This agreement is between West 110 ("W110", "we", "us") and your club ("you", "your club"). It covers what W110 does for your club, what it costs, and how money moves. It is separate from the Terms of Service your families accept, and separate from your club's agreement with Stripe.
1. Accepting this agreement
An administrator accepts this agreement on the club's behalf and, in doing so, confirms they are authorised to bind the club.
We record who accepted, the name they entered, the date and time, and the exact version they accepted.
A club accepts this agreement when it is created or, for a club W110 sets up on its behalf, before anyone at the club can use it. W110 will not take a new registration payment for a club that has not accepted the version currently in force.
2. What W110 provides
Software to run your club: registration, scheduling, groups and rosters, volunteering, communication, reporting, payment processing, and optional integrations with QuickBooks Online and Google Sheets. Your club is a separate tenant; no other club can see your data.
Your club decides its programmes, prices, schedules, refund policy and volunteer rules. W110 does not set them.
3. What it costs
Subscription. Your club subscribes to one of our plans (Core, Club or Pro), monthly or yearly. The price and what each plan includes are shown before you subscribe.
Free trial and automatic conversion. A club's first subscription begins with a 14-day free trial, and we collect a card when the trial starts. Unless your club cancels before the trial ends, the card is charged automatically for the plan you chose, and again at each renewal. We email your club's administrators about three days before the first charge. A club that has subscribed before does not get a second trial and is charged when it subscribes.
Cancelling. Your club can cancel at any time from its billing settings. Cancellation takes effect at the end of the current billing period, and no further charges are made. We do not refund the unused part of a period.
If the subscription lapses. Until a trial is started, and whenever a subscription is cancelled or a renewal fails and is not resolved, your club's account is suspended: administrators, coaches and families cannot sign in to the club until it is reactivated. Registrations, payment records and every other record are kept, and are available again on reactivation. See §11.
Service fee — 1% of the registration amount. W110 charges 1% on each payment taken through the platform, calculated on the registrations after discount codes and account credit, plus any volunteer opt-out fee. It is never charged on a volunteer deposit. This is W110's revenue for operating the payment path.
Processing fee. Stripe charges W110, as merchant of record, for card processing. W110 recovers that cost by adding a processing charge to what the family pays, calculated at a flat rate on the whole amount charged (the registrations, any volunteer deposit or opt-out fee, and the fees themselves) so that your club receives its full price. Because the rate is flat, W110 recovers slightly more than Stripe charged on some cards and slightly less on others, such as American Express and international cards; W110 keeps or bears the difference. A change to that rate is a material change under §12.
Who pays the fees. Today both fees are added to what the family pays at checkout. W110 sets this for every club; it is not a setting your club can change. Families see both fees before they pay, together as one line labelled "Processing fee"; in the cart, that line can be opened to show the service fee and the processing fee separately. If W110 offers a way for a club to absorb the fees instead, that will be a change to this section under §12.
Changing the fee. If W110 changes the service fee percentage, that is a material change and §12 applies: 30 days' notice and your acceptance before it takes effect.
4. How the money moves
W110 uses Stripe Connect. When a family pays:
- The charge is created by W110 as merchant of record, which is why W110 may appear on the family's card statement rather than your club's name.
- The registrations and any volunteer deposit are transferred in full to your club's connected Stripe account. The fees are added to what the family pays (§3).
- Stripe pays out from your club's account to your club's bank account on Stripe's schedule. Stripe holds the first payout for a short period when an account is new; that is Stripe's policy, not ours.
- Your club can see its own balance, transfers and payouts in its Stripe Express dashboard, linked from your club's settings.
5. Permission to debit your club's account
By accepting this agreement, your club authorises W110 to debit its connected Stripe account for amounts your club owes under this agreement: the dispute costs in §6, refund recoveries in §7, and volunteer deposit recoveries in §7a. This includes the cost of disputes on your club's registrations that closed before your club accepted this agreement.
Stripe requires this permission to be given explicitly before a platform may debit a connected account. Without it, W110 cannot recover these amounts, and this is the clause that gives it.
We will only debit for amounts described in this agreement, and every debit is visible in your club's Stripe dashboard.
6. Disputes and chargebacks
A dispute — a chargeback — is when a cardholder asks their bank to reverse a payment.
Your club bears the full cost of a dispute on its own registrations: the disputed amount if the dispute is lost, and every dispute fee Stripe charges, whether the dispute is won or lost. Stripe currently charges about $15 per dispute, and a second fee if a dispute W110 contests is lost. W110 passes these through without mark-up and does not earn anything on them.
Because W110 is merchant of record, Stripe takes the money from W110 as soon as a dispute is opened. W110 recovers it from your club under §5, by reversing the transfer for that payment.
Only W110 can respond to a dispute. Disputes are opened against W110 as merchant of record, so they do not appear in your club's Stripe dashboard and your club cannot respond to one there. We email your club's administrators when a dispute is opened. Your club knows whether the athlete attended; we do not, so we may ask your club for the evidence it holds, such as attendance, messages with the family, and its refund policy. If we ask, your club must send it within 5 days of our request, and in any case 2 days before Stripe's deadline. If it does not, W110 may accept the dispute, and your club bears the outcome.
If your club's Stripe balance will not cover a dispute cost, §8 applies.
7. Refunds
Refunds are paid from W110's balance to the card the family paid with. Once a refund succeeds, W110 reverses the matching amount from your club's Stripe balance. If your balance does not cover it, §8 applies.
Fees are not returned on a refund. The card networks keep the processing fee whether or not a payment is later reversed, and W110's service fee is not returned. Your club should account for this when setting its refund policy.
If a refund cannot be completed — an expired or closed card, most often — W110 tells the family and shows the failed refund on your club's registrations page, and it becomes your club's to settle with the family another way.
7a. Volunteer deposits
A volunteer deposit is paid out to your club together with the registration money. Returning it is your club's obligation, under your club's own volunteer rules. When your club releases a deposit, W110 refunds it to the family and recovers the amount from your club's Stripe balance.
Your club must keep enough funds available to return the deposits it holds. At the end of a season the total returned can be large, and can be more than your club's Stripe balance at that moment. If it is, §8 applies.
8. If your club's balance is short
If your club's Stripe balance does not cover an amount it owes, the balance goes negative and Stripe nets it from your club's next payouts. Stripe may also debit your club's linked bank account for a negative balance; that is under your club's agreement with Stripe, not this one. The debt remains your club's.
W110 retries the recovery automatically each day. W110 does not net these amounts against unrelated payouts itself — Stripe does.
9. Your club's data
Your club owns its data. W110 holds a licence to process and store it to run the service.
How W110 handles personal information on your club's behalf is set out in the Data Processing Addendum, which forms part of this agreement. Our Acceptable Use Policy also forms part of it.
On termination your club can export its data, and W110 deletes it when your club asks us to. Deleting it removes the registration, payment and waiver records with it, so export anything your club must keep first. The retention terms are in the Data Processing Addendum.
10. Your club's responsibilities
- Keep your club's information and its programme details accurate.
- Make sure your use of W110 complies with the law, including the law about minors and the collection of their information.
- Manage who at your club has administrator access, and tell us when someone should lose it.
- Handle your families' questions about programmes, refunds and volunteering — you are their club, and W110 is not.
11. Suspension and termination
Either party may terminate with 30 days' written notice.
A club is suspended automatically when its subscription lapses (§3). W110 may also suspend a club immediately for illegal activity or a security risk; if we do, we will tell you why unless the law prevents it.
Suspension does not cancel your families' registrations, although while your club is suspended, its families cannot sign in to it (§3). They have paid for a season, and suspension or termination of the software does not end your club's obligations to them.
Deposits and credits on termination. Volunteer deposits held in your club's Stripe account, and unspent account credit your club granted to families, are your club's obligations to those families. They survive termination, and your club should settle them before its data is deleted.
What survives. Sections 5 to 8 (permission to debit, disputes, refunds, volunteer deposits and short balances) survive termination for every payment taken while this agreement was in force, for as long as that payment can be disputed or refunded, and in any case for 180 days after the last such payment. Sections 9, 13 and 14 also survive.
12. Changes to this agreement
For a material change — anything affecting fees, money movement, liability or data — we give at least 30 days' notice, say what changed and why, and ask your club to accept the new version.
How we give notice. We email every administrator of your club's account, and we show the new version to your administrators when they next sign in. The email names the date the new version takes effect. Your club must keep at least one working administrator email address on its account.
If your club does not accept a new version, existing registrations continue and your families are unaffected. Your club will not be able to take new payments through W110 until it accepts, and we will contact you directly to resolve it. We do not withdraw the software from a club mid-season over an unaccepted version.
Minor changes — typos, clarifications — take effect when published.
We keep every version. Your club can see which one it accepted and when.
13. Liability
To the maximum extent the law allows, W110's total liability for any claim arising from the service is limited to the fees your club paid W110 in the 12 months before the claim. W110 is not liable for indirect, incidental, special, consequential or punitive damages.
W110 is not responsible for the conduct of your club, its coaches or its volunteers, for physical safety at your programmes, or for the accuracy of data your club or its families enter.
14. Law
Governed by the laws of the State of Idaho, United States, without regard to conflict of law principles.
15. Contact
legal@w110.io · West 110 · west110.com
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