Terms and Conditions

RunClub HQ Terms and Conditions

Last updated: 11 October 2026

These terms govern your use of RunClub HQ, a club management platform operated by SymNex Consulting Ltd (registered in England and Wales under company number 10006091).

By using RunClub HQ, you agree to these terms. If you don't agree, please don't use the service.

Definitions

  • RunClub HQ / we / us / our / ours – SymNex Consulting Ltd, trading as RunClub HQ
  • Club – a running club that subscribes to RunClub HQ to manage their membership
  • Club Admin – an authorised representative of a Club with administrative access
  • Member – an individual whose membership is managed through RunClub HQ
  • Platform – the RunClub HQ website, applications and related services

Part 1: Terms for Clubs

This section applies to clubs subscribing to RunClub HQ.

What we provide

RunClub HQ provides a platform for managing club memberships, including:

  • Member registration and data management
  • Payment collection (via GoCardless integration)
  • Communications tools
  • Event and results management
  • Reporting and administration tools

We'll do our best to keep the platform available and functioning well, but we don't guarantee uninterrupted access. Sometimes things break or need maintenance.

Your responsibilities as a club

By using RunClub HQ, your club agrees to:

  • Provide accurate and up to date information when setting up your account
  • Appoint responsible admins who will manage your account appropriately
  • Comply with Data Protection legislation – you are the data controller for your members' data, and must comply with the relevant legislation including having an appropriate lawful bases, privacy notices and processes in place
  • Use the platform lawfully – don't use it for anything illegal, harmful or that infringes others' rights
  • Pay your subscription on time according to your chosen plan
  • Keep your account secure – you're responsible for all activity under your Club's account

Data processing

We process your members' personal data on your behalf as a data processor. Our Privacy Policy explains how we handle data and lists our sub-processors.

Sub-processors. Your club gives us general authorisation to use the sub-processors listed in our Privacy Policy. Before we add or replace a sub-processor, we will tell your club at least 30 days before the change takes effect, by email to every Club Admin. The notice will say who the sub-processor is, what it will do, where it will process data, and the date the change takes effect.

Your club may object within those 30 days, on reasonable grounds relating to data protection, by replying to the notice email or by emailing hello@runclubhq.com. We will respond within 10 working days and work with you in good faith to resolve the objection. Where the change relates to a feature, we may resolve it by switching that feature off for your club. If we cannot resolve it, your club may end its subscription without penalty before the change takes effect, and we will refund any fees you have paid for the period after it ends.

If a change is needed urgently to keep the platform secure or running, we may give shorter notice. We will tell you why, and your right to object and to end your subscription still applies.

If your club does not object within the notice period, the change is treated as accepted.

You remain responsible for:

  • Having a lawful basis to collect member data
  • Providing your own privacy notice to members
  • Responding to member data requests (access, deletion, etc.)
  • Ensuring any consents you collect are valid

We'll assist you with data protection compliance where reasonably required and inform you promptly of any data breaches.

Payment and billing

What you pay. Your price depends on the size of your club. The tiers are published on our pricing page. Size means the average number of your members holding a paid subscription over the previous 12 months, or over however long your club has been on the platform if that is shorter.

When your tier changes. We reassess your tier at the start of each billing period, never part-way through one. If it changes, we tell you with the first invoice at the new price.

VAT. Published prices include VAT. Every invoice shows the net amount, the VAT and the total, together with our VAT registration number (GB 239 022 132).

Billing in advance. We invoice at the start of each period, monthly unless you ask for annual billing. An annual invoice is 12 times the monthly price — the same money, one payment.

How we collect. Either by Direct Debit under a mandate your club authorises, or by bank transfer against the invoice, to be paid by the due date on it. We don't take card payments.

What your members pay. Payment collection from your members runs through GoCardless and is subject to GoCardless's terms. GoCardless charges its own fees on those payments and you pay those to GoCardless. We add nothing on top and charge you nothing per transaction.

Price changes. We may change our pricing with 30 days' notice.

Late payment. If an invoice is unpaid on its due date we'll remind you, more than once. If it is still unpaid 30 days after the due date we'll suspend your club's account until it is paid. Your data stays where it is throughout, and we restore access promptly once payment reaches us.

Cancelling. You can cancel at any time, with no penalty. Cancellation takes effect at the end of the period you have already paid for, and we won't invoice you again. We don't refund the unexpired part of an annual period: annual costs the same as paying monthly, so it is a convenience rather than a commitment.

Intellectual property

  • Ours: RunClub HQ, including all software, design, branding and documentation, belongs to us. You can't copy, modify or reverse-engineer it.
  • Yours: Your Club's data, content, branding and member information remains yours. You grant us a licence to use it solely to provide the service.

Termination

By you: You can cancel your subscription at any time — see Cancelling above for when that takes effect. We'll provide a reasonable period to export your data.

By us: We can suspend or terminate your account if you:

  • Breach these terms
  • Fail to pay your subscription — see Late payment above for the reminders you'll get first and when suspension follows
  • Use the platform in a way that harms us or other users

We may also discontinue the service entirely with reasonable notice.

On termination: We'll retain your data for 30 days to allow export, then delete it (unless legally required to keep it).

Part 2: Terms for Members

This section applies to individuals whose club membership is managed through RunClub HQ.

Your account

When your club uses RunClub HQ, you may be asked to create an account or provide information. You agree to:

  • Provide accurate and up to date information
  • Keep your login details secure
  • Not share your account with others
  • Notify your club if you suspect unauthorised access

Acceptable use

You agree not to:

  • Provide false information
  • Access other members' data without authorisation
  • Attempt to hack, disrupt or overload the platform
  • Use the platform for anything illegal or harmful
  • Upload malicious content or files

Your data

Your club is responsible for your membership data – they decide what to collect and why. RunClub HQ processes data on their behalf. See our Privacy Policy for details.

For questions about your data, contact your club first. They're best placed to help with access requests, corrections or deletions.

Content you upload

If you upload content (such as a profile picture), you confirm you have the right to use it and grant us permission to display it as part of the service.

Termination

Your access to RunClub HQ is tied to your Club membership. If your membership ends or your Club stops using RunClub HQ, your access will end accordingly.

Part 3: General Terms

These terms apply to everyone.

Service availability

We aim to keep RunClub HQ available and reliable, but we don't guarantee:

  • 100% uptime – maintenance and outages happen
  • That the service will meet all your needs
  • That all features will always be available

We'll try to give notice of planned maintenance and fix problems promptly.

Limitation of liability

To the maximum extent permitted by law:

  • RunClub HQ is provided "as is" without warranties of any kind
  • We're not liable for indirect, incidental or consequential damages
  • Our total liability is limited to the fees you've paid us in the 12 months before the claim
  • We're not liable for decisions your Club makes, data accuracy, or third-party services (like GoCardless)

This doesn't affect any rights you have under consumer protection law that can't be excluded.

Indemnity

Clubs agree to indemnify us against claims arising from:

  • Your breach of these terms
  • Your breach of data protection law
  • Disputes with your members
  • Content you upload or publish through the platform

Third-party services

RunClub HQ integrates with third-party services (such as GoCardless for payments). These are subject to their own terms and we're not responsible for their availability or performance.

Changes to these terms

Notices to clubs. We send notices about these terms, data protection, billing and the service by email to your Club Admins. Please keep your Club Admins' email addresses up to date. You cannot opt out of these notices. To reply to a notice, reply to its email or write to hello@runclubhq.com.

We may update these terms from time to time. We will give at least 30 days' notice of any change that affects your club's rights or obligations, unless the change is required by law. Continued use after a change takes effect means your club accepts it. If your club does not accept it, you may end your subscription before it takes effect.

Governing law

These terms are governed by the laws of England and Wales. Disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Entire agreement

These terms, together with our Privacy Policy and any plan-specific terms, make up the entire agreement between you and RunClub HQ.

Contact

RunClub HQ (a trading name of SymNex Consulting Ltd)

Email: hello@runclubhq.com

Pilots

Some clubs start with a pilot: free, time-boxed, and set up and supported by us. There is no separate pilot agreement to sign — these terms apply in full from the day your pilot starts, and there is nothing else to read.

A pilot doesn't commit your club to a paid subscription. Nothing is charged while it runs, and either side can end it at any time.

These terms are written to be readable, not to hide things in legal jargon. If anything is unclear, please ask.