Terms of Use

These Terms of Use (“Terms”) govern your use of the Olemco platform at olemco.com and any related apps (together, the “Service”). The Service is operated by Olemco Ltd, a company registered in England and Wales (Company No. 17235069, registered office 160 Aston Hall Road, Aston, Birmingham, B6 7LA) (“Olemco”, “we”, “us”).

By accepting an invitation to Olemco, or by using the Service in any other way, you agree to these Terms. If you are accepting on behalf of a club, you confirm you have authority to bind that club to these Terms.

1. Definitions

• Club means the grassroots football club that subscribes to Olemco and on whose behalf data is processed.
• Club Admin means a person designated by the Club to administer its Olemco account.
• Authorised Usermeans any Club Admin, Designated Safeguarding Officer (DSO), treasurer, welfare officer, manager, assistant coach, parent or guardian who has been given access to the Club’s account.
• Club Data means any data the Club or its Authorised Users enter into the Service, including data about its members, managers, players, parents and safeguarding records.
• DPA means the Data Processing Agreement, which forms part of these Terms.

2. The Service

Olemco is a software platform that helps grassroots football clubs run their club: managing teams and rosters, capturing manager and welfare officer credentials (including DBS, FA Safeguarding, First Aid and coaching qualifications), running registrations, holding policies, and supporting safeguarding workflows.

We will provide the Service with reasonable skill and care. We may update, improve or change the Service from time to time. We will give you reasonable notice of any material change that adversely affects your use.

3. Eligibility and accounts

You must be 18 or over to hold an Olemco account. Children registered as players on the platform do not hold accounts; their parent or guardian registers and manages them. When you accept an invitation, you confirm that you are 18 or over and that you accept these Terms and our Privacy Policy.

You are responsible for keeping your sign-in details confidential and for everything done under your account. You must let us know promptly if you suspect any unauthorised use.

4. Acceptable use

You agree not to:

• use the Service for any unlawful or fraudulent purpose;
• interfere with the security of the Service or attempt to access data you are not authorised to access;
• upload viruses, malicious code, or content that infringes intellectual property or privacy rights;
• use the Service to harass, harm, or endanger a child or any other person, or in a way that breaches FA safeguarding standards;
• reverse-engineer the Service, scrape it at scale, or resell it as your own;
• misrepresent your role at a Club or attempt to gain access to a Club’s data you have no relationship with.

5. Safeguarding

Olemco is designed around the principle that safeguarding is a chain-of-trust: a club admin verifies a welfare officer, and a compliant welfare officer verifies managers. You agree to use the Service in line with this model and with the FA’s safeguarding standards. Nothing in these Terms reduces any obligations you, your Club, or the FA have under law or under your association’s rules.

6. Fees, subscriptions and payments

Pricing is agreed separately with each Club. Where a Club is on a paid plan, fees comprise:

• an annual subscriptionas set out in the Club’s order form or written agreement with Olemco; and
• a platform transaction fee (anticipated to be in the region of 1%) on subscriptions collected from members through the Olemco platform, deducted at point of collection.

Final fees, payment schedule and any pilot or trial terms will be confirmed with each Club in writing before they take effect. During an agreed pilot period the Service may be provided without charge.

Direct Debit collections (member subscriptions, fees) are processed by GoCardless Limited; their terms apply to that processing. Olemco does not store full bank account details.

Annual subscription fees are non-refundable except where required by law or where Olemco has materially failed to provide the Service. We may suspend access for any account that is more than 30 days overdue on payment, after notice.

7. Data protection

The Club is the controllerof Club Data. Olemco is the Club’s processorfor Club Data and processes it only on the Club’s instructions. The detail of that relationship — security measures, sub-processors, breach notification, deletion on termination — is set out in the Data Processing Agreement, which is part of these Terms.

Olemco is the controller of account, billing and website data, as described in our Privacy Policy.

8. Intellectual property

Olemco (including the platform, the underlying software, the design and the Olemco name and logo) is owned by Olemco Ltd or its licensors. We grant the Club and its Authorised Users a non-exclusive, non-transferable right to use the Service during the term, for the Club’s own internal purposes.

The Club owns its Club Data. By submitting Club Data, the Club grants Olemco the licence necessary to host, transmit, back up, display and process that data so that we can provide the Service.

9. Suspension

We may suspend access to the Service (in whole or in part) without notice if we reasonably believe the Service is being used in breach of these Terms, in a way that risks the safety of a child or any other person, or in a way that materially threatens the security or availability of the platform for other users. We will restore access as soon as the issue is resolved.

10. Confidentiality

Each party will keep confidential any non-public information it receives from the other in connection with these Terms and will use it only for the purposes of these Terms. This clause does not apply to information that is or becomes public other than through a breach, or that a party is legally required to disclose.

11. Warranties and disclaimers

Olemco will use reasonable skill and care to provide the Service and will keep it materially in line with its description. Other than as stated in these Terms, the Service is provided “as is”. We do not warrant that the Service will be uninterrupted, error-free, or that it will meet any particular regulatory standard beyond those we publish.

Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded or limited.

12. Limitation of liability

Subject to the paragraph immediately below, Olemco’s total aggregate liability arising out of or in connection with these Terms (whether in contract, tort, breach of statutory duty or otherwise) is limited to 125% of the fees paid or payable by the Club in the 12 months immediately before the event giving rise to the liability.

Neither party is liable for any indirect, special or consequential loss, loss of profit, loss of revenue, loss of opportunity, loss of anticipated savings, or loss or corruption of data (other than the cost of restoring data from the most recent available backup).

Nothing in these Terms excludes either party’s liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited under applicable law.

13. Term and termination

These Terms start when you accept them and continue while you have an Olemco account or your Club has an active subscription.

A paid subscription renews annually unless either party gives at least 30 days’ written notice before the renewal date.

Either party may terminate for material breach if the other party has not cured the breach within 30 days of written notice, or immediately if the other party becomes insolvent.

On termination, Olemco will, in line with the DPA, return or delete Club Data within a reasonable period and within any longer period required by law or by the Club’s safeguarding retention instructions.

13a. Children’s data on termination

Where Club Data includes children’s safeguarding records, the Club is responsible for instructing Olemco on retention or transfer arrangements consistent with the FA’s and any statutory guidance. Olemco will follow those instructions.

14. Changes to these Terms

We may update these Terms from time to time. Each version carries a number and date at the top of this page. If a change is material we will email Club Admins and Authorised Users with at least 14 days’ notice. Continuing to use the Service after a change takes effect means the Club and its Authorised Users accept the new version.

15. General

• Notices. We will give you notice by email to the address on your account, or via in-app notification. You may give us notice at hello@olemco.com.
• Assignment. You may not assign these Terms without our consent. We may assign them to a successor in connection with a merger, acquisition or sale of substantially all our assets.
• Entire agreement. These Terms (together with the Privacy Policy, the DPA and any order form) are the entire agreement between you and Olemco on the Service.
• No partnership. Nothing in these Terms creates a partnership, agency or employment relationship.
• Third party rights. A person who is not a party to these Terms has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce them.
• Severability. If any part of these Terms is found to be unenforceable, the rest remain in force.

16. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with them.

17. Contact

General contact: hello@olemco.com. Data protection contact: James Cooper, dpo@olemco.com. Post: Olemco Ltd, 160 Aston Hall Road, Aston, Birmingham, B6 7LA.