RugbyAxis Terms & Conditions

1. Introduction

These Terms & Conditions (“Terms”) govern your access to and use of RugbyAxis, including the RugbyAxis website, platform, software, tools, modules, subscriptions, content, and related services.

RugbyAxis is operated by RugbyAxis (Pty) Ltd.

By creating an account, subscribing to a plan, accessing the platform, or using RugbyAxis, you agree to these Terms. If you do not agree to these Terms, you must not create an account, subscribe to a plan, or use RugbyAxis.

These Terms should be read together with the RugbyAxis Privacy Policy, Refund & Cancellation Policy, the Data Deletion & Account Deletion Policy, and any applicable billing policies made available by RugbyAxis.

2. About RugbyAxis

RugbyAxis is a rugby coaching and programme management platform. It provides tools that may include:

• Programme Dashboard;
• Hub Dashboard;
• Squad Intelligence;
• Matchday 23;
• Weekly Planner;
• Game Plans and Opponent Plans;
• Rugby Animator;
• Playbook and Programme Library;
• Drills & Training;
• Team Management;
• Organisation Users;
• calendar and planning tools;
• other rugby coaching, planning, and management features.

RugbyAxis is a software platform. It does not guarantee sporting results, player improvement, injury prevention, team selection outcomes, match results, competition results, or coaching success.

3. Account types

RugbyAxis may offer different account types or subscription plans, including:

• Animator & Playbook accounts;
• Solo Coach accounts;
• Organisation accounts;
• organisation tier plans, such as Club Starter, Club Standard, Academy, Elite Programme, or other plans introduced by RugbyAxis.

Different account types may include different features, modules, team limits, user limits, player profile limits, permissions, storage, and subscription fees.

RugbyAxis may change, add, remove, rename, or restructure account types, features, or subscription plans from time to time. Where a change materially affects an active paid subscription, RugbyAxis will take reasonable steps to notify affected users.

4. Animator & Playbook accounts

Animator & Playbook accounts are intended for users who want access to Rugby Animator, playbook tools, and related rugby planning or content features.

Animator & Playbook accounts may not include full Squad Intelligence, player profile management, team management, Matchday 23, or organisation-user functionality unless the user upgrades to a plan that includes those features.

Users of Animator & Playbook accounts remain responsible for all content they create, save, upload, or manage in RugbyAxis.

5. Solo Coach accounts

Solo Coach accounts are intended for individual coaches managing their own squad, team planning, player profiles, matchday preparation, game plans, training plans, and related coaching workflows.

By creating or using a Solo Coach account, the user confirms that they have the necessary permission, authority, or lawful basis to add and manage player information in RugbyAxis.

Solo Coach users are responsible for the accuracy, appropriateness, and lawfulness of the information they enter into RugbyAxis.

6. Organisation accounts

Organisation accounts are intended for clubs, schools, academies, rugby programmes, teams, or other rugby organisations that need multi-team, multi-user, or programme-level functionality.

The organisation account owner, administrator, or authorised representative is responsible for:

• ensuring that the organisation is authorised to use RugbyAxis;
• managing user access and permissions;
• ensuring that only authorised coaches or users access the organisation account;
• ensuring that the organisation has the necessary permission, authority, or lawful basis to add and manage player information;
• ensuring that player information is accurate, relevant, and appropriate;
• removing users who should no longer have access;
• complying with applicable laws, internal policies, school policies, club policies, safeguarding requirements, and privacy requirements.

RugbyAxis may treat actions taken by authorised organisation users as actions taken on behalf of the organisation.

7. Account registration and legal acceptance

When creating an account, users may be required to accept these Terms and acknowledge the RugbyAxis Privacy Policy.

Users who create Solo Coach accounts or Organisation accounts may also be required to confirm that they have the necessary permission, authority, or lawful basis to add and manage player information in RugbyAxis.

If an Animator & Playbook account later upgrades to a Solo Coach or Organisation plan, RugbyAxis may require the user to confirm, before the upgrade is completed or before player-data modules are enabled, that they have the necessary permission, authority, or lawful basis to add and manage player information.

RugbyAxis may record the date, time, plan, and policy version accepted or acknowledged by the user.

8. User accounts and login details

Users must provide accurate account information and keep it up to date.

Users are responsible for maintaining the confidentiality of their login details and for all activity that occurs under their account.

Users must not:

• share login details with unauthorised people;
• allow another person to use their account without permission;
• access another user’s account;
• attempt to bypass security controls;
• use RugbyAxis in a way that could compromise the security, availability, or integrity of the platform.

If a user suspects unauthorised access to their account, they must notify RugbyAxis as soon as reasonably possible at info@rugbyaxis.com.

9. Subscriptions and payments

RugbyAxis may offer paid subscriptions on a monthly, annual, or other billing basis.

Subscription fees, features, limits, and billing periods will be shown on the RugbyAxis website, checkout process, quote, invoice, or subscription page.

By subscribing to a paid RugbyAxis plan, you agree to pay the applicable subscription fees and any applicable taxes, charges, or fees associated with the plan.

RugbyAxis may use third-party payment providers to process online payments. RugbyAxis does not intend to store full card numbers or complete payment credentials on its own systems.

10. Online subscription payments

Where RugbyAxis uses an online payment provider, the payment provider may process payment information, manage recurring billing, issue receipts or invoices, apply supported payment methods, and handle certain tax or compliance processes depending on the provider and region.

Your use of a third-party payment provider may be subject to that provider’s own terms, privacy policy, and payment rules.

RugbyAxis may activate, suspend, restrict, or cancel access based on the payment status received from the payment provider.

11. Manual organisation billing

RugbyAxis may allow schools, clubs, academies, or organisations to pay manually by quote, invoice, direct EFT, or another approved offline payment method.

Where manual billing is used:

• RugbyAxis may issue a quote or invoice;
• access may only be activated once payment is confirmed, unless RugbyAxis agrees otherwise;
• the organisation is responsible for paying by the stated due date;
• RugbyAxis may manually create, activate, renew, suspend, or cancel the organisation account based on payment status;
• RugbyAxis may record billing details such as organisation name, subscription plan, invoice reference, payment status, renewal date, and account access period.

Manual billing arrangements may be subject to additional written terms stated in the quote, invoice, or agreement.

12. Upgrades, cancellations, and lower-plan subscriptions

Users may be able to upgrade their subscription plan where RugbyAxis makes upgrade functionality available.

Upgrades may take effect immediately or from the next billing period, depending on the payment provider, billing method, account type, or RugbyAxis account settings.

If an Animator & Playbook account upgrades to a Solo Coach or Organisation plan, the user may receive access to Squad Intelligence, player profiles, team management, or other player-data modules. Before such access is enabled, RugbyAxis may require the user to confirm that they have the necessary permission, authority, or lawful basis to add and manage player information.

RugbyAxis does not currently offer automatic self-service downgrades between subscription plans.

If a user or organisation wants to move to a lower plan, they may need to cancel their current subscription and subscribe to the lower plan separately. Access to features, users, teams, player profiles, organisation data, modules, and saved content may change when moving to a lower plan.

Users and organisations are responsible for exporting, preserving, reducing, or managing any information they may need before cancelling or moving to a lower plan, where export or manual support options are available.

Organisation tier changes may require manual review by RugbyAxis. For example, moving from a higher Organisation tier to a lower Organisation tier may depend on the organisation’s current number of teams, users, modules, player profiles, and feature usage. RugbyAxis may approve, decline, or manually process such requests depending on billing status, data usage, available functionality, and the limits of the requested plan.

Moving from an Organisation account to a Solo Coach account or Animator & Playbook account is not treated as a simple downgrade. It may require cancellation of the Organisation subscription and creation of a new lower-plan account. RugbyAxis is not required to transfer all organisation data into a lower-plan account.

RugbyAxis will not intentionally delete customer data silently during a plan change. However, lower plans may not support all previous features, teams, users, player profiles, or organisation-level data.

13. Cancellations

Users may request cancellation by contacting RugbyAxis at info@rugbyaxis.com.

Cancellation requests should include the account email address, organisation name where applicable, and subscription plan.

Cancellation stops future renewal billing once processed. Unless required by applicable law or agreed by RugbyAxis in writing, cancellation does not automatically entitle the user to a refund for the current billing period, and access may continue until the end of the paid period.

For manually billed schools, clubs, academies, or organisations, cancellation terms may depend on the quote, invoice, billing period, or written agreement between RugbyAxis and the organisation.

RugbyAxis may retain account data for a limited period after cancellation for legal, billing, backup, support, security, or operational reasons, as explained in the Privacy Policy.

14. Refunds

Refunds are subject to the RugbyAxis Refund & Cancellation Policy, the applicable payment provider’s rules, any written agreement with RugbyAxis, and applicable consumer protection laws.

Unless otherwise required by applicable law or agreed in writing, subscription fees are generally charged for access to the platform during the selected billing period.

RugbyAxis may consider refunds on a case-by-case basis, including where there has been a duplicate payment, technical billing error, or other valid reason accepted by RugbyAxis.

15. Free trials, promotions, and discounts

RugbyAxis may offer free trials, promotional access, discounts, beta access, or introductory pricing from time to time.

RugbyAxis may modify, withdraw, or limit such offers at any time, unless otherwise stated in writing.

At the end of a free trial or promotional period, access may end or convert to a paid subscription, depending on the terms of the offer and the user’s selected plan.

16. Player information and user responsibility

RugbyAxis allows certain users to enter and manage player information for rugby coaching and team planning purposes.

By entering player information into RugbyAxis, the user, coach, organisation, school, club, or academy confirms that:

• it has the necessary permission, authority, or lawful basis to add and manage that information;
• the information is relevant to rugby coaching and team management;
• the information is accurate and up to date where reasonably possible;
• unnecessary personal, identity, contact, medical, or sensitive information will not be entered;
• player information will be deleted or updated when it is no longer needed;
• RugbyAxis is not responsible for verifying the authority of every coach or organisation to enter player information.

Users must not use RugbyAxis to store unnecessary sensitive information, including player ID numbers, passport numbers, home addresses, contact details, parent or guardian contact details, photographs, medical diagnosis details, injury descriptions, treatment notes, medical documents, or dates of birth.

17. Youth players and minors

RugbyAxis may be used by schools, clubs, academies, and coaches who manage youth rugby teams.

RugbyAxis is intended for authorised coaches, administrators, and organisation users. It is not intended for unsupervised direct use by children.

Where player information relates to minors, the coach, school, club, academy, organisation, or account owner is responsible for ensuring that it has the necessary permission, authority, or lawful basis to add and manage that information.

RugbyAxis does not require player contact details, photographs, ID numbers, home addresses, dates of birth, medical diagnosis details, injury descriptions, treatment notes, or medical documents.

18. Injury, availability, and medical disclaimer

RugbyAxis may allow users to mark a player as available, unavailable, injured, suspended, resting, or expected to return on a certain date.

This information is intended only for team planning, squad management, training planning, and matchday preparation.

RugbyAxis is not a medical records system and does not provide medical advice, injury diagnosis, treatment recommendations, player welfare decisions, return-to-play clearance, or safeguarding advice.

Coaches, clubs, schools, academies, organisations, and users remain fully responsible for player welfare and for obtaining appropriate medical, safeguarding, or professional advice where required.

Users must not enter medical diagnosis details, injury descriptions, treatment notes, medical documents, or other unnecessary medical information into RugbyAxis.

19. Rugby performance disclaimer

RugbyAxis provides planning, analysis, organisation, and coaching workflow tools.

RugbyAxis does not guarantee:

• match results;
• team selection outcomes;
• player improvement;
• player safety;
• injury prevention;
• tactical success;
• training outcomes;
• competition results;
• coach, school, club, or academy performance.

Any coaching decisions, player selections, tactical decisions, training decisions, matchday decisions, or player welfare decisions remain the responsibility of the coach, organisation, school, club, or academy.

20. User content and data ownership

Users and organisations retain ownership of the rugby content, player information, team information, plans, animations, drills, notes, and other data they enter into RugbyAxis, subject to these Terms.

By entering, uploading, creating, or storing content in RugbyAxis, you grant RugbyAxis a limited licence to host, store, process, display, transmit, back up, and use that content only as necessary to provide, operate, secure, support, and improve the platform.

RugbyAxis does not claim ownership of your team data or player profile data.

Users are responsible for ensuring that they have the right to enter, upload, or use any content they place in RugbyAxis.

21. RugbyAxis intellectual property

RugbyAxis, including its software, platform structure, design, branding, user interface, logos, workflows, modules, templates, documentation, and underlying technology, is owned by RugbyAxis (Pty) Ltd or its licensors.

These Terms do not transfer ownership of RugbyAxis intellectual property to any user or organisation.

Users may not copy, reproduce, resell, sublicense, reverse engineer, modify, scrape, or create competing products based on RugbyAxis, except where expressly allowed by law or agreed by RugbyAxis in writing.

22. Acceptable use

Users must use RugbyAxis lawfully, responsibly, and in accordance with these Terms.

Users must not:

• use RugbyAxis for unlawful, harmful, abusive, discriminatory, or fraudulent purposes;
• enter information they are not authorised to process;
• upload malicious code, viruses, or harmful files;
• attempt to gain unauthorised access to RugbyAxis systems or data;
• interfere with platform security or performance;
• copy or scrape substantial parts of the platform;
• misuse another person’s personal information;
• upload content that infringes intellectual property rights;
• use RugbyAxis in a way that damages RugbyAxis, other users, or third parties.

23. Account suspension or termination

RugbyAxis may suspend, restrict, or terminate access to RugbyAxis if:

• subscription fees are unpaid;
• the user breaches these Terms;
• the user misuses the platform;
• RugbyAxis reasonably suspects unauthorised, unlawful, or harmful activity;
• the account creates security, legal, operational, or reputational risk;
• RugbyAxis is required to do so by law, payment provider rules, or regulatory requirements.

Where reasonable, RugbyAxis may provide notice before suspension or termination, but RugbyAxis may act immediately where necessary to protect the platform, users, data, or legal interests.

24. Availability and changes to the platform

RugbyAxis aims to provide a reliable platform but does not guarantee that the platform will always be available, uninterrupted, error-free, or free from defects.

RugbyAxis may perform maintenance, updates, security improvements, bug fixes, or feature changes from time to time.

RugbyAxis may add, remove, rename, modify, or improve features, modules, workflows, dashboards, or limits. Where a material change affects paid users, RugbyAxis will take reasonable steps to notify affected users.

25. Third-party services

RugbyAxis may rely on third-party services, including hosting providers, database providers, authentication providers, payment providers, email providers, analytics or monitoring tools, and other service providers.

RugbyAxis is not responsible for third-party service outages, payment provider decisions, external platform issues, or third-party terms, except where required by applicable law.

Users may be required to comply with third-party terms where they interact with third-party services through RugbyAxis.

26. Privacy and data protection

RugbyAxis processes personal information in accordance with the RugbyAxis Privacy Policy.

By using RugbyAxis, you acknowledge that RugbyAxis may process personal information as described in the Privacy Policy.

Users and organisations are responsible for ensuring that they have the necessary permission, authority, or lawful basis to enter and manage player information, user information, organisation information, and team information in RugbyAxis.

27. Data export and deletion

RugbyAxis may provide account, organisation, or data deletion options, subject to technical availability, security verification, legal obligations, backup retention, billing requirements, and operational needs.

Users may request account or data deletion by contacting info@rugbyaxis.com. Data deletion requests are handled according to the RugbyAxis Data Deletion & Account Deletion Policy.

RugbyAxis may retain certain information for a limited period where necessary for legal, billing, accounting, support, security, backup, dispute, or operational purposes.

28. Beta features and testing

RugbyAxis may release beta, experimental, early access, or preview features.

Such features may be incomplete, unstable, or subject to change. RugbyAxis may modify or remove beta features at any time.

Users should not rely on beta features for critical operational decisions unless RugbyAxis confirms otherwise in writing.

29. Limitation of liability

To the maximum extent permitted by applicable law, RugbyAxis (Pty) Ltd, its directors, employees, contractors, suppliers, and service providers will not be liable for indirect, incidental, special, consequential, punitive, or exemplary damages, including loss of profits, loss of revenue, loss of data, loss of goodwill, business interruption, or sporting performance losses.

To the maximum extent permitted by applicable law, RugbyAxis’s total liability arising out of or relating to these Terms or the use of RugbyAxis will be limited to the amount paid by the user or organisation to RugbyAxis for the relevant subscription during the three months immediately before the event giving rise to the claim.

Nothing in these Terms excludes or limits liability that cannot legally be excluded or limited under applicable law.

30. Indemnity

To the maximum extent permitted by law, users and organisations agree to indemnify and hold RugbyAxis harmless from claims, losses, damages, liabilities, costs, and expenses arising from:

• misuse of RugbyAxis;
• breach of these Terms;
• unlawful or unauthorised processing of player information;
• content entered, uploaded, or created by the user or organisation;
• failure to obtain required permissions or consent;
• coaching, selection, welfare, medical, or rugby decisions made outside RugbyAxis;
• infringement of third-party rights.

31. Consumer rights

Nothing in these Terms is intended to limit or exclude any consumer rights that cannot legally be limited or excluded under applicable law.

Where a user is a consumer under applicable consumer protection law, the user may have additional statutory rights relating to cancellations, refunds, direct marketing transactions, online transactions, or unfair terms.

If there is a conflict between these Terms and mandatory consumer protection laws, the mandatory consumer protection law will apply to the extent of the conflict.

32. Notices and communication

RugbyAxis may communicate with users by email, platform notice, website notice, or other reasonable electronic means.

Users must ensure that their account email address remains accurate and monitored.

Notices sent to the user’s registered email address will be treated as received unless RugbyAxis receives a delivery failure notice.

33. Changes to these Terms

RugbyAxis may update these Terms from time to time.

The updated Terms will be posted on the RugbyAxis website or platform with a new effective date or updated date.

Where changes are material, RugbyAxis may provide additional notice by email, platform message, or website notice.

Continued use of RugbyAxis after updated Terms take effect means that the user accepts the updated Terms.

34. Governing law

These Terms are governed by the laws of the Republic of South Africa, unless mandatory laws in another jurisdiction apply to a consumer or user.

35. Disputes

Users are encouraged to contact RugbyAxis first at info@rugbyaxis.com so that RugbyAxis can try to resolve any issue informally.

If a dispute cannot be resolved informally, the dispute will be handled according to the laws and competent courts of the Republic of South Africa, unless mandatory applicable law requires another forum or dispute process.

36. Severability

If any provision of these Terms is found to be invalid, unlawful, or unenforceable, the remaining provisions will continue to apply.

37. Entire agreement

These Terms, together with the Privacy Policy, Data Deletion & Account Deletion Policy, and any applicable subscription, refund, cancellation, quote, invoice, or written billing terms, form the agreement between the user and RugbyAxis regarding use of the platform.

38. Contact RugbyAxis

For questions about these Terms, contact:

RugbyAxis
Email: info@rugbyaxis.com
Website: rugbyaxis.com
Business / legal entity: RugbyAxis (Pty) Ltd