Terms

Terms of service for clubs

Last updated 9 November 2026

These terms are the agreement between your club and Club Routes for using clubroutes.com, your club's app, the committee portal and any paid plan. The cancellation and refund policy and the data processing agreement form part of them. People using Club Routes as runners, riders or walkers have their own terms of use.

1. Who we are

Club Routes is a trading name of Gear Labs Marketing Ltd, a company registered in England and Wales (company number 14661781). Registered office: 2 Milk Hill Villas, The Street, Ewhurst, Cranleigh, GU6 7QA. VAT number GB440159615. Contact us at help@clubroutes.com.

"We" and "us" mean Gear Labs Marketing Ltd. "Your club" means the club, group or organisation that signs up. "You" means your club and the people it gives access to the committee portal.

2. Signing up

1. Anyone can sign up a club. By signing up or paying, you confirm you're allowed to agree to these terms for your club, for example as a committee member.
2. Your club must be a genuine sports or social club, group or organisation. We may check details and may refuse or close a sign-up that looks false or misleading.
3. You're responsible for who your club gives portal access to, and for keeping sign-in details safe. Tell us straight away if you think someone has got into your club's account without permission.

3. Plans

The current prices are shown on clubroutes.com and in the portal before you pay. Club Website and Members are separate plans: having one doesn't include the other. On every plan, paid or free, the Club Routes app carries adverts and sponsored content (section 10).

4. Free trials

1. A paid plan can start with a 30-day free trial. You don't need to give card details to start one.
2. If you add payment details during the trial, nothing is charged until the trial ends.
3. If the trial ends without payment details, the plan stays on for 14 more days, then switches off. Your content is kept (section 7).

5. Prices, VAT and payment

1. Prices exclude VAT. We add VAT at the current UK rate, and every payment comes with a VAT invoice from Gear Labs Marketing Ltd.
2. Payments are taken by card (including Apple Pay and Google Pay) through Stripe, our payment provider. We never see or store your full card details.
3. Plans renew automatically at the end of each year or month until you cancel. We email you before a yearly renewal.
4. We may change our prices. We'll give you at least 30 days' notice by email, and a new price applies from your next renewal, not part-way through a period you've paid for.
5. Discount codes apply as stated when they're given and can't be swapped for cash.

6. Failed payments

If a payment fails, we and Stripe will email you and try again. Your plan stays on for 14 days while you update your card. If it still hasn't been paid after that, the plan switches off. Paying later switches it back on.

7. Cancelling and when a plan ends

1. You can cancel any time from Club, Plan and billing in the portal. A cancelled plan runs to the end of the period you've paid for, then has 14 days' grace before it switches off.
2. We don't give part refunds for unused time. The cancellation and refund policy below explains when we do refund.
3. When a paid plan switches off, your club goes back to the free Routes plan. We keep your website pages, settings and membership records for 12 months, so you can pick up where you left off. After that we may delete them, emailing you first.
4. You can download your club's data at any time from Club, Your data.

8. Your club's content

1. Your club owns what it puts on Club Routes: routes, pages, photos, text and membership records. You give us permission to store, copy and show it only so we can run the service for you.
2. You're responsible for your content. It must be lawful, and you must have the right to use it, including photos of people and other people's routes or logos.
3. Don't use Club Routes to publish anything misleading, offensive or harmful, to send spam, or to try to break or overload the service. We may remove content or suspend a club that does, telling you why unless the law stops us.
4. Club Routes™ is a trade mark of Gear Labs Marketing Ltd.

9. Members' fees (Members plan)

1. If your club takes membership fees online, the money goes to your club's own Stripe account, not to us. Your club is the seller, and your agreement with Stripe covers those payments.
2. We may charge a small fee on each membership payment. The fee is shown in the portal before you turn online payments on, and we'll give 30 days' notice of any change.
3. Your club is responsible for its membership prices, its own refunds to members, and its own VAT or tax, if any.
4. When your club keeps members' personal information on Club Routes, your club is the controller and we're the processor. The data processing agreement applies.

10. Advertising and sponsorship in the app

1. Club Routes is paid for partly by advertising. We may show adverts, sponsored content, affiliate links and offers, and sponsored milestones, trophies and challenges in the Club Routes app: your club's app (for example yourclub.clubroutes.com/app) and our iOS and Android apps. They may appear alongside your club's routes, calendar and other content, whichever plan your club is on: paying for the Club Website or Members doesn't remove them.
2. We never put adverts on your club's website, in your club's emails to members, or in the committee portal.
3. We choose the advertisers and sponsors, and all the money from them is ours. Club Routes doesn't pay clubs, or share advertising, sponsorship or affiliate income with them, in any form.
4. Adverts and sponsored content are always labelled. We don't show adverts for tobacco or vaping, adult content, gambling, or food and drink high in fat, sugar or salt that UK rules don't allow to be advertised online. Sports nutrition, such as energy gels, drinks and bars, isn't excluded. We follow the UK advertising codes, including the rules for under-18s.
5. We never use your club's name, logo or content in an advert, or say your club endorses an advertiser or sponsor, without your permission.
6. We never give your club's member records to advertisers or sponsors (see the data processing agreement). How adverts use members' own Club Routes accounts is set out in our privacy notice, and personalised adverts only appear with the member's consent.
7. If an advert conflicts with one of your club's own sponsors, or you think it's unsuitable, tell us at help@clubroutes.com and we'll review it.

11. Availability and changes to the service

We work hard to keep Club Routes running and to fix problems quickly, and we show its status at clubroutes.com/status. We can't promise it will never be interrupted, for example for maintenance or problems with our providers. We improve the service over time. If we remove something important from a paid plan, we'll tell you first and you can cancel with a refund for the unused part of that period.

12. Liability

1. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow us to limit.
2. We're not liable for losses that weren't foreseeable, for loss of profit or business, or for problems caused by your content, your domain registrar, or events outside our reasonable control.
3. Otherwise, our total liability to your club in any 12 months is limited to the fees your club paid us in those 12 months, or £100 if that's more.
4. Routes, maps, weather and other information are a guide only. Members and run leaders are responsible for their own safety on a run, ride or walk.

13. Ending the agreement

You can stop using Club Routes and ask us to close your club's account at any time. We can end these terms or suspend a club if it seriously or repeatedly breaks them, or by giving 60 days' notice if we stop running Club Routes. In that case, we'll refund the unused part of any period you've paid for, and give you time to download your data.

14. Changes to these terms

We may update these terms. We'll email the club's owners at least 30 days before a change that affects them, unless the change is needed by law. Carrying on using Club Routes after that means you accept the new terms. If you don't, you can cancel before the change takes effect.

15. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales can deal with any dispute. If you have a problem, please email help@clubroutes.com first, and we'll try to put it right.

Cancellation and refunds

You can cancel a paid plan at any time. It runs to the end of the period you've paid for, then has 14 days' grace before it switches off. We don't refund unused time, except in the cases below.

How to cancel

In the portal, go to Club, Plan and billing, choose Manage payments, then Cancel plan. Only your club's owners and admins can do this. You'll get an email confirming the date your plan ends. You can change your mind and carry on any time before then.

What happens when you cancel

When we do refund

• A mistake on our side: if you're charged twice, or charged after you cancelled in time, we refund the extra payment in full.
• We take something important away: if we remove an important part of a paid plan, or stop running Club Routes, we refund the unused part of the period you've paid for.
• The law says so: nothing in this policy affects rights you have by law.

Refunds go back to the card you paid with, usually within 5 to 10 working days, with a VAT credit note.

Free trials

A free trial costs nothing, so there's nothing to refund. If you add payment details during the trial and then cancel before it ends, you won't be charged.

Switching between yearly and monthly

You can switch at your next renewal. We don't refund the rest of a yearly plan if you move to monthly part-way through.

Members' fees

Membership fees that members pay your club go to your club's own Stripe account. Refunds to members are your club's decision and come from your club's Stripe account. Our per-payment fee isn't refunded when a club refunds a member, unless the payment was taken by mistake because of a problem on our side.

Questions

Email help@clubroutes.com with your club's name, and we'll reply within 2 working days.