Terms of Service

1. Introduction

These Terms of Service ("Terms") govern your use of the AcademyOS website, the Parent Portal, and any registrations, bookings, or payments you make through them. By accessing the site, creating an account, registering a player, or completing a booking, you confirm that you have read, understood, and agreed to these Terms.

The AcademyOS website is hosted on the AcademyOS platform. AcademyOS is a trading name of Flowedge AI Ltd ("AcademyOS", "the Platform"), a company registered in England and Wales (company number 16247733, incorporated on 12 February 2025) with its registered office at 193 Cambridge Street, Aylesbury, Buckinghamshire, HP20 1BQ, United Kingdom. AcademyOS provides the underlying software, payment infrastructure, and hosting; AcademyOS ("the Academy", "we", "us") is responsible for the coaching service, sessions, and any in-person activity.

Where these Terms refer to obligations of the Academy, they are owed by AcademyOS. Where they refer to the Platform, they are owed by Flowedge AI Ltd trading as AcademyOS. Any supplementary policies the Academy publishes (for example a parent handbook, fee schedule, or specific code of conduct) form part of these Terms and prevail in the event of conflict for matters specific to the Academy's operations.

2. Who can register

You must be at least 18 years old and the parent or legal guardian of any player you register. By registering a player you confirm you have the authority to consent to their participation, to share the information required, and to agree to these Terms on their behalf.

The Academy may set additional eligibility requirements for individual sessions, squads, camps, or events — for example age groups, ability levels, or geographic catchment — and may decline or cancel any registration that does not meet them. Trial sessions, waiting lists, and squad allocation are at the Academy's discretion.

3. Accounts and security

You are responsible for keeping your login credentials confidential and for all activity carried out under your account. You must notify us immediately of any unauthorised access. We may suspend or close any account where we reasonably suspect misuse, breach of these Terms, fraudulent activity, or risk to children or staff.

4. Fees and payments

Prices for term registrations, camps, events, and other bookings are shown at the point of purchase in pounds sterling and include any applicable taxes unless stated otherwise. A small booking fee may be added at checkout to cover card-processing and platform costs; this is shown clearly before you confirm payment.

Payments are processed by Stripe Payments Europe Ltd on behalf of the Academy. AcademyOS provides the technical integration with Stripe but does not itself hold your funds. By paying you also agree to Stripe's End User Terms.

Refunds, transfers between sessions, late-payment handling, and any sibling or early-bird discounts are governed by the Academy's published refund policy and the cancellation terms displayed at the time of booking. Where a session, camp, or event is cancelled by the Academy and not rescheduled, you will be entitled to a refund or credit in line with that policy. Statutory rights under the Consumer Contracts Regulations 2013 are not affected.

5. Code of conduct

We expect everyone involved with the Academy — players, parents, guardians, spectators, coaches, and staff — to behave with respect, fairness, and good sportsmanship at all times. In particular:

• Players will respect coaches, teammates, opponents, officials, and facilities.
• Parents and guardians will support positive, encouraging sideline behaviour and avoid abusive language or conduct directed at players, officials, or staff.
• Coaches and staff will follow FA, county FA, and the Academy's own welfare and coaching standards.
• Any form of bullying, harassment, discrimination, or threatening behaviour — in person or online — is unacceptable.

Breach of this code may result in a verbal or written warning, suspension from sessions, removal from a squad, or termination of registration without refund where the breach is serious. Serious incidents involving safeguarding will be reported in line with the Academy's safeguarding policy and, where appropriate, to statutory authorities.

6. Health, safety, and medical

You must disclose any medical conditions, allergies, injuries, medication, or additional needs relevant to your child's participation when registering, and keep this information up to date in the Parent Portal. The Academy relies on this information to keep your child safe.

Coaches are first-aid trained and qualified to FA standards or equivalent. In an emergency we may administer first aid and contact the emergency services and you as the named contact. You authorise us to take such action as we reasonably consider necessary for your child's welfare if you cannot be reached.

The Academy holds public liability and coaching insurance appropriate to its activities. Sessions may be cancelled, shortened, or moved at short notice in the event of adverse weather, unsafe pitch conditions, or other circumstances beyond the Academy's reasonable control; where possible these will be rescheduled or credited.

7. Safeguarding

The safety and wellbeing of children is our highest priority. All coaching staff hold valid Enhanced DBS checks and have completed FA Safeguarding Children and Emergency First Aid training (or equivalent). Concerns can be raised confidentially with the Academy's designated safeguarding officer at hello@academyos.co.uk. For our full safeguarding policy, see our Safeguarding page.

8. Photography and media

The Academy may take photographs or video at sessions, matches, camps, and events for coaching review, internal records, and — with your consent — for use on its website, social media, and promotional materials. You can grant, refuse, or withdraw consent at any time from the Parent Portal.

Where consent is withdrawn we will stop using new images of your child and remove identifying images from our active channels within a reasonable period. Images already in print or shared third-party copies cannot always be recalled. Third-party photography or filming at events (for example by other parents) is the responsibility of the individual concerned and is not permitted where it conflicts with the wishes of any family present.

9. Data protection

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. The Academy is the data controller for information you provide about yourself and your child. Flowedge AI Ltd acts as data processor on the Academy's behalf, and additionally as a controller for limited platform-level data (for example login credentials and security logs). For full details, including your rights and how to exercise them, see our Privacy Policy.

10. Intellectual property

The AcademyOS name, badge, kit designs, and any content the Academy publishes on the site are the property of the Academy or its licensors. The AcademyOS platform software, design system, code, and platform branding are the property of Flowedge AI Ltd. You may not copy, reproduce, distribute, scrape, or create derivative works from either without prior written permission.

Content you submit (for example player photos or feedback) remains yours; you grant the Academy and AcademyOS a non-exclusive licence to host, display, and process it as needed to operate the service.

11. Service availability

AcademyOS works hard to keep the platform available and secure but cannot guarantee uninterrupted access. Planned maintenance, third-party outages (for example payment, email, or hosting providers), or events outside our reasonable control may cause short interruptions. Neither the Academy nor AcademyOS is liable for losses arising from such interruptions, save where required by law.

12. Limitation of liability

Nothing in these Terms limits or excludes either party's liability for death or personal injury caused by negligence, for fraud, for any breach of the consumer rights you have under UK law, or for anything else that cannot lawfully be limited.

Subject to that, neither the Academy nor AcademyOS is liable for: (a) loss of profits, business, goodwill, or anticipated savings; (b) indirect or consequential loss; or (c) loss arising from your failure to follow safety instructions, the code of conduct, or accurate medical disclosure. Each party's total liability to you in connection with these Terms is limited to the fees you have paid to that party in the twelve months preceding the event giving rise to the claim.

13. Termination

You may close your account at any time from the Parent Portal. The Academy may end a registration with reasonable notice and a pro-rata refund where appropriate, or immediately and without refund in the case of a serious breach of these Terms or the code of conduct. AcademyOS may suspend or close an account that breaches the Platform's acceptable-use rules or where required by law.

14. Changes to these terms

We may update these Terms from time to time to reflect changes in the law, the service, or the Academy's operations. Material changes will be notified by email to registered users at least 14 days before they take effect. Continued use of the site or services after that date constitutes acceptance of the updated Terms.

15. Governing law

These Terms, and any dispute or claim arising out of or in connection with them or their subject matter, are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, save that if you live in Scotland or Northern Ireland you may bring proceedings in your local courts.

16. Contact

For questions about these Terms or anything to do with the AcademyOS, including registrations, refunds, safeguarding, or data protection, contact us at hello@academyos.co.uk. For platform-level matters (account access, technical issues, security reports) contact AcademyOS at hello@academyos.co.uk.