Terms of Service

1. Acceptance of Terms

By creating an account, accessing, or using KoachSynk ("the Service"), you agree to:

• Be bound by these Terms of Service
• Comply with our Privacy Policy
• Use the Service in accordance with all applicable laws and regulations
• Be at least 18 years of age or have parental/guardian consent

If you do not agree to these Terms, you may not use the Service.

2. Description of Service

KoachSynk provides a cloud-based sports management platform that includes:

• Online registration and payment processing
• Team and player management tools
• Schedule creation and management
• Communication tools for coaches, administrators, and families
• Statistics tracking and reporting
• Organization administration features

We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice.

3. Account Registration and Security

3.1 Account Creation

To use KoachSynk, you must:

• Provide accurate, current, and complete information during registration
• Maintain and update your information to keep it accurate and current
• Be authorized to represent any organization you register
• Ensure you have proper consent to register minors

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access or security breach
• Not sharing your account with others

3.3 Account Types

• Organization Accounts: For sports organizations managing multiple teams and programs
• Coach Accounts: For independent coaches managing their own teams
• Parent/Guardian Accounts: For families accessing player information

4. User Conduct and Responsibilities

4.1 Acceptable Use

You agree to use KoachSynk only for lawful purposes and in accordance with these Terms. You agree NOT to:

• Violate any applicable laws or regulations
• Infringe on the rights of others, including privacy and intellectual property rights
• Upload or transmit viruses, malware, or other harmful code
• Attempt to gain unauthorized access to any part of the Service
• Interfere with or disrupt the Service or servers
• Use the Service to harass, abuse, or harm others
• Impersonate any person or entity
• Collect or store personal information about other users without permission
• Use automated systems (bots, scrapers) without our written permission
• Resell or redistribute the Service without authorization

4.2 Content Standards

All content you submit (messages, photos, information) must:

• Be accurate and not misleading
• Be appropriate for a family-friendly environment
• Not contain offensive, discriminatory, or illegal material
• Not violate any third-party rights
• Comply with youth protection standards

4.3 Team Communications Are Recorded

Messages sent through team and group chat are not private between members. They are stored and can be viewed and searched by administrators of the organization the team belongs to (for teams run by an independent coach, that coach is the administrator).

Deleting a message hides it from view but does not erase it. Deleted messages are retained and remain visible to organization administrators, who can see that they were deleted. Do not rely on deletion to withdraw something you have sent.

This exists to protect members. It allows an organization to respond to concerns about conduct, bullying or safety, and to meet its record-keeping obligations. Section 3.1 of our Privacy Policy describes this in full.

4.4 Team Chat Is Not a Public Forum

Team and group chat is a private communication tool provided to an organization for running its teams. It is not a public forum, a social network, or a space for open debate, and you should not treat it as one. Your organization decides what belongs in its chats.

Your organization and KoachSynk may moderate chat at their discretion. That includes hiding or removing a message, and restricting or removing a member's access to chat or to the organization. A message that has been hidden is replaced, for everyone in that conversation, by a note recording that it was removed and the reason given. The sender's name and the time the message was sent remain visible.

Consistent with Section 4.3, hiding a message does not erase it. It remains stored and visible to organization administrators.

Moderation decisions are made by your organization, not by KoachSynk. If you believe a message of yours was removed in error, raise it with your organization — they can restore it.

We do not undertake to review or monitor chat. The rights described here are ones we and your organization may exercise, not obligations we take on. Nothing in this section makes KoachSynk responsible for content posted by members, or for failing to remove it. You remain responsible for what you post.

5. Payment Terms

5.1 Subscription Plans

• Free Trial: New coach accounts receive a 30-day trial that starts when the account is created, during which you can manage one team. The trial applies to the account, not to a particular plan. If you subscribe before the trial ends, billing begins at once and the remaining trial days are not carried over — so if you want the full trial, wait until it expires to subscribe
• Paid Subscriptions: Subscription fees are billed monthly or annually based on your selected plan
• Organization Plans: Based on team count with all features included
• Coach Plans: Flat monthly rate with team limits based on plan tier

5.2 Billing

• All payments are processed securely through Stripe
• Subscriptions automatically renew unless cancelled
• You authorize us to charge your payment method for recurring fees
• Prices are subject to change with 30 days notice
• Subscription fees are non-refundable except as required by law. Cancelling stops future charges; it does not refund the current period

5.3 Registration Fees

• Organizations set their own registration fees for players
• KoachSynk facilitates payment processing through Stripe Connect
• Two fees apply to each registration payment: Stripe's payment processing fee, and a KoachSynk platform fee of $0.75 plus 0.5% of the registration amount. The platform fee also applies to each installment of a payment plan
• Each organization chooses whether it absorbs these fees or passes them on to the registrant. Where they are passed on, the added amount is shown before you pay
• A registration payment reaches the organization's KoachSynk balance immediately, and is paid out to their bank account on a weekly schedule, with a two-day settlement delay. In practice an organization receives the money within roughly two to nine days of the payment
• Both fees are non-refundable. Neither Stripe's processing fee nor the KoachSynk platform fee is returned when a registration is refunded, so the amount returned is the amount paid less both fees. This applies whether the fees were shown separately at checkout or absorbed into the registration price
• Refunds can be issued through KoachSynk for up to 60 days from the date of payment. After 60 days the organization returns the money to you directly and records it in KoachSynk, so your registration is still updated. A refund the organization has already paid by cash or check can be recorded at any time
• Registration fees are set and refunded by the organization, not by KoachSynk. If you need a refund, contact your organization — the decision is theirs. Refunds are paid from the organization's own funds, so if those funds are not available at the time, the organization may return the money to you another way

5.4 Chargebacks and Disputed Payments

A chargeback (also called a payment dispute) happens when someone who paid by card asks their own bank to reverse the payment. It is not a refund and it is not a request to the organization — the card holder's bank makes the decision, and neither the organization nor KoachSynk can overrule it. This section explains what happens to the money, and applies to organizations that collect registration payments through KoachSynk.

• Nothing is taken from the organization while a dispute is open. KoachSynk is debited the disputed amount at the moment the chargeback is filed and carries it for the duration
• We will tell the organization when a dispute is filed, what it is about, and the deadline the bank has set, and we will ask for whatever evidence the organization holds — rosters, attendance, correspondence with the family, and the refund policy shown at the time. Disputes are usually won or lost on that evidence, and the organization is the party that has it
• If the bank decides in the card holder's favour, the payment is returned to the card holder permanently. KoachSynk then reclaims from the organization's KoachSynk balance the amount that organization received for that registration — that is, the payment less the Stripe processing fee and the KoachSynk platform fee, which is the same amount the organization would lose if it had refunded the registration itself
• KoachSynk absorbs the bank's dispute fee. It is never charged to the organization
• If the bank decides in the organization's favour, nothing is reclaimed and the organization keeps the payment
• If the organization's KoachSynk balance does not cover the amount at that time, the balance may go negative and Stripe may debit the organization's linked bank account to settle it, in accordance with the organization's Stripe Connected Account Agreement. Any shortfall remains payable to KoachSynk
• A chargeback can arrive months after a payment. Card networks generally allow a card holder up to 120 days, and for something paid for in advance — such as a season — that period may run from the dates of the activity rather than the date of payment. The organization may therefore be asked about a payment from an earlier season
• A chargeback does not remove a player from a roster. If the registration should no longer stand, the organization removes the player as it normally would
• Organizations agree to respond to requests for dispute evidence promptly, and not to encourage families to use a chargeback in place of the organization's own refund process

5.5 Cancellation

• You may cancel your subscription at any time from your account settings
• Cancellation takes effect at the end of the current billing period
• No refunds for partial months or unused time
• Access to the Service continues until the end of the paid period

6. Intellectual Property Rights

6.1 KoachSynk's Rights

KoachSynk and its content (text, graphics, logos, software, etc.) are owned by us and protected by copyright, trademark, and other intellectual property laws. You may not:

• Copy, modify, or create derivative works of our platform
• Reverse engineer or decompile any part of the Service
• Remove any copyright, trademark, or proprietary notices
• Use our trademarks without written permission

6.2 Your Content

You retain ownership of content you upload to KoachSynk. By uploading content, you grant us:

• A worldwide, non-exclusive license to use, store, and display your content as necessary to provide the Service
• The right to make backups and copies for operational purposes
• Permission to share content with authorized users in your organization

We do not claim ownership of your content and will not use it for purposes beyond providing the Service except with your consent.

7. Privacy and Data Protection

Your use of KoachSynk is also governed by our Privacy Policy. Key points:

• We collect and use data as described in our Privacy Policy
• You are responsible for obtaining necessary consents to register minors
• You control who within your organization has access to data
• We implement industry-standard security measures
• You may export or delete your data as described in our Privacy Policy, except for team communications, which are retained as described in Section 4.3

8. Data Backup and Loss

While we maintain regular backups of data:

• You are responsible for maintaining your own backups of critical information
• We are not liable for any data loss or corruption
• We recommend exporting important data regularly
• We do not guarantee data recovery in all circumstances

9. Third-Party Services

KoachSynk integrates with third-party services including:

• Stripe: Payment processing (subject to Stripe's terms)
• Email Services: Notification delivery
• Cloud Hosting: Platform infrastructure

Your use of third-party services is subject to their respective terms and privacy policies. We are not responsible for third-party services.

10. Disclaimers and Limitations of Liability

10.1 Service Availability

KoachSynk is provided "AS IS" and "AS AVAILABLE" without warranties of any kind. We do not guarantee:

• Uninterrupted or error-free operation
• That the Service will meet your specific requirements
• That defects will be corrected
• That the Service is free from viruses or harmful components

10.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• KoachSynk shall not be liable for any indirect, incidental, special, or consequential damages
• Our total liability shall not exceed the amount you paid us in the 12 months preceding the claim
• We are not liable for losses resulting from unauthorized access to your account
• We are not responsible for decisions made based on data or reports from the Service

10.3 Indemnification

You agree to indemnify and hold KoachSynk harmless from any claims, damages, or expenses arising from:

• Your violation of these Terms
• Your use of the Service
• Content you upload or submit
• Your violation of any third-party rights

11. Termination

11.1 Termination by You

You may terminate your account at any time by:

• Cancelling your subscription in account settings
• Contacting us at [email protected]

11.2 Termination by Us

We may suspend or terminate your account if you:

• Violate these Terms or our policies
• Fail to pay subscription fees
• Engage in fraudulent or illegal activity
• Harm other users or the Service

We will provide reasonable notice before termination when possible, but may terminate immediately for serious violations.

11.3 Effect of Termination

Upon termination:

• Your access to the Service will cease
• We retain your data in accordance with our Privacy Policy — we do not delete accounts automatically for inactivity. You may request deletion of your personal information at any time, subject to legal and financial record-keeping obligations
• You remain liable for any outstanding fees
• Sections of these Terms that should survive (liability, indemnification) will continue to apply

12. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by:

• Posting updated Terms with a new "Last Updated" date
• Sending email notification to your registered address
• Displaying a notice in the application

Your continued use of KoachSynk after changes constitutes acceptance of the updated Terms. If you do not agree, you must stop using the Service.

13. Dispute Resolution

13.1 Informal Resolution

Before filing any legal claim, you agree to contact us at [email protected] to attempt informal resolution.

13.2 Arbitration

Any disputes not resolved informally shall be resolved through binding arbitration in Delaware County, Pennsylvania, in accordance with the rules of the American Arbitration Association. You agree to:

• Arbitrate disputes on an individual basis (no class actions)
• Waive jury trial rights
• Accept arbitration decisions as final and binding

13.3 Exceptions

You may bring claims in small claims court if they qualify. We may seek injunctive relief in court for intellectual property violations.

14. General Provisions

14.1 Governing Law

These Terms are governed by the laws of the United States and the Commonwealth of Pennsylvania, without regard to conflict of law provisions.

14.2 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and KoachSynk.

14.3 Severability

If any provision of these Terms is found unenforceable, the remaining provisions will continue in full effect.

14.4 Waiver

Our failure to enforce any right or provision does not constitute a waiver of that right or provision.

14.5 Assignment

You may not assign these Terms without our written consent. We may assign these Terms to any successor or affiliate.

14.6 Force Majeure

We are not liable for delays or failures due to circumstances beyond our reasonable control (natural disasters, war, pandemics, etc.).

15. Contact Information

For questions about these Terms of Service, please contact us: