Terms of Service

Last updated · August 2026

These Terms of Service ("Terms") govern access to and use of the kortbase platform, websites, back office and related services (the "Service"). They form a binding agreement between kortbase ("kortbase", "we", "us") and the club, business or individual that subscribes to or uses the Service ("you", "the Customer"). By creating an account, subscribing or otherwise using the Service, you accept these Terms on behalf of your organization and confirm you have authority to do so. If you do not agree, do not use the Service.

Acceptance of these terms

By accessing or using the Service you agree to be bound by these Terms and any policies referenced in them, including our Privacy Policy and Cookie Policy. If you use the Service on behalf of a club or company, you represent that you are authorized to bind that organization to these Terms.

Definitions

"Customer" means the club or organization that subscribes to the Service. "Member" or "End User" means a person who uses a club's booking pages or apps powered by kortbase. "Customer Data" means the data the Customer and its Members submit to or generate in the Service. "Subscription" means the paid plan a Customer selects. "Sub-processor" and "processor" have the meanings given in applicable data-protection law.

The Service

kortbase is subscription software for racket-sports clubs. It connects to the club-management system a Customer already runs, reads the bookings that system holds, and sends WhatsApp messages to that Customer's members - a freed court, a match a player short, a reminder, a win-back - together with a back office for consent, message history and delivery. kortbase does not take bookings or payments on a Customer's behalf and does not write back to the Customer's booking system. We may add, change or remove features over time to improve the Service.

Accounts and eligibility

You must provide accurate account information and keep it up to date. You are responsible for all activity under your account, for safeguarding login credentials, and for the access you grant to your staff. You must be able to form a binding contract and use the Service only for lawful purposes. Notify us promptly of any unauthorized use of your account.

Subscriptions, fees and billing

Paid plans are billed in advance on a recurring basis (for example monthly or annually) at the prices and frequency shown when you subscribe, unless otherwise agreed in writing. Fees are exclusive of taxes unless stated, and you are responsible for applicable taxes. Subscriptions renew automatically for successive periods until cancelled. Except where required by law, fees already paid are non-refundable. We may change pricing for future periods with reasonable prior notice.

Payment processing

Subscription payments and any transactions that members make through the Service are processed by third-party payment providers. Your use of those providers is subject to their own terms and privacy policies, and you are responsible for maintaining any merchant account or provider relationship required to accept payments from your members. kortbase is not the merchant of record for member transactions unless expressly agreed in writing.

Customer Data and member responsibilities

As between the parties, the Customer owns its Customer Data. You grant us the rights needed to host and process Customer Data to provide the Service. With respect to Member personal data, the Customer is the data controller and kortbase is a processor acting on the Customer's instructions under our data-processing terms. You are responsible for collecting Customer Data lawfully, for having a valid legal basis and any necessary consents (including for marketing, SMS or WhatsApp messages you send through the Service), and for complying with applicable data-protection and electronic-communications laws.

Coach profiles and reviews

A coach may create a free kortbase profile. Everything on it - name, photo, city, sports, levels, languages, certifications, contact button - is public and indexable by search engines. Email hello@kortbase.com to unpublish it at any time. Players write the reviews; they appear once the coach approves them. We remove reviews that are unlawful, impersonate someone, or do not come from a real lesson. A free profile carries no service level, and we may decline or remove one.

Acceptable use

You agree not to misuse the Service, including: breaking the law or infringing others' rights; sending spam or unlawful, harassing or deceptive messages; uploading malware or harmful content; attempting to gain unauthorized access, probe or disrupt the Service; reverse-engineering, copying or reselling the Service except as permitted; or using it to build a competing product. We may suspend access to address violations or threats to the Service or other users.

Intellectual property and licence

kortbase and its licensors own all rights in the Service, including its software, designs, and trademarks. Subject to these Terms and payment of fees, we grant you a limited, non-exclusive, non-transferable licence to use the Service during your Subscription. You retain ownership of your own brand assets and Customer Data. You may not remove proprietary notices or use our brand beyond what these Terms allow.

Third-party services

The Service integrates with third-party services such as payment, messaging, mapping and analytics providers. We are not responsible for third-party services, and your use of them is governed by their terms. If a third-party service becomes unavailable or changes, related features of the Service may be affected.

Availability and support

We aim to keep the Service available and to provide support consistent with your plan, but the Service may be subject to maintenance, updates and occasional downtime. Unless a separate service-level agreement is signed, the Service is provided without a guaranteed uptime commitment. We will use reasonable efforts to give notice of planned maintenance that is likely to affect you.

Disclaimer of warranties

To the maximum extent permitted by law, the Service is provided "as is" and "as available" without warranties of any kind, whether express, implied or statutory, including implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be uninterrupted, error-free or completely secure, or that it will meet your specific requirements.

Limitation of liability

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or data. Our total aggregate liability arising out of or related to the Service is limited to the fees you paid to us for the Service in the twelve months before the event giving rise to the claim. Nothing in these Terms excludes liability that cannot be excluded under applicable law.

Indemnification

You agree to indemnify and hold kortbase harmless from claims, damages and costs arising out of your Customer Data, your use of the Service in breach of these Terms or the law, or your failure to obtain required consents or legal bases for processing Member data or sending communications.

Suspension, termination and data export

You may cancel your Subscription in line with your plan; cancellation takes effect at the end of the current billing period. We may suspend or terminate access for material breach, non-payment, or where required by law, with notice where practicable. On termination, your right to use the Service ends. You may export your Customer Data before termination or within a reasonable window afterward; after that period we may delete it, except for records we must retain by law.

Changes to these terms

We may update these Terms from time to time. When we make material changes we will update the date above and, where appropriate, notify you. Your continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

Governing law and disputes

These Terms are governed by the laws applicable at kortbase's place of establishment, without regard to conflict-of-laws rules, and the courts there have jurisdiction, unless mandatory consumer or local law provides otherwise. We encourage you to contact us first to resolve any dispute informally.

Contact

Questions about these Terms? Email hello@kortbase.com.