Acceptable Use Policy

Polo HQ LTD

Effective Date: March 5th 2026

Last Updated: March 5th 2026

This Acceptable Use Policy describes the rules and standards that apply to the use of the Polo HQ platform operated by Polo HQ LTD.

This policy forms part of the Terms of Service governing access to and use of the platform. By accessing or using the Polo HQ platform, users agree to comply with this Acceptable Use Policy.

1. Purpose of the Platform

The Polo HQ platform is provided for the purpose of assisting polo organisations with operational management, scheduling, coordination of players and horses, document storage, administrative records, and related organisational activities.

Users must use the platform solely for legitimate organisational and administrative purposes connected to polo activities or related operational management.

2. General Conduct

Users must use the platform in a lawful, responsible, and respectful manner.

Users must not use the platform in a way that could damage, disable, overburden, or impair the functioning of the platform or interfere with the use of the platform by other users or organisations.

Users must comply with all applicable laws and regulations when using the platform.

3. Protection of the Platform

The Polo HQ platform contains proprietary technology, operational systems, software architecture, and specialized functionality developed by Polo HQ LTD.

Users must not attempt to discover, replicate, or exploit the internal structure or functionality of the platform.

Without limitation, users must not:

• reverse engineer, decompile, or disassemble the platform or any component of it;
• attempt to access or discover the source code of the platform;
• copy or reproduce the platform’s systems, workflows, algorithms, scheduling logic, or database structure;
• use the platform as a reference for developing competing products or services;
• create derivative software or systems based on the functionality of the platform;
• attempt to bypass technical protections, authentication systems, or security controls;
• scrape, extract, or harvest data from the platform using automated tools or scripts;
• attempt to access accounts, systems, or data that do not belong to the user.

Any attempt to replicate or commercially exploit the features, structure, or functionality of the platform without authorization constitutes a violation of this policy and the Terms of Service.

4. Unauthorized Commercial Use

Users may not use the platform to build or support competing software products, services, or technologies.

Users must not copy platform workflows, algorithms, scheduling systems, optimization methods, or user interface structures for the purpose of developing alternative software or services.

The platform may not be used for benchmarking, analysis, or research intended to replicate or compete with the platform without prior written authorization from Polo HQ LTD.

5. Data Misuse

Users must not use the platform to collect, store, distribute, or transmit data in a way that violates applicable laws or the rights of others.

Users must not upload content that:

• is unlawful, fraudulent, or misleading;
• violates intellectual property rights;
• contains malicious software, viruses, or harmful code;
• contains personal data that the user does not have lawful authority to process;
• contains content that is abusive, defamatory, or discriminatory.

Organizations are responsible for ensuring that all data uploaded to the platform is obtained and processed lawfully.

6. Sensitive Documents and Personal Data

The platform allows organisations to store operational documents and records.

Users must not upload documents containing personal or sensitive information unless they have the legal authority to manage and share that information.

Users must ensure that documents containing personal information are handled in compliance with applicable data protection laws.

Polo HQ LTD does not verify the legality of documents uploaded by organisations and is not responsible for ensuring that organisations have lawful authority to store such documents.

7. Security and Platform Integrity

Users must not attempt to compromise the security or integrity of the platform.

Prohibited activities include:

• attempting unauthorized access to systems, accounts, or data;
• probing, scanning, or testing platform vulnerabilities without authorization;
• circumventing authentication or access controls;
• introducing malicious software or harmful code into the platform.

Users must immediately report any suspected security vulnerabilities or unauthorized access to the platform.

8. Fair Use of Infrastructure

Users must not use the platform in a manner that places excessive or unreasonable load on the infrastructure.

Users must not attempt to disrupt the operation of the platform through automated requests, denial-of-service activity, or other disruptive actions.

The Company reserves the right to restrict or suspend access where usage threatens the stability or availability of the platform.

9. Enforcement

Polo HQ LTD reserves the right to investigate any suspected violation of this Acceptable Use Policy.

If a violation is identified, the Company may take appropriate action including:

• removal of content;
• suspension of user accounts;
• termination of access to the platform;
• reporting unlawful activity to relevant authorities.

These actions may be taken without prior notice where necessary to protect the platform or other users.

10. Changes to This Policy

Polo HQ LTD may update this Acceptable Use Policy from time to time.

Updates may be made to reflect changes in the platform, security requirements, or legal obligations.

Continued use of the platform after such updates indicates acceptance of the updated policy.

11. Relationship with the Terms of Service

This Acceptable Use Policy forms part of the Terms of Service governing the Polo HQ platform.

Any breach of this policy constitutes a breach of the Terms of Service and may result in suspension or termination of access to the platform.

12. Contact Information

Questions regarding this Acceptable Use Policy may be directed to:

Polo HQ LTD
43 Diamond Ridge
Camberley, Surrey
GU15 4LB
United Kingdom

Email: info@polohq.com