Terms of Service

These Terms of Service (the “Terms”) form a binding agreement between you and Coaching Partner (Pty) Ltd, a company registered in South Africa (“Coaching Partner”, “we”, “us”). They govern your use of Meet Manager (the “Service”) — including the website at sportsmeetmanager.com, the web app at sportsmeet-manager.web.app, and our iOS and Android applications.

By creating an account or using the Service, you agree to these Terms. If you do not agree, please do not use the Service.

1. The Service

Meet Manager is a tool for organising swim, track, and field meets. It lets you create a meet, build a schedule, assign athletes to events, record results, and share live results with spectators. The Service is provided “as is” and we may add, change, or remove features over time. We aim to give reasonable notice for changes that meaningfully reduce functionality you currently rely on.

2. Your account

To use most features of the Service you must create an account. You agree to provide accurate information when you sign up and to keep it up to date. You are responsible for keeping your login credentials secure and for everything that happens under your account.

The Service is intended for use by people aged 18 or older. If you are between 13 and 18, you may use the Service only with the involvement of a parent or guardian who agrees to these Terms on your behalf. The Service is not directed at children under 13.

3. Your content

You retain ownership of the information you put into the Service — meet names, schedules, athlete rosters, results, and any other content you create or upload. You grant us a limited licence to store, process, and display that content as needed to operate the Service for you (for example, showing live results to spectators you invite, or generating PDF and HTML exports you request).

You are responsible for the accuracy of the content you create and for ensuring you have the right to put it into the Service. In particular, if you add athletes (especially minors) to a meet, you confirm that you have a lawful basis to do so under applicable privacy and data-protection laws.

4. Acceptable use

You agree not to:

• Use the Service for anything illegal or to harm others.
• Interfere with or disrupt the Service, including by scraping, reverse-engineering, or attempting to bypass security controls.
• Upload content that infringes someone else’s rights or violates applicable law.
• Resell or sublicense the Service, or use it to operate a competing meet-management product.
• Use the Service in a way that imposes a disproportionate load on our infrastructure (for example, automated bulk meet creation).

We may suspend or terminate accounts that breach these rules, with notice where reasonable.

5. Paid features

Some features of the Service require payment. We currently offer:

• Meet credit packs. A one-off purchase that adds credits to your account. Each credit allows you to create one meet. Credits do not expire.
• Coach Pro subscription. An annual subscription that grants unlimited meet creation and early access to new features during the subscription period.

5.1 Merchant of record

Payments are processed by Polar Software Inc., acting as our merchant of record. When you buy from us, the transaction on your card or bank statement may appear under Polar’s name, and Polar is the party responsible for billing, tax handling, and any payment receipts. The product itself is provided by Coaching Partner under these Terms.

5.2 Subscription renewal

The Coach Pro subscription auto-renews each year on the anniversary of your purchase. You can cancel auto-renewal at any time through Polar’s customer portal. If you cancel, your subscription remains active for the time you have already paid for, and we will not charge you again.

5.3 Refunds

We want you to be happy with your purchase. Our refund policy:

• Coach Pro subscription: if you request a refund within 14 days of the initial purchase or of an automatic renewal, we will refund the payment in full, no questions asked. After 14 days, refunds are at our discretion.
• Meet credit packs: we don’t refund credit packs once delivered. Because creating a meet consumes credits immediately, refunding a partly-used pack isn’t fair to either of us. If you bought the wrong pack and haven’t used any credits yet, contact us and we’ll sort it out.
• If applicable consumer-protection law gives you broader rights (for example, the EU 14-day right of withdrawal), those rights apply on top of this policy. Note that those rights often lapse once a digital service has been fully delivered with your express consent — which, for credit packs, effectively happens at first use.

To request a refund, email shaun@coachingpartnerapp.com from the address linked to your account.

5.4 Price changes

We may change pricing for future purchases. We won’t change the price of a subscription you’ve already paid for during the current paid-through period. If we change the renewal price, we will tell you before the renewal happens.

6. Account termination

You can stop using the Service at any time and delete your account from inside the app. We may suspend or terminate your account if you breach these Terms, if your payment provider reverses or charges back a payment, or if we are required to do so by law. We will give you reasonable notice where the circumstances allow.

On termination, unused meet credits expire. Active subscriptions remain valid through their paid-through date unless terminated for breach. We may retain certain records (e.g. billing records) as required by law — see our Privacy Policy.

7. Service availability

We work to keep the Service available, but we don’t promise it will be uninterrupted or error-free. The Service depends on third-party infrastructure (notably Google Firebase and Polar) and on your own internet connection. We may take the Service offline temporarily for maintenance, ideally with advance notice.

8. Disclaimers

To the maximum extent permitted by applicable law, the Service is provided “as is” and “as available” without warranties of any kind, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the results, timings, or rankings you produce using the Service are accurate for any official or sanctioned use — please verify critical results against your governing body’s official processes.

9. Limitation of liability

To the maximum extent permitted by applicable law, neither Coaching Partner nor its directors, employees, or contractors will be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or goodwill, arising out of or relating to your use of the Service.

Our total liability to you for all claims arising out of or relating to the Service in any 12-month period is limited to the greater of (a) the amount you paid us in that period, or (b) ZAR 1,000.

Some jurisdictions don’t allow these limitations. Where that’s the case, our liability is limited to the smallest extent the law permits.

10. Indemnity

You agree to indemnify and hold Coaching Partner harmless from any claim, loss, or expense (including reasonable legal fees) arising out of your breach of these Terms, your misuse of the Service, or content you put into the Service that infringes someone else’s rights.

11. Governing law and disputes

These Terms are governed by the laws of the Republic of South Africa. Any dispute arising out of or in connection with these Terms is subject to the exclusive jurisdiction of the South African courts, save that we may take action to protect our intellectual property or recover unpaid amounts in any competent court.

If you are a consumer in the EU, UK, or another jurisdiction where mandatory local consumer-protection rules give you additional rights, this clause does not override those rights.

12. Changes to these Terms

We may update these Terms from time to time. When we make a meaningful change, we will update the “Last updated” date at the top of this page and, for changes that materially affect you, give you notice in the app or by email. Your continued use of the Service after a change takes effect means you accept the updated Terms.

13. Contact

Coaching Partner (Pty) Ltd
Email: shaun@coachingpartnerapp.com