Terms of service and acceptable use

The agreement between Recov, the clubs that use it, and the people who hold accounts. Written in plain English, because the people bound by it include coaches, parents and teenagers.

1. Who this agreement is between

Recov is software for junior sport clubs. These terms apply to two groups:

• Clubs — the organisation that subscribes to Recov, invites its people and decides who holds which role. A club is bound by these terms together with the written agreement it signs with us.
• Account holders — athletes, guardians, coaches, welfare officers and club administrators who use Recov through their club. If you hold an account, these terms apply to you.

Where a club's signed agreement with Recov says something different from these terms, that agreement prevails for the club.

2. Accounts, roles and age

• Accounts are created by invitation from a club. There is no public sign-up.
• An athlete under 18 is invited on the strength of a guardian's consent, and the guardian's email address is supplied by the club, never typed in by the child.
• Your role determines what you can see. The rules are published in the privacy notice for parents and guardians and are enforced by the software, not by convention.
• Do not share an account. Access is granted to a person in a role, and the audit log records that person. A shared account makes the log a record of nobody.
• Keep your sign-in details to yourself and tell your club straight away if you think someone else has them.

3. What the club is responsible for

• Being the data controller for the personal data it puts into Recov, and having a lawful basis for it.
• Getting consent right — entering guardian email addresses accurately, since that decides who is asked to consent on a child's behalf, and honouring a withdrawal.
• Assigning roles carefully, including welfare officer and deputy, and removing them when a person leaves.
• Its own safeguarding procedure. Recov does not replace it — see section 7.
• Its own records. Deleting a person in Recov does not touch the club's own files.
• Making sure its people read the notice that applies to them before they use Recov.

4. What Recov is responsible for

• Providing the service with reasonable skill and care.
• Keeping the access rules described in our privacy notices actually enforced, and keeping the encryption described there in place.
• Processing personal data only on the club's instructions, except where we act as a controller for operating and securing the service, as our privacy notices set out.
• Telling clubs before we add, remove or change a sub-processor.
• Notifying the club without undue delay if we become aware of a personal data breach affecting its data.
• Responding to a rights request within one month, whether it comes to us or via the club.

5. Acceptable use

These rules exist because the data in Recov is about children.

You must not

• Use another person's account, or let someone use yours.
• Try to reach data you have not been given access to — including probing the service, testing its boundaries, or using a defect rather than reporting it.
• Copy athlete data out of Recov into your own documents or spreadsheets except where your club's rules for handling children's records permit it. Data taken out of Recov leaves every control described in our privacy notices behind.
• Type a child's name, initials or identifying detail into an AI plan brief or a coach comment, or photograph a whiteboard that names individual children. Both are transmitted to an AI provider as written — see section 6 and the club staff notice.
• Publish, forward or disclose anything you can see about a young person to anyone who is not entitled to it, including other parents and other athletes.
• Forward a sign-in or consent link. They are single-use credentials.
• Upload anything unlawful, abusive or harmful, or content that is not yours to upload.
• Use Recov to pressure an athlete about weight, body shape or eating. The fuelling features exist to help young people eat enough, and using them the other way round is a misuse of the service.
• Attempt to re-identify any pseudonymised data, or to circumvent the separation between identity data and athlete data.
• Scrape, resell or reverse-engineer the service, or use it to build a competing product.

You must

• Report a defect that exposes data you should not be able to see, promptly, to your club and to us.
• Respect the boundaries the software draws. If Recov does not show a coach an athlete's meal photograph, asking the athlete to show it instead turns a designed protection into a social one.

6. AI features, and what they are not

• Training plans are drafted by AI and reviewed by a coach. A generated plan is a starting point. The coach remains responsible for what an athlete is asked to do.
• Fuelling verdicts are estimates. They are not dietary advice, not a calorie-control tool, and not a substitute for a registered dietitian or a doctor.
• Nothing in Recov is medical advice. Injury and soreness records are a coaching aid, not a diagnosis.
• What you type is transmitted. Coach briefs, coach comments, meal descriptions and photographs are sent to the providers named in the sub-processor list. Recov strips identifiers from the fields it controls; it cannot strip them from your prose or from a photograph.

7. Safeguarding is the club's, not the software's

8. Data protection

How we handle personal data is set out in our privacy notices for young people, parents and guardians and club staff, in the retention schedule and in the sub-processor list. Those documents form part of this agreement.

Where Recov acts as a club's processor, the club's signed agreement with us contains the data processing terms required by Article 28 of the UK GDPR, including our commitments on confidentiality, security, sub-processors, assistance with rights requests, breach notification, and deletion or return of data at the end of the agreement.

9. Availability and changes

• We aim to keep Recov available, and we will give reasonable notice of planned maintenance that will interrupt it.
• We improve the service continuously. We will not make a change that materially reduces a published privacy protection without telling clubs first.
• New features may be released to a subset of clubs before general availability.
• We may update these terms. Material changes are notified to clubs in advance, and the version and effective date at the top of this page always tell you which terms apply.

10. Fees and seats

Only athletes consume a paid seat. Coaches, guardians, welfare officers and deputies are free, and this is enforced when an invitation is issued rather than left to policy.

The fee, the number of seats, the billing period, the term and the notice required to end it are set out in your club's written agreement with us. Nothing in this page changes those figures.

11. Intellectual property and your content

• Recov owns the software. Using it does not transfer any of our intellectual property to you.
• Your content stays yours. An athlete's records, a coach's plans and a club's data belong to the club and the people they are about. We use them only to provide the service, as the privacy notices describe.
• We do not sell your data, and we do not use athlete data to advertise anything to anyone.

12. Suspension and ending the agreement

• We may suspend an account that breaches section 5, particularly where a young person's data is at risk, and we will tell the club why.
• A club may end its agreement in accordance with the notice period in that agreement.
• When a club leaves, athlete and identity records are deleted on the schedule in the retention schedule, except for the categories that schedule identifies as retained, which are kept for the periods and reasons given there.
• A club may ask for a copy of its data before it leaves.

13. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, and to the limits set out in a club's written agreement with us, we are not liable for a coaching decision taken using Recov, for a club's own safeguarding process, or for losses that were not reasonably foreseeable when the agreement was made. Recov supports a club's judgement; it does not replace it.

14. General

• These terms, together with a club's written agreement and the documents listed in section 8, are the whole agreement between us.
• If any part of these terms is unenforceable, the rest continues to apply.
• A person who is not a party to this agreement has no right to enforce it, except that an account holder may rely on the protections these terms give them.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction — except that a consumer may bring proceedings in the courts of the UK nation in which they live.

Questions about these terms go to your club administrator, or to us via the contact routes on the rights page.

Version 1.0 · Effective 8 September 2026 · Last reviewed 8 September 2026 · Audience: clubs and account holders