Terms

These terms cover clubpolls.io, dash.clubpolls.io, user.clubpolls.io, and everything the product does. Using ClubPolls means agreeing to them. If you are agreeing on behalf of a club, you are confirming you are authorised to bind that club.

“We” and “us” mean ClubPolls.io. An officer is someone with an owner, admin, officer, or poll manager role in a club workspace. A member is someone on a club’s roster. A club is the workspace and the organisation behind it.

1. What the service is

ClubPolls is software for running a club’s decisions: polls, verified elections, event RSVPs and check-ins, member rosters, reminders, and a searchable record of what was decided. We provide the software. We are not a party to your club’s decisions, we do not certify your elections, and a result produced by ClubPolls has whatever authority your club’s own rules give it — no more.

Some features are AI-assisted and labelled as such: drafting questions, checking wording, grouping written answers, and writing draft summaries and announcements. These produce suggestions for an officer to read and edit. AI does not count votes, decide who is eligible, alter a ballot, or publish a result. Do not treat an AI-generated draft as a finding of fact.

2. Accounts

• You need an account to run a club. You do not need one to answer a poll, vote, or RSVP — those work from a one-time emailed link.
• Give us accurate information and keep your password to yourself. You are responsible for what happens under your account.
• Tell us at [email protected] if you think someone else has access to it.
• You must be old enough to enter a contract where you live, and at least 13 in any case.

3. What officers take on

Officers upload other people’s names and email addresses. That is the single most consequential thing anyone does in this product, so we are spelling out what it obliges you to do. By adding members to a roster, you confirm that:

• You have a legitimate basis to hold and use those people’s contact details for club business — typically that they joined your club and expect to hear from it.
• You obtained the list lawfully. Do not upload a university directory, a scraped list, a purchased list, or a roster belonging to an organisation you do not run.
• You will use ClubPolls to contact those people about your club, not to market to them, and not to pass their details to anyone else.
• You will remove people promptly when they ask, or when they leave the club, and you will honour their unsubscribe requests rather than working around them.
• You will keep member data accurate, and correct it when a member says it is wrong.
• You will tell your members that the club uses ClubPolls, and point them at our privacy policy if they ask what happens to their data.

For data protection purposes the club decides what member data to collect and why; we process it on the club’s instructions. That means the obligations above are yours, not ours to absorb on your behalf. If a member complains to us about a roster, we will act on their request and tell you we did.

Officers also see results, including individual answers on polls that are not anonymous. Treat what you see as your members’ information, not yours. Do not publish it beyond what your club has agreed to.

4. What members can expect

• Every poll tells you before you answer whether it is anonymous or identified.
• Every email we send on a club’s behalf carries a working unsubscribe link that needs no account.
• You can ask us for a copy of your data, or ask us to delete it, at [email protected]. See the privacy policy.
• Vote once, as yourself. Sharing your poll or ballot link with someone else so they can vote in your place is a breach of these terms and of your club’s own rules.

5. Acceptable use

Do not use ClubPolls to:

• Send unsolicited bulk email, marketing, or anything a reasonable person would call spam.
• Harass, threaten, defame, or target anyone, or collect data in order to profile or expose them.
• Rig a vote — ballot stuffing, voting on someone else’s behalf, manipulating eligibility to exclude members who are entitled to vote, or misrepresenting a result as certified when it is not.
• De-anonymise, or attempt to de-anonymise, responses to an anonymous poll.
• Break the law, infringe someone’s rights, or upload content you have no right to upload.
• Attack the service: probing, scraping, reverse-engineering, circumventing access controls or plan limits, or overloading it deliberately.
• Resell or sublicense the service to anyone else.

We can suspend or close a workspace that breaks these rules. Where the problem is fixable and nobody is being harmed, we will ask you to fix it first.

6. Plans and prices

Prices are in US dollars and exclude any tax that applies where you are.

• Free — $0. Up to 3 active polls at a time, 60 days of poll history, up to 3 officer seats. No card required.
• Club — $9.99 per month, or $79 per Academic Year. Unlimited active polls and full history, automated reminders, CSV exports, unlimited officer seats.
• Club Pro — $17.99 per month, or $139 per Academic Year. Everything in Club, plus verified elections with ranked-choice voting, quorum tracking, audit logs, advanced analytics, granular per-member permissions, and the Discord, Slack, and Google Calendar integrations.
• University / Network — custom price, billed by invoice rather than self-serve checkout. Multiple club workspaces under one central administration.

“Academic Year” is our name for the yearly billing interval. It is a plain 12‑month subscription that renews on its anniversary; it does not track any particular university’s calendar, and it deliberately covers the summer so a club’s workspace and history do not lapse over the break.

We may change prices. Existing subscriptions keep their price until the end of the period they have paid for, and we will email the club owner at least 30 days before a change takes effect at renewal.

7. The free trial

• Paid plans start with a 30-day free trial.
• A card is required to start the trial. It is entered into Stripe’s own payment form; we never see or store it.
• Nothing is charged during the trial. The first charge is on day 31, for the plan and interval you picked.
• Cancel at any point before the trial ends and you pay nothing.
• One trial per club. Starting checkout again on a club that already has a paid plan is refused rather than creating a second subscription.

8. Billing, cancellation, and refunds

• Payments are processed by Stripe. Subscriptions renew automatically at the end of each period until cancelled.
• Cancel at any time from the club’s billing settings. Cancellation takes effect at the end of the period you have already paid for — you keep the paid features until then, and are not charged again.
• We do not pro-rate refunds for a partly used period. The 30-day trial exists so you can find out whether ClubPolls works for your club without paying for it.
• If we charged you in error, or the service was materially broken for a sustained period, email [email protected] and we will make it right.
• If a payment fails we may downgrade the workspace to Free. Your data is not deleted for non-payment, but features above the Free tier stop working until billing is fixed.
• When a workspace drops to Free, its data stays; the Free tier’s limits apply to what you can do next.

9. Your data

Your club’s content — rosters, polls, responses, elections, events, decision records — is yours. You grant us only the permission we need to host it, process it, and show it to the people in your club, and to send it to the providers named in the privacy policy for the purposes described there.

Officers on a paid plan can export results to CSV at any time. If you close a workspace, export first: deletion is meant to be real.

We do not use your club’s content to train machine-learning models, ours or anyone else’s.

10. Availability and changes

We aim to keep ClubPolls running and to give notice before disruptive changes, but we do not promise a specific uptime. Features may change, and features can be removed — if we remove one your paid plan depends on, we will tell the club owner by email and offer a refund of the unused part of the period.

We may suspend the service without notice where it is necessary to deal with a security problem or a legal obligation.

11. Warranties and liability

ClubPolls is provided “as is”. To the fullest extent the law allows, we disclaim implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost data, or lost opportunity, arising out of your use of ClubPolls. Our total liability for any claim is capped at the greater of $100 or the amount the club paid us in the 12 months before the claim arose.

In particular, we are not liable for the outcome of a vote or an election run on ClubPolls, or for a decision your club makes on the strength of one. Your club’s own constitution and rules govern its decisions.

Nothing here limits liability that cannot lawfully be limited — including for death or personal injury caused by negligence, or for fraud. Some jurisdictions do not allow some of these exclusions, in which case they apply to you only as far as the law permits.

You agree to indemnify us against claims arising from your breach of these terms, including claims by people whose data you uploaded in breach of section 3.

12. Governing law and venue

[PLACEHOLDER — to be set by ClubPolls.io before this page is relied on.] These terms are governed by the laws of [jurisdiction — e.g. the State of ______, United States], without regard to its conflict-of-laws rules. Any dispute will be brought exclusively in the courts of [venue — county / district, state, country], and both parties consent to that jurisdiction.

If you are a consumer in a jurisdiction that guarantees you the protection of your local law or the right to sue locally, nothing above takes that away.

13. Ending the agreement

• You can stop using ClubPolls at any time. Cancel the subscription and, if you want the workspace gone, email [email protected].
• We can suspend or terminate a workspace for a breach of these terms, or if we are legally required to. Where it is a breach you can fix, we will say so and give you a chance to fix it first.
• Sections 9, 11, 12, and this one survive termination.

14. Changes to these terms

The “last updated” date at the top of this page always reflects the current version. For material changes we will email the account address of every club owner at least 14 days before they take effect. Continuing to use ClubPolls after that means accepting the new terms; if you would rather not, cancel before they take effect and we will refund the unused part of your current period.

15. The rest

• These terms and the privacy policy are the whole agreement between us about ClubPolls.
• If a clause turns out to be unenforceable, the rest still stands.
• Not enforcing a term once does not mean we have given it up.
• You may not transfer your rights under these terms without our consent. We may transfer ours to a successor of the business.

16. Contact

[email protected].