Terms of Service

1. Your agreement with ClubNest

By affirmatively accepting these Terms, creating an account through a flow that presents them, or accepting an order that incorporates them, you enter into this agreement. An organization accepting through an authorized representative is the “Customer.” Individual members agree for their own permitted use; joining an organization does not make a member responsible for its ClubNest subscription.

The Acceptable Use Policy, Community Guidelines and Refund & Cancellation Policy form part of these Terms. The Data Processing Addendum applies to personal information we process for a Customer. The Privacy Policy explains our information practices; accepting these Terms is not blanket consent to optional marketing or every use of personal information. A separately signed agreement controls a conflict within its stated scope; the DPA controls conflicts about processing Customer personal information.

2. Eligibility, youth and account access

Organization owners and administrators must be at least 18 and authorized to act for their organization. Independent member accounts are available from age 14. Members aged 14–17 need a parent or legal guardian’s permission and any additional consent or supervision required by applicable law and their organization. A teen’s acceptance does not by itself bind a parent or establish capacity to sign a particular agreement.

Children under 14 cannot create or use independent accounts. A verified adult parent or legal guardian may request a parent-managed membership record through Family in the Member Portal. The organization verifies the guardian relationship and required permissions. Neither an invitation, a checkbox nor historical consent paperwork overrides the account age restriction. See Children’s Privacy.

• Provide accurate account details and keep your contact information current.
• Use your own credentials, protect recovery methods, and promptly report suspected unauthorized access.
• Customers must assign appropriate permissions and remove access when a role ends. Do not share accounts to bypass access controls or plan limits.
• Do not use the service where prohibited by law or applicable sanctions.

3. What the service provides

ClubNest provides membership and organization administration: people and family records, applications, dues and invoices, events, documents and online completion, communications, community posts, tasks, elections, reports and specialized organization workflows. Features depend on the selected plan, configured integrations, permissions and organization settings. Demonstrations use fictional data; sandbox communications and payment protections remain in force. Features labeled unavailable or coming soon are not included as currently available capabilities.

We may improve or change the service. For a material reduction of purchased core functionality during a prepaid term, we will give reasonable advance notice where practicable and provide an appropriate remedy required by the order or law. We do not promise uninterrupted operation, guaranteed message delivery, a particular result or an uptime commitment unless separately agreed in writing.

4. Organization decisions and activity safety

Customers operate their organizations independently and are responsible for membership decisions, charges, events, participant supervision, facilities, insurance, qualifications, notices, consents and legally required records. ClubNest is not the event organizer, guardian, employer, insurer, charity, governing body or emergency service. Membership cards, reminders, moderation, records and approval tools do not establish safety, legal compliance or eligibility.

Aviation and model-aviation users must independently verify pilot qualifications, aircraft airworthiness, maintenance, weather, operating permissions, FAA requirements and applicable site rules. Entered AMA credentials and TRUST records are customer-provided information, not ClubNest certification. Sports and youth organizations remain responsible for supervision, screening and safeguarding obligations. Donation receipts and reports do not establish charitable status or tax deductibility. Election tools do not certify compliance with bylaws or election law and are not offered for public governmental elections.

ClubNest is not affiliated with, endorsed by, or sponsored by the Academy of Model Aeronautics (AMA). References to AMA and links to its resources identify that independent organization and are provided for convenience. ClubNest does not issue AMA membership, enroll users in AMA programs, or verify AMA membership or insurance coverage. A club membership card generated through ClubNest is not an AMA-issued card or proof of AMA membership or insurance. Clubs and members must confirm current requirements and status directly with AMA.

ClubNest is not a law firm or a legal, tax, accounting, financial or medical adviser. Do not rely on it for emergency dispatch, flight control, medical treatment or other safety-critical decisions.

5. Customer data, privacy and confidentiality

You retain your rights in data and content you submit. You grant us only the rights needed to host, copy, process, transmit and display it to provide, secure and support the service and comply with law, including through authorized providers. This does not transfer ownership or authorize sale or advertising use of Customer data. You must have authority to supply the information, give required notices and obtain required permissions. Configure permissions and sharing deliberately.

Each party will use the other’s nonpublic confidential information only for the service relationship or lawful obligations, protect it with reasonable care, and disclose it only to people and providers who need it and are subject to appropriate confidentiality duties. This excludes information lawfully public, independently developed or rightfully obtained without confidentiality restrictions. Legally compelled disclosures are permitted, with notice where lawful. Personal information remains subject to the Privacy Policy, DPA and applicable law.

6. Subscription prices and recurring billing

ClubNest software subscription prices are in U.S. dollars. Checkout identifies your plan, member capacity, storage and email allowances, billing interval and applicable charges or taxes before authorization. Annual billing is a charge for the full year. Each recipient counts as one email send. Separately priced add-ons or services require a separate purchase; selecting a plan preference or opening an account does not authorize a charge.

Standard trials last 10 days and require a card. No subscription fee is charged at enrollment. Unless you cancel before the first scheduled charge shown at checkout, the selected monthly or annual subscription starts and renews automatically at that interval until canceled. The confirmed charge date controls; processor scheduling will not shorten the disclosed trial. Recurring payment requires affirmative authorization separate from optional marketing.

By authorizing a subscription, you permit the payment provider to store your payment method and collect the disclosed recurring charges. We will provide any confirmation, renewal reminder, trial notice or price-change notice required by applicable law. Price changes apply prospectively, with legally required notice and consent and an opportunity to cancel; they do not retroactively change a prepaid period. A promotion’s disclosed terms control that promotion. Current fixed-period coupons do not automatically convert to paid service, including coupons requiring card verification; continuing requires explicit paid enrollment.

7. Cancellation, refunds and failed payments

The workspace owner can cancel online from organization Billing using Cancel renewal. Cancel before the displayed first charge or next renewal to avoid it. If you cannot access the controls, email info@clubnest.tech with the account email and organization name. No telephone call or retention conversation is required. A timely cancellation will not become late because we take time to process it.

Cancellation stops future renewal and ordinarily preserves paid access through the paid term; it does not by itself delete records. Except where law, an order or a promotion requires otherwise, paid subscription fees are non-refundable and unused time is not prorated. Report duplicate, incorrect or unauthorized charges promptly; this does not shorten statutory or payment-provider dispute rights. See the full billing policy.

Failed payments may be retried and produce account notices. Paid access may be restricted after the current 24-hour grace period, subject to required notice and law. Payment failure is not cancellation. Logging out, removing members, withdrawing marketing consent or submitting a deletion request is not a substitute for confirming subscription cancellation.

8. Payments to organizations

Organization dues, donations, event charges and other member purchases are separate from the ClubNest software subscription. The organization is the seller or recipient and sets its own disclosed terms, refund rules and tax treatment, subject to law. It is responsible for fulfillment, receipts, refunds, disputes and any required charitable-solicitation registrations. ClubNest does not hold itself out as a bank, escrow service or money transmitter.

Connected Square or PayPal accounts process supported transactions under their own terms and fees. ClubNest takes no percentage of organization dues. A cash or check entry, balance adjustment, invoice or payment status is an administrative record; it does not itself move money or issue a processor refund. Contact the organization about its charges without waiving your right to contact your payment provider.

9. Communications and member content

Organizations choose their recipients, content, lawful purpose and sender settings. They must obtain required permissions, use accurate sender information, include required postal addresses and opt-out instructions, honor suppression preferences and distinguish marketing from necessary service messages. An imported address, membership or acceptance of these Terms is not blanket marketing consent. Automated emails and moderation do not replace those responsibilities.

Private workspace content may be visible to authorized staff, intended recipients, accepted guardians and ClubNest personnel supporting or protecting the service as described in the Privacy Policy. Public or community sharing follows the selected audience. Do not promise absolute secrecy, anonymity or delivery based only on a feature label. Report harmful content through the channels below.

10. Electronic records and signatures

Organizations choose the document, version, fields, recipients and required acknowledgments. Review the entire document and completed fields before submitting. A signature requires affirmative consent and intent to sign that document. Completion records associate the document version and fingerprint, answers, signature text, consent, authenticated account, UTC completion time, signing-time account email when recorded, browser information and the network IP address observed by our hosting proxy when available. An IP address is network evidence and does not certify a person’s identity or location. Older records may not include every evidence field. Keep the original document and completion record together.

You need internet access, a supported browser, an active account, and software capable of viewing the displayed PDF or image and saving the original and completion record, or a printer. Confirm you can open and retain them before consenting. Ask the organization before signing for paper copies, an alternative process, accessibility assistance, any applicable copy fee, or to withdraw consent for future electronic transactions. Keep your contact details current. One transaction does not require electronic consent for every future transaction; withdrawal does not invalidate earlier records.

Typed signatures and authenticated actions are evidence, not notarization, identity certification or a guarantee of enforceability. Organizations must establish signer capacity and authority, required consumer disclosures and demonstrated electronic access, witnesses, notarization and record retention when applicable. Do not use this workflow for a transaction excluded from electronic-signature laws or requiring formalities the service does not provide. ClubNest does not certify waivers or releases.

Completed records cannot be silently rewritten; corrections require a documented replacement or follow-up. Customers must select suitable document retention, use preservation holds when appropriate and export required records before deletion. Recovery backups are separate from document retention.

11. Software rights and acceptable use

During permitted access, you receive a limited, nonexclusive, nontransferable right to use the service for authorized organizational or personal member purposes. ClubNest and its licensors retain rights in the software, branding and service materials. Do not resell access, copy protected materials, evade limits or interfere with the service except as expressly permitted or required by law. Open-source components retain their own licenses; see third-party notices. We may use voluntarily submitted feedback without payment, but not disclose your confidential information in doing so.

12. Providers and integrations

Third-party services have separate terms, privacy practices and availability. Customers authorize necessary data exchange when connecting them and should review their permissions. Their independent actions are outside our control. This does not remove our obligations for providers processing data on our behalf under the DPA or applicable law. Disconnecting an integration does not automatically cancel its separate contract or delete its records.

13. Suspension, ending service and deletion

We may restrict access when reasonably necessary to address material breach, unlawful conduct, nonpayment, a security threat or harm to users. We will give notice and an opportunity to cure where practicable; urgent restrictions may be immediate. Restrictions will be proportionate to the issue. If we discontinue paid service or terminate for convenience without your breach, we will refund unused prepaid subscription fees for the terminated service.

Export needed records before ending service. Owner-requested workspace deletion and self-requested membership deletion currently have a 45-day recovery window. Signing in during that window cancels your own pending request; it does not reverse administrator removals or security restrictions. Workspace or membership deletion is separate from deleting a personal login, other organizations, provider records and ending billing. Privacy rights requests can be made separately by email; an optional recovery window does not override statutory deadlines. Lawful preservation and restricted backup retention may continue as described in the Privacy Policy.

14. Warranty limitations

TO THE EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” EXCEPT FOR EXPRESS COMMITMENTS IN THIS AGREEMENT, WE DISCLAIM IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT. THIS DOES NOT EXCLUDE WARRANTIES, REMEDIES OR DUTIES THAT CANNOT LAWFULLY BE EXCLUDED.

15. Liability limitations

TO THE EXTENT PERMITTED BY LAW, CLUBNEST WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES, OR LOST PROFITS, REVENUE, GOODWILL OR BUSINESS OPPORTUNITY ARISING FROM THE SERVICE.

TO THE EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY ARISING FROM THE SERVICE WILL NOT EXCEED THE GREATER OF $100 OR THE FEES PAID TO CLUBNEST FOR THE AFFECTED SERVICE IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. PAYMENTS TO AN ORGANIZATION ARE NOT FEES PAID TO CLUBNEST.

These exclusions and limits do not apply to fraud, willful misconduct, gross negligence or any liability that applicable law does not permit us to limit, and do not restrict non-waivable consumer remedies. If your state does not allow a particular exclusion or limit, it applies only to the extent allowed there.

16. Organization indemnity

To the extent permitted by law, an organizational Customer will defend and indemnify ClubNest and its personnel against third-party claims and reasonable resulting costs arising from the Customer’s unlawful content, infringement of others’ rights, or material breach of these Terms. This does not apply to the extent caused by ClubNest’s breach, negligence or misconduct and does not impose an organizational indemnity on individual consumer members or minors.

We will promptly notify the Customer, provide reasonable cooperation at its expense and allow it to control the defense with competent counsel. A settlement may not admit fault for us or impose nonmonetary obligations on us without our reasonable written consent.

17. Arizona law and courts; preserved rights

Arizona law governs these Terms, without its conflict-of-law rules, except that mandatory protections of your state of residence and applicable federal law remain in effect. Subject to those protections and court jurisdiction, the parties consent to state courts in Maricopa County, Arizona and the U.S. District Court for the District of Arizona. Consumers may use a court or small-claims forum available under non-waivable law. These Terms do not require arbitration or waive class-action rights.

You may contact us to try to resolve a concern informally, but this is not a prerequisite to a timely claim, regulator complaint or urgent relief. No provision restricts truthful reviews, reporting to authorities or other protected activity.

18. United States availability

ClubNest is offered to organizations and eligible users throughout the United States, subject to supported payment methods, applicable law and service availability. The Arizona choice of law does not exempt either party from other applicable state requirements. The public website’s availability outside the United States does not promise support, tax treatment or legal suitability in every country. Contact us before relying on the service for a jurisdiction or regulated use that needs a separate agreement.

19. Copyright and safety reports

Email info@clubnest.tech to report infringement. Identify the work and disputed content location, give your contact details and electronic signature, and include a good-faith statement that the use is unauthorized and an accurate statement, under penalty of perjury, that you own the rights or may act for the owner. We may seek clarification, restrict content or contact the submitting organization. This is not a representation that a statutory DMCA agent registration has been completed.

For threats, grooming, child exploitation or non-consensual intimate imagery, use our public email or concern-reporting tools. You do not need an account or organization approval. The intimate-image removal process explains what to include. Do not attach or redistribute illegal imagery. Contact emergency services for immediate danger; ClubNest is not an emergency response service.

20. Updates, notices and general terms

The effective date identifies this revision. Material changes will be presented through the service or account email with reasonable advance notice when practicable, and any consent required by law will be obtained. Changes apply prospectively and will not retroactively alter accrued rights or existing disputes. Required affirmative consent cannot be replaced by a statement that continued use constitutes consent. Contact us for the version applicable to your earlier enrollment.

Keep a working account email for service notices. Legal notices to ClubNest may be sent to info@clubnest.tech; legally required methods of service remain available. Neither party’s delay in enforcing a provision waives it. If a provision is unenforceable, the remainder continues to the extent lawful. Customers may not transfer this agreement without our consent, except to a lawful successor assuming their obligations; we may transfer it in a merger, reorganization or sale with the successor bound by it. These Terms and incorporated agreements form the agreement for the service. Provisions intended to survive, including payment obligations already incurred, confidentiality, rights in data, liability and disputes, survive termination.