Terms of Service

• Ovalball — the rugby administration service provided at ovalball.co.uk.
• Pipaxon Technologies Ltd — the company operating Ovalball, referred to as “we” or “us”.
• User — anyone accessing Ovalball, with or without an account.
• Club — a rugby club using Ovalball to administer its activities.
• Club Admin — a user with club-wide administrative authority.
• Team Admin — a user with authority over a specific team.
• Coach — a user with a coaching role for a team.
• Parent/Guardian — a user linked to a specific player.
• Player — a person recorded as playing for a team, who may or may not hold an account.

Accounts are intended for adults involved in running or supporting rugby, and for young players whose accounts are enabled and controlled by a linked guardian. If you are creating an account on behalf of a club, you confirm you are authorised by that club to do so.

You must provide accurate information when creating an account and keep it up to date. You are responsible for activity carried out through your account. Do not share your account or your sign-in link with anyone else — roles in Ovalball carry real authority over other people’s information.

Tell us or your club promptly if you believe your account has been accessed by someone else.

If you act as a Club Admin, Team Admin, coach or other authorised club user, you must only access, enter, change or share information where you have the authority to do so for the relevant club, team, player or activity.

You must not use Ovalball permissions to access information about players, families, teams or clubs that you are not authorised to manage.

A Club Admin decides who holds roles at their club, what teams exist, and what information the club records. That authority carries responsibility: to grant roles only to appropriate people, to remove them promptly when someone leaves the role, and to ensure the club’s use of Ovalball complies with its own safeguarding and data protection obligations.

Team-level authority is limited to the team it was granted for. Holding a role for one team does not give authority over another. Requests affecting another team — such as calling up a player — must go through the request process rather than around it.

Being linked as a parent or guardian in Ovalball does not grant administrative authority over a club or team.

As a guardian you must:

• provide accurate information about yourself and the player you are linked to
• only claim or accept a link to a player where the relationship is genuine
• keep access to your account protected, particularly where it controls a young player's account
• tell the club if the relationship changes so the link can be updated or ended

A player may be recorded in Ovalball without holding an account. Where a young player is given their own login, what it can do is governed by permissions their linked guardian controls, and those permissions can be changed or withdrawn.

Fixtures, calendars, pitch and venue allocation, training, attendance, Mini-Rugby Group administration, player requests and dispensations are recorded so clubs can run rugby. Information entered must be accurate; other clubs, teams and families rely on it to turn up in the right place at the right time.

Eligibility and dispensation records exist so decisions are traceable. Do not record a dispensation that has not actually been approved.

Messaging in Ovalball is for organising rugby. It is scoped to a fixture, club or team, and must be used in line with the Acceptable Use & Community Standards.

Ovalball is used in an environment involving children. Safeguarding obligations sit with the club and the relevant governing bodies; Ovalball provides the technology and the access controls. See Safeguarding & Online Safety.

Where a club enables paid memberships, the agreement to pay is between the paying party and the club. Payments are collected through GoCardless, and the amount, collection day, first payment treatment and any sibling discount are set by the club and shown before enrolment.

Changes a club makes to price, collection day or first-payment policy apply to new enrolments; they do not retrospectively alter payments already scheduled or collected. At the date of these Terms, live payment collection is not enabled in the production service.

Section 12 is about money a club collects from its own members. This section is about something different: what a club pays Pipaxon Technologies Ltd to use Ovalball. They are separate agreements, collected through separate merchant accounts, and neither affects the other.

Free trial

A club’s trial is thirty usable days, not thirty calendar days. The clock runs only while the trial is running and Ovalball is charging clubs; it stops while Ovalball is in Beta and while a trial is paused, and the remaining days are held. No payment details are required to start a trial, and nothing is charged during it.

Beta

While Ovalball is in Beta, Pipaxon Technologies Ltd does not charge clubs. Beta is paused time, not deferred debt: when Beta ends, billing resumes going forward and nothing is charged retrospectively for the Beta period.

Plans and price

Standard is £15 per month. Pro is £25 per month and is not currently available to buy. The price a club agrees is recorded at the time it chooses a plan, and a later change to the published price does not change what that club is charged.

[NEEDS INPUT] The notice period before a price change may take effect for an existing club has not been decided, and is deliberately not stated here.

Collection

Where enabled, a club’s subscription is collected monthly by Direct Debit through Pipaxon Technologies Ltd’s own payment provider. At the date of these Terms, live collection of club subscriptions is not enabled in the production service.

Credit

Credit on a club’s account is applied to the next collection before it is taken. A collection covered entirely by credit is skipped rather than collected as a zero-value payment. Credit is applied against Ovalball subscription charges only; it is not cash, cannot be transferred to another club, and is not exchangeable for money.

[NEEDS INPUT] Whether credit expires, and after how long, has not been decided.

A failed collection

A collection that does not complete does not immediately remove a club’s access. The club is told, and the collection is attempted again. Credit that had been applied to a collection that then failed is returned to the club’s account.

Cancelling

A club may cancel its Ovalball subscription at any time. Cancelling stops the next collection; the club keeps access for the period it has already paid for, and the subscription ends at the end of that period. A club’s own data is not deleted by cancelling — see the Your Data Rights page.

[NEEDS INPUT] Whether any part-period refund is offered, and the VAT treatment of these charges, both require a business decision and are deliberately not stated here.

Referrals

Where Ovalball offers a referral reward, the Referral Terms apply.

Ovalball may support signing in with Google, Facebook or Apple. Your use of those providers is governed by their own terms. Signing in through a provider authenticates you; it does not by itself establish age, a guardian relationship, club membership or any administrative role.

Ovalball relies on third-party infrastructure and payment providers, listed on the Third-Party Services page.

Ovalball, its software, design and branding belong to Pipaxon Technologies Ltd. These Terms do not transfer any ownership in them.

Information a club or user enters remains theirs. By entering it you grant us only the licence reasonably necessary to host, store, process, display, transmit and back up that content so we can operate the service — not ownership of it, and nothing wider. This is described in the Privacy Notice.

Club names, crests and badges, competition names, governing-body marks and other third-party trade marks or materials remain the property of their respective owners. Their appearance in Ovalball transfers no ownership of them to Pipaxon Technologies Ltd and implies no affiliation or endorsement. This is set out more fully in Copyright & Intellectual Property.

We may restrict, suspend or end access where these Terms or the Acceptable Use standards are breached, where there is a security or safeguarding risk, or where we are legally required to. A club may also remove a person’s role at that club independently of us.

You may stop using Ovalball at any time and may ask for your account to be closed. What happens to information afterwards is explained under Your Data Rights.

Ovalball is actively developed, and features may change, be added or be withdrawn. We aim to keep the service available but do not guarantee uninterrupted access, and maintenance may occasionally interrupt it.

Ovalball helps clubs organise rugby; it does not run the rugby. We are not responsible for decisions a club makes, for the accuracy of information a club enters, or for what happens at a fixture or training session.

Nothing in these Terms excludes or limits liability where it cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or for fraud.

Subject to that, our liability arising out of use of Ovalball is limited to the extent permitted by law.

The precise liability allocation, and the consumer/business contract position, are subject to professional review.

These Terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you are a consumer resident elsewhere in the United Kingdom, you keep the benefit of any mandatory protections of the law where you live.

We may update these Terms as Ovalball develops. The effective date, last-updated date and version above always reflect the published version.

To contact Pipaxon Technologies Ltd about these Terms, email hello@ovalball.co.uk or use the Ovalball contact page.