Terms of Use

AcademyOne Platform Terms of Use Pending final legal counsel review

Version: 2.0 LCR1 - Pending final legal counsel review Prepared: 8 October 2026 Effective date: On formal approval and issue; this review copy has no new effective date Audience: Club administrators, coaches, guardians, authorised payers and players with direct accounts

1 Who operates AcademyOne

AcademyOne is operated by Academy One Technologies Ltd, a company incorporated in Scotland, company number SC900576, with registered office at 82 Rumblingwell, Dunfermline, KY12 9AS. We trade as AcademyOne. Contact: Info@academyonetechnologies.co.uk.

These Terms govern individual use of the AcademyOne web application. Your football club separately contracts with us and is normally responsible for the football information it holds about you. These Terms do not replace your club's membership arrangement, privacy notice or safeguarding procedures.

We present the applicable version before account creation or claim and retain a record of acceptance. An adult accepting on behalf of an organisation must have authority. A child's account authorisation does not make the child liable for the club's subscription or waive the child's legal rights. The Privacy Notice explains data use; acceptance of these Terms is not blanket consent to optional processing.

2 Accounts and age

Access is by authorised invitation or account claim. Players under 13 have a guardian-managed profile, not a direct player login. From 13, an eligible player may claim their existing profile through the approved process, preserving its authorised football history. Players aged 13 to 15 require club and guardian authorisation; users aged 16 or 17 still receive child-focused privacy protections.

A guardian link grants only the access approved for that relationship. It does not establish unrestricted parental authority or ownership of the child's information. We and the club may check or suspend a disputed link. Adult players control whether a guardian continues to have access after they turn 18. The Child Account and Guardian Schedule explains these arrangements.

3 Account security

Provide accurate details, keep your credentials private, use stronger authentication when available and report suspected compromise promptly. Do not share accounts, impersonate another person or use an invitation intended for someone else. Use only the club, teams, groups and functions assigned to you. Do not continue using access after your authority ends.

We do not treat every action from a compromised account as your responsibility irrespective of the circumstances. Tell us or the club promptly so that access and affected activity can be investigated.

4 The service

AcademyOne provides club administration, invitations and roster linking, team and training-group management, facilities and pitch planning, fixtures, availability, attendance, match preparation, training plans, gameplans, factual statistics, achievements, player development and optional physical-work records. Enabled services may also include private media, club documents, staff qualifications, announcements, staff Coaching Rooms, club payments, Gift Aid declaration records, club shop administration and Social Studio graphics and publishing.

Availability depends on the club's configuration and the functions enabled for its account. A training-group placement is separate from a competitive team assignment. A calendar entry or apparently empty pitch slot does not guarantee participation, selection, venue access or facility availability.

The club and its staff provide football services and make coaching, selection, attendance and facility decisions. AcademyOne supplies software, not sporting supervision, emergency monitoring, legal or tax advice or a bank account. Factual achievements depend on the source records; they do not guarantee progress or selection.

5 Responsibilities by role

Administrators must maintain accurate roles and club contacts, review imported records and relationships, grant the minimum necessary access and promptly remove former staff. Coaches must respect their team and training-group assignments, enter accurate records and keep restricted information in the authorised area. Guardians and payers must use only verified links and their own account. Players must protect their login, enter truthful information and ask a trusted adult if a request is unclear.

No user may treat another user's participation, absence, missed work or factual results as grounds for harassment or public shaming. Corrections and disputes must be raised through the club or support route, not by falsifying records.

6 Acceptable use

Do not upload or communicate unlawful, exploitative, threatening, discriminatory, abusive, defamatory or rights-infringing material. Do not seek unauthorised private contact with a child, disclose another person's private records, publish credentials, introduce malicious files or evade access restrictions. Do not scrape personal information, conduct unauthorised security testing, manipulate payments or records, or submit club or player data to an external AI service without documented authority and an approved data-protection assessment.

The Acceptable Use and Communications Policy applies to messages, announcements, uploads, sharing and graphics. We or the club may restrict access, remove content and preserve relevant evidence where reasonably necessary to protect users, investigate a breach or comply with law. We provide reasons and a review route where it is safe and lawful to do so.

7 Football and physical-work records

Coaches and administrators remain responsible for checking match reports, goals, assists, attendance and other factual inputs. Badges and totals may change when an error is corrected. A badge is recognition under the stated rules, not an automated decision about a player's opportunities.

Optional physical-work tracking is limited to eligible players aged 13 or over and authorised factual activity records, such as running time and distance, exercises, sets, repetitions, weights and test results. Its use requires a separate lawful-basis decision and, where consent is relied on, a valid, specific and withdrawable choice. Declining optional tracking must not prevent access to the core service. Players should follow their coach's appropriate instructions and speak to a trusted adult about an unsuitable activity.

8 Communications and notifications

Staff Coaching Rooms are for authorised staff. They do not authorise private player messaging. Club announcements, invitations and schedule or payment notifications go to their authorised recipients. AcademyOne is not a continuously monitored emergency channel. For immediate danger contact emergency services; for a club safeguarding concern contact the club's safeguarding lead.

An availability response does not guarantee selection or attendance. Clubs must resolve conflicting responses or schedule changes with the people involved. Notification delivery can depend on connectivity, email delivery and user settings; clubs must use an appropriate fallback for essential last-minute changes.

9 Club charges

The club sets a Club Charge and supplies the underlying football service or goods. Stripe processes payments directly on the club's connected account. AcademyOne operates the software integration and receives its agreed application fee. We do not provide a wallet or escrow arrangement.

Before paying, check the supplier, player or beneficiary, amount, description, frequency and cancellation information. A return from checkout is not proof of successful payment; payment status follows the processor's confirmed outcome. Underlying service questions and refunds normally go to the club, subject to mandatory consumer and payment rights. Contact us for an integration problem or an incorrectly reconciled status.

Recurring payment authority, membership cancellation and account closure are separate actions. The Payer Information and Gift Aid Notice explains them. Gift Aid reporting does not certify that a fee or donation qualifies or authorise AcademyOne to submit a claim to HMRC.

10 Images video and Social Studio

Upload only content you have the right and authority to use. Private profile images and match video are not permission for public promotion. Public Social Studio output requires a separate rights, privacy and safeguarding check by the club. Obtain any necessary permissions for identifiable people, opposing teams, venue footage, badges, music and other material.

Social accounts are connected through the provider's authorisation process, not by giving AcademyOne the account password. The authorised club user must review recipients, content and destination before publishing. Published content can be copied by others and is subject to the social provider's terms. Revoking a connection stops future authorised activity but does not necessarily remove posts already published. See the Media and Social Publishing Policy.

11 Intellectual property

You or the relevant rights holder retain ownership of uploaded content. You grant us only the rights reasonably necessary to host, process, display, back up and share that content through authorised service functions and to comply with law. You must have authority to grant those rights.

AcademyOne owns or licenses its software, interface, branding, templates and original assets. You may use those materials through the service and use authorised exported graphics for the intended club purpose, subject to their licences. These Terms do not claim ownership of personal data or prevent a lawful export, correction or deletion request.

12 Privacy

The Platform Privacy Notice and age-appropriate notices describe purposes, legal roles, recipients, retention and rights. Your club must also identify itself and explain its own processing. Public publishing, optional physical tracking and marketing are not authorised merely by accepting these Terms. A guardian cannot waive a child's data-protection rights.

13 Availability and change

We provide the service with reasonable care and skill but do not promise uninterrupted access or an error-free product. Dependencies, maintenance and security incidents can affect availability. We give appropriate notice of material changes and provide a fair response where a contracted service is materially reduced. A change does not retrospectively authorise a different use of personal information.

14 Suspension and closure

We or the club may suspend or close access where authority ends, a serious breach or security risk occurs, law requires it or proportionate action is needed to protect a person. Where practicable, we explain the reason, duration and review route. Urgent restriction may precede notice.

Closing an account, ending club membership, cancelling a payment plan and deleting personal data are not the same operation. Records required for another lawful purpose may be retained with restricted access. Statutory requests remain available during a suspension or after closure.

15 Liability

Nothing excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be excluded. Consumer rights and statutory data-protection remedies are preserved.

For a consumer, we are responsible for foreseeable loss caused by our breach or failure to exercise reasonable care and skill. We are not responsible for a club's sporting decisions or services, or information supplied by another person, except to the extent our own breach caused the loss. We do not exclude a recoverable loss simply because it concerns data. A consumer's business losses are not ordinarily recoverable under these individual Terms. The separate Club Services Agreement governs the club's business contract.

16 Complaints and amendments

Send service or privacy concerns to Info@academyonetechnologies.co.uk or the postal address in section 1. We route mixed concerns to the appropriate party without requiring you to resubmit them. We acknowledge data-protection complaints within 30 days and investigate and communicate the outcome without undue delay. You may contact the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/ and use other legal remedies.

Updates identify their version and effective date. Material changes are notified in advance where practicable and require fresh acceptance where appropriate. Security or legal urgency may require immediate action with prompt explanation. Continued use is not a substitute for consent where law requires a separate positive choice.

17 Governing law and courts

These Terms are governed by Scots law. A UK consumer may use the courts available under mandatory law in their place of residence. Nothing removes mandatory protection available to a consumer where they live. Business jurisdiction is governed by the separate Club Services Agreement.