Terms of Service

These terms govern your use of the ActivityLane platform. Please read them carefully — by creating an account or using the service you agree to them.

1. About these terms

These Terms of Service (the “Terms”), together with our Privacy & Data Protection Policy and any order or plan you select, form the agreement between you and us for your use of the ActivityLane platform (the “Service”). If you use the Service on behalf of a business, you confirm you have authority to bind that business, and “you” means that business.

2. Definitions

• “Provider” / “you” — the activity provider (freelancer, company or franchise) that holds an account.
• “End Users” — the parents, carers, children and staff whose information you enter into or manage through the Service.
• “Your Content” — the listings, bookings, records, media and personal data you or your End Users submit to the Service.
• “Subscription” — the paid plan you select, billed monthly or annually.

3. Your account & eligibility

You must be at least 18 and operating a genuine activity business. You are responsible for keeping your login credentials secure, for all activity under your account, and for ensuring your staff use the Service appropriately. Tell us promptly if you suspect unauthorised access. You must give accurate registration information and keep it up to date.

4. The service

The Service provides software to run an activity business — including a branded booking page, registers, staff and finance tools, communications and, where enabled, related features. We may add, change or remove features. The Service is provided to help you run your business; you remain solely responsible for your own regulatory, safeguarding, ratio, DBS, insurance and compliance obligations and for the decisions you make using it.

5. Fees & payment

• You pay a flat Subscription fee for your plan. We do not take a commission or percentage of your bookings.
• Fees are shown on our pricing page and at checkout, exclusive of VAT unless stated. Company pricing is by team size; franchise pricing is per network.
• Free trials, where offered, convert to a paid Subscription unless cancelled before the trial ends.
• Subscriptions renew automatically (monthly or annually) until cancelled. You can cancel at any time; cancellation takes effect at the end of your current billing period and fees already paid are non-refundable except where required by law.
• We may change fees on reasonable notice (at least 30 days for existing Subscriptions); changes take effect at your next renewal.
• Card processing is handled by Stripe on your own connected account. Standard Stripe card fees are charged by Stripe, not us. If a payment to us fails we may suspend the Service until it is resolved.

6. Payments to you & your Stripe account

Payments from your End Users are processed through your own Stripe (or equivalent) account and settle directly to your bank. We do not hold, control or have a claim to those funds. Refunds, chargebacks, disputes and any related fees are matters between you, your End Users and your payment processor, and are governed by your processor’s terms. We are not a bank, payment institution, or party to your bookings.

7. Your responsibilities & acceptable use

You agree that you will:

• use the Service only for lawful purposes and in line with these Terms;
• hold all registrations, insurance, DBS checks and consents your activities require, and meet your safeguarding and duty-of-care obligations;
• ensure Your Content is accurate, that you have the right to submit it, and that it does not infringe others’ rights or break the law;
• keep the personal data you handle (including children’s data) secure and lawful — see clause 10;
• use the Service in line with the acceptable-use and systems-integrity rules in clauses 8 and 9, and ensure your staff and End Users do the same.

8. Acceptable use & prohibited activities

The Service is provided for you to run your own genuine activity business. You must not, and must not permit anyone else (including your staff or End Users) to, do any of the following in connection with the Service:

• Automated bulk access — scrape, harvest, crawl, index or otherwise extract data from the Service, or access it through bots, scripts or other automated means or in bulk, except through interfaces we provide or with our prior written permission;
• False or fraudulent activity — create false, fraudulent, duplicate or “test” bookings, accounts, payments or records, or submit any data in bad faith or to manipulate the Service or its outputs;
• Phishing & impersonation — phish, impersonate any person or organisation, misrepresent your identity or affiliation, or falsely state or imply a connection with us;
• Unlawful or harmful content — upload, store or transmit content that is unlawful, infringing, defamatory, obscene, harassing, discriminatory, threatening or otherwise harmful, or that infringes any third party’s intellectual-property, privacy or other rights;
• Interference & overloading — interfere with, disrupt, degrade or place an unreasonable or disproportionately large load on the Service, its infrastructure or any connected network;
• Circumventing controls — attempt to circumvent, disable or defeat any security measure, authentication, access control, tenant isolation, rate limit or usage limit, or access data or areas you are not authorised to access;
• Reselling & sublicensing — resell, sublicense, rent, lease, distribute or otherwise make the Service available to any third party, or operate it as a service bureau for others, except as expressly permitted in these Terms;
• Unlawful or unsolicited communications — use the Service to send spam, unlawful, deceptive or unsolicited communications, or to breach marketing, e-privacy or anti-spam laws; and
• Reverse-engineering & copying — reverse-engineer, decompile, disassemble, copy, modify or create derivative works of the software or any part of the Service, or attempt to derive its source code, except to the limited extent the law says this cannot be prohibited.

We may investigate suspected misuse and take proportionate action, including removing content, restricting features, or suspending or terminating your access under clause 19.

9. Systems integrity & malicious code

You must not introduce, or attempt to introduce, any viruses, trojans, worms, logic bombs, ransomware or other material that is malicious or technologically harmful into the Service, its servers, databases or any connected system. You must not attempt to gain unauthorised access to the Service, the servers on which it is hosted, or any server, computer or database connected to it, and you must not attack the Service via a denial-of-service or distributed denial-of-service attack.

By breaching this clause you may be committing a criminal offence under the Computer Misuse Act 1990. We will report any such suspected breach to the relevant law-enforcement authorities and will cooperate with them, including by disclosing your identity to them. In the event of such a breach your right to use the Service will cease immediately.

10. Data protection

When you use the Service to handle information about your End Users (for example parents, children and staff), you are the data controller and we act as your data processor, processing that information on your documented instructions to provide the Service. You are responsible for having a lawful basis (and, where required, consent) for that information, and for your own privacy notices to your End Users.

We look after your account data as a controller, and we protect all data with appropriate technical and organisational measures. How we do this is set out in our Privacy & Data Protection Policy, which forms part of these Terms and includes the data-processing terms that apply between us.

11. Intellectual property

We (and our licensors) own the Service, its software, design and branding. We grant you a non-exclusive, non-transferable licence to use the Service during your Subscription. You keep ownership of Your Content and grant us the licence needed to host and process it to provide the Service. You may not copy, resell or create derivative works from the Service.

12. Confidentiality

Each party (the “receiving party”) may be given access to non-public business, technical, commercial or financial information of the other (the “disclosing party”) that is marked as confidential or would reasonably be understood to be confidential (“Confidential Information”). This includes, for us, the non-public features, pricing, roadmap and workings of the Service, and, for you, your non-public business information.

The receiving party will keep the disclosing party’s Confidential Information confidential, use it only to perform its obligations and exercise its rights under these Terms, and disclose it only to its staff, contractors and professional advisers who need to know it for that purpose and who are bound by confidentiality duties at least as protective as these. The receiving party will protect it with at least the same degree of care it uses for its own confidential information, and no less than a reasonable standard of care.

These obligations do not apply to information that: (a) is or becomes public through no breach of these Terms by the receiving party; (b) was lawfully known to the receiving party, free of any confidentiality duty, before disclosure; (c) is independently developed by the receiving party without use of the disclosing party’s Confidential Information; or (d) is required to be disclosed by law, a court or a regulator, provided the receiving party (where lawful) gives reasonable prior notice so the disclosing party can seek protective measures.

These confidentiality obligations continue for three (3) years after termination of the agreement, except that Confidential Information which is a trade secret or personal data remains protected for as long as the law requires. This clause does not affect either party’s obligations under clause 10 (Data protection).

13. Availability & support

We work hard to keep the Service available and to fix issues promptly, but the Service is provided on an “as available” basis. We do not guarantee uninterrupted or error-free operation, and we may carry out maintenance (with notice where practical). Features marked beta or “coming soon” may change or be withdrawn.

14. Third-party services

The Service works with third parties such as Stripe (payments), Google Cloud / Firebase (hosting) and email delivery providers. Your use of those services is subject to their own terms, and we are not responsible for their acts, omissions, availability or failures.

15. Links to third-party sites

The Service and our website may contain links to third-party websites, resources, content or services that we do not own or control. We provide those links for convenience only; a link does not mean we endorse, or are affiliated with, the linked site or its operator. We have no control over, and accept no responsibility for, the content, products, availability, security or privacy and data-handling practices of any third-party site, and you access them at your own risk. Any dealings you have with a third party you reach through such a link are solely between you and that third party, and are governed by that third party’s own terms and policies. This clause is separate from clause 14, which concerns the third-party services that power the Service itself.

16. Disclaimers

To the fullest extent permitted by law, we exclude all implied warranties, conditions and terms. We do not warrant that the Service will meet every requirement, be uninterrupted or error-free, or that it will make you compliant with your legal obligations — compliance decisions remain yours. You use the Service, and rely on its outputs, at your own risk.

17. Limitation of liability

Nothing in these Terms limits liability that cannot lawfully be limited — including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

Subject to that, and to the fullest extent permitted by law:

• we are not liable for loss of profit, revenue, business, goodwill, anticipated savings, or for any indirect or consequential loss;
• we are not liable for loss or corruption of data to the extent it arises from your acts or omissions, your failure to keep credentials secure, third-party services, or events outside our reasonable control;
• we are not liable for your safeguarding, regulatory, employment, tax or other compliance obligations, or for the conduct of your End Users; and
• our total aggregate liability arising out of or in connection with the Service, whether in contract, tort (including negligence) or otherwise, is limited to the total Subscription fees you paid to us in the 12 months before the event giving rise to the claim.

18. Indemnity

You agree to indemnify and hold us harmless against claims, losses, damages and reasonable costs arising from your use of the Service, Your Content, your breach of these Terms, or your breach of any law or third-party right (including data protection and safeguarding obligations to your End Users).

19. Suspension & termination

You may cancel your Subscription at any time from your account. We may suspend or terminate your access if you breach these Terms, fail to pay, or use the Service in a way that risks harm or legal liability. On termination your licence ends; we will make Your Content available for export for a reasonable period, after which it may be deleted in line with our Privacy Policy. Clauses that by their nature should survive termination (including 10, 11, 12, 16–18 and 22) continue to apply.

20. Changes

We may update these Terms from time to time. If we make material changes we will give reasonable notice (for example by email or in-app). Continuing to use the Service after changes take effect means you accept the updated Terms.

21. General

These Terms are the entire agreement between us for the Service. If any part is found unenforceable, the rest continues to apply. Our failure to enforce a right is not a waiver of it. You may not assign the agreement without our consent; we may assign it to a successor of our business. Neither party is liable for failure caused by events beyond its reasonable control (force majeure). Notices to us should be sent to the contact below.

22. Governing law & jurisdiction

These Terms and any dispute arising from them are governed by the laws of England & Wales, and the courts of England & Wales have exclusive jurisdiction.

23. Contact

Questions about these Terms? Contact us at info@activitylane.com, K James Consultancy and Headship Ltd, 12 Corris Court, Broughton, Milton Keynes MK10 9NR.