Terms of service

1. Which documents govern

Three documents sit between Kit Intelligence and a club, and they are read in this order:

1. The Data Processing Addendum, which governs anything to do with personal data.
2. The Service Agreement (or order form) signed with the club, which sets the price, the term and anything negotiated.
3. This page, which describes the standard position where the other two are silent.

Nothing on this page overrides something a club has signed. If you are evaluating the platform and have not signed anything yet, treat this as a description of what we would offer.

2. What the service is

Bolton Wanderers is hosted software for running a kit room: an inventory of stock across your sites, a record of what has been issued to which player or member of staff, scanning at the point of hand-out and return, size forecasting for next season, and reporting on top of all of it. It runs in a browser and installs to a phone home screen. We host it, maintain it and back it up.

We add features over time. We will not remove a capability a club actively depends on without telling them first and giving them a reasonable period to adjust.

3. Accounts and access

Each person who signs in has their own account and their own two-factor authentication. Logins are not to be shared: the audit trail is only worth having if a name in it means one person.

Staff accounts are not self-service yet. We create, disable and re-scope them for you, on the written request of a club admin — usually the same working day, and always within one. The club's duty is to tell us promptly when someone leaves or changes role; ours is to act on it. Kiosk screens in the kit room are protected by a site PIN rather than a personal login, so rotate that too when staff change.

Tell us straight away if you think an account has been compromised. We would rather investigate a false alarm than find out late.

4. Your data stays yours

The club owns everything it puts into the platform. We hold it as processor, on the club's instructions, and we do not use one club's data to serve another or to train anything. Clubs are separated at the database level, not merely by the screens each user sees.

A club can ask for a full export at any time, in a structured machine-readable format, at no charge. At the end of the relationship the club chooses whether to take that export first; we then delete its data within 60 days. Two things survive, and section 11 says the same: the security audit log, which records that events happened and cannot be edited or deleted by anyone including us, and therefore the name and email of any of your staff who appear in it; and encrypted backups, which age out on their own cycle rather than being edited. It is all set out properly in the Data Processing Addendum.

Read the privacy notice →

5. Acceptable use

Using the platform, a club agrees not to:

• Put medical, safeguarding, disciplinary or other special category information into free-text notes. The system is not built for it and does not protect it to the standard that material needs.
• Give access to anyone outside the club, or resell, sublicense or white-label the platform onward.
• Attempt to reach another club's data, probe the platform's security without a written agreement with us, or work around a technical control.
• Scrape, bulk-extract or automate against the platform outside the exports and interfaces we provide.
• Use it for anything unlawful, or in a way that breaks the club's own obligations to its players and staff.

If we find a genuine security research finding reported responsibly, we will thank you for it, not pursue you. Tell us before you test anything.

6. The AI assistant

The built-in assistant answers questions by reading your club's live data. It can only read — it cannot issue kit, change stock, or alter a record. Identifying fields are replaced with tokens before anything is sent to the model provider.

It can still be wrong, in the way any language model can be wrong. Treat what it says as a fast first look, and check the underlying screen before acting on anything that matters — an order, a spend, a conversation with a parent.

7. Availability and support

We aim to keep the platform available at all times and we monitor it continuously, but we do not currently offer a contractual uptime guarantee or service credits. We would rather say that plainly than publish a number we have not yet earned the operating history to stand behind. A club that needs a committed service level should raise it before signing and we will discuss it.

Maintenance that requires downtime is scheduled outside training and matchday hours wherever we can, with notice. Security patches may need to go out sooner.

Support runs by email to the contact given in your Service Agreement, during UK business hours. Anything that stops the kit room working gets picked up first.

8. Fees

Fees, the billing period and the notice period are set in the club's Service Agreement — there is no public price list here, because what a club pays depends on its size and what it needs. Invoices are issued in pounds sterling and are payable within the period stated on them. VAT is added where it applies.

9. Intellectual property

The software, its design and its documentation belong to Kit Intelligence. A club gets a non-exclusive right to use it for the term of its agreement — nothing more is transferred, and nothing about the club's own data, crest or brand is transferred to us.

If you send us an idea for a feature, we may build it, and we will not owe you anything for it. That cuts both ways: your suggestions shape the product for everyone, and no club is charged for someone else's good idea.

10. Liability

Liability is set by the signed Service Agreement, and this page does not change it. What we will say here is what no agreement will exclude: liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or anything else that cannot lawfully be limited.

The platform records where kit has gone. It is not a safeguarding system, a medical record, or a substitute for a club's own controls, and it should not be relied on as one.

11. Ending the arrangement

Either side can end the agreement on the notice period in the Service Agreement. Either side can end it sooner for a material breach the other has not put right within 30 days of being told about it in writing.

When it ends, the club chooses whether to take an export first. We then delete the club's data within 60 days, except anything the law requires us to keep and the security audit log described in section 4 — which records that events happened rather than the underlying player data, and which keeps the name and email of the staff accounts named in it. Encrypted backups age out on their own cycle.

12. Changes to these terms

We update this page as the product and the business change. A change that materially affects a club is notified to them in writing before it takes effect, and a club that does not accept it can end the agreement without penalty. The date at the top tells you when the page last moved.

13. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Contact

Kit Intelligence. Anything to do with an existing agreement should go to the contact named in it.