ChAIrman AI

ChAIrman AI · Terms of Service

Last updated: 2 October 2026

1. Who we are

ChAIrman AI is a platform for running sports clubs. It is provided by Chairman AI Ltd, a company registered in England and Wales (company number 16879057), whose registered office is at Arden Garages Stadium, Knights Lane, Tiddington, Stratford-upon-Avon, Warwickshire, CV37 7BZ (“we”, “us”).

These terms are an agreement between us and the club that signs up to ChAIrman AI (“the club”, “you”). They also apply to everyone the club invites to use the platform on its behalf, such as committee members, staff, coaches and volunteers (“users”).

By creating a club account, or by using ChAIrman AI, you agree to these terms. If you are signing up for a club, you confirm that you are allowed to agree to them on the club’s behalf.

2. What we provide

ChAIrman AI helps a club run its day-to-day work in one place: teams and fixtures, the club diary, ticketing and memberships, sponsors, social media posts and match reports, and finance. Some features use artificial intelligence (AI) to draft text and summaries.

We keep improving the platform, so features may be added, changed or removed. If we remove something a club relies on, we will give reasonable notice where we can.

We work hard to keep ChAIrman AI available and secure, but we cannot promise it will always be uninterrupted or free of errors. We may need to pause it briefly for maintenance or updates.

3. Licence to use ChAIrman AI

While these terms are in force, we give the club and its users a non-exclusive, non-transferable right to use ChAIrman AI for running the club. You must not:

  • copy, sell, resell or rent the platform, or let anyone outside the club use it;
  • try to reverse-engineer it, get around its security, or access data that isn’t yours;
  • use it in a way that breaks the law, harms other people, or overloads our systems.

We own the platform and everything in it apart from the club’s own content (see section 6).

4. Your account and your users

The club decides who can use ChAIrman AI and what each person can see and do. The club is responsible for:

  • inviting only people it trusts, and removing people who leave;
  • making sure users keep their logins private and use the security steps we offer, such as two-step sign-in;
  • everything done through the club’s account.

Tell us straight away at hello@chairmanai.uk if you think someone has got into your account without permission.

5. Fees

Fees are the ones shown when the club signs up, or as agreed with us in writing. We will give at least 30 days’ notice before changing what a club pays. A club that doesn’t accept a change can stop using ChAIrman AI before it takes effect.

6. The club’s data and content

The club owns the information and content it puts into ChAIrman AI, such as player and member details, photos, fixtures and financial records.

The club gives us permission to store, process and display that content only so far as we need to provide ChAIrman AI to the club. We do not sell it.

For personal information, the club is the data controller and we act as the club’s data processor under UK data protection law (UK GDPR). Our Privacy Notice explains how we handle personal information.

The club must have a lawful basis, and any consents needed, for the personal information it adds. This includes the right consents for photos and information about children.

7. Connected services

ChAIrman AI can connect to services run by other companies, such as accounting software (Xero, QuickBooks and Sage), payments (Stripe), social media (Facebook, Instagram and X) and commentary (Mixlr).

  • A connection is only made when an authorised club user chooses to make it, and it can be disconnected at any time from the club’s Settings.
  • Where we connect to accounting software, we only read the club’s records. We do not create, change or delete anything in the club’s accounting software.
  • We only publish to social media when a club user has approved the post.
  • Each connected service has its own terms, which the club agrees with that company. We are not responsible for those services, or for problems caused by them being unavailable or changing how they work.

8. AI features

AI features draft content, such as posts, match reports, emails and finance summaries, to save the club time. AI can make mistakes. The club should check anything AI has drafted before publishing or relying on it, and is responsible for what it chooses to publish or send.

9. Ending the agreement

The club can stop using ChAIrman AI at any time by telling us.

We may suspend or close a club’s account if the club seriously or repeatedly breaks these terms, or doesn’t pay fees that are due. Except in urgent cases, such as a security risk, we will warn the club first and give it a chance to put things right.

When an account closes, the club can ask us for a copy of its data within 30 days. After that, we will delete the club’s data, apart from anything the law requires us to keep.

10. Our responsibility to you

Nothing in these terms limits our responsibility for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit.

Apart from that:

  • we are not responsible for indirect losses, or for lost profits, revenue, data or goodwill;
  • our total responsibility to a club in any 12 months is limited to the fees the club paid us in that period, or £100 if the club paid nothing.

11. Changes to these terms

We may update these terms from time to time. If we make an important change, we will tell clubs at least 30 days before it takes effect, and update the date at the top of this page.

12. The law that applies

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

13. Contact us

General questions: hello@chairmanai.uk
Privacy questions: privacy@chairmanai.uk
Post: Chairman AI Ltd, Arden Garages Stadium, Knights Lane, Tiddington, Stratford-upon-Avon, Warwickshire, CV37 7BZ

ChAIrman AI