PicklePals — Terms & Conditions

Last updated: 07/10/2025

1. Who we are

PicklePals ("we", "us", "our") operates an online platform and community for pickleball players, sells branded merchandise, and offers coaching and events in the UK.

Trading name: PicklePals Ltd
Legal entity: PicklePals Ltd - 16358238
Registered office: 71-75 Shelton St, London, WC2H 9JQ
Email: info@picklepalsapp.com

2. Scope of these Terms

These Terms & Conditions ("Terms") govern:

Your use of our websites, apps, social channels, and any community platforms (collectively, the Platform).
Purchases of PicklePals goods through our online shop or in person (the Shop Terms).
Coaching, clinics, camps, and other services we run (the Coaching Terms).

By using the Platform, purchasing from us, or booking a session, you agree to these Terms.

2A. Territory (UK‑only)

The Platform, Shop, and Coaching Services are intended for use within the United Kingdom only. We do not target or market our services to users outside the UK. Orders, bookings, and participation are generally restricted to UK residents and UK venues unless we explicitly state otherwise in writing.

2B. Our role — platform/marketplace only

PicklePals is a software platform that enables clubs/organisers to create and manage pickleball session listings, message participants, and take bookings and payments.
We are not the venue owner/operator or the organiser of club sessions listed by third parties, and we do not act as their agent for venues. We do not lease, hire, or book venues on behalf of clubs or players.
Unless we expressly state a session is “Run by PicklePals”, the contract for a club session is between the club/organiser and the player. We are not a party to that contract.
Clubs are responsible for securing venue permissions, complying with venue rules, and holding appropriate insurance. Players must satisfy themselves that a session is suitable for them.

3. Eligibility and accounts

You must be aged 18+ to create an account. Under‑18s require a parent/guardian to hold and manage the account.
You are responsible for keeping login details secure and for all activity on your account. Notify us if you suspect unauthorised access.
We may suspend or terminate accounts that breach these Terms.

4. Community standards

We aim for a welcoming, inclusive community. You agree not to:

Harass, abuse, discriminate, or engage in unsafe play.
Post illegal, infringing, or harmful content.
Advertise or solicit without permission.
We may remove content or exclude participants to keep the community safe.

5. Intellectual property

All PicklePals content (logos, graphics, videos, copy) is our IP or used with permission. You may not use our brand assets without written consent.
You retain rights in content you post but grant us a worldwide, non‑exclusive, royalty‑free licence to use, reproduce, and share it for Platform operation and promotion. You can withdraw future use by emailing us; this won’t affect prior lawful uses.

6. Health, safety & assumption of risk

Pickleball is a physical activity. By participating in any session, match, or event, you confirm you are fit to do so and assume all ordinary risks associated with play, including slips, trips, strains, and collisions.
Always follow coach instructions and venue rules. Wear suitable footwear and protective gear.
If you have a medical condition or are pregnant, consult a clinician before participating.
In an emergency you authorise us to obtain medical assistance; associated costs are your responsibility unless caused by our negligence.

7. Safeguarding & juniors

We follow UK safeguarding guidance. A parent/guardian must provide consent and remain responsible for participants under 18.
Our coaches/volunteers working with children are DBS‑checked.
You agree not to share junior participants’ personal details or imagery without consent (see Section 12).

8. Club sessions & bookings (third‑party organisers)

Listings. Clubs/organisers control their session listings (description, level, capacity, price, location, timings). We may require minimum information or make formatting edits.
Bookings. A booking is confirmed when payment succeeds on the app via Stripe and the organiser’s booking rules are met. We may show waitlists or auto‑release spots.
Cancellations & changes (by organisers): Organisers may cancel/reschedule; players receive a refund or credit according to the organiser’s policy. We are not liable for costs beyond the amount paid through the app.
Cancellations (by players): Each organiser sets a cancellation policy displayed at checkout (e.g., deadlines/fees). Our platform/service fee (if any) may be non‑refundable, except where required by law.
No‑shows: Treated per the organiser’s policy; typically non‑refundable.
Substitutions & transfers: Allowed if enabled by the organiser and supported by the app.
Safety & conduct: Organisers are responsible for safe session delivery and compliance with safeguarding where juniors are involved.
Disputes: First contact the organiser via in‑app messaging. We may assist but are not obliged to resolve disputes between players and organisers.

9. Coaching Terms

We’ll provide qualified coaching appropriate to level and age.
You must complete a PAR‑Q/health questionnaire truthfully and update us of changes.
We may remove anyone whose behaviour risks safety or disrupts learning; unused time may not be refunded if removal is for breach.
Results and progression are not guaranteed.

9A. Payments for sessions (Stripe)

Payment processor. Payments made on the app for club sessions are processed by Stripe. Your use of payments is subject to Stripe’s terms, including the Stripe Services Agreement and, for organisers, the Stripe Connected Account Agreement. We do not store card numbers.
Facilitation only. We facilitate payments between players and organisers. Unless stated otherwise, funds (less applicable fees) are settled by Stripe to the organiser. We are not a bank, money service business, or escrow provider.
Identity checks. Organisers must complete Stripe onboarding (identity/KYC). Stripe or we may place holds, delays, or reserves to manage risk or as required by law.
Fees. We may charge platform/service fees to players and/or organisers. All fees will be shown before you pay or publish a listing.
Refunds. Refunds for sessions are initiated by the organiser in line with their policy and app functionality. Stripe processing fees may be non‑refundable except where required by law.

9B. Chargebacks & payment disputes

If a player disputes a charge (chargeback), Stripe will investigate. Organisers are responsible for responding with evidence and are liable for chargeback amounts, fees, and any associated losses.
We may offset amounts you owe (including chargebacks, refunds, and fees) against future payouts or require repayment of any negative balance.
Repeated or excessive disputes may result in listing restrictions, payout delays, or account termination.

9C. Taxes & invoices

Organisers are solely responsible for assessing, collecting, reporting, and remitting all applicable taxes (including VAT) on session fees and any add‑ons. If VAT is chargeable, organisers must issue compliant VAT invoices to players.
Players receive an in‑app receipt for their booking. Where the organiser is the seller of record, that receipt reflects the organiser as merchant of record.

9D. Pricing & changes

Organisers control their session prices and may change them before a booking is made. We may change our platform fees with reasonable notice; changes won’t affect bookings already made.

10. Third‑party platforms Third‑party platforms

We may use tools such as Spond, TeamReach, or similar for scheduling and groups. Their terms and privacy policies apply in addition to ours. You are responsible for reviewing them.

11. Shop Terms (Goods)

Ordering & contract

Your order is an offer to buy; acceptance occurs when we dispatch the goods and send a dispatch confirmation.

Prices & payment

Prices are in GBP and include UK VAT where applicable. Delivery charges are shown at checkout.
We accept major cards and other methods shown at checkout. Payment is taken when you place the order.

Delivery

UK delivery only. We currently ship to UK addresses (including NI, Highlands & Islands).
Standard delivery typically 2–5 working days after dispatch; timelines are estimates.
Title passes on delivery; risk passes when you (or a nominee) receive the goods.

Right to cancel (Consumers)

UK consumers have a 14‑day cooling‑off period from receipt. To cancel, notify us within 14 days and return items within 14 days of notifying. You are responsible for return postage unless items are faulty.
Exclusions: custom/personalised items, worn socks/underwear, and items unfit for resale due to hygiene reasons (unless faulty).

Returns & refunds

For non‑faulty returns, items must be unused, in original condition/packaging. We’ll refund to the original payment method within 14 days of receiving the return.
Faulty or misdescribed items: please contact us within 30 days for repair, replacement, or refund in line with UK consumer rights.

Promotions & gift cards

Promotions may have separate terms. Gift cards are non‑refundable, valid for 12 months, and cannot be exchanged for cash.

12. Photography, filming & media consent

We may film or photograph events for coaching analysis and marketing.
You can opt out at booking or by telling a coach on the day; we’ll do our best to accommodate.
For juniors, media use requires parent/guardian consent.

13. Reviews & user content

By posting reviews, drills, or match clips, you confirm they are your own or licensed and do not infringe third‑party rights. We may moderate or remove content at our discretion.

14. Prohibited and restricted items/actions

No illegal substances, weapons, or dangerous items at events.
No unauthorised coaching/instruction during sessions.
No resale of tickets or slots without permission.

15. Privacy & cookies (UK GDPR)

We handle personal data in line with our Privacy Notice and Cookie Policy (see links on the Platform).
Controller roles: For the app and account data, PicklePals is the data controller. For club session delivery, organisers act as separate controllers of the data they receive about players. For payments, Stripe is an independent controller/processor of payment data under its own terms. Organisers must maintain their own privacy notices and comply with UK GDPR.
Where we store data: We primarily store personal data in the UK. If we use reputable processors outside the UK, we will have an appropriate transfer mechanism in place (e.g., the UK IDTA or UK Addendum to the EU SCCs).
What we collect: account details, contact info, communications, booking history, health information you choose to provide for safe participation (e.g., PAR‑Q), and analytics/cookie data.
Lawful bases: performance of a contract (e.g., fulfilling a booking), legitimate interests (running our community, safety, preventing misuse), consent (e.g., optional health info and marketing), and legal obligation (tax/records).
Retention: account and booking records up to 6 years; routine coaching records up to 3 years after last activity; safeguarding records per statutory guidance; marketing data until you opt out or after a defined inactivity period.
Security: we use appropriate technical and organisational measures and require our processors to do the same.
Children: junior participation requires parent/guardian consent; see Sections 7 and 12.
Contact & complaints: info@picklepalsapp.com for data requests. You may complain to the ICO (ico.org.uk).

16. Warranties & liability Warranties & liability

We provide the Platform and services with reasonable care and skill.
Nothing in these Terms limits liability for death/personal injury caused by negligence, fraud, or any liability that cannot be excluded under UK law.
Subject to the above, we’re not liable for: (a) indirect or consequential loss; (b) loss of profits, data, or business; (c) user‑generated content; (d) actions of other participants or venues outside our control.
For goods, remedies follow UK consumer law.

16A. Governing law & jurisdiction

These Terms and any non‑contractual obligations are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction, except that UK consumers may bring claims in their local courts.

17. Indemnity

You agree to indemnify us against claims, costs, or losses arising from your breach of these Terms or misuse of the Platform, except to the extent caused by our negligence.

18. Force majeure

We are not responsible for delays or failures due to events beyond our reasonable control (e.g., extreme weather, strikes, pandemics, power/network outages, or changes in law/regulation).

19. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will take reasonable steps to notify you (e.g., email or notice on the Platform). Continued use after changes indicates acceptance.

20. Contact us

General: info@picklepalsapp.com