Terms of Service | Team Link One

1. Acceptance of Terms

By accessing or using Team Link One ("the Service"), you agree to be bound by these Terms of Service. If you do not agree to these terms, you may not use the Service. The Service is operated by Team Link One ("we", "us", "our"). By creating an account, you confirm that you are at least 16 years of age or have parental/guardian consent.

2. Description of Service

Team Link One is a cloud-based sports club management platform that enables clubs to manage members, schedules, attendance, subscriptions, communications, and related activities. The Service is provided on a multi-tenant basis where each club operates as an independent tenant.

Optional Features for Members

The set of features a club uses stays as agreed with the club. Alongside it, we occasionally introduce optional extras aimed at individuals — members and the people connected to their account — that go beyond what a club needs for its day-to-day work. We offer these directly in the portal, as a choice for the individual. Some may carry a price, always shown clearly and always confirmed explicitly by the person taking them up. The club does not pay for them, does not contract for them and does not need to do anything — the arrangement is between us and the individual who chooses it, at no cost or obligation to the club. Which features form part of the core service and which are optional extras is determined by us. The scope and price of each optional extra are shown alongside it, before the individual takes it up. By accepting these terms, the club agrees that we may present such offers in the portal without separate approval and without separate notice, on the understanding that they never reduce what is already available to the club.

3. User Accounts

You are responsible for maintaining the confidentiality of your account credentials. You agree to provide accurate and complete information when creating your account. You must notify us immediately of any unauthorized use of your account. We reserve the right to suspend or terminate accounts that violate these terms or are used for unauthorized purposes.

4. Club Administrator Responsibilities

Club administrators are responsible for: - Obtaining proper consent from members before entering their personal data - Ensuring compliance with applicable data protection regulations (including GDPR) - Managing member data within their club in accordance with our Data Processing Agreement - Responding to data subject access requests from their members

5. Data Processing

By creating a club, administrators enter into a Data Processing Agreement with Team Link One. We process personal data on behalf of clubs as a data processor. Clubs are the data controllers for all member data held in their space — data the club enters itself, data a member or their parent or guardian submits through the portal, and third-party data such as an emergency contact provided on that surface. Authorized Team Link One staff may access club and member data when necessary for technical support, abuse investigation, or legal compliance. All such access is logged in our audit system and limited to what is strictly required. For details on how we handle personal data, please refer to our Privacy Policy.

Confidentiality and Support Access

We treat club data as confidential. We do not use it for our own purposes, we do not share it with other clubs or with anyone beyond what is described here, and we do not sell it. Anyone on our side with technical access to the data is bound to keep it confidential, and that obligation continues after their engagement ends. Access is neither permanent nor routine. It is technically possible because we maintain the system the data lives in, but we use it only where necessary — to resolve a reported problem, where abuse is suspected, and where the law requires it of us.

Member-Submitted and Health Data

The club, as data controller, instructs Team Link One to collect on its behalf the explicit consent required for health information a member or their parent or guardian submits, to record which version of the consent text was shown and who signed it, and to refuse a health entry until a valid consent record exists. Health information cannot be collected for a club before that club has accepted this version of this Agreement. The categories processed under this instruction include data concerning health within the meaning of art. 9 GDPR — allergies, chronic conditions and medications — and, where the member is under 18, data concerning a child, for whom the consent is given by a parent or guardian entitled to sign. The purpose is limited to what a coach needs in order to act during training. It does not extend to diagnoses, medical history or test results, and the platform does not offer fields for them. Recipients are limited to the coaches of the member's groups, club administration and the club owner, any other parent or guardian entitled to enter data for that member, and Team Link One support staff within an explicit, recorded support session. This data is never disclosed to a third-party AI assistant; it is excluded at the source and no assistant request can reach it. Retention follows the controller's instruction set out in the Privacy Policy. The health values are deleted on withdrawal of consent, on loss of the last contact entitled to enter them, on deactivation of the member, and on deletion of the club. Consent records, confirmations that an emergency contact was informed, and the record of who entered, changed, withdrew, read or took over submitted data are kept permanently, with no retention period, as evidence of the basis and the period of processing; they hold field names and never values, and only deletion of the club removes them. Under art. 28(3)(f), Team Link One assists the club in meeting its obligations under art. 32 to 36 — security of processing, notification of a personal data breach without undue delay after we become aware of it, and support for a data protection impact assessment under art. 35(3)(b) where the club processes special categories of data. Our record of processing categories under art. 30(2) reflects the categories named above. This subsection is itself the description of that processing: the categories of data, the purpose, the recipients, the retention and the legal basis set out above are what a club needs for its own record under art. 30(1) and for an assessment under art. 35. No separate document is issued.

Emergency Contacts — Legitimate Interest Assessment

Clubs rely on legitimate interest to keep an emergency contact on file, and this section records the assessment behind that. The interest: a club must be able to reach someone quickly if a member is injured or falls ill at training. Without a contact on file, staff have no way of notifying a family member in the minutes that matter. Proportionality: the data collected is the minimum that serves the purpose — one name and one phone number, with no free-text field and no relationship, address or other detail. It is visible only to the coaches of the member's groups, to club administration and the club owner, to any other guardian entitled to enter data for that member, and to platform support within an explicit, recorded support session. It is never disclosed to a third-party AI assistant. It is deleted together with the rest of the submitted health section, and can also be deleted on its own at the request of the person named. Impact on the person named: they are informed of the entry by the member or guardian who makes it, who must confirm that they have done so before it can be saved, and that confirmation is recorded. The processing is limited to being contacted in an emergency, which a person nominated as an emergency contact would reasonably expect. Disproportionate effort under art. 14(5)(b): the data does not come from the person named, and neither the club nor the platform holds any channel to reach them — no account, no address of their own, no agreement to be contacted for any other purpose. Notifying them through the platform is therefore not possible, and the obligation is met by the notice given by the person who enters the contact, by this published section, and by the right to object and to erasure set out below. Objection and erasure: a person named as an emergency contact may object to this processing, or ask for the entry to be erased, by contacting the club that holds it. The club can delete the emergency contact name and number on their request without affecting any other data held about the member.

Third-Party AI Assistants

The Service allows club staff to connect a third-party AI assistant (for example Claude or ChatGPT) to their own account, using their own account with that provider. This is optional and switched off by default; it must first be enabled for the club by the club owner. When it is enabled and a connection is made, the Service discloses club data to that provider so that the assistant can act on the user's behalf. The provider is chosen by the club, and that provider's own terms and privacy policy apply to it. We are not a party to that relationship and we do not control what the provider does with the data it receives, including whether it retains that data or uses it to train models. On consumer plans, providers generally offer no contractual guarantees on either point. Because these providers operate outside the European Economic Area, enabling this feature means club data may be disclosed to a recipient outside the EEA. This does not change where we store data: our storage remains within the EEA. The club, as data controller, decides whether to enable this feature, is responsible for informing its members, and is responsible for obtaining any consent or establishing any legal basis it requires. Data that has already been sent to a provider cannot be recalled by us. What an assistant can reach is limited in four ways at once and never exceeds the narrowest of them: the permissions the connected staff member already holds in the application; the level the club owner has set for each module; the individual switches the club owner has set within a module; and the packages of functionality the user agreed to when the connection was made. Within those limits, an assistant can work with members and groups, training sessions, attendance and training plans; subscriptions, payments, subscription plans and financial totals; staff and their roles, basic member details, events and registrations, requests to join, and linked contacts; documents and their acknowledgments, reminders and exemptions; announcements and information about conversations; galleries, sponsors, competitions and results; and summary figures on club activity and coaching. The contents of stored files, and the uploading of files, are never available. The text of messages is available only where the club owner has separately switched that on. Agreement is given for each package of functionality separately, not for the connection as a whole. The package covering athlete development — test results, body measurements, progress evaluations, coach notes and the training profile — is never active by default and must be chosen on its own. Choosing it is the club's instruction to disclose those categories, which largely concern minors, to the provider. Irrespective of the connected staff member's permissions and of any setting the club may make, the following are never available through an assistant, in any package: injuries and medical examinations, and any note recorded against them; deletion of a member or of a member's records, and erasure under the GDPR; transfer of club ownership and platform administration; and bank account identifiers in any national form. Summaries prepared for coaching contain no health or development field. A club can exclude an individual member from assistant processing. An excluded member's data is not returned to any assistant connection in the club and cannot be changed through one. Club administrators apply the exclusion in the assistant settings, and every change is recorded in the audit trail. This is how a club gives effect to a member's objection under Article 21 GDPR without switching the module off for everyone. An action that affects more than one record, that books a payment, or that changes who belongs to the club or to a group is not carried out until the connected staff member confirms it. The confirmation request describes the change and carries no free text taken from the club's records. An action taken through an assistant is recorded in the club's audit trail in the same form as the same action performed in the application, marked as having come from an assistant and recorded against the members it affected. Connections and their revocation, and refused calls, are recorded as well; these records are available to the club for 12 months. The values submitted with a call are stored only as a cryptographic digest, never as readable text. A staff member can revoke their own connection at any time, and the club owner switching the module off ends every connection in the club immediately, including access already granted. What has already been sent to the AI provider still cannot be recalled.

6. Intellectual Property

All content, features, and functionality of the Service are owned by Team Link One and are protected by international copyright, trademark, and other intellectual property laws. You retain ownership of the data you input into the Service. By using the Service, you grant us a limited license to process this data solely for the purpose of providing the Service.

7. Acceptable Use

When using Team Link One, you agree not to publish, upload, share, or otherwise make available any content that: - promotes hate speech, racism, discrimination, or violence against any individual or group based on race, ethnicity, religion, gender, sexual orientation, disability, age, or nationality; - harasses, defames, threatens, or insults any person or organization; - is sexually explicit, exploits minors, or promotes self-harm; - infringes intellectual-property rights, including using logos, photographs, or copyrighted material you do not own or have license for; - impersonates another club, person, or organization; - is unlawful in your jurisdiction or the jurisdiction of the Team Link One operator; - constitutes spam, phishing, or fraud. This applies to all content you contribute through the platform — including but not limited to your club's public profile, logo and cover image, gallery photos, descriptions, achievements, member profiles, messages, announcements, and documents — and applies to every account associated with your club (administrators, coaches, parents, athletes). If content is reported or otherwise detected as violating these terms, Team Link One reserves the right to: 1. Issue a warning and request removal of the content; 2. Disable your club's public profile without prior notice while we review; 3. Suspend your club's account if violations continue or the breach is severe; 4. Terminate the account and remove the content in cases of severe or repeated violations. We document moderation actions in an internal audit log. You may request information about a specific moderation action by contacting info@teamlink.one.

Profile Photographs

A member, or a parent or guardian on behalf of a child, may upload a profile photograph. By uploading one you confirm that you are entitled to share it — for a child, that you hold parental responsibility for that child — and that you have the agreement of anyone else shown in it. You acknowledge that the club administers photographs held in its space, including removing content that is inappropriate or breaches section 7. A photograph can be deleted at any time from the portal or by the club.

8. Limitation of Liability

The Service is provided "as is" without warranties of any kind. To the fullest extent permitted by law, Team Link One shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service. Our total liability for any claims arising from these terms shall not exceed the amount you have paid for the Service in the 12 months preceding the claim.

9. Termination

You may terminate your account at any time by contacting us. We may terminate or suspend your access to the Service at any time for violation of these terms. Upon termination, your right to use the Service ceases immediately. We will retain your data for a reasonable period to allow you to export it, after which it will be permanently deleted.

10. Changes to Terms

We reserve the right to modify these terms at any time. We will notify users of material changes via email or through the Service. Continued use of the Service after changes constitutes acceptance of the updated terms. These Terms are provided in English and Croatian. In case of any discrepancy between the two versions, the English version shall prevail.

11. Contact

For questions about these Terms of Service, please contact us at info@teamlink.one.