Terms of Use

Status: Approved by Lia (Legal) for the pilot. To be reviewed by an Ontario lawyer before general commercial launch.

1. Who we are

ClarityLedger Sports ("ClarityLedger", "we", "us") is an AI finance assistant for youth sports teams and clubs. The service is operated by [Legal entity name], [address], Ontario, Canada. Contact: agent@clarityledgersports.com.

1.6 Payment email addresses

(a) When your club or team signs up, we give it a payment email address under clarityledgersports.com. You may add this address to a bank account only if your club controls that account. (b) ClarityLedger only reads and forwards the notifications sent to this address. We never receive, hold, transfer or start a payment. (c) If you cancel, we keep forwarding notifications to the club for 90 days and tell you to replace the address in your bank and tell your families. After 90 days the address is turned off. (d) Addresses use the club or team name only. We never use an athlete's or a parent's name in an address.

2. Accepting these terms

By creating an account, joining a ClarityLedger WhatsApp finance group, opening a family statement link, or using the service in any other way, you agree to these Terms of Use and to our Privacy Policy. If you do not agree, do not use the service.

If you use ClarityLedger for a club or team, the club or team (the "Customer") is also bound by the Subscription and Service Agreement. If there is a conflict, the Subscription and Service Agreement wins for the Customer.

3. Adults only, finance only

• You must be 18 years of age or older to create an account, to receive messages from ClarityLedger, or to join a ClarityLedger WhatsApp group.
• Athletes do not have accounts. We only keep the minimum athlete data a club needs for its books (first name, optional last initial, team and fee status).
• ClarityLedger is for team and club finances only: budgets, receipts, fees, payments, fundraising, sponsorships and reports. It is not a place for team chat, health information or personal messages with athletes.

4. Roles

• Club owner: manages the club account, members, settings and all teams.
• Treasurer: manages books, fees, payments, reminders and confidential finance data.
• Coach and assistant coach: log receipts and see team totals.
• Parent representative: sees team totals and reports shared by the club.
• Guardian: sees only the statement of their own household. The Customer decides who gets each role and is responsible for giving access only to the right people.

5. Your account

• Give true and current information and keep it up to date.
• Keep your login and your phone secure. You are responsible for what happens under your account.
• Tell us right away at agent@clarityledgersports.com if you think someone used your account without permission.
• Your account is linked to your mobile phone number. Keep your phone and WhatsApp secure. If you lose your phone, contact agent@clarityledgersports.com.

6. What ClarityLedger does and does not do

• ClarityLedger organizes financial information and prepares reports using software and artificial intelligence (AI).
• ClarityLedger gives bookkeeping information. It does not give financial, legal, tax or accounting advice. For those topics, speak with a qualified professional.
• AI can make mistakes. Receipt reading (OCR), category suggestions, payment matches and answers must be checked by a person. Nothing is posted to the books from a bank match or a chat command without a confirmation step.
• ClarityLedger does not hold, move or collect money. Payments between families and clubs happen outside ClarityLedger (for example by Interac e-Transfer). We only record them.
• Decisions about late payments, suspensions, refunds or releases are made by the club under its own policies, never by ClarityLedger.

7. Messages (WhatsApp, SMS and email)

• We send messages only to people who gave consent, as described in our Messaging Consent and CASL Policy.
• Service messages (for example a payment reminder, a statement or a monthly report) are part of the service. Marketing messages are sent only with separate consent.
• You can stop messages at any time by replying STOP, by using the unsubscribe link, or by leaving the WhatsApp group.
• WhatsApp is a service of Meta. Your use of WhatsApp is also subject to Meta's terms.

8. Your content and data

• The Customer owns its financial records, receipts and reports. You own the content you upload.
• You give us a limited licence to store, process and display your content only to provide, secure and improve the service for you. We do not sell your data and we do not use it for third-party advertising.
• We may use data that is aggregated and de-identified (it cannot identify a person, household, team or club) to improve the service and to measure how it is used.
• You confirm that you have the right to upload the content, and that you have told the people involved (for example families) as required by law.

9. Acceptable use

You agree to follow our Acceptable Use Policy. In short, you must not: add minors to ClarityLedger groups; upload health, medical or location data; harass anyone; upload illegal content or malware; try to access data you are not allowed to see; or use ClarityLedger to send spam.

10. Fees

Fees for clubs and teams are set in the Subscription and Service Agreement and on our pricing page. Guardians, coaches and parent representatives do not pay ClarityLedger to use the service.

11. Pilot and new features

Some features are marked Pilot or Beta. They may change, may not work as expected, or may be removed. Please give us feedback. We may use your feedback to improve ClarityLedger without any payment to you.

12. Third-party services

ClarityLedger works with other services (for example WhatsApp, email providers, cloud hosting and AI model providers). We are not responsible for services we do not control, but we choose providers with care and list the main ones in our Privacy Policy.

13. Suspension and termination

• You can stop using ClarityLedger at any time. A club owner can close the club account in Settings.
• We may suspend or close an account that breaks these terms, puts other users at risk, or is required by law. When possible, we will tell you first and give you time to fix the problem.
• After closure, the Customer can export its data for 30 days. Records are then kept or anonymized as described in the Privacy Policy.

14. No warranty

We work hard to keep ClarityLedger accurate, safe and available, but the service is provided "as is" and "as available". To the extent allowed by law, we do not promise that it will be error-free or always available. Keep your own copy of important records (you can export them at any time).

15. Limitation of liability

To the extent allowed by law:

• We are not liable for indirect, special or consequential losses, including lost profits, lost fundraising or lost data.
• Our total liability for all claims is limited to the greater of (a) the fees the Customer paid us in the 12 months before the claim, or (b) CAD 100. Nothing in these terms limits liability that cannot be limited under the laws of Ontario or Canada, including consumer protection laws.

16. Indemnity

If you break these terms or the law while using ClarityLedger, and this causes a claim against us, you agree to cover our reasonable costs from that claim.

17. Changes to these terms

We may update these terms. For important changes, we will give at least 30 days' notice by email or in the app, and we will ask you to accept the new version. The version and the date you accepted are saved in your account.

18. Governing law and disputes

These terms are governed by the laws of Ontario and the federal laws of Canada that apply there. Let us try to solve any problem together first: write to agent@clarityledgersports.com and we will reply within 10 business days. If we cannot solve it, the courts of Ontario will decide, unless the law where you live gives you another right.

19. Contact

ClarityLedger Sports - [Legal entity name], [address], Ontario, Canada - agent@clarityledgersports.com