Terms of Service

Polo HQ LTD

Effective Date: March 5th 2026

Last Updated: March 5th 2026

These Terms of Service govern access to and use of the Polo HQ platform and related services operated by Polo HQ LTD, a company incorporated in England and Wales with company number 17059471 and registered office at 43 Diamond Ridge, Camberley, Surrey, GU15 4LB, United Kingdom.

By creating an account, accessing the Polo HQ platform, or using any part of the Service, you agree to be bound by these Terms of Service. If you do not agree to these Terms, you may not access or use the Service.

These Terms constitute a legally binding agreement between you and Polo HQ LTD.

1. Definitions

“Company”, “we”, “us”, and “our” refer to Polo HQ LTD.

“Platform” or “Service” refers to the Polo HQ software platform accessible through polohq.com and any associated applications, services, or interfaces.

“User” refers to any individual who accesses or uses the Platform.

“Organisation” refers to a polo organization, club, team, or entity that uses the Platform to manage players, staff, horses, schedules, documents, financial records, or related operational data.

“Content” refers to any data, documents, files, information, text, images, or other materials uploaded to or stored within the Platform.

2. Eligibility and Account Registration

You must be at least 13 years of age to use the Platform.

Users between the ages of 13 and 17 may only use the Platform with authorization from a parent, legal guardian, or the Organisation responsible for their participation.

By creating an account, you confirm that:

• you are legally capable of entering into a binding agreement;
• the information you provide is accurate and complete;
• you will maintain the confidentiality of your account credentials;
• you are responsible for all activities conducted through your account.

You agree to notify the Company immediately if you become aware of any unauthorized use of your account.

3. Nature of the Service

Polo HQ provides a software platform designed to assist polo organizations with operational management, including scheduling, player coordination, horse management, document storage, analytics, and administrative workflows.

The Platform may include proprietary systems, scheduling logic, and optimization tools developed by Polo HQ LTD.

The Company provides infrastructure for Organisations to manage their operational data but does not control, monitor, or determine how Organisations use the data they upload to the Platform.

Organisations are solely responsible for the data they upload, manage, or share through the Platform.

4. Role of Organisations and Data Responsibility

Organisations using the Platform are responsible for ensuring that they have lawful authority to upload, manage, and process personal data relating to their members, players, staff, contractors, and any other individuals whose information is stored within the Platform.

Organisations must ensure that:

• all uploaded data has been obtained lawfully;
• any personal data shared within the Platform complies with applicable data protection laws;
• they have authority to upload documents such as contracts, passports, visa documents, identification records, financial records, or other sensitive materials.

The Company does not verify the legality or ownership of documents uploaded to the Platform.

Users must not upload documents unless they have lawful authority to share and manage such information.

5. License to Use the Platform

Subject to these Terms, the Company grants Users a limited, non-exclusive, non-transferable, revocable license to access and use the Platform solely for the internal operational purposes of their Organisation.

This license does not grant any ownership rights in the Platform or its underlying technology.

Users may not sublicense, sell, lease, distribute, or otherwise commercialize access to the Platform unless expressly authorized by the Company.

6. Intellectual Property

All intellectual property rights in the Platform are owned by or licensed to Polo HQ LTD.

This includes but is not limited to:

• software code
• system architecture
• database structures
• algorithms
• scheduling systems
• optimization engines
• user interface design
• workflows and operational logic
• documentation and platform content

Certain proprietary scheduling and operational systems are integral components of the Platform.

Users acknowledge that these systems represent proprietary technology developed by the Company.

Users may not copy, reproduce, modify, distribute, or create derivative works based on any part of the Platform.

7. Prohibited Conduct

Users must not:

• reverse engineer, decompile, or attempt to extract source code from the Platform;
• replicate, imitate, or attempt to recreate any system, feature, or functionality of the Platform for commercial purposes;
• use the Platform to develop competing software or services;
• scrape, harvest, or extract data from the Platform without authorization;
• circumvent or attempt to bypass security mechanisms;
• upload illegal, harmful, or malicious content;
• use the Platform in a manner that violates applicable laws or regulations.

Any attempt to reproduce, replicate, or commercially exploit the systems or functionality of the Platform without authorization constitutes a material breach of these Terms.

8. Confidentiality

Users acknowledge that the Platform contains proprietary and confidential information belonging to the Company.

Users agree not to disclose, copy, reproduce, or use any confidential aspects of the Platform for purposes other than legitimate use of the Service.

This confidentiality obligation survives termination of access to the Platform.

9. User Content

Users retain ownership of the data and documents they upload to the Platform.

By uploading content, Users grant the Company a limited license to host, store, process, and display such content solely for the purpose of operating and providing the Service.

The Company does not claim ownership of Organisation data.

However, the Company reserves the right to remove or restrict access to content that violates these Terms or applicable laws.

10. Subscriptions and Billing

Access to certain features of the Platform may require a paid subscription.

Subscriptions may be billed on a recurring basis depending on the plan selected.

Payments are processed through third-party payment providers such as Stripe.

The Company does not store or process payment card details directly.

Subscriptions may be cancelled at any time, and cancellation will take effect at the end of the current billing period.

Fees paid are generally non-refundable except where required by law.

11. Platform Availability

The Company aims to provide reliable access to the Platform but does not guarantee uninterrupted availability.

The Platform may occasionally be unavailable due to maintenance, upgrades, infrastructure issues, or circumstances beyond the Company’s control.

The Company reserves the right to modify, suspend, or discontinue features of the Platform at any time.

12. Beta Features

Certain features of the Platform may be released in beta or testing phases.

Beta features may contain errors, bugs, or incomplete functionality.

Such features are provided “as is” without guarantees of performance or reliability.

13. Limitation of Liability

To the fullest extent permitted by law, Polo HQ LTD shall not be liable for any indirect, incidental, consequential, or special damages arising from use of the Platform.

The Company’s total liability arising out of or related to the Service shall not exceed the amount paid by the User or Organisation for use of the Platform during the twelve months preceding the claim.

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded under UK law.

14. Indemnification

Users and Organisations agree to indemnify and hold harmless Polo HQ LTD against any claims, damages, losses, or liabilities arising from:

• content uploaded to the Platform;
• misuse of the Service;
• violation of applicable laws;
• breach of these Terms.

15. Termination

The Company may suspend or terminate access to the Platform if a User or Organisation violates these Terms or engages in conduct that harms the integrity or security of the Platform.

Users may stop using the Platform at any time.

Termination does not affect obligations that survive termination, including intellectual property protections and confidentiality obligations.

16. Changes to These Terms

The Company may update these Terms periodically.

If material changes occur, the Company will notify Users through the Platform or by email.

Continued use of the Platform after such changes constitutes acceptance of the updated Terms.

17. Governing Law

These Terms are governed by the laws of England and Wales.

Any disputes arising out of or relating to these Terms or the use of the Platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.

18. Related Policies

Use of the Platform is also subject to the following policies:

• Privacy Policy
• Data Processing Addendum
• Acceptable Use Policy
• Cookie Policy

19. Contact Information

For questions regarding these Terms, you may contact:

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

Email: info@polohq.com