Effective date: 2026-10-20
The short version
playerkit helps sports organizations run equipment, rosters, schedules, and payments. Your organization subscribes to the platform; families pay their organization, not us. We charge organizations a small service fee on most online payments they collect. We own the software; you own what you put into it, and we only use it to run the service for you. Organizations own their data and can take it with them. Guardians act for their minors. Be decent, don't break the law, and don't use the platform to harm kids — that one is absolute.
1. Who we are, and what agreeing means
playerkit ("we," "us") operates playerkit (the "Service") from Alberta, Canada. By creating an account or using the Service you agree to these terms. If you accept them on behalf of an organization (the "Organization") — a club, league, school, team, or any other group — you confirm that you have authority to bind the Organization. In that case, "you" in these terms means both you personally and the Organization. You must be an adult in your jurisdiction to create an account. A minor never accepts these terms and never creates their own account: a guardian grants a child supervised access and stays the party bound by these terms for it, consistent with our Privacy Policy's children-first rules.
2. Accounts and roles
You must provide accurate account information and keep your credentials safe; you are responsible for activity under your account. The Service has distinct roles — organization owners, admins and staff; guardians and sideline contacts; players, including self-managing adult players — and what each can see and do is governed by the Service's permission model and the Privacy Policy, not by these terms. Organizations are responsible for the people they grant staff access to.
3. Subscriptions between your Organization and us
The Organization is the subscribing and billed entity. Paid plans bill through our payment processor, Stripe; the price and billing period are shown before you subscribe and exclude applicable taxes, which we collect where required. Trials, when offered, convert or end as described at sign-up; trial access does not include collecting online payments. We may grant complimentary access (indefinite or fixed-term) and may end a complimentary grant with notice. We may change subscription prices — a change takes effect at your Organization's next renewal, and we will give at least 30 days' notice before it does, so you can cancel first. You can cancel anytime; cancellation stops future billing and your plan runs to the end of the paid period. Refunds of subscription fees: none beyond what law requires, unless we say otherwise in writing.
4. Money between families and your Organization
Organizations may collect fees, deposits, fundraising, store payments, and charges added to a player's account online through Stripe Connect. Read this section carefully — it allocates real liability.
- The Organization is the merchant. Payments from families go directly to the Organization's own Stripe account. We are not a party to that transaction, we never hold those funds, and the Organization is responsible for delivering what was paid for and for its own refund promises.
- The Organization is the supplier and merchant of record for its registrations, equipment arrangements and transactions with families. Those agreements are solely between the Organization and the relevant participant, parent or guardian. The Organization determines and approves its commercial terms, disclosures, equipment values, payment schedules and transaction decisions, and is responsible for their compliance with applicable law. playerkit provides administrative software and a Stripe integration. It does not extend credit, advance registration funds, purchase Organization receivables or guarantee payment. The Organization authorizes playerkit to present Organization-approved terms, deliver notices and transmit payment instructions within the payer's authorization and the agreed workflow. This limited administrative role does not make playerkit a party to the underlying Organization agreement.
- Our platform service fee is 2% of amounts collected online, applied to non-refundable amounts including fees, fundraising, and store sales. It is not charged on refundable deposits or on sales tax, and offline payments recorded in the Service carry no fee. If a charge that bore the fee is refunded within 30 days, our fee is reversed in proportion; past 30 days we keep it.
- Charges added to an account. The Organization may add a store item or another charge to a player's account at the club. We then email the person the Organization bills for that player a bill with a pay link that opens without signing in, so anyone holding the link can see that bill and pay it. The link pays that one bill only, never more than is owed, and stops working when the bill is cancelled or 90 days after it was sent. The Organization decides what it charges and when it is due, whether reminders are sent — except that each payment of a payment plan after the first gets a notice in the three days before its due date and on that date — and whether it covers a charge itself; payments it receives off the platform, such as by e-transfer, cash or cheque, are its own to record. Each such charge is the Organization's own transaction, on the terms of the bullets above.
- Payment plans are the Organization's split bills. The Organization may let a family pay a registration in several payments on dates it sets, with its own refund and cancellation policy. Each payment is a bill the family pays themselves; nothing is charged automatically. We record the family's agreement on the Organization's behalf. We send the due notices, and overdue reminders only if the Organization has reminders on. Beyond that we do not chase payment, add fees or report anyone.
- Fundraising campaigns are the Organization's terms. The Organization sets each campaign's goals and deadline and decides what counts toward them — including any buy-out, where the part of a goal still unmet at the deadline becomes an amount owed to the Organization. Those are terms between the Organization and its families, not ours. We keep the tally the Organization records, and a contribution that is refunded or disputed stops counting toward a goal.
- What the Organization sells is its own decision. The Organization decides what it offers through the Service — store items, registrations, charges, fundraising and anything else — and how: its descriptions, prices, taxes, refund and return policies, receipts and terms. We do not review, approve or endorse what an Organization sells. The Organization is responsible for making sure its offers and sales comply with the law and with the rules of its payment processor, which it accepted when it connected its payment account. A gift, donation or sponsorship collected through the Service is an ordinary payment to the Organization; playerkit does not issue tax receipts and gives no tax or legal advice.
- Refunds and disputes are funded by the Organization. A refund draws on the Organization's balance, and a chargeback or dispute debits the Organization as merchant of record. The Service may refuse a refund the Organization's balance cannot cover.
- Negative-balance recovery. If refunds, disputes, or reversals drive the Organization's payment account negative and Stripe recovers any of that shortfall from us as the platform, the amount we covered is a debt the Organization owes us, payable on demand; not paying it on demand is a breach of these Terms. To collect what the Organization owes us we may, in this order: set it off against the Organization's Stripe balance and against any proceeds due to the Organization; hold the Organization's payouts until it is repaid; after notice, charge the payment method the Organization has designated for recovery, up to the amount the Organization signed for; and debit the Organization's Stripe balance for amounts Stripe collected from us on the Organization's behalf. The Organization authorizes us to make that account debit, in the amount owed and on the day we choose, for the purposes in these Terms, without separate notice of each debit. If the Organization disputes a recovery charge and loses, or a chargeback is raised on one, we may recover that amount the same way. The Organization keeps a valid bank account linked for payouts at all times, and keeps a valid recovery payment method on file while charging to families' saved cards (card cover) is enabled for it or while it owes us money. We never take more than is owed, and we never make the Organization's account negative to collect.
- Payouts and safeguards. Payouts run on a weekly schedule by default. We may pause an Organization's online collection or payouts when its account shows elevated risk — a negative balance, an unresolved dispute pattern, or a processor requirement — and we restore it when the condition clears. We may also pause the Organization's off-session collection (charges made to a saved card without the family present) when the Organization's exposure, dispute or recovery position changes, and we restore it when the condition clears. We never decide the Organization's disputes with its families. Online collection also requires an approved application and completed Stripe onboarding.
- Held funds and the release of forced charges. The money from a charge the Organization makes to a saved card without the family present is held on the Organization's Stripe account for the card networks' dispute window, and longer while a dispute or inquiry on that charge is open — including after the Organization leaves the Service. We may hold a batch of such charges before it runs, for review of unusual volume, and may approve an Organization to run such batches without that review. Neither holding, releasing nor approving is a review of, or an endorsement of, any charge: each charge remains the Organization's own act and the Organization's own dispute to answer.
5. Acceptable use
Use the Service lawfully and honestly. Do not: misrepresent who you are or your authority over a player; attempt to access data your role does not grant; circumvent a consent gate, privacy control, or publication flag; scrape or bulk-extract other people's personal information; probe, overload, or interfere with the Service; or use it to harass anyone. Content you distribute through the Service (messages, images, listings) must be yours to share and appropriate for an audience that includes families and minors. We may remove content or suspend access that violates this section — protecting minors takes precedence over convenience, every time. Section 6 carries the further limits that protect our own software and catalog.
6. Our intellectual property
We own the Service. The software, the web and mobile apps, the design, layout, graphics and icons, the text and help articles, the equipment catalog we license to you, and the playerkit name and logo are ours or our licensors', and are protected by copyright, trademark and other laws. Nothing in these terms sells or assigns any of it to you.
What you get instead is a licence to use it. While your account is active and in good standing, we grant your Organization and its authorized users a limited, non-exclusive, non-transferable, non-sublicensable, revocable right to access and use the Service for the Organization's own operations. Every right we do not grant here, we keep.
What that licence does not cover. You may not, and may not permit anyone else to: copy, modify, translate, or create derivative works of the Service; reverse-engineer, decompile or disassemble it, or attempt to derive its source code, except to the extent law expressly allows despite this restriction; rent, resell, sublicense, white-label, or operate the Service on behalf of a third party as if it were your own; remove or obscure our notices or branding; frame, mirror, or embed the Service; use it to build or inform a competing product, or publish benchmarking or performance results about it without our written consent; or extract, copy, or redistribute our equipment catalog — the product records, specifications and images we make available inside the Service — for any use outside the Service.
Manufacturer names and marks belong to their owners. Brand names, model names, and logos appear in the equipment catalog and elsewhere in the Service so you can identify real gear. Their appearance is identification, not affiliation, sponsorship, or endorsement.
Your Organization's marks. You keep your club's name, crest, and colours. You grant us only what we need to display them inside the Service to the people your settings authorize — on rosters, jerseys, labels, storefronts, and the documents the Service generates for you. We will not use your Organization's name or logo in our own marketing without asking you first.
7. Your content and your data
You keep what's yours. The Organization owns the records it keeps in the Service, and you keep ownership of everything you or your people upload or create in it — gear photos, club and team logos, store listings, messages, imported rosters and equipment lists, documents, and the rest ("Your Content"). We claim no ownership of it, and nothing in these terms transfers any of it to us. Individuals own their personal information, which the Privacy Policy governs — nothing in these terms expands what the Privacy Policy permits, and where the two touch personal information, the Privacy Policy wins.
The licence you give us, and its limits. So we can run the Service, you grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, back up, transmit, reformat, resize, and display Your Content — for the sole purpose of operating, securing and supporting the Service, and only to the people your settings and our permission model authorize. That is the whole of it. We do not sell Your Content, do not use it for advertising, and do not use it to train artificial-intelligence models. The licence lasts only as long as we hold the content: it ends when you delete the content or close the account, except for backup copies that expire on the retention schedule the Privacy Policy describes. Where you deliberately publish something through the Service — a public store listing, a shared team calendar — you are asking us to show it publicly, and it stays visible until you remove it.
What you promise about it. You are responsible for Your Content. By putting it in the Service you confirm you have the rights to it and to anything you connect — a logo, an image, an imported list, a calendar or roster feed — including permission from the people shown in a photo and from the guardian of any minor in one. Do not upload anything that infringes someone else's rights, and do not connect a feed you are not entitled to use. We may remove content that breaches this section, and section 8 says how to tell us about it.
Aggregate statistics. We may create and use statistics derived from activity on the Service — figures at the level of "a club of this size carries this much gear" — to operate and improve it and to write about the sport publicly. These identify nobody: no child's personal information is ever an input, nor is anything that identifies a family, a household, or an individual Organization, and we publish only figures at that level. This right does not enlarge what the Privacy Policy permits, and the Privacy Policy's Section 3 states the same limits.
Taking it with you. Organizations can export their data from within the Service, and erasure rights work as the Privacy Policy describes.
Feedback. If you send us a suggestion, idea, or bug report, we may use it freely and without obligation or payment to you, and you keep no claim in what we build from it. We will not identify you as its source without asking.
8. Copyright and rights complaints
If you believe material on playerkit infringes your copyright or other rights, email legal@playerkit.app with: what work is yours, where the material is (a link, or enough detail for us to find it), how to reach you, and a statement that you believe in good faith the use is not authorized and that what you have told us is accurate. We will review it and may remove or restrict the material. If yours was removed and you believe that was a mistake, reply and tell us why — we will consider it and may restore it. We terminate the accounts of repeat infringers.
9. Third-party services and mobile apps
The Service connects to companies we do not control. Payments run through Stripe under Stripe's own agreement with your Organization. Sign-in may run through a provider you choose. Calendar and roster feeds you connect belong to whoever publishes them, and you are responsible for having the right to use them. We are not responsible for a third party's own acts, terms, pricing, or availability; connecting one shares with it the data that connection requires, and the Privacy Policy names the providers we use and what each receives.
Our mobile apps. If you install our app from an app store, that store's own terms also apply to you, and the licence in section 6 is limited to devices you own or control as those terms describe. For the iOS app specifically: this agreement is between you and us, not Apple; Apple has no obligation to furnish support or maintenance for it; Apple is not responsible for any claim relating to it, including product-liability, regulatory, or intellectual-property claims; and Apple and its subsidiaries are third-party beneficiaries of this paragraph and may enforce it against you.
10. Availability and changes to the Service
We work to keep the Service available and we back data up daily, but the Service is provided without an uptime guarantee. We may add, change, or retire features; if a change materially reduces what a paid plan includes, we will tell subscribing Organizations before it takes effect.
11. Ending things
You may close your account, and an Organization may cancel its subscription, at any time. We may suspend or terminate access that violates these terms, creates legal or safety risk, or goes unpaid after notice. On termination the Organization's export rights survive for the retention windows the Privacy Policy describes, and sections that by their nature should survive (fees owed, negative-balance recovery, our intellectual property, your content warranties, liability limits, indemnity, and governing law) survive.
12. Disclaimers and liability limits
The Service is provided "as is" and "as available," without warranties beyond those the law does not let us disclaim. To the maximum extent permitted by law: we are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data; and our total liability for all claims in any 12-month period is capped at the subscription fees the Organization paid us for that period. Nothing in these terms limits liability that Alberta, Canada law does not allow to be limited, and nothing reduces consumer rights that apply despite a contract.
13. Indemnity
The Organization will defend and hold us harmless from third-party claims arising out of its events, its collection and use of payments, Your Content or the rights you promised you had in section 7, or its violation of these terms — excluding any portion caused by our own breach or negligence.
14. Governing law
These terms are governed by the laws of Alberta, Canada and applicable federal law of Canada, and disputes belong to the courts of Alberta, Canada. If a court finds part of these terms unenforceable, the rest stands.
15. General
These terms, with the Privacy Policy and anything shown to you at sign-up, are the whole agreement between us about the Service. You may not assign them without our written consent; we may assign them to an affiliate or in connection with a merger, financing, or sale of our business, and the Privacy Policy governs what happens to personal information if we do. We send notices to the email address on your account, and you send them to legal@playerkit.app; a notice is given when sent. If we do not enforce something right away, we have not given it up. Neither of us is liable for a failure caused by something genuinely beyond our control. We are independent parties — these terms create no partnership, agency, or employment. Apart from Apple's rights in section 9, nobody else has rights under these terms.
16. Changes to these terms
We may update these terms. For material changes we will give subscribing Organizations advance notice by email or in-app notice; continuing to use the Service after the effective date accepts the change. The current version always lives at https://playerkit.app/terms.
17. Contact
Questions about these terms: legal@playerkit.app.