it read at that moment. Signing in ClubHub has the same effect as signing on paper. That record is your club's and is how a signature can be shown to have happened.

How we handle your personal information, including information about children, is set out in our Privacy Policy. Please read it. It explains what is held, who can see it, where it is stored and for how long, and your rights. Your club decides what is collected; we run the system that holds it.

We and your club contact you by email, by push notification and inside ClubHub about your club's activities and your account. You can unsubscribe from a club's announcements with the link in any such email and adjust notifications in the app. Notices about your own registrations, payments, account security and safety continue while you have an account.

ClubHub is a service your club uses. We are not a party to your registration with the club, to the club's programs, or to any decision the club makes about teams, placement, conduct or refunds. Questions about those go to your club. Questions about the system itself come to us through the Support page.

Your club may suspend or remove your access to its information if you break these terms or its own codes of conduct, or when your role with the club ends. We may suspend or close an account that breaks these terms, that is used to attack the system or other people on it, or where the law requires it. You can delete your own account at any time; the Privacy Policy says how. Club records stay with the club. Serious matters within a club are handled under that club's own process.

We work to keep ClubHub available and accurate, but we cannot promise it will always be available or error free. Do not rely on it alone for anything time critical or safety critical. Confirm important arrangements with your coach or your club.

To the extent the law allows, VDT Sites is not liable for loss arising from your use of ClubHub, from information in it being unavailable, delayed or incorrect, or from anything your club decides, and is not liable for indirect or consequential loss. Where our liability cannot be excluded, it is limited, for all claims in any twelve-month period, to the greater of $100 and the service fees you paid us in that period. Nothing here limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud.

These terms are governed by the laws of British Columbia and the federal laws of Canada that apply there. If a dispute with us cannot be resolved, the courts of British Columbia may hear it. Nothing in these terms takes away rights you have under the consumer protection or privacy law of the province where you live, requires you to arbitrate, or stops you taking part in a class proceeding.

We may update these terms. The date at the top is the version. If you keep using ClubHub after a change, you accept the new version. Where a change affects what you pay, you will see the new version at your next checkout and be asked to agree to it before you pay.

About your club, its programs or a charge: contact your club. About ClubHub itself: the Support page explains how to reach us.