Terms of Service

Last updated: 25 June 2026

These terms govern use of the ClubEasy platform at clubeasy.app ("the Service"). The Service is provided by Joel Nathan Shapcott (ABN 39 683 259 554), trading as ClubEasy App, of Queensland, Australia ("ClubEasy", "we", "us"). By creating an account or using the Service you agree to these terms.

1. The Service

ClubEasy provides gym management software for martial arts schools, including membership management, class scheduling, attendance, belt and grading tracking, billing integrations, and member communications. We may improve or modify features over time.

2. Accounts

• Gym accounts are created by gym owners or authorised staff. You are responsible for keeping login credentials secure and for activity under your account.
• Member portal accounts are created by gyms for their members. Parents or guardians may manage accounts for children under 18.
• You must provide accurate information and keep it up to date.

3. Subscriptions and payment

• Paid plans are billed in advance on a recurring basis. Trial periods are free and require no card.
• Plan fees may change with at least 30 days' notice before your next billing cycle.
• We are not currently registered for GST, so fees do not include GST. This may change if our registration status changes.
• You may cancel at any time; access continues until the end of the paid period. Fees already paid are non-refundable except where required by the Australian Consumer Law or other applicable law.
• Payments between gyms and their members are processed by the gym's chosen payment provider (such as Stripe, Square, GoCardless, or Pin Payments) under that provider's terms. ClubEasy is not a party to those transactions.

4. Your data and our role

Gyms own their member data. We process it only to provide the Service, as described in our Privacy Policy. For member data, the Gym is the data controller and ClubEasy acts as the Gym's processor. Gyms are responsible for having a lawful basis to enter member information into ClubEasy, for obtaining any consents required (including for minors), and for responding to their members' privacy requests. Where required by applicable data-protection law (for example the GDPR), a data processing agreement is available on request. On account closure, gym data is available for export on request for 30 days, after which it is deleted.

5. Acceptable use

• No unlawful, misleading, or harmful use, including sending unsolicited commercial messages (spam) through the broadcast tools. You are responsible for complying with the Spam Act 2003 (Cth) and equivalent laws when messaging your members.
• No attempts to probe, disrupt, or gain unauthorised access to the Service or other gyms' data.
• No reselling or sublicensing the Service without our written consent.

6. AI features

AI-assisted features (such as promotion readiness summaries and class planning) produce suggestions, not decisions. Grading and coaching judgements remain the gym's responsibility.

7. Availability and support

We aim for high availability but do not guarantee uninterrupted or error-free service, and (subject to the guarantees below) the Service is provided "as is". Planned maintenance will be scheduled outside peak hours where practical. Support is available at hello@clubeasy.app.

8. Your responsibilities and indemnity

You are responsible for your use of the Service and the data you enter into it. To the extent permitted by law, you agree to indemnify ClubEasy against claims, losses, and costs arising from your breach of these terms, your unlawful use of the Service, or your handling of member data in breach of applicable privacy or other laws.

9. Liability

Our goods and services come with guarantees that cannot be excluded under the Australian Consumer Law; nothing in these terms excludes those guarantees. Subject to that, and to the extent permitted by law, our total liability for any claim arising from the Service is limited to the amount you paid us in the 12 months before the claim arose, and we are not liable for indirect or consequential loss, or for loss arising from a gym's own use of member data.

10. Termination

We may suspend or terminate accounts that breach these terms, with notice where reasonable. You may close your account at any time from the dashboard or by contacting support.

11. Changes to these terms

We may update these terms from time to time. Material changes will be notified via the app or email at least 14 days before they take effect. Continued use after that constitutes acceptance.

12. General

If any provision of these terms is found to be unenforceable, the remaining provisions continue in effect. Our failure to enforce a provision is not a waiver of it. You may not assign these terms without our consent; we may assign them to a successor of our business. Neither party is liable for failure to perform caused by events beyond its reasonable control. These terms are the entire agreement between you and us regarding the Service.

13. Governing law

These terms are governed by the laws of the State of Queensland, Australia. Disputes are subject to the non-exclusive jurisdiction of the courts of Queensland.