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Tadpole Terms of Service

Version 2026-02-v2

Tadpole Terms of Service

Version: 2026-02-v2

Effective Date: 17 February 2026

1. Agreement & Acceptance

By accessing or using the Tadpole platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree, do not use the Service.

These Terms constitute a legally binding agreement between you and Tadpole SAAS Club Management Ltd ("Tadpole", "we", "us").

If you are entering into these Terms on behalf of an angling club or association, you represent that you have the authority to bind that entity.

2. Definitions

  • "Club" means an angling club, association, or unincorporated body using our Service
  • "Administrator" means a volunteer or official authorised to manage a Club's account
  • "Member" means an individual whose membership is managed through the Service
  • "Platform" means the Tadpole web application, digital permit system, and related services

3. Service Description & Availability

Tadpole provides membership management services including:

  • Digital membership card generation and wallet passes
  • Online membership applications and renewals
  • Payment processing (via Stripe)
  • Member communications
  • Boat bookings and day permit management
  • Administrative tools and reporting

Bankside Connectivity: We do not warrant that the Service will be accessible in areas with poor mobile signal. It is the Club's responsibility to advise Members on how to use offline wallet passes or printed backups for water keeper inspections.

4. Account Registration, Security & Committee Succession

4.1 Registration: Clubs must provide accurate information during registration. The person registering the account does so as an agent of the Club, not in a personal capacity for the Club's liabilities.

4.2 Committee Succession: In the event of a change in the Club's committee (e.g., at an AGM), Tadpole will facilitate the transfer of "Owner" status to a new Administrator upon receiving written verification from the Club Secretary or outgoing Chairperson.

4.3 Account Security: You are responsible for:

  • Maintaining confidentiality of login credentials
  • Using strong, unique passwords
  • Enabling multi-factor authentication where available
  • Restricting admin access to authorised personnel only
  • Notifying us immediately of any unauthorised access

4.4 Account Accuracy: You must keep contact and billing information current.

5. User Responsibilities & Safeguarding

5.1 General: You agree to:

  • Provide accurate information
  • Use the Service only for legitimate club management purposes
  • Comply with all applicable laws and regulations
  • Respect the privacy and data protection rights of members
  • Follow our Data Processing Agreement when handling member data

5.2 Junior Members: If the Club manages data for minors (under 18s), the Club is solely responsible for obtaining necessary parental or guardian consents in accordance with the Data Protection Act 2018 and GDPR.

6. Prohibited Activities

You must not:

6.1 Harmful Content

  • Upload malware, viruses, or malicious code
  • Store or transmit illegal content
  • Upload content that infringes intellectual property rights

6.2 Abuse & Harassment

  • Harass, abuse, or threaten other users
  • Send spam or unsolicited bulk communications
  • Impersonate another person or organisation

6.3 Security Violations

  • Attempt unauthorised access to systems or data
  • Probe, scan, or test system vulnerabilities
  • Interfere with platform operation
  • Circumvent security measures

6.4 Data Misuse

  • Use personal data beyond membership management
  • Share member data with unauthorised parties
  • Sell or commercialise member data

6.5 Platform Abuse

  • Use automated tools to scrape data
  • Resell or redistribute platform access
  • Exceed rate limits or abuse APIs

7. Email & Communications

When sending communications through the platform:

  • Only contact individuals with legitimate club relationships
  • Honour unsubscribe requests promptly
  • Do not send deceptive content
  • Comply with the ePrivacy Directive (transposed as S.I. No. 336/2011 in Ireland) and GDPR
  • Maintain accurate sender information

8. Payment Terms

8.1 Direct Settlement: Payments are processed securely by Stripe. Tadpole does not hold Club funds. Membership fees are settled directly from Stripe to the Club's nominated bank account. Stripe's own transaction fees (e.g., 1.4% + €0.25 for European cards) are deducted by Stripe before settlement.

8.2 Fees: Our service fees are as agreed in your Club's subscription agreement. We will provide 30 days' notice for any fee changes.

8.3 Refunds: Refund policies for membership fees are at each Club's discretion. Tadpole is not responsible for issuing refunds for membership fees. Platform subscription refunds are handled per our refund policy.

8.4 Taxes: Prices exclude VAT unless stated. You are responsible for applicable taxes.

9. Intellectual Property

9.1 Our Property: The Tadpole platform, software, branding, and documentation are our intellectual property.

9.2 Your Content: Your Club's branding, logos, and content remain your property.

9.3 Member Data: Member data belongs to the Club as Data Controller. We process it as Data Processor.

9.4 Licence: You grant us a limited licence to host and display your content solely to provide the Service.

10. Data Protection & Confidentiality

10.1 We act as a Data Processor for your Member data. We will maintain appropriate technical and organisational measures to keep this data secure, as detailed in our Data Processing Agreement.

10.2 We will keep your Club's confidential information secure and not disclose it except as required to provide the Service or as required by law.

10.3 Confidential information does not include information that is publicly available or independently developed.

11. Data Breach Notification

In the event of a personal data breach affecting your Club's Member data:

  • We will notify you without undue delay, and in any event within 72 hours of becoming aware of the breach
  • We will provide sufficient information for you to meet your obligations under Article 33 of the GDPR
  • We will document the breach, its effects, and the remedial actions taken
  • We will cooperate with any investigation by the Data Protection Commission

12. Disclaimers & Warranties

12.1 The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind.

12.2 We do not warrant that:

  • The Service will be uninterrupted or error-free
  • Defects will be corrected within any timeframe
  • The Service will meet your specific requirements

12.3 We are not responsible for the failure of third-party services (Stripe, email delivery providers, etc.).

13. Limitation of Liability

13.1 To the maximum extent permitted by Irish law, we are not liable for:

  • Indirect, incidental, or consequential damages
  • Loss of data, revenue, or profits
  • Damages exceeding fees paid in the 12 months preceding the claim

13.2 Nothing in these Terms limits liability for fraud, gross negligence, or death/personal injury caused by negligence.

14. Indemnification

The Club agrees to indemnify and hold harmless Tadpole from claims arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any third-party rights
  • Member data processed under your instructions
  • Disputes between the Club and its Members

15. Assignment & Corporate Restructuring

15.1 Your Assignment: You may not assign or transfer these Terms without our written consent.

15.2 Our Assignment: We may assign or transfer our rights and obligations under these Terms without your consent to any successor entity (including a limited company formed by the founders) or in connection with a merger, acquisition, or sale of assets, provided the successor entity agrees to honour these Terms. We will provide written notice to you in the event of such a transfer.

15.3 Club Ownership Changes: If your Club changes ownership, the new owners must accept these Terms to continue using the Service.

16. Termination

16.1 By You: You may cancel at any time by closing your account.

16.2 By Us: We may suspend or terminate access for:

  • Breach of these Terms
  • Non-payment
  • Illegal activity
  • Extended inactivity (with notice)

16.3 Effect of Termination:

  • Access ceases immediately
  • We will provide a data export of your Member records (CSV format, including members, payments, bookings, and communications) within 30 days upon request
  • Data is deleted per our retention policy
  • Accrued rights and obligations survive

17. Enforcement

17.1 Monitoring: We may monitor usage to ensure compliance. We do not routinely read private communications but may investigate reported violations.

17.2 Consequences: Violations may result in:

  • Warning notification
  • Temporary suspension of access
  • Permanent termination of access
  • Legal action where appropriate

17.3 Reporting: Report violations to: abuse@tadpole.club

18. Governing Law & Dispute Resolution

18.1 Governing Law: These Terms are governed by the laws of Ireland.

18.2 Jurisdiction: Disputes will be subject to the exclusive jurisdiction of the Irish courts.

18.3 Informal Resolution: Before legal action, parties agree to attempt informal resolution for 30 days.

19. Severability

If any provision is found unenforceable, the remaining provisions continue in full force and effect.

20. Entire Agreement

These Terms, together with the Privacy Policy, Data Processing Agreement, and Cookie Policy, constitute the entire agreement between you and Tadpole.

21. Modifications

We may modify these Terms at any time. Material changes will be notified via email 30 days in advance. Continued use after changes constitutes acceptance. You will be required to re-accept updated Terms upon your next login.

22. Contact

Tadpole SAAS Club Management Ltd

Last updated: 17 February 2026

See also: Privacy Policy · Data Processing Agreement · Cookie Policy