Terms and conditions — private draft

Who operates Ekipi

Ekipi is a trading name of Jotender Limited. Contact play@ekipi.co.uk for support, complaints and questions about these draft terms. The address above is our supplied business contact address.

These draft terms describe the proposed platform arrangements. A feature shown as unavailable, pending verification or in private preview is not a promise of an active service. External email, WhatsApp and push delivery, automatic charges and outgoing settlement are not currently connected.

Accounts, authority and consent

Use accurate details and keep access secure. Club chairpersons, bursars, club administrators, league administrators and team managers must act within their assigned permissions. Adding a contact or recommending a service does not grant access or create a contract on their behalf.

Invite people with an appropriate basis and explain what they are joining. Joining a team, accepting an appointment, joining an official network and consenting to optional news are separate choices. Do not share login credentials or use another person’s account.

Children and guardians

Under-18 players and officials require guardian-managed participation. Youth contact details and correspondence must go through the guardian. With guardian permission, users aged 14–17 may use an approved device for notifications and match approvals only; direct messaging remains unavailable. These guardian and device workflows must be verified before youth self-service is enabled.

Managers must follow the applicable sport, competition and safeguarding requirements. Youth appointments require current, appropriate and reviewed DBS and safeguarding training evidence where required. An upload or automatic expiry reading alone does not establish eligibility. Ekipi does not make certificate contents or personal identifiers public; access is limited to authorised review.

Matches, venues and appointments

The organiser must confirm the sport, age group, competition rules, venue address, pitch number, surface, arrival and start times, playing periods, breaks, possible extra time, fees and agreed expenses. Home-team verification comes first; changed details may require renewed confirmation.

Officials must provide accurate qualifications, availability, travel limits and restrictions. An offer, favourite, notification or public vacancy post is not a confirmed appointment. Acceptance and all eligibility, timing and venue checks are required. Doubles and triples remain subject to travel, rest, safeguarding and competition requirements.

The organiser and relevant supplier remain responsible for their match, pitch or officiating service unless a specific booking expressly identifies Ekipi as that supplier. Ekipi’s platform role does not guarantee a filled vacancy, a suitable replacement, a safe venue or a particular sporting result. Confirm emergency, access and pitch details with the venue.

Fees and the full price

The proposed official finding fee is £1 for an official verified as belonging to the booking team or club, or £2 for an official sourced from Ekipi’s pool. It is added to the organiser’s bill. The official receives the agreed officiating fee and approved expenses in full. For example, a £25 official fee totals £26 or £27 before any approved expenses.

The proposed player registration, signup, pay-as-you-play and pitch payment charge is an additional 3%, labelled Ekipi transaction processing fee. A £10 base fee would total £10.30. Charges are rounded to the nearest penny using half-up rounding. Any mandatory charge must be included in the prominent total before commitment, alongside its breakdown.

The legal treatment of the proposed 3% processing charge requires review before live checkout; these terms do not authorise a prohibited payment-method surcharge. No connected payment provider has been selected. Jotender Limited is not VAT registered and does not add VAT. A third-party supplier’s tax position may differ.

Official fees depend on sport, competition, age group, season and appointing authority. £50 is an owner-set adult football default, not a universal FA tariff. Historical fee references must be checked against current applicable rules. A manager’s proposed increase less than 48 hours before kickoff requires club-chairperson approval; existing accepted terms are protected.

Expenses, club credit and top-ups

Expenses must be agreed under the booking terms, supported by receipts where required and accepted by the team before inclusion. Approved expenses are paid to the official in full and do not increase the fixed £1 or £2 finding fee.

£1 corresponds to 1 Ekipi credit in the club account. A top-up request, uploaded payment screenshot or saved payment preference does not create credit. Manual bank reconciliation requires the owner to independently match a settled receiving-bank transaction and the exact requested amount. Teams see payment options within their permissions; club balance and reports are restricted by role.

Card payments, credit reservation and spending, automatic top-up charges and outgoing settlements are not yet enabled. A saved £100–£5,000 preference is not a payment mandate. Future automatic charging requires a verified provider, separate explicit authority, clear limits and a way to revoke it. Credit custody, refunds and payment-service arrangements must be settled before live collection; no safeguarding, escrow or FSCS protection is represented by this draft.

Credit statements show recorded account entries; top-up requests and statements are not sales invoices. Issued invoices must identify the supplier and actual supply. Unused-credit refunds, cancellation charges and supplier settlements require a disclosed policy before collection.

Cancellations, changes and refunds

Booking-specific cancellation, postponement, weather, venue closure, non-attendance and expense arrangements must be disclosed before acceptance. Do not assume that a cancelled booking is non-refundable or that all sports share the same rules. Applicable statutory consumer rights take precedence.

Notify affected teams, officials and venues promptly. Replacement search prioritises eligible preferences, availability, location and consent; it cannot guarantee another game or an official. A disputed amount must be reviewed against the accepted booking terms and applicable law rather than charged automatically without an agreed basis.

Fair play, eligibility and disputes

Abuse, threats, discrimination, harassment and retaliation against players, officials, guardians or organisers are unacceptable. Follow the applicable sport’s fair-play, safeguarding, eligibility and competition rules. Pro and semi-pro participation depends on the competition settings and governing rules.

Results, cards and statistics must be accurate. Managers may query submissions through the competition process, with relevant teams and league managers notified when that workflow is enabled. Ekipi does not replace a governing body’s disciplinary or appeal process. Report harmful content or a safeguarding concern promptly; urgent danger requires the appropriate emergency service.

Public recruitment, recommendations, ratings and event listings must be lawful, relevant and respectful. Do not expose youth contacts, confidential documents or unnecessary personal information. Ekipi may restrict access or remove content to address a substantiated breach, explain the reason where appropriate and provide a route to request review.

Privacy, uploads and communications

Only upload logos, photographs, certificates and other material that you are entitled to use and provide. You retain your rights and permit Ekipi to process and display the material only as needed for the requested service, subject to the chosen visibility and applicable law.

Uploads are held for malware scanning and appropriate review; a clean scan does not prove authenticity or qualification. Certificate expiry and review status are separated from private document contents. A complete privacy notice must explain purposes, lawful bases, retention, recipients and rights before public onboarding; the existing placeholder is not that notice.

User-initiated WhatsApp sharing opens the user’s chosen service. Automatic posting into an existing WhatsApp group, email delivery and app notifications require supported integrations, permissions and verification. They are currently inactive. Do not rely on an undelivered reminder for an urgent match change. Marketing and network invitations require their own appropriate consent and controls.

External data and services

FA Full-Time and other sporting information may be imported only through authorised access and permitted feeds. A club identifier or portal link alone does not grant access or verify a fixture. Managers must resolve stale data, kit clashes and conflicting times before confirmation.

Venues, shops, coaches, charities and other recommended providers require their own checks and applicable terms. A recommendation is not Ekipi endorsement. Supplier fees, charity allocations and who receives each payment must be shown before any commitment; automated charity and supplier payouts are not active.

Availability, responsibility and complaints

We aim to operate the platform with reasonable care and skill. Availability and third-party integrations can fail. Keep an appropriate direct matchday contact plan through authorised adults and guardians.

Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability or statutory right that cannot lawfully be excluded or limited. This draft does not impose a blanket no-refund rule or remove mandatory consumer protections.

Send complaints to play@ekipi.co.uk with the booking reference and a description, avoiding unnecessary sensitive information. We will review the issue and explain the next steps. No external dispute-resolution membership or response deadline is claimed until an operational complaints procedure is confirmed.

Versions and public release

This private draft takes no effect as an accepted customer contract. Public release requires confirmed company disclosures, privacy information, legally reviewed payment and cancellation arrangements and a recorded versioned acceptance process.

Any final terms must explain the applicable law and dispute forum without depriving consumers of mandatory protections or available courts. Material changes must be communicated appropriately; they do not silently replace an already accepted booking’s price or obligations.