Terms of Service for ClubOS
Please read these terms carefully before using ClubOS. By accessing or using our platform, you agree to be bound by these terms.
Effective Date: February 11, 2026 · Last Updated: February 22, 2026
These Terms of Service ("Terms") govern your access to and use of the ClubOS platform (clubos.ca) operated by ClubOS ("we", "us", "our"). ClubOS provides club management tools for student organizations at Canadian universities and colleges. By creating an account or using any part of our platform, you agree to these Terms. If you do not agree, you must not use ClubOS.
Description of Service
ClubOS is a comprehensive club management platform that provides:
- Member management — roster tracking, role assignments, onboarding flows, and membership applications
- Event management — event creation, RSVP tracking, calendar synchronization, and attendance logs
- Financial tools — budgeting, expense tracking, dues collection, grant management, invoicing, and financial reporting
- Communication — in-platform messaging, chat, announcements, and notification systems
- Optional third-party integrations — such as Google account sign-in and Google Workspace-connected features (when enabled), plus financial integrations like Plaid and Stripe
- Document management — file storage, form building, meeting minutes, and shared resources
- Club discovery — public club profiles, link-in-bio pages, and campus-wide club directories
We may add, modify, or discontinue features at our discretion. Material changes to core functionality will be communicated in advance where possible.
User Accounts & Responsibilities
When you create a ClubOS account, you agree to:
- Provide accurate, current, and complete registration information
- Maintain the security of your account credentials and not share your password
- Promptly notify us of any unauthorized use of your account
- Be responsible for all activities conducted under your account
- Comply with all applicable laws, your institution's policies, and these Terms
- When using Google integrations, authorize only accounts and data you have the right to connect and manage
You agree NOT to:
- Use ClubOS for any unlawful, harassing, or fraudulent purpose
- Attempt to gain unauthorized access to other accounts or systems
- Upload malicious software, viruses, or harmful content
- Interfere with or disrupt the platform's operation
- Scrape, harvest, or collect data from ClubOS without authorization
- Use Google integrations or Google-sourced data for unlawful surveillance, spam, profiling, advertising, or any purpose not enabled by ClubOS and authorized by the applicable user
- Impersonate another person or entity
Third-Party Integrations (Plaid, Stripe, and Google)
Bank Account Connections via Plaid
Important financial data disclosure
ClubOS uses Plaid Technologies Inc. to enable secure bank account connections for club financial management. When you use this feature:
- Your bank login credentials are entered directly into Plaid's secure interface — ClubOS does not receive, access, or store your bank username or password
- Financial data accessed through Plaid may include account names, balances, and transaction history — only as authorized by you
- This data is used exclusively for club financial management features such as expense tracking, budgeting, and reconciliation
- All data transmitted between Plaid, ClubOS, and your financial institution is encrypted end-to-end
By connecting a bank account, you agree to Plaid's terms and privacy policy:
Stripe Payments
All payment card processing on ClubOS is handled by Stripe, a PCI DSS-compliant payment processor. ClubOS does not see, store, or process credit card numbers, debit card numbers, or banking credentials. We only receive and store transaction summaries, payment statuses, and invoice records necessary for club financial management.
Google Account & Google Workspace Integrations
ClubOS may allow you to sign in with Google or connect certain Google services (such as Google Workspace features) through OAuth. By using these integrations, you authorize ClubOS to access and process Google account data and Google API data that you explicitly permit through the Google consent screen, solely to provide the requested ClubOS features.
- Your use of Google integrations is also subject to Google's applicable terms and policies, including Google's API and user data requirements
- You are responsible for ensuring you have permission to connect the Google account and to share any organizational or club data accessed through that account
- We may limit, suspend, or discontinue Google-connected features if required by Google, due to policy/compliance concerns, or if the integration becomes unavailable
- You may revoke ClubOS access at any time through ClubOS settings (if available) or through your Google account permissions; some related features may stop functioning until access is restored
ClubOS is not endorsed by or affiliated with Google except as an authorized user of Google APIs where applicable. Our handling of Google data is described in our Privacy Policy.
Payments & Billing
- ClubOS may offer free and paid plans. Plan details are available via our Contact page
- Paid subscriptions are billed in advance on a recurring basis (monthly or annually as selected)
- You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period
- Refunds are provided at our sole discretion. If you believe you are entitled to a refund, contact us at support@clubos.ca
- We reserve the right to modify pricing with 30 days' advance notice. Continued use after a price change constitutes acceptance
- All fees are in Canadian dollars (CAD) unless otherwise specified
Data Ownership & Your Content
You and your club retain full ownership of all data, content, and intellectual property you upload, create, or store on ClubOS.
Your Data, Your Control
All club data, member information, documents, and financial records belong to your club
Data Export
You may export your data at any time through the platform or by request
No Monetization
We do not sell, license, or monetize your content or data in any way
Limited License
You grant ClubOS a limited license solely to host, display, and process your content as needed to provide our services
Upon account or club deletion, your data is permanently removed within 30 days. See our Privacy Policy for full data retention details.
Intellectual Property
The ClubOS platform, including its design, code, logos, trademarks, and all associated intellectual property, is owned by ClubOS and protected by Canadian and international copyright and trademark laws.
- You may not copy, modify, distribute, sell, or lease any part of our platform without written permission
- You may not reverse-engineer or attempt to extract the source code of our platform
- The ClubOS name, logo, and branding are our trademarks and may not be used without authorization
Limitation of Liability
To the maximum extent permitted by applicable law:
- ClubOS is provided on an "as is" and "as available" basis without warranties of any kind, express or implied, including but not limited to merchantability, fitness for a particular purpose, and non-infringement
- We do not warrant that the platform will be uninterrupted, error-free, or completely secure
- In no event shall ClubOS, its officers, directors, employees, or agents be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the platform
- Our total aggregate liability for any claim arising under these Terms shall not exceed the amount you paid to ClubOS in the 12 months preceding the claim, or $100 CAD, whichever is greater
Financial decisions: ClubOS provides tools for club financial management but does not provide financial, legal, or accounting advice. Clubs are responsible for their own financial decisions and compliance with their institution's policies.
Indemnification
You agree to indemnify, defend, and hold harmless ClubOS, its officers, directors, employees, and agents from any claims, damages, losses, liabilities, costs, or expenses (including reasonable legal fees) arising out of or related to: (a) your use of the platform; (b) your violation of these Terms; (c) your violation of any rights of another party; or (d) your content uploaded to the platform.
Account Termination
Either party may terminate access to ClubOS:
Termination by You
- You may delete your account at any time through the platform settings
- Club administrators may delete their club, which removes all associated data
- You may request account deletion by contacting privacy@clubos.ca
Termination by ClubOS
- We may suspend or terminate your account if you violate these Terms
- We may suspend or disable connected third-party integrations (including Google integrations) if required by the provider, by law, or to address security or abuse risks
- We may restrict access if your use poses a security risk or negatively impacts other users
- We will provide reasonable notice before termination, except where immediate action is required for safety or legal reasons
After termination: Your data will be permanently deleted within 30 days. Provisions that by their nature should survive (e.g. limitation of liability, indemnification, governing law) will continue to apply.
Dispute Resolution
We encourage you to contact us first to resolve any issues informally. If a dispute cannot be resolved informally:
- Both parties agree to attempt mediation before pursuing formal legal action
- Any formal legal proceedings shall be brought in the courts of the Province of Ontario, Canada
- Class action waiver: you agree to resolve disputes individually and not as part of any class or representative proceeding
Changes to These Terms
We may update these Terms from time to time. When we make material changes, we will update the "Last Updated" date and notify you through the platform or via email. Your continued use of ClubOS after the updated Terms take effect constitutes your acceptance of the changes. If you do not agree with the revised Terms, you must stop using the platform and may delete your account.
Governing Law
These Terms of Service are governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles. Any legal proceedings arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts located in Ontario, Canada.
Severability & Entire Agreement
- If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect
- These Terms, together with our Privacy Policy, constitute the entire agreement between you and ClubOS regarding your use of the platform
- Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights
Questions About These Terms?
If you have any questions about these Terms of Service or need clarification on any provision, we're here to help.
ClubOS · Toronto, Ontario, Canada · support@clubos.ca