Club Partner Service Terms

These terms cover the Club Partner managed service. They sit alongside our Website Terms and Privacy Policy. The Tempo Book It plugin licence itself is provided under the Licence Terms (EULA) (opens in a new tab).

1. Who you’re dealing with

Club Partner is provided by Gareth Hale, trading as Tempo Book It (“we”, “us”), of 105 Brenton Road, Wolverhampton, WV4 5NT, United Kingdom. Contact: support@tempo-book-it.com. “You” means the club or organisation named on the order.

2. What Club Partner includes

For the monthly fee, we provide:

• Your website, hosted and maintained by us: a WordPress site running the Tempo Book It plugin and its matching theme, on hosting we arrange and pay for, with SSL, plugin/theme/WordPress updates, and 4 hourly backups a day, retained for 30 days.
• A current Tempo Book It licence for the site, for as long as the service runs.
• Full setup: we configure your branding, vocabulary, terms, classes, timetable, pricing, email templates and staff accounts, and guide you through importing your member list.
• A named account manager: a real person who knows your club, reachable by email or phone.
• Ongoing admin support: term rollovers each term, timetable and class changes, email template tweaks, settings changes and “how do I” questions.
• Priority support: see section 5.

3. What it doesn’t include

Custom development of new plugin features; design or content work beyond the booking system and its pages (e.g. writing your news pages); your domain name registration and renewal (the domain is registered in your name, see section 8, and its cost is yours); your payment processor’s fees (your Stripe/gateway account is your own, and online payments from your members go directly to you; we never hold your money); email marketing platforms or other third-party subscriptions; and recovery work needed because of changes made by people outside our control (we’ll quote separately if that happens).

4. Fees and payment

• £99 per month, or £990 per year, billed via Stripe by card or Direct Debit. No VAT is charged on Club Partner fees, because we are not VAT registered. We will give you notice if that ever changes.
• Minimum commitment: 3 months. After that the service rolls monthly (or to the end of a prepaid year). e.g. first payment of £297 in July, next payment of £99 in October
• If a payment fails we’ll tell you and retry; if it remains unpaid 14 days after we notify you, we may suspend the service until it’s settled. Suspension doesn’t erase your site or data.
• We may change the fee with at least 90 days’ written notice, never during your minimum commitment or a prepaid year.

5. Support and service levels

• Support hours: Monday to Saturday, 9:00–21:00 (UK), excluding English bank holidays.
• We respond to support requests by the next business day; most are handled same-day.
• If the booking system is down (your members cannot book), we treat it as urgent and start work as soon as we see it within support hours.
• We aim to keep the site available at all times but, like every host, we can’t guarantee uninterrupted availability. Planned maintenance happens outside club-busy hours where practical.

6. What we need from you

Prompt answers on setup questions (term dates, prices, class lists); accurate member data supplied lawfully (see section 7); one or two named contacts authorised to request changes; and keeping your own accounts (domain registrar, Stripe, email) in good standing where they’re in your name.

7. Your members’ data (important)

You are the data controller for your members’ and their children’s personal data; we act as your data processor for hosting and administering the site. We process that data only on your instructions and only to provide the service; we apply the plugin’s built-in protections (encrypted sensitive profile fields, role-based access, audit logging); we don’t sell, share or use your member data for anything else; our hosting sub processor is Unlimited Web Hosting, Manchester UK data centre and on termination we handle data per section 9. A fuller data-processing summary is available on request. You remain responsible for your own privacy notice to your members and for the lawful basis of the data you collect.

8. Ownership

Your domain name is registered in your name and is yours. Your content and your members’ data are yours. The site configuration and anything we build for you within it are yours on handover. The Tempo Book It plugin and theme remain our intellectual property, licensed to you; if you leave Club Partner you can continue using them by taking out a standard licence (currently £249/yr ex.VAT).

9. Leaving Club Partner

Either of us may end the service with 30 days’ written notice (after the 3-month minimum). When you leave, handover is free and included: within 30 days of your end date we’ll provide a complete copy of your site (files and database) and your data in standard formats, and give reasonable help transferring it to your new host, or to a self-managed Tempo Book It licence if you’d rather keep the site running as-is. We keep a final backup for 30 days after handover, then delete our copies. Unpaid fees are still due; prepaid annual fees for whole unused months after your notice period are refunded pro-rata.

We may end the service with 30 days’ notice too (e.g. if we retire the service), with the same free handover, or immediately if the site is used unlawfully or the fees remain unpaid after suspension.

10. Sensible legal bits

• We’ll perform the service with reasonable skill and care.
• We’re not liable for losses caused by events outside our reasonable control, by your own changes or instructions, or for indirect losses (e.g. lost profits). Nothing excludes liability we can’t lawfully exclude.
• Our total liability in any 12-month period is capped at the fees you paid us in that period.
• These terms are governed by the law of England and Wales, and its courts have jurisdiction.
• If we update these terms we’ll give you at least 30 days’ notice; the current version always lives at this page.