Effective date: 3 September 2026
These Club Service Terms apply where a sporting club, association, school, community sporting body or other organisation (“Club”) obtains products or services from Equipped For Sport Pty Ltd trading as Equipped For Sport, ABN 28 701 343 688, ACN 701 343 688 (“EFS”).
These Club Service Terms operate together with the EFS Terms of Service, Privacy Policy, applicable order form and pricing information.
1. Authority
The person establishing, purchasing or administering an EFS workspace for a Club warrants that they are authorised to act for that Club.
If authority cannot reasonably be established, EFS may require additional verification before providing administrative control over a workspace.
2. Club workspace
Unless expressly agreed otherwise, an EFS Club workspace represents the Club or organisation identified during registration.
The Club is responsible for maintaining accurate organisational and billing information.
3. Plans and entitlements
EFS offers different plans, modules, add-ons, usage allowances and feature entitlements.
The features and limits applying to the Club are those displayed in the applicable order, Platform or current EFS pricing materials.
EFS’s current plan structure may include Community, Club Launch, Club Plus, Club Pro, Association and other plans introduced by EFS.
Plan names and features may evolve.
4. Free plans
EFS may provide no-cost plans subject to published limits.
The Community plan is currently designed as a limited-functionality free tier with a published member limit.
Club Launch is currently a no-cost, non-expiring evaluation/small-club tier that provides broad EFS functionality subject to a significantly lower people limit.
Published plan limits, AI allowances, email allowances, storage, administrator limits, module inclusions and other usage limits form part of the applicable plan.
Where EFS describes a plan as “free for life”, this means EFS does not currently charge the recurring subscription fee for continued eligible use of that tier.
It does not mean that every integration, allowance, third-party cost or feature must remain unchanged indefinitely.
EFS may reasonably evolve the features or limits of free services, with reasonable notice of material changes where practicable.
If EFS discontinues a free service entirely, EFS will provide a reasonable opportunity to export relevant Club information where practicable.
5. Paid subscriptions
Paid subscriptions may be offered monthly or annually.
Unless checkout states otherwise:
(a) subscriptions are billed in advance;
(b) subscriptions automatically renew;
(c) the payment method stored with EFS’s payment processor may be charged on each renewal;
(d) monthly subscriptions renew monthly; and
(e) annual subscriptions renew annually.
The renewal term, price and billing frequency must be displayed before the Club completes the subscription.
6. Automatic renewal
By purchasing a paid subscription, the Club authorises EFS and its payment provider to automatically charge the applicable subscription amount at each renewal until the Club cancels the subscription.
EFS will provide reasonable information about renewal and cancellation through the Platform or subscription process.
The Club is responsible for maintaining a valid payment method.
7. Cancellation
A Club may cancel its paid subscription.
Cancellation normally takes effect at the end of the current paid billing period.
The Club continues to have the applicable paid access until that date unless the account is suspended for another reason.
An annual subscription is discounted in consideration of the annual commitment and is not ordinarily refundable merely because the Club voluntarily chooses to stop using EFS before the end of the annual term.
This does not affect any refund, cancellation or other right that cannot be excluded under Australian law.
8. Upgrades
A Club may upgrade its plan during a billing period.
EFS may apply an unused-value credit or pro-rata adjustment relating to the Club’s existing subscription.
The amount payable for the upgrade will be shown through the upgrade process or otherwise communicated before the upgrade is completed.
Unless otherwise stated, upgrading may commence a new billing term.
9. Downgrades
Unless EFS expressly permits an immediate downgrade, a paid plan downgrade takes effect from the next renewal date.
A downgrade may cause features, storage, administrator access, member capacity or other entitlements to become unavailable.
The Club is responsible for reviewing the consequences of a downgrade.
EFS will not intentionally delete Club Data solely because of a plan downgrade without providing an appropriate opportunity to manage affected information.
10. Prices
Subscription prices, add-on charges, transaction fees and other EFS charges are those displayed at checkout, in an applicable order, in the Platform or in current published pricing.
Unless otherwise stated, Australian EFS prices are in Australian dollars and include GST where applicable.
11. Price changes
EFS may change subscription pricing.
A price increase applying to an existing paid subscription will ordinarily take effect from a future renewal rather than retrospectively during an already-paid period.
EFS will provide reasonable advance notice of a material subscription price increase.
If the Club does not wish to renew at the new price, it may cancel before renewal.
12. Failed payments
If an EFS subscription payment fails, EFS may attempt to collect payment again and may notify the Club.
EFS currently provides a 15-day payment grace period.
If payment remains outstanding after the grace period, EFS may suspend paid access until outstanding amounts are resolved.
Continued non-payment may result in termination in accordance with these Terms.
13. Payment processors
Payments to EFS are generally processed by Stripe.
The Club authorises Stripe or another EFS payment provider to securely hold and use payment credentials for recurring billing.
EFS does not ordinarily receive or store complete card numbers or CVV/card security codes.
14. EFS platform fees on Club payments
Some plans permit Clubs to receive payments from their members, customers or the public using Stripe, Square or another supported processor.
EFS may charge a platform, transaction or service fee on those payments.
The applicable EFS fee is the rate associated with the Club’s plan or otherwise agreed with the Club.
The EFS platform fee is separate from Stripe, Square, banking or card processing fees.
The Club authorises the relevant processor and EFS to calculate, deduct, transfer or otherwise collect EFS platform fees in accordance with the connected payment configuration.
15. Club payment processor accounts
A Club receiving customer funds remains responsible for its Stripe, Square or other merchant account.
The Club is responsible for:
(a) completing required payment-provider verification;
(b) keeping its payout details accurate;
(c) complying with processor terms;
(d) chargebacks;
(e) refunds;
(f) fraud relating to Club transactions;
(g) Club taxes;
(h) transaction records; and
(i) the legality of goods and services the Club sells.
16. EFS is not the Club’s seller
The Club is the merchant or supplier for registrations, memberships, merchandise, food, tickets, events, sponsorship, fundraising and other Club offerings unless EFS is expressly identified as supplier.
EFS’s collection of a platform fee does not transfer the Club’s obligations as supplier to EFS.
17. Refunds of Club Transactions
The Club is responsible for determining and processing refunds owed to its customers.
Stripe, Square or another processor may retain processing fees or apply separate refund rules.
EFS platform fees already earned for processing or facilitating a completed transaction may remain payable unless EFS states otherwise or law requires another outcome.
18. Chargebacks
The Club bears responsibility for chargebacks relating to Club Transactions.
EFS may provide transaction records, audit information or other reasonable assistance.
EFS may recover from the Club amounts charged to EFS because of a Club Transaction where the Club is properly responsible for that amount.
19. Club responsibilities
The Club is responsible for its use of EFS.
This includes responsibility for:
(a) Club administrators;
(b) permissions;
(c) Club Content;
(d) member information;
(e) Club communications;
(f) Club public pages;
(g) Club sales;
(h) Club refund policies;
(i) events;
(j) sporting activities;
(k) Club regulatory obligations;
(l) team and grading decisions;
(m) volunteers and personnel; and
(n) the accuracy and legality of information entered into EFS.
20. Club administrators
The Club must maintain appropriate administrative control over its workspace.
The Club must promptly remove or reduce access for former committee members, employees, contractors or volunteers who no longer require that access.
The Club must not grant privileged access solely for convenience where the person does not require it.
21. Personal information
A Club must comply with applicable privacy laws when collecting, using and disclosing personal information through EFS.
The Club must provide appropriate notices and obtain consent where required by law.
The Club must not instruct EFS to handle information unlawfully.
22. Children
Clubs may maintain records concerning children without the child having an EFS account.
The Club is responsible for having lawful authority to collect and use the child’s information.
The Club does not need to obtain a separate EFS-specific parental permission merely because EFS is used as the Club’s technology platform unless such permission is legally required.
However, the Club must obtain parental, guardian or individual consent where required by applicable privacy, sporting, child-safety or other law.
23. Sensitive information
Where a Club uses EFS to collect or store health, disability, injury or other sensitive information, the Club must ensure the collection is lawful, reasonably necessary and supported by appropriate consent or another lawful basis where required.
24. Privacy requests
Where a person requests access to or correction of Club information, the Club must reasonably cooperate with EFS where necessary to respond to the request.
EFS may refer a request concerning Club-controlled operational information to the Club.
Neither EFS nor the Club is required to disclose information where a lawful exception permits access to be refused.
25. Club Portal
The Club controls content published through its Club Portal.
The Club is responsible for ensuring it is lawful and appropriate to publish that content.
This includes responsibility for photographs, child information, names, contact information, team information, sponsor content and public documents.
26. Communications and newsletters
EFS may provide communications, newsletter and campaign functionality.
The Club is responsible for:
(a) recipient selection;
(b) the legality of mailing lists;
(c) consent;
(d) inferred consent where the Club relies on it;
(e) message content;
(f) sender identification;
(g) unsubscribe compliance; and
(h) distinguishing operational messages from marketing where required.
EFS may provide unsubscribe, suppression and preference functionality to assist Clubs.
The Club must not deliberately circumvent those controls.
27. AI
Where the Club enables EFS AI functionality, the Club authorises EFS to process information selected for AI-enabled functions through EFS’s AI providers.
The Club is responsible for ensuring that it is entitled to provide the information for AI processing.
The Club may have the ability to disable AI access to Club information at Club level.
If disabled, AI-dependent functionality may become unavailable.
The Club must ensure appropriate human review of AI-assisted decisions.
28. AI usage charges
AI services may include plan allowances, credits, token packages, usage limits or separately charged usage.
Applicable allowances and charges are shown in the relevant plan or Platform.
EFS may restrict AI processing when the Club’s available allowance or paid balance has been exhausted.
29. Third-party integrations
The Club may connect third-party services.
The Club authorises EFS to exchange information with the connected provider to the extent necessary for the integration.
The Club is responsible for having appropriate authority to connect the third-party account.
EFS may discontinue or modify an integration where required because of third-party changes, security, law or technical feasibility.
30. Club Vault
EFS may provide Club Vault functionality for restricted information.
The Club is responsible for determining who has Vault access.
EFS may require multi-factor authentication for all Club administrators and Vault-authorised users.
Vault may support storage of passwords, API credentials and other confidential Club information.
The Club remains responsible for:
(a) credential rotation;
(b) limiting access;
(c) third-party security;
(d) revoking compromised credentials; and
(e) removing former personnel.
31. Storage and usage limits
Plans may include limits on storage, users, administrators, emails, AI usage, transactions or other resources.
EFS may prevent additional usage after a limit is reached or offer additional capacity for purchase.
EFS will not deliberately use hidden limits inconsistent with the plan information presented to the Club.
32. Reasonable use
Unlimited functionality may remain subject to reasonable technical and anti-abuse controls.
A Club must not use an unlimited feature in a manner that materially compromises Platform security, stability or service for other customers.
Where possible, EFS will contact the Club before imposing a restriction for unusually high but legitimate usage.
33. Data export when a Club leaves
When a Club terminates EFS, the account will ordinarily enter a 30-day read-only period.
During that period, authorised Club administrators may access or export information made available through EFS export functionality.
The Club is responsible for completing required exports before read-only access ends.
34. Retention following termination
After the 30-day read-only period, Club access may be removed.
EFS may retain Club Data for up to 12 months after termination.
This period permits operational recovery, authorised restoration, compliance, fraud investigation, dispute management and orderly deletion.
After the applicable retention period, EFS may delete or de-identify Club operational data.
Financial, transaction, tax, audit, fraud, security and legal records may be retained for longer where reasonably necessary or legally required.
Backups expire under EFS’s normal backup lifecycle.
35. Club-requested permanent deletion
A Club may request permanent deletion of its account and associated Club information.
EFS will action the request subject to:
(a) legal retention requirements;
(b) legitimate security and fraud records;
(c) financial and transaction records EFS is required to keep;
(d) existing legal disputes;
(e) information EFS independently holds for lawful purposes; and
(f) normal backup expiration cycles.
36. Service availability
EFS does not promise 100% uptime.
EFS will use reasonable care in operating and maintaining its services.
Scheduled or emergency maintenance, third-party outages, infrastructure problems, cyber incidents and events outside EFS’s reasonable control may affect availability.
37. Support
Support entitlements depend on the Club’s plan.
EFS may distinguish between documentation-only, standard, priority and other support levels.
Unless expressly agreed in writing, a support classification does not constitute a guaranteed response or resolution time.
38. EFS hardware
EFS may sell hardware and accessories to Clubs.
The description, price, specifications, inclusions and delivery arrangements displayed at checkout form part of the hardware order.
Unless otherwise stated, title passes to the Club once the goods have been paid for in full.
Risk of loss ordinarily passes upon delivery to the Club or its nominated recipient.
39. Hardware availability
Hardware orders are subject to availability.
EFS may cancel and refund an order if stock becomes unavailable or EFS cannot reasonably fulfil the order.
Estimated delivery dates are estimates unless EFS expressly guarantees a date.
40. Hardware compatibility
EFS will take reasonable care when describing compatibility with EFS services.
Compatibility may depend on networks, operating systems, third-party services and Club configurations outside EFS’s control.
The Club should comply with published installation and compatibility requirements.
41. Hardware returns and consumer guarantees
Nothing in these Club Service Terms excludes rights under Australian Consumer Law.
Where the law provides a remedy for faulty or non-conforming goods, EFS will provide the remedy required by law.
Unless EFS publishes or agrees to a change-of-mind return arrangement, EFS is not required to accept a return merely because a Club changes its mind.
Customised, specially configured or opened products may be subject to additional return restrictions to the extent permitted by law.
Manufacturer warranties may apply in addition to statutory rights.
42. Confidentiality
Each party must take reasonable steps to protect confidential information received from the other party.
This obligation does not apply to information that:
(a) is public other than through breach;
(b) was lawfully known without restriction;
(c) is independently developed;
(d) is lawfully received from another source; or
(e) must be disclosed by law.
EFS may disclose Club confidential information to service providers who reasonably require it to provide EFS services and are subject to appropriate obligations.
43. EFS intellectual property
The Club receives a limited right to use EFS during the applicable subscription or authorised free-plan period.
The Club does not acquire ownership of EFS software or intellectual property.
44. Club Content
The Club retains its existing rights in Club Content.
The Club grants EFS the licence reasonably necessary to host, process, display, secure, back up and provide services using that Content.
45. De-identified information
EFS may use aggregated or de-identified information for product improvement, analytics, benchmarking, security, research and planning.
EFS must not treat information as de-identified if individuals remain reasonably identifiable.
46. Suspension
EFS may suspend Club access for:
(a) unpaid invoices following the grace period;
(b) material breach;
(c) fraud;
(d) security compromise;
(e) unlawful use;
(f) material risk to EFS or another user; or
(g) legal or regulatory requirements.
Where reasonable, EFS will provide an opportunity to remedy the issue.
47. Termination by EFS
EFS may terminate a Club agreement for a serious or repeated material breach that has not been remedied within a reasonable period after notice.
EFS may terminate immediately where continued access would create serious security, fraud, safety or legal risk.
EFS may also discontinue a service or product on reasonable notice.
48. Effect of termination
Termination does not remove payment obligations incurred before termination.
Data handling following termination is governed by these Club Service Terms and the Privacy Policy.
49. Australian Consumer Law
Nothing in these Club Service Terms excludes or restricts consumer guarantees or statutory rights that cannot lawfully be excluded.
A Club may itself be a “consumer” for certain purchases under Australian Consumer Law.
50. Liability
Nothing in this clause limits liability that cannot legally be limited.
To the extent permitted by law, EFS’s aggregate liability to a Club arising out of or connected with the paid EFS services during any 12-month period will not exceed the total EFS subscription and service fees paid or payable by that Club for the affected services during the 12 months immediately preceding the event giving rise to the claim.
For a no-cost service, EFS’s aggregate liability will, to the extent legally permissible, be limited to AUD $1,000.
The limitation does not apply to the extent that liability cannot lawfully be limited or where a court determines that applying the limitation would be unlawful.
To the maximum extent permitted by law, EFS is not liable for losses caused solely by:
(a) a Club’s own decision;
(b) Club Content;
(c) Club personnel;
(d) a Club Transaction;
(e) a third-party provider outside EFS’s reasonable control;
(f) the Club granting inappropriate permissions;
(g) use contrary to documentation; or
(h) unauthorised changes made by the Club.
51. Club indemnity
To the extent permitted by law, the Club indemnifies EFS against third-party claims and reasonable resulting loss arising from:
(a) the Club’s products or services;
(b) Club Transactions;
(c) the Club’s unlawful Content;
(d) the Club’s unlawful handling of personal information;
(e) the Club’s public Portal content;
(f) infringement by Club Content;
(g) Club sporting activities, food, merchandise, events or facilities; or
(h) the Club’s material breach of these Terms.
The indemnity is reduced to the extent EFS caused or contributed to the relevant claim.
52. Changes to these Terms
EFS may update these Club Service Terms.
Material changes affecting an existing paid subscription will be notified with reasonable advance notice where practicable.
EFS will not use this clause to retrospectively impose an unexpected material charge for an already-paid subscription period.
53. Disputes
The Club and EFS should attempt to resolve disputes in good faith.
For a material unresolved dispute, authorised representatives should first attempt resolution.
The parties may agree to mediation before litigation.
Nothing prevents urgent relief, a regulatory complaint or exercise of a non-excludable statutory right.
54. Governing law
These Club Service Terms are governed by the laws applicable in New South Wales, Australia and applicable Commonwealth law.
Subject to statutory rights that cannot be restricted, the parties submit to courts having jurisdiction in New South Wales.
55. Contact
Equipped For Sport Pty Ltd trading as Equipped For Sport
ABN 28 701 343 688
ACN 701 343 688
Email: contact@equippedforsport.com