Terms of service

Effective 11 November 2026

1. About these terms

These terms are an agreement between MatManager ("we", "us") and the business that signs up to use MatManager ("you"). MatManager is online software for running a martial arts academy, available at https://matmanager.co.uk and on each academy's own address (together, "the service").

MatManager is for businesses, clubs and organisations, not for consumers. By creating an account, or by ticking to agree when you sign up, you confirm that you have authority to accept these terms for your academy. The data processing agreement in the schedule at the end forms part of these terms.

2. Your account

• You must give accurate details when you sign up and keep them up to date, including a working email address for the account owner.
• You decide who on your team has a login and what each person can do. You are responsible for everything done through your account, so keep passwords private and remove access for anyone who leaves.
• Tell us straight away at info@matmanager.co.uk if you think someone has accessed your account without permission.

3. Free trial

New accounts get a free trial of 7 days. No card is needed for the trial. When the trial ends, you need to choose a plan to keep using the admin area. If you don't, your account is locked until you do. We keep your data for at least 30 days after a trial ends so you can pick up where you left off.

4. Plans, fees and payment

• Our plans and prices are shown on our website and on your Billing page. Plans are priced by the number of active members, as described on the pricing page.
• Fees are charged in advance for each billing period (usually monthly) by card through our payment provider, Stripe. Prices are in pounds sterling. If we are registered for VAT, VAT is added at the current rate.
• If your number of active members goes above your plan's limit, we will ask you to move to a plan that fits. We won't charge you for a bigger plan without telling you first.
• We can change our prices by giving you at least 30 days' notice by email. The new price applies from your next billing period after the notice ends. If you don't want to pay the new price, you can cancel before it starts.
• Fees are not refundable for part of a billing period, except where the law says otherwise or where we end these terms without a good reason under section 15.

5. Late or failed payment

If a payment fails, we will let you know and Stripe will try again. Your academy keeps working normally for 7 days. If payment still hasn't been made after that, the admin area is locked until you update your payment details. While it's locked, your members can still use the parts of the service they rely on, such as the member app and signing waivers. We will not delete your data because of a late payment without first emailing you a warning.

6. Cancelling

You can cancel at any time from your Billing page. Your plan stays active until the end of the billing period you have paid for, and is not renewed after that. You can ask us to export your data before you leave (see section 7).

7. Your data

• Everything you and your members put into the service, such as member records, attendance, payments information and waivers ("your data"), belongs to you. We only use it to provide the service to you, as set out in the data processing agreement.
• You can ask us for a copy of your data in a common format (such as CSV files) at any time, including within 30 days after your account ends.
• After your account ends, we keep your data for 30 days in case you change your mind, then delete it. Copies in our backups are overwritten within a further 30 days.
• We may use anonymous figures that can't identify you, your academy or any person (for example, the total number of classes logged across the service) to run and improve the service.

8. Your responsibilities

For the personal data you put into the service, you are the data controller and we are your data processor. That means you are responsible for:

• having a lawful reason to collect and use your members' and students' details, and telling them how you use their data (usually in your own privacy notice);
• getting a parent's or guardian's agreement where the law requires it for children;
• the wording of your waivers, membership terms, emails and anything else you send to members through the service, including any questions about health or medical conditions;
• keeping your data accurate, and dealing with your members' requests to see, correct or delete their data (we will help, as set out in the schedule);
• following the rules that apply to your emails, such as only sending marketing emails to people who have agreed to receive them.

9. Other services you connect

Some features work with other companies' services that you sign up to yourself, such as GoCardless for Direct Debit payments, Stripe for card payments from your members, and your own email account for sending emails. Your use of those services is under your own agreement with them, and they may charge their own fees. Payments from your members go straight to your account with that provider, not through us. We are not responsible for those services, for their fees, or for problems they cause, but we will help you sort out any issue with how MatManager connects to them.

10. Acceptable use

You must not, and must not let anyone else:

• use the service for anything illegal, or to send spam, harassment or harmful content;
• try to get into another academy's data, our systems or parts of the service you don't have access to;
• upload viruses or anything designed to damage or overload the service;
• copy, resell or reverse engineer the service, except where the law allows it.

If you break these rules, we may suspend your account (see section 15).

11. The service and support

• We will provide the service with reasonable skill and care, and aim to keep it available at all times. Sometimes it may be unavailable for maintenance, which we try to do at quiet times, or for reasons outside our control.
• We keep regular backups and take reasonable steps to keep the service and your data secure, as set out in the schedule.
• We are always improving the service. We may add, change or remove features. If we remove a feature you rely on in a way that significantly reduces the service, we will tell you first and you may cancel and get a refund of fees paid in advance for the time you haven't used.
• Support is by email at info@matmanager.co.uk. We aim to reply within one working day.

12. Intellectual property

We own the service, including its software, design and the MatManager name and logo. These terms give you the right to use the service for your academy while your account is active; they don't transfer any ownership. You own your data and your academy's name, logo and content. You give us permission to use them only to provide the service to you. If you send us suggestions, we may use them without owing you anything.

13. Confidentiality

Each of us will keep the other's confidential information private and only use it for the purposes of these terms. This doesn't apply to information that is already public, that the other already had, or that the law requires to be shared.

14. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that can't be limited by law.
• Neither of us is liable to the other for loss of profit, revenue, business or goodwill, or for any indirect or consequential loss.
• Apart from that, each of our total liability under or in connection with these terms in any 12-month period is limited to the fees you paid us in the 12 months before the event that caused the claim.
• We are not responsible for delays or failures caused by events outside our reasonable control, such as a failure of the internet, a hosting provider or a payment provider.
• The service is a tool to help run your academy. You remain responsible for your business decisions, including how you manage members, payments and safety.

15. Suspension and ending

• You can end these terms at any time by cancelling (section 6).
• We can suspend or end your account straight away if you seriously or repeatedly break these terms, or if we have to by law. Where it's reasonable, we will warn you first and give you a chance to put things right.
• We can end these terms for any other reason by giving you at least 60 days' notice, and will refund any fees you have paid in advance for the time after your account ends.
• When these terms end, your access stops and section 7 applies to your data. Sections 7, 13 and 14 continue after the end.

16. Changes to these terms

We may update these terms, for example when we add features or the law changes. We will email the account owner at least 30 days before a change that affects you in a significant way. If you keep using the service after the change takes effect, the new terms apply. If you don't agree, you can cancel before then.

17. General and governing law

• These terms are the whole agreement between us about the service. If any part is found to be invalid, the rest still applies.
• You may not transfer these terms to someone else without our agreement. We may transfer them to a business that takes over the service, and will tell you if we do.
• We will send notices to the account owner's email address. You can send notices to info@matmanager.co.uk.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

Schedule: data processing agreement

This schedule sets out how we process personal data for you, as required by Article 28 of the UK General Data Protection Regulation (UK GDPR). In it, "controller", "processor", "personal data", "data subject" and "personal data breach" have the meanings given in the UK GDPR.

1. Roles

You are the controller and we are the processor of the personal data you and your members put into the service ("member data"). We are a separate controller for the details we hold about you as our customer, which our privacy policy covers.

2. Details of the processing

Subject matter and purpose	Providing the service: storing and showing your records, running the kiosk, member app, bookings, waivers, emails and payment features you use.
Duration	For as long as you have an account, plus the period in section 7 of the terms.
Data subjects	Your members and students (including children), parents and guardians, trial and course bookers, emergency contacts, coaches and staff with logins.
Types of personal data	Names, contact details, dates of birth, addresses, emergency contacts, member groups, memberships, payment records (amounts, dates, status and payment provider references, but not full card or bank details), attendance and sign-ins, belts and gradings, waiver answers and signatures, emails sent, login and activity records.
Special category data	Only if you choose to collect it, for example health or medical questions in a waiver. You must make sure you have a lawful condition to do so.

3. Our obligations

We will:

• process member data only on your documented instructions, which are these terms and the way you use the service, unless the law requires otherwise (in which case we will tell you first, unless the law forbids it);
• make sure everyone who can access member data is bound to keep it confidential, and only give access to people who need it to provide or support the service;
• keep member data secure with appropriate technical and organisational measures, including encrypted connections (HTTPS), a separate database for each academy, encrypted database credentials, hashed passwords, access limited by role, and regular backups;
• only use the sub-processors listed below. We will give you at least 30 days' notice of a new sub-processor, and you can object. If we can't resolve your objection, you may cancel and get a refund of fees paid in advance for the time you haven't used. Each sub-processor is bound by data protection terms that give at least the same protection as this schedule, and we remain responsible for them;
• help you, taking into account what we can reasonably do, to respond to requests from data subjects and to meet your obligations on security, breach notification, data protection impact assessments and consulting the Information Commissioner's Office;
• tell you without undue delay, and within 48 hours where possible, after we become aware of a personal data breach affecting member data, with the information you need to meet your own obligations;
• delete or return member data when your account ends, as set out in section 7 of the terms, unless the law requires us to keep it;
• give you the information you reasonably need to show that we meet these obligations, and allow reasonable audits, on at least 30 days' notice and no more than once a year unless there has been a breach.

4. Sub-processors

Provider	What they do
Hostinger	Hosts the website and databases, and sends email if you use our default email settings.
Google (reCAPTCHA)	Checks public sign-up forms, such as trial bookings, for spam, where turned on.

GoCardless, Stripe (for payments from your members) and any email account you connect are services you choose and contract with yourself, as described in section 9 of the terms, rather than our sub-processors.

5. International transfers

We aim to store member data in the UK or the European Economic Area. If member data is transferred outside the UK, we will make sure it is protected as the UK GDPR requires, for example by relying on UK adequacy regulations or the International Data Transfer Agreement.