Whole Team
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Terms of service

What you can expect from us and what we ask of you. What we do with information is in the privacy notice.

Version 1.0, draft for solicitor review, 11 October 2026. Effective the day it is published.

These terms are a contract between you and Whole Team Ltd (company number SC902475, registered at 5 South Charlotte Street, Edinburgh EH2 4AN) for the use of the Whole Team app, website and portal ("Whole Team"). Part A applies to everyone. Part B applies to clubs and organisers, and the club data processing agreement forms part of it. Part C applies to payments. We use plain English. Where a phrase has legal weight it is marked.

You accept these terms when you continue past the sign-in screen, or when you set up a club or tick to agree. We keep a record of which version you accepted and when.

Part A - Everyone

A1. Who can use Whole Team

Adults (18 and over) may create an account. Young people aged 13 to 17 may hold a login only where a parent or guardian has turned it on for them, and their use is limited as the app describes. Children under 13 never hold accounts. Their parents or guardians act for them. By creating an account you confirm you are 18 or over, or 13 or over with your guardian's permission. If you add a child, you confirm you are their parent or guardian or have their parent's or guardian's permission.

A2. Your account

Keep your sign-in codes and links private. You are responsible for what is done under your account. Tell us at once at support@wholeteam.co.uk if you think someone else has used it.

A3. What you may do, and may not

You may use Whole Team for running and taking part in clubs, teams and events. You may not:

  • post anything unlawful, abusive, threatening, discriminatory or sexual;
  • post about a child in a way that could identify or harm them beyond the ordinary running of the team;
  • upload a photo of a child without the consent the app asks for;
  • try to contact a child privately;
  • misuse anyone else's information;
  • try to get around the app's controls, or test its security without our written permission;
  • use automated tools, scraping or bulk sign-ups against the service;
  • use Whole Team to send marketing or spam.

A4. Messages and content

You keep ownership of what you post. You give Whole Team Ltd and your club a licence to store, display and process it so the service works. You can edit or retract your own messages. Retracted messages are hidden and kept for safeguarding review, as the privacy notice explains. Coaches and club officers may hide messages. We may remove content that breaks these terms, and may suspend or close accounts that do.

A5. Safeguarding

Whole Team supports a club's safeguarding. It does not replace it. Your club's safeguarding officer and its governing body's policies apply. If you think a child is at risk, contact the club's safeguarding officer, or the police in an emergency. You can report any message in the app, or write to safety@wholeteam.co.uk.

A6. Cost to you

Whole Team costs nothing to use. When you pay a club through Whole Team, a fee may be added as Part C explains, and you see it before you pay.

A7. Availability of the service

We aim to keep Whole Team available at all times but cannot promise it. We may change or withdraw features. Where a change takes away something a club relies on, we give the club reasonable notice.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law. Otherwise, Whole Team Ltd's total liability to you for all claims in any 12-month period is limited to the amounts you paid to Whole Team Ltd in that period, or 100 pounds if greater. We are not liable for loss of profit, or for indirect or consequential loss. Nothing in this clause affects your statutory rights as a consumer.

A9. Ending

You may close your account at any time (You > Your data). We may suspend or close an account that breaks these terms, and we will tell you why. Closing an account starts the retention policy. It does not delete a club's records.

A10. Changes to these terms

We may update these terms. If a change matters to you, we tell you in the app at least 30 days before it takes effect, unless the law or a safety reason needs it sooner. We ask you to accept the new version the next time you use Whole Team. If you don't accept it, you can close your account.

A11. Complaints and law

Tell us first at support@wholeteam.co.uk and we will try to put it right. These terms are governed by the law of Scotland and the courts there, without affecting a consumer's right to bring a claim where they live.

Part B - Clubs and organisers

B1. Who agrees for the club

A club, organiser or association ("the organisation") is represented by the person who sets it up and by any Admin they appoint. The person who sets it up confirms they are allowed to act for the organisation and agrees to Part B and the club data processing agreement on its behalf. The organisation is responsible for who it invites, the roles it gives, its own safeguarding, and following its governing body's rules.

B2. The organisation's information

For the information it enters about its members, the organisation is a data controller and Whole Team Ltd processes it on the organisation's behalf under the club data processing agreement, which forms part of these terms. The organisation must have a lawful reason for what it asks members for, and must not enter information Whole Team does not need.

B3. Roles and permissions

The organisation gives roles. Roles that see children's information (Coach, Manager, Safeguarding officer, Admin) must only go to people the organisation has checked in line with its governing body's requirements. The coach register is the organisation's record. Whole Team stores reference numbers and dates only and does not verify them.

B4. Content the organisation publishes

The organisation is responsible for its club page and website, sponsor logos, code of conduct, and anything it publishes to members or the public. It confirms it has the right to use any logo or image it uploads. Sponsor content is shown only to adult members, with no links or tracking.

B5. Price

There is nothing to pay to use Whole Team. We are paid through the fee on payments described in Part C. Club Plus comes with collecting payments through Whole Team, and there is no other way to get it yet. If we ever offer a paid plan, we will tell the organisation the price first, and it is charged only if the organisation agrees to it. We give 60 days' notice of any change to the fee in Part C.

B6. Leaving and export

The organisation may export everything it owns at any time, at no cost, and may close its account. Personal information then follows the retention policy. We charge nothing to leave.

B7. Our commitments to organisations

We will:

  • keep the service available, except for planned maintenance we announce in advance;
  • keep information in the places the privacy notice and processors list state;
  • use the organisation's data only to run the service;
  • tell the organisation about any personal data breach affecting its members without undue delay;
  • answer support within one working day.

Part C - Payments

C1. How payments work

Payments go through a payment provider the organisation connects: Stripe Payments UK Ltd (cards and bank payments), GoCardless Ltd (Direct Debit) or Square (card readers and online payments). The money goes to the organisation's own account with that provider and is paid out to the organisation's bank. Whole Team Ltd never holds an organisation's or a member's money.

C2. The provider's terms

To take payments, the organisation must open or connect its own account with the provider and accept the provider's terms. Those terms are between the organisation and the provider. The provider may check the organisation's identity and may hold or refuse payments under its own rules.

C3. The fee

Whole Team's charge is 1% of each payment, capped at 5 pounds, with nothing charged on payments under 5 pounds. It is shown as its own line before the payer confirms. The organisation chooses whether the payer pays it on top or the organisation absorbs it. The provider's own charges are as the provider publishes them, and where a provider's charge is added to the fee line, the line says so. Cash and bank transfers recorded by hand in the app carry no fee.

C4. Refunds, disputes and chargebacks

Refunds are made by the organisation from its provider balance. Whole Team's charge is not returned when the organisation decides to refund a payment, but is returned if a payment fails or is refunded because of our error. Disputes and chargebacks are handled by the provider and are the organisation's responsibility as the seller, including any dispute fee and any negative balance. Where a payer is a consumer, their statutory rights are unaffected.

C5. Receipts and records

Receipts go to the payer and the organisation's treasurer. The organisation can export all payment records at any time. Whole Team keeps payment records for six years, as tax law requires.

C6. Tea hut and shop

Tea hut sales and shop pre-orders are sales by the organisation. The organisation is responsible for food safety, allergen information, product descriptions and delivery.

Trade marks

Whole Team™ and Mates. Memories. Moments.™ are trade marks of Whole Team Ltd. WHOLE TEAM is UK trade mark application UK00004448506 and MATES. MEMORIES. MOMENTS. is UK trade mark application UK00004455468. Neither may be used without our permission.

Contact

support@wholeteam.co.uk - Whole Team Ltd, 5 South Charlotte Street, Edinburgh EH2 4AN - company number SC902475