Terms of Service — FencR

1. Acceptance of Terms

By accessing or using FencR (operated by Derived Athletics, LLC, "we," "us," or "our"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the platform. These Terms apply to all users, including club administrators, coaches, athletes, and parents or guardians acting on behalf of minor athletes.

2. Description of Service

FencR is a multi-tenant club management platform for fencing organizations. It provides tools for:

Schedule creation and management (private lessons, group sessions, open fencing).
Member management including athlete profiles, parent–child linking, and role-based access.
Subscription plan management — recurring plans (with optional per-cycle pack quotas or typed unlimited entitlements) and one-time pre-paid packs that exhaust when consumed and do not auto-renew — and online payment processing via Stripe Connect.
Invoice creation, delivery, and online payment collection on behalf of connected clubs, including support for clubs that route payments through Zelle as an alternative to card processing.
Bookkeeping integrations, including one-way and two-way invoice sync with QuickBooks Online.
In-app and email notifications for invoices, bookings, and account activity.
Analytics and reporting for club administrators, including revenue breakdowns by line type and coach.
A public club page for discovery and member sign-up.

Features may evolve over time and we reserve the right to modify or discontinue any part of the service with reasonable notice.

3. Accounts and Eligibility

You must be at least 13 years of age to create an account. Accounts for users under 18 must be created and managed by a parent or legal guardian. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You agree to provide accurate, current, and complete information during registration and to keep it up to date.

You may sign in using an email and password or via Google or Apple OAuth. By using a third-party sign-in method, you authorize FencR to receive your name and email address from that provider.

4. Payments and Billing

FencR processes payments through Stripe Connect on behalf of connected clubs. When a club enables online payments, athletes and parents pay directly to the club's connected Stripe account. Derived Athletics does not hold, pool, or intermediate these funds — all payments go directly from payer to club.

By initiating a payment through FencR, you authorize the applicable charge to your chosen payment method. All fees and prices are set by the individual club or organization, not by Derived Athletics. Refund requests are subject to each club's own refund policy. Derived Athletics is not responsible for disputes between clubs and their members regarding payments.

Plans come in two billing models: recurring subscriptions (monthly, quarterly, or annual as configured by the club) and one-time packs(a single charge that grants a fixed number of credits and does not auto-renew). Recurring subscriptions remain active until cancelled and take effect at the end of the current billing period; recurring "pack" plans reset their credit quota at the start of each new cycle, and unused credits do not roll over. One-time packs are completed when the credits are consumed; the athlete can re-purchase the same pack at any time. Refunds for credits consumed under a club's late-cancellation rules, prorated amounts on cancelled subscriptions, or unused portions of a one-time pack are at the discretion of the issuing club and processed through the club's connected Stripe account.

Zelle payments. Clubs may also elect to accept payments via Zelle by registering one or more Zelle handles (email address or phone number) at the organization or coach level. When Zelle is selected as the payment method for an invoice, FencR renders payment instructions to the payer that include the recipient's Zelle handle and the invoice reference. Zelle transfers occur entirely outside the FencR platform, between the payer's bank and the recipient's bank. FencR does not initiate, intermediate, or settle Zelle transfers, does not have visibility into Zelle transaction status, and relies on the club to manually mark Zelle-paid invoices as paid. Because Zelle transfers occur entirely outside of FencR, FencR has no technical means to confirm whether a Zelle payment has actually been sent, received, or cleared. Clubs are solely responsible for verifying receipt of Zelle funds in their bank account and for marking the corresponding invoice as paid within FencR. Disputes, reversals, or fraud associated with Zelle transactions are governed by the participating banks and Zelle's own terms — not by Derived Athletics.

5. Parent and Guardian Accounts

FencR supports a parent portal that allows parents or guardians to manage their minor athlete's memberships, view invoices, and make payments on their behalf. By linking a child's account to yours, you confirm that you are that child's parent or legal guardian and that you accept these Terms on their behalf.

When an invoice is created for a minor athlete, the invoice and payment responsibility is assigned to the linked parent or guardian. Parents will receive invoice notifications by email and in-app and are responsible for timely payment.

6. User Conduct

You agree not to:

Use the platform for any unlawful purpose or in violation of any applicable regulations.
Impersonate another person or entity.
Upload or transmit content that is harmful, offensive, or infringes third-party rights.
Attempt to gain unauthorized access to any part of the service or another user's account.
Reverse-engineer, decompile, or otherwise attempt to extract the source code of the platform.
Use automated bots or scrapers to access or collect data from the platform.
Circumvent any billing, access control, or security mechanism of the platform.

7. Club Administrator Responsibilities

Organizations using FencR are responsible for the accuracy of all data they enter, including member information, schedules, and invoices. Club administrators must ensure they have appropriate consent to collect and manage member data in compliance with applicable privacy laws (including COPPA with respect to minors). Derived Athletics acts as a data processor on behalf of club administrators who act as data controllers for their members' information.

Club administrators who connect Stripe to accept payments through FencR are entering into a direct relationship with Stripe and must agree to and comply with the Stripe Connected Account Agreement (which incorporates the Stripe Services Agreement). The club is solely responsible for satisfying Stripe's Know Your Customer (KYC) requirements during onboarding, maintaining account good standing, responding to chargebacks and disputes, and complying with all card-network rules. Derived Athletics is not a party to the payment relationship between the club and Stripe and is not responsible for funds held, frozen, or released by Stripe.

8. Third-Party Integrations

FencR offers optional integrations with external services that clubs and individual users may enable. By connecting an integration, you authorize FencR to exchange data with that service on your behalf for the duration of the connection.

QuickBooks Online (org-scoped): When a club connects QuickBooks, FencR may push invoices and customer records from FencR to QuickBooks, and pull invoice and customer records from QuickBooks into FencR. The club is responsible for ensuring it has authority to share member data with its accounting provider.
Google Calendar and iCal (user-scoped): Individual users may generate a personal calendar feed token or connect a Google account to sync their FencR schedule to an external calendar. These tokens can be revoked at any time from account settings.
Zelle (org- or coach-scoped): Clubs and coaches may register Zelle handles to receive payments. FencR stores only the handle (email or phone number) and routing preferences — no banking credentials.

Disconnecting an integration revokes FencR's access tokens and stops further data exchange, but does not retroactively delete data already pushed to the external service. You should manage that data directly with the provider if removal is required.

9. Notifications

FencR sends transactional notifications via email and in-app channels for events including invoice delivery, booking confirmations, and account activity. You may disable email notifications from your account settings. Certain account security and payment notifications cannot be disabled as they are necessary for the operation of the service.

With your explicit consent, FencR may also send marketing emails about product updates, tips, and new features. Marketing consent is opt-in only and can be withdrawn at any time from your account settings. Withdrawing marketing consent has no effect on transactional notifications.

10. Intellectual Property

All content, design, code, and branding associated with FencR are the property of Derived Athletics, LLC or its licensors. You may not copy, reproduce, or distribute any part of the platform without our prior written consent. You retain ownership of any data you input into the platform (schedules, athlete records, invoices, etc.).

11. Disclaimer of Warranties

FencR is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not warrant that the service will be uninterrupted, error-free, or free of vulnerabilities. Your use of the platform is at your sole risk.

12. Limitation of Liability

To the maximum extent permitted by law, Derived Athletics, LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to your use of FencR, even if we have been advised of the possibility of such damages. Our total liability to you for any claim arising out of these Terms or your use of the service shall not exceed the greater of (a) the amount you paid us in the 12 months preceding the claim or (b) $100 USD.

13. Indemnification by Clubs

Because club administrators act as the data controller for their members' personal information (see §7), each club agrees to defend, indemnify, and hold harmless Derived Athletics, LLC, its officers, employees, and contractors from and against any third-party claims, damages, liabilities, losses, settlements, fines, or expenses (including reasonable attorneys' fees) arising out of or related to:

The club's collection, use, retention, sharing, or deletion of member data, including failure to obtain required parental or member consent.
The club's violation of applicable laws, including COPPA, FERPA, CCPA/CPRA, GDPR, or any other privacy, consumer-protection, or anti-spam law.
The accuracy of invoices, fees, refunds, or other financial information the club enters into FencR, including disputes between the club and its members.
The club's connection to or use of third-party services through FencR (Stripe, QuickBooks, Zelle, Google Calendar, etc.), including any breach of the third party's terms.
The club's misrepresentation of its identity, authority, or non-profit / tax status.

This indemnity is in addition to, and does not limit, any other remedies available to Derived Athletics. Derived Athletics will give the club prompt notice of any claim subject to indemnification and may, at its option, participate in the defense at its own expense.

14. Termination

We reserve the right to suspend or terminate your account at any time for violation of these Terms or for any other reason at our discretion, with or without notice. You may delete your account at any time from your account settings. Upon termination, your right to use the platform ceases immediately. Billing records and de-identified financial data may be retained for legal and accounting compliance.

15. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by posting the new Terms and updating the effective date above. Continued use of the platform after changes are posted constitutes your acceptance of the revised Terms.

16. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Delaware, without regard to conflict of law principles. Any disputes shall be resolved exclusively in the state or federal courts located in Delaware.

17. Contact

If you have any questions about these Terms, please contact us at support@derivedathletics.com.