Terms of use

1. What this is

Training Den is a session-planning and training-record service for British swimming clubs, operated by Freeboard LTD, a company registered in Scotland (company number SC897840), registered office 8 Duntreath Place, Edinburgh EH16 4ZA. These terms cover two different relationships with Freeboard LTD, and which one applies to you depends on how you use the service.

The club agreement. The first is an agreement between the operator and your club (the “club”), who signs up for the service and controls its members’ data — see our privacy notice for the controller/processor split. The club agreement includes our data processing agreement, which a club admin accepts in the app on the club’s behalf. A coach, admin, parent, guardian or swimmer who uses an account provided by a club is doing so under the club’s agreement with us, and also agrees to use their own account only as set out below.

The seat agreement. The second applies where a coach pays for their own subscription (section 7, “Paying for a seat”). That is a separate agreement between the operator and the individual coach, not the club: the coach’s own card pays for it, one subscription covers every club and personal space that coach works in, and a club they coach at is not a party to it — in the ordinary case, a club never knows a particular coach’s seat exists at all.

Each relationship stands on its own. If you coach at a club and also pay for your own seat, the club agreement governs your use of the club’s account and its data, and the seat agreement governs your subscription. Section 6 limits our liability under each one separately.

2. Acceptable use

• Use your own account. Don’t share your login, and tell your club admin if you think someone else has access to it.
• Only enter data about people you have the right to hold data about — for a coach or admin, that means data your club is entitled to collect from its own members and families.
• Don’t try to access another club’s data, another swimmer’s account, or the admin area if you haven’t been given access to it.
• Don’t use the service to harass, bully or share content about a child that isn’t appropriate for a training record.
• Don’t attempt to disrupt the service (for example, automated scraping, load-testing production, or trying to bypass rate limits) or reverse-engineer it beyond what UK law allows.

We can suspend or close an account that breaches these terms, particularly where a child’s safety or another member’s data is at risk. Where practical we’ll tell the club first.

3. Your club’s responsibilities as controller

Your club decides what data is collected, why, and under what lawful basis (see our privacy notice). In particular, the club is responsible for:

• Having a lawful basis for the data it asks us to hold — and, for health-related data like “illness” and “injury” absence reasons, choosing an Article 9 condition and recording it in Club settings. The app does not accept those two reasons until the club has.
• Telling its members and families about our privacy notice, and about how the club itself uses their data beyond the app.
• The accuracy of the data its coaches and admins enter.
• Keeping its own admin accounts secure, and removing access promptly when a coach or admin leaves.
• Responding to its members’ data protection requests, with our assistance where the request needs something only we can do (see the rights section of our privacy notice).

4. AI features

Some features (session and dashboard creation, the coach assistant) use a third-party AI provider. Numbers a coach sees are always calculated by our own code, never invented by an AI model. Text a coach types has swimmer and coach names replaced with meaningless labels before it reaches the provider; audio and photographs are not masked. Full detail on what is and isn’t protected from a named swimmer reaching an AI provider — including the limits of masking where it does apply — is in the AI features section of our privacy notice.

A club admin can restrict the coach assistant further from Club settings: on “Assistant privacy: Strict”, the assistant is given no way to look up anything about a named individual — attendance, notes, histories, times, pace, or any figure broken down person by person. A new club starts on Strict, and an admin can switch it to Standard at any time. The setting applies to the assistant only, not to session or dashboard creation. See the AI features section for exactly what it does and does not change.

5. Availability

We don’t offer an uptime guarantee or a service-level agreement.

The service is provided “as available”. We work to keep it running and to fix problems quickly, but it may sometimes be unavailable — for maintenance, or because of a problem at one of the providers we rely on (listed in our privacy notice).

Please don’t treat Training Den as your club’s only copy of anything irreplaceable. A club admin can download the club’s data at any time (section 8), and we recommend keeping your own copy of anything you can’t afford to lose.

AI features use Anthropic (Claude) by default, with OpenAI as an automatic backup. Our platform administrator can reverse that order. Voice audio always uses OpenAI GPT-Live and never falls back to Anthropic. Text passed on from a voice call to prepare a session follows the selected provider, with swimmer and coach names masked first; we do not store the raw dialogue. AI features can be unavailable independently of the rest of the app. Saved sessions, dashboards, attendance and results never need an AI call, so they keep working during an AI outage.

6. Limitation of liability

The service is provided on an “as available” basis.

Nothing in these terms limits or excludes any liability that cannot be limited or excluded by law — under the law of Scotland, which governs these terms (section 10), or under the consumer law of the part of the UK where you live — including liability for death or personal injury caused by negligence, or for fraud. Nothing in these terms affects your statutory rights as a consumer.

Subject to that, our total liability for all claims arising from the service is limited, under each agreement separately:

• Under the club agreement, to the greater of £100 and the fees the club paid us for the service in the 12 months before the claim.
• Under the seat agreement (section 7), to the greater of £100 and the amount you paid us for your seat in the 12 months before the claim.

Each agreement has its own limit. A loss claimed under one cannot be claimed again under the other.

We are not liable for indirect or consequential loss, such as loss of profit or loss of data beyond our obligation to help your club export or recover it as described in section 8.

7. Paying for a seat

Some accounts are free to the person using them — provided under a club’s own agreement, as described in section 1 above. This section is about the other kind: a coach who pays for their own subscription (a “seat”) directly with us.

What a seat is. A seat belongs to the individual coach who pays for it, not to any club. It covers every club and personal space that coach works in — one subscription, however many clubs — and it is not a club’s to cancel, transfer or reclaim.

What differs between tiers is AI assistance, and only that. The Essentials tier includes no AI assistance at all. Lead and assisting coaches can build sessions manually, coordinate attendance and message athletes and parents. On the tiers that do include AI, it is fair use, with a monthly limit; you will be told when you are near it, and manual session building always keeps working.

Where you are told about the limit. In the app, not by email: it is shown on your subscription under Club → Settings, and again at the moment an AI feature declines because the limit has been reached. The only email we send about your subscription is notice of a price change (see “Price changes” below).

Everything that is not AI is identical on every tier and never depends on which one you are on: attendance, poolside, plans, times, land training, results, templates, seasons, sessions and dashboards you have already saved, and building a session by hand.

Price and how often you’re charged. Whichever tier you choose, you are charged monthly, in advance, in pounds sterling. The tiers, and what each one costs:

• Essentials — £3 per month. Build sessions manually, coordinate attendance and message athletes and parents. No AI.
• Coach — £9 per month. Plan your own sessions, with AI session building, photo and voice.
• Coach Pro — £19 per month. Plan for a whole programme, at volume.

These are the same prices shown on /subscribe and charged at checkout. They are the total price: there is nothing else to pay, no setup fee and no per-club charge. Freeboard LTD is not registered for VAT, so no VAT is added.

Free trial. A new seat starts with a 14-day free trial. We take your card details up front, but the first charge isn’t made until day 15 — if you cancel before then, you pay nothing.

Referral credits. A coach can share the neutral referral link the app gives them; we do not ask for their friend’s email address or send a marketing message for them. The link applies only while a genuinely new account is being created, and an account can have only one referrer. An existing account cannot add or replace a referral later.

The referred coach has 90 days from signup to make their first non-zero, successfully paid recurring subscription payment. The free-trial invoice does not count. If that payment remains paid and undisputed for 14 days, the referred coach receives GBP account credit equal to the monthly price of the tier they bought. The referrer earns credit equal to one month of their own tier only if, when that paid invoice qualifies, their self-funded subscription is active, is not scheduled to cancel, and they have received fewer than 12 referral rewards in the preceding rolling 365 days. That eligibility and tier are fixed at qualification; the credit itself is applied only after the same 14-day hold. The referred coach still receives their credit if the referrer is ineligible or at that limit.

Referral credit is not cash, cannot be transferred and does not expire automatically. It is added to the same Stripe customer balance as the subscription and is used against future invoices under Stripe’s balance rules; it is not assigned to a particular calendar month or invoice and can be spread across invoices. A later tier or subscription-status change does not recalculate credit already earned. A refund or dispute during the 14-day hold voids both pending rewards. Once a credit has been issued, any reversal is a manual decision rather than an automatic clawback.

Cancelling. You can cancel at any time, yourself, through the Stripe Billing Portal. You reach it from inside the app: Club → Settings, under “Your subscription”, using the “Manage subscription” button. No form, and no waiting on us.

What happens after you cancel. You keep full access for the rest of the period you’ve already paid for. After that you move to a 30-day read-only period: you can still see everything, but you can’t add or change anything, and AI features stop working. After 30 days, staff access closes.

Deleting your account cancels your seat too. If you delete your account from within the app while you are paying for a seat, we cancel the subscription with our payment provider as part of that deletion, so you are not left being charged for an account that no longer exists. That cancellation takes effect immediately rather than at the end of the period you have paid for — unlike an ordinary cancellation above, there is no account left to keep access on. If we cannot reach our payment provider at that moment we refuse the deletion and tell you, rather than delete the account and leave the subscription running; you can try again, or cancel in the Billing Portal first.

What never closes. Whatever state your seat is in — trial, active, cancelled or lapsed — you can always reach the Billing Portal to sort out payment, and that never depends on anything we switch on or off: even if we stopped selling subscriptions, anyone who has one could still cancel it themselves. (If you have no payment record with us at all — a complimentary account, say — the button sends you to /subscribe instead of a portal, because there is nothing to manage yet.) And a club’s own data export is never gated behind anyone’s subscription: a club admin can pull it at any time, whether or not the coaches at that club currently have active seats.

Your statutory right to cancel. Separately from the 14-day trial above, UK consumer law gives you the right to cancel this contract within 14 days of it starting, for any reason, without needing to give one. This is a different right from the trial: the trial is ours to offer and we could change it; this cancellation right is yours, and it doesn’t depend on anything we decide. Because we don’t take payment until day 15, in practice the two periods line up — but that is an alignment, not the same right. You can exercise this right the same way as cancelling any subscription — through the Billing Portal, or by telling us through our contact form.

Refunds. If you are not happy with a charge, ask us within 14 days of it — through our contact form or by email to admin@trainingden.app — and we will refund that charge in full. You don’t need to give a reason. Asking for a refund doesn’t cancel your seat on its own: cancel in the Billing Portal too if you don’t want to be charged again. This is in addition to your statutory rights, including your rights if the service is not provided with reasonable care and skill.

Price changes. We may change tier prices. If we change the price of your tier, we will email you, at the address on your account, at least 30 days before the new price applies to you. You can cancel before then, and if you do you will never pay the new price. New prices also appear on this page and on /subscribe before they take effect.

8. Termination and getting your data back

Your club can stop using the service at any time. Before doing so, a club admin can download an archive of the club’s data, or everything held about one swimmer — not every last thing: see our privacy notice’s “Your rights” section for what a download does and does not contain. A club admin can also permanently delete the club and its data at any time (this requires typing the club’s exact name to confirm, and cannot be undone). Two things are deliberately kept when a club is deleted: the record of any data-protection complaint about it, which we keep for 3 years after the complaint is resolved (or, if it never was, 3 years after the club was deleted), so there is still a record of how it was handled; and the record of the club accepting our data processing agreement, which we keep for six years after the club is deleted.

Anyone can delete and scrub their own individual account at any time from within the app — a coach or admin from Settings, and a parent, guardian or swimmer from “My account”. If that person is paying for a seat, the deletion cancels the subscription too, as described in section 7. Deleting an account is never a way to end up still being charged for one.

We can suspend or terminate a club’s access for a serious or repeated breach of these terms, or if we stop offering the service altogether — in the latter case we will give the club reasonable notice and the chance to export its data first, except where we’re legally required to act sooner.

9. Changes to these terms

We may update these terms as the product changes, and we change the date at the top of this page when we do. If a change materially affects you, we will email club admins — and, for the seat agreement, paying subscribers — at least 30 days before it takes effect.

10. Governing law

These terms, and any dispute about them, are governed by the law of Scotland, because Freeboard LTD is a company registered in Scotland. The Scottish courts can hear any dispute. If you are a consumer living in England, Wales or Northern Ireland, you can also bring a claim in the courts where you live, and nothing here takes away the protection of the consumer law that applies where you live.

Contact

Questions about these terms, or anything about your data, go through our contact form or admin@trainingden.app.

Formal notices under these terms or our data processing agreement go by email to admin@trainingden.app, or by post to Freeboard LTD, 8 Duntreath Place, Edinburgh EH16 4ZA — the same routes as clause 13 of the data processing agreement.