02The club operates the activities
The club is responsible for its facilities, equipment, staff, instructors, schedules, qualifications, safeguarding, accessibility arrangements and lawful operation. It must give members accurate descriptions, availability and participation requirements and handle complaints about what it supplies.
Obtain any participant permissions, legally appropriate liability waivers, emergency arrangements and insurance needed for the club’s activities. ClubDojo’s reservation or registration is not a signed injury waiver or an insurance policy. ClubDojo does not supervise activities or verify an instructor’s credentials.
ClubDojo accounts require both age 18 and the age of majority where the person lives. Family membership seats belong to eligible adults with separate accounts. Clubs can describe junior activities in general terms, but must manage identifiable junior records, guardian permissions and junior administration outside ClubDojo.
03Member purchases and recurring dues
The club is the seller of its memberships, bookings and activities. Before a member commits, clearly disclose the total price and currency, applicable taxes, what is included, any recurring charge or dues interval, when payment is due, cancellation method, access consequences and refund or credit rules. Obtain the payer’s required authorization and provide any notices or receipts required by law.
Honor the rules applicable to an existing purchase. Do not make a new refund cutoff retroactive or describe a mandatory legal refund as optional. When the club cancels or cannot supply an offering, address the resulting refund or other remedy. Respond to member billing questions and disputes, and provide a reachable club contact.
Connecting Stripe involves its account onboarding and agreements. The club is responsible for accurate account information, lawful offerings and its obligations under those provider agreements, including relevant fees, taxes, refunds and disputes. Polar handles the club’s separate purchase of ClubDojo software. Allocation of taxes for a particular transaction depends on law and the provider arrangement; connecting a processor does not discharge all of the club’s tax obligations.
04Hand-collected payments and club credit
For payments outside ClubDojo, supply verified destination details and accurate instructions, confirm actual receipt before marking an amount paid, and maintain records supporting settlement and adjustments. A member’s payment report is a claim to investigate, not confirmation from a bank.
The club owes recorded credit to the member. Keep credit, overpayment and outside repayment records accurate, make applicable redemption terms available, and repay money where the agreement or law requires it. ClubDojo does not hold these funds or guarantee the club’s ability to pay. Do not record a repayment until it has actually happened, or use an adjustment to conceal an unpaid obligation.
Resolve member debts, refunds and credit when memberships end or the club closes. See the Refund Policy for the distinction between cash refunds and recorded credit.
05Member information, photos and communications
The club must have a lawful reason to collect and submit member and invitee information, provide required privacy notices, and obtain necessary permissions. This includes invitations before an account exists, member photos, event descriptions, payment notes and staff access. Collect only what is needed and keep it accurate. Do not upload unnecessary sensitive information or intentionally submit children’s personal information.
Use information within the intended club purpose and authorized audience. Respect contact-sharing choices and individual privacy requests. Do not sell, harvest or reuse roster information for unrelated marketing.
Club email is limited to necessary operational messages about existing memberships, transactions and requested invitations. Promotional messages, fundraising, recruitment and new-offering advertisements must use a separate compliant system. The club must assess the actual message and applicable US and Canadian communication rules; neither membership nor the label “operational” is a universal exemption. Follow the email rules.
The Data Processing Addendum governs information ClubDojo processes for the club once effective. The club remains responsible for its independent uses and for responding to the requests that belong to it.
06Support, access and incidents
Report an incorrect charge, access problem or suspected exposure promptly and cooperate in resolving it. Give us information needed to investigate, without sending unnecessary personal data. The club must keep an authorized administrative contact and a subscription payer available, or coordinate a change with support.
ClubDojo will provide the software and support described in the selected plan, subject to the Terms. A support channel or plan label does not by itself create a guaranteed response time or service-level agreement. Report urgent platform concerns to [email protected]; emergencies at the facility belong with local emergency services and the club.
07Ending the relationship
The club’s authorized payer must cancel its software subscription to stop renewal. The club must separately resolve recurring member billing, upcoming offerings, disputes, refunds and credit balances, and give members appropriate notice. A software cancellation does not perform all of those tasks.
Before deleting the club, request any records needed for legitimate operations or retention. There is no promise of a complete self-service export; coordinate an available, lawful return of data with support. Deletion and retained exceptions follow the Privacy Policy and Data Processing Addendum. Do not use deletion to defeat a member’s refund, privacy or accounting rights.
We may restrict or suspend access for a material violation or urgent security or legal reason under the Terms. We will coordinate necessary privacy and outstanding financial obligations rather than treat suspension as permission to disregard them.