Organizer and Coach Platform Agreement

Version 3.0.0 · Effective 2026-07-22

ORGANIZER AND COACH PLATFORM AGREEMENT

Version 3.0.0 | Effective July 22, 2026

This Agreement is between Clubs HQ LLC ("Clubs HQ," "Platform," "we") and the individual or entity registering as a coach, club organizer, or event host ("you"). It is a binding addendum to the Master Terms of Service. By registering an Organizer or Coach account, creating a club portal, or offering services through Clubs HQ, you agree to it.

1. Independent Contractor Status

1.1 Relationship. You are an independent contractor. Nothing here creates a partnership, joint venture, agency, franchise, or employer-employee relationship.

1.2 Operational control. You have sole control over the manner, methods, means, schedule, location, and content of your clubs, events, and coaching. Clubs HQ provides software only.

1.3 No benefits or withholdings. You are solely responsible for all taxes, withholdings, and insurance, and for compliance with all employment and labor laws. You are not eligible for employee benefits, workers' compensation, or unemployment insurance from Clubs HQ.

1.4 No exclusivity. You may offer services elsewhere. We may work with any number of other coaches and organizers.

1.5 Your own clients. Your relationship with your members and clients is yours. We do not become a party to it.

2. Platform Role and Disclaimer

2.1 Software, not athletics. Clubs HQ is a technology platform, not a sports team, athletic club, coaching business, or event operator.

2.2 No vetting or endorsement. We do not evaluate, verify, endorse, certify, background-check, or guarantee you, your credentials, your insurance, your qualifications, your safety practices, or the quality or legality of anything you provide. Any credential or insurance status shown on your profile is self-reported and unverified. You may not represent that Clubs HQ has vetted, certified, approved, or endorsed you.

2.3 Your responsibility for safety. You understand that organizing athletic activities and providing coaching involves inherent risk to participants. You are solely responsible for the safety of your activities, for route selection and risk assessment, for participant screening, for emergency planning, for securing waivers, permits, and insurance, and for supervision.

3. Compliance, Licensing, and Waivers

3.1 Legal compliance. You will comply with all applicable laws and will obtain any licenses, certifications, permits, and permissions required to operate a club, host events, or provide coaching in your jurisdiction — including park and municipal permits, road-use permits, and business licenses.

3.2 Truthful credentials. You will accurately represent your certifications, qualifications, and experience. Misrepresenting a credential is a material breach and grounds for immediate termination.

3.3 Waivers are mandatory. You must ensure that every participant in your activities has executed a current Participant Waiver and Release of Liability through the Platform before participating. Permitting participation without a current signed waiver is a material breach. You must not modify the Waiver to remove Clubs HQ as a released party.

3.4 Emergency preparedness. You will maintain access to participants' emergency contact information during activities, know the location of the nearest emergency access point, carry a charged phone, and have a plan for injury, severe weather, and a missing participant.

4. Insurance

4.1 General standard — all coaches and organizers. You represent and warrant that you maintain insurance appropriate to the activities you conduct, in amounts you have determined to be adequate, and that you alone are responsible for assessing what coverage you need. You acknowledge that Clubs HQ's insurance does not cover you, your activities, or your participants.

4.2 Certificate required — higher-risk activities. You must provide a current Certificate of Insurance evidencing commercial general liability coverage of at least $1,000,000 per occurrence / $2,000,000 aggregate, and must name Clubs HQ LLC as an additional insured, before you may:

  • Offer paid one-to-one coaching;
  • Host a ticketed or paid event with more than 50 registered participants; or
  • Use Platform features designated as requiring proof of insurance.

Coverage must be maintained continuously while you use those features. Clubs HQ does not collect, verify, monitor, or track certificates of insurance, and does not police whether your coverage remains in force — that obligation is yours, and operating without the coverage this Section requires is a breach of this Agreement.

4.3 We do not verify. Clubs HQ does not request, collect, verify, evaluate, or monitor any insurance. Nothing in this Agreement makes us a gatekeeper of your coverage, and nothing here is an endorsement, an assumption of any duty to vet you, or a representation to any third party that you are adequately insured.

4.4 No requirement elsewhere. Outside Section 4.2, Clubs HQ imposes no insurance requirement. Whether to carry coverage, and how much, is your business decision.

5. Data Protection and Member Information

5.1 Limited purpose. Through the Platform you receive personal information about members — names, contact details, emergency contacts, waiver status, and, where a member separately consents, health and fitness data. You may use it only to administer that member's participation in your club, event, or coaching.

5.2 Prohibited uses. You may not: sell, rent, or trade member information; use it for marketing unrelated to the member's participation with you; disclose it to third parties except as necessary to deliver the service or respond to an emergency; retain it after the relationship ends beyond what law requires; or use another member's location or activity data to locate or contact them without invitation.

5.3 Health data. Health and fitness data is shared with you only where the member has given separate consent, and only for the categories they approved. That consent is revocable at any time. On revocation or the end of the relationship, you must stop using the data and delete any copy you hold outside the Platform. You may not use member health data for advertising, or disclose it to a data broker.

5.4 Minors' data. You must apply heightened care to any information about a participant under 18 and must not publish it, share it, or use it beyond administering that participant's activity.

5.5 Security and breach. Maintain reasonable safeguards. Notify us at info@clubshq.us (subject: SECURITY BREACH) within 48 hours of becoming aware of any unauthorized access to or disclosure of member information in your possession.

5.6 Service provider status. In handling member information received through the Platform, you act as a service provider or processor for the limited purposes above, and you agree to the data-processing terms at clubshq.us/legal/dpa, which are incorporated here.

6. Working With Minors

If any participant in your activities is under 18, you additionally agree:

6.1 Background check — your responsibility. Before coaching, training, or supervising anyone under 18 in a paid or regularly scheduled capacity, you are responsible for obtaining and maintaining any criminal background check required by applicable law, by your club, by your insurer, or by the venue where you operate.

Clubs HQ does not designate a screening provider, does not receive or store your results, does not verify or evaluate them, and does not track whether you have one. We make no representation to anyone that you have been screened or that you are safe to work with young people. Whether and how you are screened is a matter between you, the organizations you work with, and the law that applies to you.

6.2 Safeguarding practices. You will comply with Section 4 of the Community Code of Conduct: no adult alone and unobserved with an unrelated minor; no private one-to-one electronic communication with an unrelated minor; no transportation without written parental permission; no publication of a minor's image without guardian consent.

6.3 Parental consent and waivers. You will confirm that a parent or guardian has signed the Participant Waiver (Part B) before a minor participates.

6.4 Mandatory reporting. You will comply with any mandatory-reporting obligations applicable to you, and will report suspected abuse to law enforcement and to info@clubshq.us with SAFETY in the subject line.

6.5 Insurance. Section 4 applies. As set out there, Clubs HQ neither collects nor verifies certificates.

7. Coaching Content and AI

7.1 Your content. Training plans, workouts, and coaching materials you create remain yours. You grant Clubs HQ a license to host and display them as needed to operate the Platform and deliver them to your clients.

7.2 No medical advice. You will not provide medical diagnosis, treatment, physical therapy, or nutritional counseling unless you are separately licensed to do so, and you will refer participants to qualified professionals for injury, illness, and medical questions.

7.3 AI tools. If you use Platform AI features to help generate plans or content, you remain fully responsible for reviewing and for the content you deliver. AI output is a draft, not professional advice. You may not present AI-generated content as individualized professional assessment without your own review. See the AI Coach Terms and Health Disclaimer.

8. Payments

If you receive payment through the Platform, the Marketplace and Payment Terms apply, including provisions on platform fees, payouts, refunds, chargeback responsibility, and tax reporting.

9. Intellectual Property License

By uploading your club's logos, branding, or digital assets, you grant Clubs HQ a non-exclusive, worldwide, royalty-free license to display, reproduce, and distribute them to operate the Platform, promote your club within the Platform, and identify your club as a Clubs HQ user. You represent that you hold all rights necessary to grant this license, including rights to any third-party marks, sponsor logos, mascots, or event names in your artwork.

10. Indemnification

To the fullest extent permitted by law, you agree to DEFEND, INDEMNIFY, AND HOLD HARMLESS Clubs HQ, its officers, directors, employees, agents, and affiliates from any and all claims, demands, lawsuits, damages, liabilities, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:

  • Any injury, illness, death, or property damage sustained by any participant, member, or third party during any activity, run, event, or coaching session you organize, lead, or host;
  • Your negligence, gross negligence, or willful misconduct;
  • Your failure to obtain a required waiver, permit, license, or insurance;
  • Your handling of member personal information, including health data and minors' data;
  • Any misrepresentation of your credentials, certifications, or insurance;
  • Your breach of this Agreement, the Master Terms, the Acceptable Use Policy, or the Community Code of Conduct;
  • Any dispute between you and your members, clients, or venue partners;
  • Any tax, employment, or worker-classification claim arising from your operations; and
  • Any claim that your content or branding infringes a third party's rights.

We may assume exclusive defense and control of any matter subject to indemnification, at your expense. This obligation survives termination.

11. Representations and Warranties

You represent and warrant that: you are at least 18; you have authority to enter this Agreement, including on behalf of any entity you represent; the information in your profile is accurate and current; you are not barred from working with minors and are not required to register as a sex offender in any jurisdiction; and you have never had a coaching or athletic credential revoked for a safety or conduct violation. A change in any of these is a material change you must report within 10 days.

12. Suspension and Termination

12.1 By us. We may suspend or terminate your Organizer or Coach account at any time, with or without cause, including on reports of unsafe practice, Code of Conduct violations, credential misrepresentation, lapsed required insurance, a failed or missing background check where required, excessive complaints, or excessive payment disputes. Where safety is implicated, suspension is immediate.

12.2 By you. You may terminate at any time by closing your account, subject to completing obligations to members who have already paid.

12.3 Effect. Your listings are removed. You must notify affected members. Undisputed balances are paid out under the Marketplace and Payment Terms. You must delete member information you hold outside the Platform. Sections 5, 9, 10, 11, 13, and 14 survive.

13. Dispute Resolution

The dispute-resolution, arbitration, class-action-waiver, and governing-law provisions of Section 18 and Section 19.1 of the Master Terms of Service apply to this Agreement and are incorporated by reference.

14. General

Section 19 of the Master Terms (severability, waiver, assignment, force majeure, entire agreement, notices) applies. If this Agreement conflicts with the Master Terms as to your role, this Agreement controls.

ACKNOWLEDGMENT By clicking "I Agree," creating an Organizer or Coach account, or offering services through Clubs HQ, you acknowledge that you have read, fully understand, and agree to be bound by this Organizer and Coach Platform Agreement.

← All legal documents