Terms of Service

1. Agreement to These Terms

These Terms of Service ("Terms") form a legally binding agreement between you (an individual user or, if registering on behalf of an organisation, the school or entity you represent — collectively "you", "your", "Customer") and One Step AI (ABN: [TBC — pending ABN registration]), the operator of Sports Admin Pro ("we", "us", "our", the "Platform").

By creating an account or using any feature of Sports Admin Pro, you confirm that:

• You have read and understood these Terms and our Privacy Policy
• You agree to be bound by these Terms
• If registering on behalf of a school or organisation, you have authority to bind that organisation to these Terms
• You are at least 18 years old (or the legal age of majority in your jurisdiction)

If you do not agree to these Terms, you must not use Sports Admin Pro.

2. The Service

Sports Admin Pro is a cloud-based software-as-a-service (SaaS) platform providing sports administration tools for schools and sports organisations, including but not limited to: fixture scheduling, tournament generation, timesheet management, referee rostering, venue booking, budget planning, and physical education tools ("Service").

The Service is provided as-is and on a commercially reasonable effort basis. We reserve the right to add, modify, or discontinue any feature of the Service at any time with reasonable notice. For material reductions in functionality, we will provide at least 30 days' notice to active account administrators by email.

3. Accounts and Access

• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• You must notify us immediately at support@sportsadminpro.com.au if you suspect unauthorised access to your account.
• You must not share your account credentials with others outside of the School Plan's staff invitation system.
• We reserve the right to suspend or terminate accounts that are used in breach of these Terms.
• Each account must correspond to a genuine individual associated with the school or organisation registered.

4. Acceptable Use

You agree to use Sports Admin Pro only for lawful purposes and in accordance with these Terms. You must not:

• Use the Service in any way that violates any applicable Australian federal, state, or territory law or regulation
• Upload or transmit any content that is unlawful, harmful, threatening, abusive, defamatory, or otherwise objectionable
• Attempt to gain unauthorised access to any part of the Service or another user's account
• Use the Service to process data relating to individuals without the appropriate authority and consents
• Use the Service for purposes unrelated to school or sports administration
• Interfere with or disrupt the integrity or performance of the Service
• Reverse-engineer, decompile, or disassemble any part of the Service

5. Your Data and Content

5.1 Ownership

All data you enter into Sports Admin Pro (including team names, fixture data, student performance records, timesheet records, and uploaded files) remains your property. We claim no ownership of your content.

5.2 Licence to Process

By using the Service, you grant us a limited, non-exclusive, non-transferable licence to store, process, and transmit your data solely for the purpose of providing the Service to you. We will not use your data for any purpose beyond operating the Service, as described in our Privacy Policy.

5.3 Student Data — School Responsibility

If you use features that involve student data (including the PE Tools — Lawn Bowls Psych Trainer, Golf Psych Trainer, Court Heat Map, Day Carnival Manager, or any other tool where student names or performance data are entered), you represent and warrant that:

• You are an authorised representative of the school (a teacher, administrator, or other approved staff member)
• The school has the legal authority under applicable law and its own privacy policy to collect and process the student data entered into the Service
• Any required parental or guardian consents, school board approvals, or statutory authorisations have been obtained
• You will use student data only for its intended educational purpose within the Service
• You will not enter sensitive data about students beyond what is necessary for the specific tool's purpose

We act as a data processor for student data under your direction as data controller. Our handling of student data is detailed in the Privacy Policy.

5.4 Data on Account Cancellation

Upon cancellation of your account or subscription, your data will be retained for a period of 30 days to allow you to export it if needed. After that period, all your organisation's data — including student performance records from PE sessions — will be permanently and irreversibly deleted from our systems.

We recommend exporting any data you wish to retain before closing your account. Data export is available from your account settings.

6. AI Features Disclosure

The PE Tools (Lawn Bowls Psych Trainer, Golf Psych Trainer) include an optional AI Coach feature that generates personalised feedback on student performance data using the Anthropic Claude AI model.

• AI-generated feedback is produced by a large language model and is intended as a supplementary educational aid only
• AI feedback does not replace the professional judgement of a qualified teacher or coach and should not be relied upon as such
• You are responsible for reviewing AI-generated feedback before sharing it with students and for exercising your professional judgement
• We make no warranty that AI-generated feedback will be accurate, appropriate, complete, or suitable for any particular student's needs
• Anonymous student performance data (not student names) is sent to Anthropic's API to generate feedback — see our Privacy Policy for full details
• If your school's policy restricts the use of AI tools with student data, do not enable the AI Coach feature

7. Intellectual Property

The Sports Admin Pro platform, including all software, designs, logos, text, graphics, and documentation, is the intellectual property of One Step AI and is protected by Australian and international copyright law.

You are granted a limited, revocable, non-exclusive, non-transferable licence to use the Service as described in these Terms. This licence does not include any right to:

• Copy, reproduce, or distribute any part of the Service or its content
• Create derivative works based on the Service
• Use our trademarks, logos, or brand assets without our prior written consent

All feedback, suggestions, or ideas you provide about the Service may be used by us without obligation to you.

8. Warranties and Disclaimers

8.1 Australian Consumer Law

Our Services come with guarantees that cannot be excluded under the Australian Consumer Law (Schedule 2, Competition and Consumer Act 2010). For major failures with the Service, you are entitled to a remedy under the ACL. Nothing in these Terms is intended to exclude, restrict, or modify any right or remedy, or any guarantee, warranty, or other term or condition, implied or imposed by law that cannot be excluded or limited.

8.2 Service Warranties

Subject to section 8.1, and to the maximum extent permitted by law:

• The Service is provided "as is" without warranty of merchantability, fitness for a particular purpose, or non-infringement
• We do not warrant that the Service will be uninterrupted, error-free, or free of viruses
• We do not warrant the accuracy, completeness, or suitability of any AI-generated content produced by the Service
• Scheduling and fixture data generated by the Service (tournament draws, bus schedules, referee assignments) should be reviewed by a qualified staff member before use

8.3 Third-Party Services

The Service integrates with third-party services (Render hosting, Resend email, Google Maps API, Anthropic Claude API). We are not responsible for the availability, accuracy, or conduct of these services.

9. Limitation of Liability

Subject to section 8.1 (Australian Consumer Law) and to the maximum extent permitted by law:

• Our total liability to you arising out of or in connection with the Service or these Terms is limited to the total amount paid by you to us in the 12 months prior to the event giving rise to the claim (or, if the Service was free, AUD $100)
• We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, loss of revenue, loss of goodwill, or reputational harm, even if we have been advised of the possibility of such damages
• We are not liable for any loss or damage arising from: your reliance on AI-generated feedback, scheduling errors, data you enter into the Service, third-party service failures, or unauthorised access to your account resulting from your failure to maintain the security of your credentials

10. Indemnification

You agree to indemnify, defend, and hold harmless One Step AI, its officers, directors, employees, and agents from and against any claims, damages, losses, costs (including reasonable legal fees), and expenses arising out of or relating to:

• Your use of the Service in violation of these Terms
• Any data you enter into the Service, including student data entered without appropriate authority or consent
• Your violation of any applicable law, regulation, or third-party right (including privacy rights)
• Any claim arising from your use of AI-generated coaching feedback with students
• Any claim by a student, parent, guardian, or school board arising from your use of the PE Tools

11. Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you confirm you have read and understood our Privacy Policy.

12. Termination

You may cancel your account at any time from your account settings or by contacting us.

We may suspend or terminate your account immediately if:

• You breach these Terms in a material way
• Your use of the Service poses a legal, security, or compliance risk to us or other users
• Required by law or a court order

On termination, your data will be handled as described in Section 5.4. Sections 7, 9, 10, 13, 14, and 15 survive termination.

13. Dispute Resolution

If a dispute arises out of or in connection with these Terms or the Service, both parties agree to:

1. Negotiation: The party raising the dispute will notify the other in writing. Both parties will then make a good-faith effort to resolve the dispute through direct negotiation within 14 days of that notice.
2. Mediation: If negotiation does not resolve the dispute within 14 days, either party may refer it to mediation in South Australia under the rules of the Resolution Institute. The cost of mediation will be shared equally unless otherwise agreed.
3. Litigation: If mediation fails or is refused, either party may pursue the matter in the courts of South Australia, Australia.

Nothing in this section prevents either party from seeking urgent injunctive or interlocutory relief from a court where necessary to prevent irreparable harm.

14. Governing Law and Jurisdiction

These Terms are governed by the laws of South Australia, Australia. Both parties irrevocably submit to the exclusive jurisdiction of the courts of South Australia, except where mandatory consumer protection laws in another jurisdiction apply to you.

15. General Provisions

15.1 Entire Agreement

These Terms, together with the Privacy Policy and any other documents expressly incorporated by reference, constitute the entire agreement between you and One Step AI with respect to the Service. They supersede all prior discussions, representations, or agreements relating to the Service, whether written or oral.

15.2 Severability

If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable, or severed if modification is not possible. The remaining provisions of these Terms shall continue in full force and effect.

15.3 No Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. Any waiver must be in writing and signed by an authorised representative of One Step AI.

15.4 Changes to These Terms

We may update these Terms from time to time. Material changes will be notified by email to account administrators at least 14 days before taking effect. The updated Terms will be posted at this URL with the new "Last updated" date. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.

If you do not agree to material changes, you may cancel your account before the effective date.

15.5 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations under these Terms in connection with a merger, acquisition, or sale of assets, provided that the assignee agrees to be bound by these Terms.

15.6 Force Majeure

We will not be liable for any delay or failure to perform our obligations under these Terms where such delay or failure is caused by circumstances outside our reasonable control, including natural disasters, pandemics, government actions, or third-party infrastructure failures.

16. Contact Us

For any questions about these Terms:

• Email: support@sportsadminpro.com.au
• Contact form: sportsadminpro.com.au/contact