Terms of use

1. What this is

Training Den is a pilot-stage session-planning and training-record product 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 actually describe two different relationships with that operator, 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. 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.

[WHO IS LIABLE FOR WHAT ACROSS THESE TWO RELATIONSHIPS — TO CONFIRM. Section 6 (“Limitation of liability”) below currently addresses only the club agreement; it does not yet say what, if anything, limits the operator’s liability to an individual coach under the seat agreement, or how the two relationships interact when the same person is a club’s coach and a paying individual at once. This decides who is liable for what, so it needs a solicitor’s confirmation before this page is relied on for a coach’s payment — see docs/paid-launch-readiness.md §4.3.1. It is not resolved by drafting.]

This is a pilot. Some things described here (pricing, uptime, support) are set at pilot scale for a small number of clubs and are expected to change as the product matures — we’d rather say that plainly than write terms that imply more maturity than the product has.

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 (and, for health-related data like absence reasons, an Article 9 condition) for the data it asks us to hold.
• Telling its members and families about this 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 honest 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. Standard is the default, and 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 at pilot stage, and we’d rather say that outright than write a number we can’t back up.

The service currently runs on a single Heroku application dyno, which means no automatic failover if that one dyno has a problem. We do not have a paid database plan with confirmed point-in-time backup recovery in place yet, as of our last engineering review — this is a tracked item, not something we want to claim before it’s true (see our privacy notice’s Keeping it safe section). We treat fixing this as a priority, but until it’s done, please don’t treat Training Den as your club’s only copy of anything irreplaceable — keep your own record of anything you can’t afford to lose.

AI features depend on third-party providers (OpenAI, with Anthropic as an automatic backup) and can be unavailable independently of the rest of the app. The rest of the app — saved sessions, dashboards, attendance, results — is designed to keep working with zero AI calls even during an AI outage.

6. Limitation of liability

The service is provided on a pilot, “as available” basis.

[THE SENTENCE THIS REPLACES NAMES THE WRONG LAW — TO CONFIRM WITH SECTION 10. It read: “Nothing in these terms limits liability that cannot be limited under ENGLISH law, including liability for death or personal injury caused by negligence, or for fraud.” Section 10 says the expected answer is the law of SCOTLAND and the Scottish courts, and explicitly not England and Wales, because Freeboard LTD is registered in Scotland. Which liabilities cannot be limited, and by which law, is therefore not settled — and the clause that limits a consumer’s remedies must not be the one part of this page that reads as finished while the clause deciding which courts hear the dispute is correctly still open. Both need the same solicitor, at the same time.]

[THE CAP THIS REPLACES IS MEASURED AGAINST THE WRONG PARTY — TO CONFIRM. It read: “Subject to that, our liability to YOUR CLUB for any claim arising from use of the service is limited to the fees your club has actually paid us for the service in the 12 months before the claim — during the pilot, most clubs pay nothing, and where that’s the case our liability for a paid-service claim is nil.” Under section 7 the paying customer is the INDIVIDUAL COACH. Their club is not a party to that agreement, usually does not know it exists, and pays us nothing — so the only paying customer this product has would read a cap measured against payments made by somebody they are not, and conclude that our liability to them is nil no matter what they themselves paid. A cap for the seat agreement has to be drafted, by a solicitor, before a coach’s payment is taken — see docs/paid-launch-readiness.md §4.3.1.]

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 Assistant tier includes no AI assistance at all — it is for delivering sessions somebody else planned, and no AI feature is available on it. 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. We do not state that limit as a number of sessions or a sum of money, because we do not yet have one we would stand behind.

Where “you will be told” actually happens, because it is not your inbox. We do not send you email. The only messages this deployment can send at all are the sign-in ones handled for us by Supabase — confirming your address, resetting your password — and nothing about your subscription is among them. So nothing about your seat will ever arrive unprompted. The limit is shown inside the app, on your subscription under Club → Settings, and it is said again at the moment an AI feature declines because the limit has been reached. If you never open that screen, the refusal is the first you will hear of it.

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:

• Assistant — £3 per month. Deliver sessions your club plans — attendance, times, notes, poolside.
• 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.

Those figures are rendered from the same generated price list /subscribe and the checkout itself read, so this page cannot quietly fall out of date against what your card is actually charged. They are the total price: there is nothing else to pay, no setup fee and no per-club charge. [VAT TREATMENT — TO CONFIRM. Whether these figures include VAT, and whether Freeboard LTD is VAT-registered at all, is not stated here because it has not been confirmed. A price shown to a consumer has to be the price they pay, tax included, so this must be settled before the first charge — see docs/paid-launch-readiness.md §5.]

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 is deliberately not something a switch on our side can take away: the portal is not behind the feature flag that turns billing on and off, so even if we stopped selling subscriptions tomorrow, anyone who has one can 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. [REFUND POLICY — NOT YET DECIDED. See docs/paid-launch-readiness.md §9, open question 3. Until an owner decides and this placeholder is replaced, no refund commitment beyond the statutory right above should be assumed or published.]

Price changes. We may change tier prices in future, and we will not change what an existing subscriber is charged without notice. You should know how thin that notice channel currently is, because it is the same gap named above: we have no way to email you, so there is no message we can push to you. In practice, notice means the prices on this page and on /subscribe are changed before a new price takes effect, and the change is visible in the app. [PRICE-CHANGE NOTICE PERIOD AND MECHANISM — TO CONFIRM. “In advance” with no stated period, delivered only by two web pages changing, is not a commitment a subscriber can rely on. A specific period (e.g. 30 days) and a real delivery mechanism are needed before the first price rise — the same open item docs/subprocessors.md records for sub-processor notice, and for the same reason.]

8. Termination and getting your data back

Your club can stop using the service at any time. Before doing so, a club admin can export an archive of most of the club’s data — not all of it: see our privacy notice’s “Your rights” section for exactly what the export does and does not contain (it notably does not yet include absence-notice detail). A club admin can also permanently delete the club and all of its data at any time (this requires typing the club’s exact name to confirm, and cannot be undone). A coach or admin can delete and scrub their own individual account at any time from within the app (Settings) — and 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.

A current gap, stated plainly: a parent, guardian or swimmer-only account cannot yet do this themselves from the athlete surface — the underlying deletion capability exists on our server, but there is no button for it there today. We are treating that as a deliberate decision rather than a quick fix: a one-tap, irreversible account deletion on a screen used by children needs to be designed carefully, not bolted on. Until it exists, a parent, guardian or swimmer can request deletion by contacting us directly (see our privacy notice’s contact details) and we will action it.

We can suspend or terminate a club’s access for a serious or repeated breach of these terms, or if we stop offering the pilot 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’ll date the page when we do. For a material change, we’ll aim to tell clubs in advance rather than let it take effect silently.

10. Governing law

[GOVERNING LAW / JURISDICTION — TO CONFIRM. Freeboard LTD is registered in SCOTLAND (company number SC897840, registered office in Edinburgh), so the expected answer is the law of Scotland and the Scottish courts — NOT England and Wales, which an earlier draft of this placeholder assumed before the registration was known. Confirm with a solicitor before publishing: this clause decides which courts a consumer dispute is heard in, and it is not a detail a UK consumer can be contracted out of.]

Contact

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

A club signing a data processing agreement with us needs a postal address for contractual notices; ask through either route and we will provide one. Neither a web form nor an email address is a valid address for service of notice under a contract.