What we agree with a club

This is a translation of the Dutch general terms. In case of discrepancy, the Dutch text prevails.

1. What SPOTR is

SPOTR is scouting software for football clubs: scouts record matches and players, the head scout keeps the overview, the board receives reports. Each club gets its own installation on its own (sub)domain, with its own database. Club data is never mixed or shown across clubs.

The subscription includes: an unlimited number of users within the club, hosting, security updates, new features, daily backups and help with getting started.

2. Accounts and responsible use

The club appoints at least one administrator, who invites users, assigns roles and removes those who leave the club. Accounts are personal and passwords are not shared. Anyone with access uses the data only for scouting within the club.

3. Trial period

A trial period lasts three months and carries no software cost. Beforehand we agree who tests, what success means and when a decision is made. If the club continues, everything recorded during the trial stays in place. If it does not, the environment is deleted no later than 30 days after the end; exporting is possible until then.

4. Price, invoicing and payment

One price per year, regardless of the number of scouts. Invoices are issued annually in advance and are payable within 30 days. Complaints about an invoice: in writing within 14 days. In case of late payment, the statutory interest for commercial transactions (Belgian Act of 2 August 2002), a fixed compensation of 40 euros for recovery costs and a penalty clause of 10% with a minimum of 50 euros apply by operation of law. A price change is communicated at least 60 days before the renewal date; the club may then cancel as of that date.

5. Term, renewal and end

The subscription runs for one year and is tacitly renewed each time for one year, unless either party cancels no later than one month before the renewal date — an e-mail suffices.

If an invoice remains unpaid after the due date, the environment keeps working fully for another 14 days. After that it switches to read-only: everything remains visible and exportable, but recording is no longer possible. At the end of the agreement, the club can request a full export up to 30 days afterwards; after that the environment and data are deleted, and the backups also disappear within 30 days.

6. Availability and support

We aim for 99.5% availability per month, excluding planned maintenance. Maintenance takes place outside match hours as much as possible and is announced in advance when disruption is expected. Support is provided by e-mail and phone on working days; urgent problems are addressed within one working day. Issues can be reported directly from the app, under Settings → Help.

7. Club data

Everything the club enters remains the club’s. SPOTR does not use it for its own purposes, does not sell it and does not share it with other clubs or third parties. A backup is made daily and a snapshot before every update; backups are kept for 30 days. Anonymised and aggregated usage data (numbers, never the content of reports) may be used to improve and monitor the service.

8. Personal data

For the data a club enters — including data on youth players — the club is the controller and SPOTR the processor. A data processing agreement is concluded for this and forms part of these terms. The club informs players and parents; SPOTR provides a ready-made information sheet for this.

9. Intellectual property

The software, the brand, the design and the documentation remain SPOTR’s. The club receives a non-exclusive, non-transferable right of use for the duration of the subscription. Suggestions and feedback may be used freely to improve the product. SPOTR only names the club, or shows its logo, as a reference with the club’s prior written consent. The club can withdraw that consent at any time.

10. Liability

SPOTR undertakes a best-efforts obligation. Liability is limited, per claim and per year, to what the club paid in the preceding twelve months, except in the event of intent, fraud or gross negligence and in the event of injury to life or health. Indirect damage — lost profit, loss of opportunities, reputational damage — is excluded, as are sporting or other decisions a club takes on the basis of the data. The club remains responsible for what its scouts record.

11. Force majeure

Neither party is liable for shortcomings due to force majeure, such as an outage at the hosting provider, a large-scale internet failure, power failure, cyberattack or government measures. If the force majeure lasts longer than 30 days, either party may terminate without compensation.

12. Changes

SPOTR keeps developing the service; features may be added or changed, as long as the core is preserved. Changes to these terms are communicated at least 30 days in advance. Anyone who does not accept them may cancel within that period as of the effective date.

13. Confidentiality, law and court

Both parties treat what they learn from each other as confidential, including for three years after the end of the agreement. This agreement is governed exclusively by Belgian law. Disputes are first discussed in consultation; if that fails, the enterprise court of SPOTR’s place of establishment has jurisdiction.