Terms of Service

1. The service

SquadRota is web-based management software for shared-asset clubs — bookings, usage logging, maintenance, compliance, membership, invoicing and accounting. These terms are an agreement between SquadRota and the organisation that registers an account ("the club"). By creating an account you confirm you are authorised to bind the club.

2. Accounts and acceptable use

• Keep your login credentials secure; you are responsible for activity under your account.
• Use the service lawfully and only for managing your club — no abusive, infringing or malicious content or activity.
• Administrators control member access and roles within their club and are responsible for the data their club uploads.

3. Plans, trials and billing

• The Free plan is free for small groups within its limits. Paid plans (Starter, Club, Pro) add capacity and features at the prices shown on our pricing page.
• Every paid plan starts with a 60-day free trial; no card is required and nothing is charged automatically at the end of a trial.
• Paid subscriptions are billed via Stripe, monthly or annually, until cancelled. You can change or cancel your plan at any time from your Subscription page; changes are pro-rated by Stripe.
• If a subscription lapses or you downgrade over a plan's limits, data is not deleted — your most recently added records are locked until capacity is restored.

4. Payments between clubs and their members

Card payments from club members or clients are processed through the club's own Stripe account under Stripe's terms; funds settle directly with the club. SquadRota is not a party to those payments and charges only the platform fee disclosed on your plan.

5. Your data

The club owns its data. We process it only to provide the service, as described in our Privacy Policy. You can export your records (reports, ledgers, documents) at any time. AI features read uploaded documents solely to propose entries for your confirmation.

6. Service and support

We work hard to keep the service fast and available but do not guarantee uninterrupted operation. We may update features over time; material reductions to a paid plan will be communicated in advance. Support is provided by email at hello@squadrota.com.

7. Liability

SquadRota provides tools for record-keeping and club administration; the club remains responsible for its own legal, tax, safety and airworthiness/seaworthiness obligations and for verifying AI-proposed entries before confirming them. To the maximum extent permitted by law, our aggregate liability under these terms is limited to the fees the club paid to SquadRota in the twelve months preceding the claim. Nothing in these terms limits liability that cannot lawfully be limited.

8. Termination

You may close your account at any time. We may suspend or terminate accounts that materially breach these terms, with notice where practicable. On closure, we will make your data available for export for a reasonable period before deletion.

9. Changes and governing law

We may update these terms; material changes will be notified to organisation administrators. These terms are governed by the laws of England and Wales.