1. About ClubPayee and these Terms
ClubPayee is a service for Clubs to organise Members, Payers, Teams, Seasons and Fees; maintain balances and financial records; record manual Payments and Refunds; and, where configured, use online payment and notification features. References to “ClubPayee”, “we”, “us” or “our” mean Varoom Ltd. References to a “Club” mean the organisation using the service as our customer.
By creating a Club account, accepting an invitation or using ClubPayee on a Club's behalf, you agree to these Terms. If you act for a Club, you confirm that you have authority to accept these Terms and use the service for that Club. If you do not agree, do not use ClubPayee.
ClubPayee is intended for organisations and people acting in connection with their Club responsibilities. Nothing in these Terms limits rights that cannot lawfully be limited, including any mandatory rights that may apply to a person acting as a consumer.
2. Accounts, authority and Club approval
Club Users must provide accurate account information and keep it current. Ordinary Club administration accounts are for authorised adults acting for a Club. A Club must decide who may act as an administrator and remove or disable access when it is no longer appropriate.
New Clubs require Platform approval. While approval is pending, a Club may prepare non-financial configuration, but operational functions such as collecting or recording Payments, sending notifications, enabling Payment Plans and opening Payer access remain restricted. Approval does not itself connect Stripe or enable an optional feature.
You must protect passwords, verification codes and devices used to access ClubPayee; must not share an individual account; and must tell us promptly at support@clubpayee.com if you suspect unauthorised access. ClubPayee may require password and email-code authentication and uses server-managed sessions.
3. Club responsibilities
The Club is responsible for:
- deciding what Member, Payer and Club User information is entered and why it is used;
- having an appropriate lawful basis and giving any notices required for that information, including information about children;
- keeping records accurate, assigning Payers correctly and giving access only to authorised people;
- configuring Fees, Teams, Seasons, notifications and payment features accurately;
- checking imported files and previews before importing Member data; and
- complying with laws, governing-body requirements and its own policies.
Clubs must not enter unnecessary special-category, safeguarding, medical or other sensitive information into free-text fields. ClubPayee should not be used as a general case-management or safeguarding-record system.
A Payer's access is based on the Club's recorded responsibility relationships. The Club must ensure those relationships are correct. ClubPayee does not implement a separate parental-consent workflow and does not determine whether a particular person has parental or legal responsibility for a Member.
4. Pricing, credits and Season usage
The approved Phase 1 price is €1 per Member per Season. Stripe processing fees for online card Payments are separate.
ClubPayee represents a Club's entitlement using credits and Member/Season usage records. At a high level, one credit covers one unique Member in one Season for one Club. Multiple Team assignments for that Member in the same Season use one credit; use in another Season requires another credit. Credits may be reserved when a Member is first assigned within a Season and become consumed when qualifying financial or notification activity occurs. Consumed usage is not reversed by later refunds, reversals, Team removal or notification-setting changes.
The service may include limited introductory credits and credits applied operationally by ClubPayee. ClubPayee's automated billing may not be used for every Club, and invoicing or collection may be handled separately. We will not impose an unannounced charge. Any additional commercial terms agreed with a Club form part of the agreement with that Club.
These Terms do not promise a free trial, minimum term, automatic renewal, discount, particular VAT treatment or refund entitlement. Any such matter must be expressly agreed or required by applicable law.
5. Payments, Stripe and Refunds
A Club may record cash, bank transfer and other manual Payments in ClubPayee. The Club is responsible for ensuring those entries and any references, notes, allocations, adjustments and Refund records are accurate. ClubPayee maintains financial history to support balances, reconciliation and reporting; it is not the source of the underlying cash or bank transaction.
Where online payments are available, the Club connects its own Stripe account. Stripe provides payment processing and handles card details. Stripe's own terms, fees, verification requirements and service decisions apply to the Club and relevant Payer. ClubPayee is not a bank, lender or payment institution and does not hold Club funds. Stripe generally settles online-payment funds to the Club's connected account.
ClubPayee does not store full card numbers or CVCs. It stores provider and transaction references, amounts, statuses, fees and other records needed to initiate, reconcile and report Payments and Refunds. A Refund requested through ClubPayee remains subject to provider processing and the Club's connected account.
Payment Plans
Payment Plans are an optional advanced online-payment feature. They may be unavailable unless ClubPayee and the Club have enabled and configured them. Where available, an eligible Payer may agree to split an existing balance into two or three monthly instalments, with the first Payment made immediately and later instalments collected automatically using a payment method authorised through Stripe.
New Fees are not automatically added to an existing Payment Plan. Cancelling a Plan stops future automatic collection but does not cancel or remove the underlying amount owed to the Club. A Payer may need to take an additional authentication or payment-method action if Stripe requires it. A Payment Plan is a collection arrangement for an existing Club balance; ClubPayee does not provide credit or finance.
6. Communications and notifications
ClubPayee sends access, verification and service messages needed to use the service. A Club may also configure financial notifications, including Payment or Refund confirmations and scheduled balance communications. Availability depends on ClubPayee and Club settings.
The Club is responsible for ensuring recipient details are correct and that its use of operational communications is lawful and appropriate. Delivery is not guaranteed: messages may be delayed, rejected, suppressed or fail because of recipient, provider or technical conditions. Delivery history in ClubPayee is an operational record and is not proof that a recipient read a message.
7. Acceptable use
You must not use ClubPayee to:
- break the law, facilitate fraud or mislead Payers or Members;
- access another Club's data without authority;
- probe, bypass or interfere with authentication, rate limits, tenant isolation or other security controls;
- upload malicious code or disrupt the service or its providers;
- store payment-card details, passwords, verification codes or unnecessary sensitive personal information in notes, imports or free-text fields;
- send unlawful, misleading or abusive communications; or
- copy, resell or reverse engineer ClubPayee except where applicable law expressly permits it.
You must cooperate with reasonable security, support and compliance requests relating to your Club's use of the service.
8. Locking, suspension and termination
We may keep a Club pending approval or lock its access where reasonably necessary for security, suspected misuse, legal or provider requirements, unpaid charges, support investigation or protection of ClubPayee and its users. Where appropriate, we will explain the issue and available next steps. Locking restricts access and new operational activity but does not erase financial history. Provider callbacks already in flight may still be processed so that confirmed outcomes can be reconciled safely.
A Club may ask to stop using ClubPayee by contacting support. We may also end the service on reasonable notice or immediately for serious breach, unlawful use or an urgent security or legal reason. Ending use does not remove obligations or Payment records already created.
Following termination, access may be disabled. Data may be retained or deleted according to the nature of the record, the Club's instructions, operational backup cycles, legal obligations, dispute needs and the integrity of financial history. Clubs should export available reports they require before access ends. Contact support to discuss access or deletion requirements; immediate or complete deletion cannot be promised where records must be preserved.
9. Availability, changes and third-party services
We aim to provide a reliable service but do not promise uninterrupted or error-free availability and do not provide an uptime service-level agreement under these Terms. Maintenance, security work, provider outages and events outside our reasonable control may affect availability.
We may change ClubPayee to improve it, address security or compliance, reflect provider changes or retire functionality. We will seek to give reasonable notice of a material change that adversely affects normal use where practicable. Optional or advanced features may be changed, limited or withdrawn and may not be available to every Club.
ClubPayee depends on third-party infrastructure and services, including hosting, database, email, security and payment providers. Their services may be subject to separate terms and availability. We are responsible for selecting and managing our providers with appropriate care, but we cannot control every provider event.
Intellectual property
Varoom Ltd and its licensors own ClubPayee, including its software, branding, design and documentation. Subject to these Terms, we grant the Club a limited, non-exclusive, non-transferable right to use ClubPayee for its internal Club administration while its account remains authorised. The Club retains rights in information it supplies and gives us the rights reasonably needed to host, process and display that information to provide and secure the service.
10. Responsibility and limitation of liability
Each party remains responsible for loss caused by its breach of these Terms, negligence or unlawful conduct, subject to this section and applicable law. ClubPayee supports a Club's administration but does not replace the Club's own financial controls, record checks, safeguarding responsibilities, legal advice or provider reconciliation. Clubs should review important records and maintain appropriate internal oversight.
To the fullest extent permitted by Irish law, Varoom Ltd is not liable for indirect or consequential loss, loss of profit, loss of opportunity or loss caused by inaccurate Club-supplied data, unauthorised Club accounts, provider decisions or a Club's failure to follow reasonable security and reconciliation steps.
Where liability may lawfully be limited, Varoom Ltd's total aggregate liability arising from ClubPayee in any 12-month period will not exceed the greater of (a) the amount the Club paid Varoom Ltd for ClubPayee in that period and (b) €100. This limit does not apply to fraud, fraudulent misrepresentation, death or personal injury caused by negligence, or any liability that cannot lawfully be excluded or limited.
11. Changes, governing law and contact
We may update these Terms to reflect service, legal or operational changes. We will publish the updated version and change the “Last updated” date. For a material change, we will provide reasonable notice where practicable. Continued use after the effective date constitutes acceptance of the updated Terms; if a Club does not agree, it should stop using the service and contact us about closure and data handling.
If any provision is unenforceable, the remaining provisions continue in effect. A delay in enforcing a right is not a waiver. These Terms and any expressly agreed commercial terms form the agreement for the service and do not give rights to a person who is not a party, except where law provides otherwise.
These Terms are governed by Irish law. The courts of Ireland have jurisdiction, subject to any mandatory right to bring a claim elsewhere.
Questions about these Terms can be sent tosupport@clubpayee.com. See our Privacy Policy for information about personal data.