SmartSmash Policies

SmartSmash is operated by SMARTSMASH LTD (Company No. 17264549). References to SmartSmash, we, us and our mean that legal entity. The public website smartsmash.co.uk is the official organization website for SMARTSMASH LTD.

References to club, you and your mean the badminton club, academy, organisation or authorised person creating or using a SmartSmash account. SmartSmash subscriptions are offered to clubs only — not to individual players or parents.

SmartSmash is committed to running a fair, open and transparent business. Customer satisfaction and data security are our primary priorities. We upgrade the platform regularly to improve performance and deliver the best experience to the badminton community.

When a club admin or authorised representative creates a SmartSmash account, ticks the acceptance checkbox, starts a trial, or uses paid SmartSmash features, they agree to these policies on behalf of the club or organisation they represent.

The person accepting confirms that they are authorised to register the club and to provide club, admin, member, parent and player information to SmartSmash for the purposes described here.

SmartSmash is a badminton club management platform for club admins, coaches, parents, players, organisers and committee users. It supports club onboarding, member records, attendance, coaching progression, parent visibility, club nights, court allocation, events, announcements, tournaments, league records, billing and reporting.

SmartSmash provides software tools. Each club remains responsible for its own coaching decisions, safeguarding procedures, membership rules, payment decisions, communications and day-to-day club management.

SmartSmash provides tools to help registered clubs discover other opted-in clubs, exchange fixture requests, agree match details, add confirmed fixtures to calendars, and record results. SmartSmash acts only as a technology platform for facilitation and record keeping.

SmartSmash does not organise, host, supervise, officiate, insure, or manage any inter-club fixture, tournament, meeting, venue, journey, or related activity. Each participating club is responsible for carrying out its own checks and for ensuring that any fixture is run safely, lawfully and appropriately.

Each club is responsible for its own safeguarding arrangements, welfare policies, parental permissions where applicable, player eligibility, venue safety, risk assessments, insurance, first aid, transport arrangements, supervision, security, and compliance with applicable laws, governing body rules and club policies.

Where children, young people or vulnerable adults are involved, each club must follow its own safeguarding procedures and the relevant national governing body and local authority guidance. For junior fixtures, each club must provide an appropriate adult or coach to accompany and supervise its junior players for the whole fixture.

By opting in to inter-club fixtures, sending a request, accepting a request, or confirming a fixture, the club confirms that it understands SmartSmash is acting only as a technology platform and that responsibility for the fixture remains with the participating clubs.

Club admins are responsible for managing their own club account, users, permissions, joining links, player profiles, parent links and club records.

Clubs must make sure information entered into SmartSmash is accurate, lawful, appropriate and kept up to date. Clubs must remove access for users who should no longer have access to club information.

SmartSmash uses club-level access controls and role-based permissions so users only see information that belongs to their club and role. Cross-club access is not permitted unless a future feature is deliberately enabled by the relevant club admin for a specific limited purpose, such as a league, match or tournament.

Depending on the role and enabled features, SmartSmash may handle:

• Name, email address, phone number, login details and account status.
• Club name, role, permissions, membership status and club settings.
• Player profile details, parent or guardian links and junior player information.
• Attendance, session participation, coaching notes, skill progression, match records, tournament participation, skill ratings and fitness or activity-related performance data.
• Events, RSVPs, announcements, polls, support requests and communication records.
• Subscription plan, billing status, invoices, payment references and cancellation records.
• Device, browser, IP address, audit logs and technical data needed for security, reliability and support.

SmartSmash uses data to:

• Provide club accounts, logins, permissions and club management features.
• Allow club admins and coaches to manage players, parents, sessions and badminton workflows.
• Show parents or guardians information about linked junior players where the club has enabled this.
• Operate attendance, Smart Peg Board, tournaments, leagues, events, reminders and reporting.
• Process subscriptions, billing, invoices, service messages and support requests.
• Protect the platform, investigate errors, prevent misuse and improve reliability.
• Meet legal, accounting, tax, security and regulatory duties.

SmartSmash does not sell club, parent, player or junior player data to any third party.

Because SmartSmash supports coaching, player development and club performance tracking, it may collect and process activity and fitness-related data including:

• Player attendance and session participation records.
• Match results, tournament participation and competition records.
• Skill ratings, coaching progress notes and development milestones.
• Fitness or activity-related performance data recorded by coaches or club admins.

This data is used solely to support club management, coaching workflows, player development, attendance tracking and reporting within the SmartSmash platform. It is not used for medical purposes and is not shared with health providers, insurers or any third party for health-related purposes.

In most club workflows, the club decides what player, parent, member and coaching data is entered and how it is used. The club is normally responsible for deciding the lawful basis for that club-managed data. SmartSmash normally acts as the platform provider processing that data on behalf of the club.

SmartSmash may separately act for its own purposes when managing platform accounts, billing, security, product analytics, support, legal compliance and service communications.

Clubs must provide their members, parents, guardians, coaches and players with any privacy information and consent required for their own use of SmartSmash.

Clubs are responsible for obtaining and recording any required parent or guardian consent for junior player information, images, medical or safeguarding information, communications and coaching records.

Consent must be specific, informed and freely given where the club relies on consent. If consent is withdrawn, the club must tell SmartSmash where platform action is needed.

SmartSmash provides access controls and parent-linking tools, but clubs remain responsible for their own safeguarding policies and for deciding who should have access to junior information.

SmartSmash uses technical and organisational measures to protect information, including authentication, role-based access, club-level data separation, secure hosting, encrypted connections, audit controls and restricted support access.

We use trusted service providers for hosting, database storage, email, messaging, payments, analytics, monitoring, security and support. Where required, appropriate contractual and data protection arrangements are in place with those providers.

No online service can guarantee perfect security. Clubs and users must protect their login details, use strong passwords, keep devices secure and notify SmartSmash promptly about any suspected unauthorised access.

SmartSmash keeps information for as long as needed to provide the service, support clubs, maintain audit records, meet legal and accounting obligations, resolve disputes, maintain security and operate backups.

Club admins may request data export, correction, archiving or deletion of club-managed data. Deletion may be subject to legal, accounting, technical, fraud prevention, backup and dispute-resolution requirements.

Deleted or archived data may remain in backups for a limited technical retention period before being overwritten through normal backup cycles. During that period, backup data is not used for normal club operations unless restoration is needed.

Depending on the situation, individuals may have rights to access, correct, delete, restrict, object to processing, request portability, withdraw consent and complain to a regulator.

If information is controlled by a club, SmartSmash may direct the request to that club admin. For all privacy-related requests, contact support@smartsmash.co.uk.

Paid SmartSmash access is provided under the selected subscription plan. Prices, plan limits and included features are shown before a club starts a paid plan.

Package changes: If a club upgrades or changes package during a billing period, the new package pricing applies from the following date (prorated from the date of the change). The adjusted charge will be reflected in the next billing cycle.

If payment fails or remains overdue, SmartSmash may restrict access to paid features or suspend service until payment is resolved.

How cancellation works: When a club cancels, the monthly subscription stops from the following month. No further charges are taken after the cancellation is confirmed.

Access after cancellation: The club retains full access to SmartSmash for the remainder of the current paid subscription month. Access ends at the close of that billing period.

Refunds: Because subscriptions are charged in advance and access continues until the end of the paid month, no partial refunds are issued for unused time within a billing period. Refunds are only provided where SmartSmash has charged an incorrect amount, charged after the confirmed cancellation date, or where a refund is required by applicable law.

To cancel, use the cancellation option in your SmartSmash account settings or contact support@smartsmash.co.uk.

SmartSmash allows clubs to collect payments from their own members and customers using Stripe Connect. This connects the club's own Stripe account to the SmartSmash platform so payments go directly to the club.

Clubs using payment features must comply with Stripe's terms of service, applicable payment regulations, consumer rights obligations and their own stated refund policies to their members.

Users must not:

• Attempt to access another club's data or bypass platform permissions.
• Share login credentials with unauthorised people.
• Upload unlawful, harmful, abusive, misleading or inappropriate content.
• Misuse parent, player, junior, medical, safeguarding or payment information.
• Interfere with the service, security controls, hosting, databases or networks.
• Copy, resell, reverse engineer or misuse SmartSmash software without permission.
• Use SmartSmash for unlawful, fraudulent or harmful purposes.

SmartSmash is upgraded regularly to improve performance, add features and deliver the best experience to the badminton community. We aim to keep SmartSmash reliable, but we do not guarantee that the service will always be uninterrupted or error-free.

SmartSmash may update, add, remove, rename or change features, packages, limits and prices over time. We will give reasonable notice where a material change affects paid access, pricing or core club workflows.

SmartSmash is a software platform. Clubs remain responsible for their own safeguarding, coaching, membership, communications, finance, competition, insurance, tax, employment and legal decisions.

To the fullest extent allowed by law, SmartSmash is not responsible for indirect losses, loss of profits, loss of opportunity, loss caused by inaccurate club-entered data, or losses caused by club users, payment providers, hosting providers, device issues, network issues or third-party services.

For support, privacy, data requests, billing, cancellation or any other enquiry, contact us at support@smartsmash.co.uk.

We aim to respond to all enquiries within 2 business days. Customer satisfaction is central to everything we do.