1.1In these terms: the "Services" are the subscription services described on our pricing page or in your Order Form, including the Lights, Unstaffed and Analytics packages and any add-on module you order; the "Equipment" is the Court Intel controller and any enclosure, relay, breaker, contactor, reader, keypad, lock, exit device, power supply, battery back-up, communications module, cabling kit or other hardware we supply; the "Software" is the software on the Equipment, our online services, dashboards, phone entry pages, interfaces and documentation; the "Order Form" is the order form, accepted Quotation or online order that states what you have bought; and the "Booking Platform" is the third-party booking system your venue uses.
1.2The agreement between us consists of the Order Form, these terms, our pricing page as at the date of your order and our Privacy Policy. If they conflict, the Order Form prevails over these terms, and these terms prevail over the pricing page. Terms on your purchase order or any other document you send us do not form part of the agreement unless we have agreed to them in writing.
1.3A Quotation is valid for 30 days from its date unless it says otherwise, and is indicative until we confirm your order in writing. Prices are in pounds sterling. Any figure we show in another currency is for guidance only, and invoices are issued in pounds sterling unless the Order Form states another currency.
1.4An order is accepted when we confirm it in writing, dispatch Equipment or activate Services for you, whichever happens first. We may decline an order before then. Once accepted, an order can only be changed or cancelled as these terms allow.
1.5You confirm that you are ordering in the course of business, that the person accepting these terms has authority to bind you, and that the details you have given us about your venue are accurate.
2.1The Services are the packages described on our pricing page at the date of your order: Lights (booking-driven court lighting control with energy monitoring, a staff dashboard, an activity log and outage alerts); Unstaffed (everything in Lights plus booking-driven gate or door access, a daily staff code and a gate activity log); Analytics (booking analysis with nothing installed); and any add-on module named in the Order Form. The Order Form states which Services, how many courts and how many doors or gates you have bought.
2.2Title to Equipment passes to you only when we have received payment in full for it and for any other sum then due from you. Until then you hold the Equipment for us, must keep it insured for its full price, keep it identifiable as ours, and must not sell, charge or part with it; and we may recover it, entering the premises where it is kept at reasonable times to do so.
2.3Risk in the Equipment passes to you when it is delivered to the address in the Order Form, when it is handed to a carrier you have arranged, or, where the Order Form says we install, when installation is complete, whichever is earliest.
2.4The Software remains our property. We grant you a non-exclusive, non-transferable licence to use it, for the venue named in the Order Form only, for as long as your subscription is active and paid.
2.5Equipment is configured to order for your venue. We may substitute a component of equivalent function and rating where our supplier changes or discontinues an item, without altering the price.
2.6Third-party products we supply, such as readers, locks and power supplies, are supplied on the terms and with the warranties of their manufacturers, which we pass on to you as far as we are able. Our own warranty in section 8 applies to the Court Intel controller and to the work we do.
2.7We may improve, change or withdraw features of the Services. We will not remove a feature that is core to the package you pay for without at least 60 days' notice. A feature described in a Quotation or on our website as planned, a roadmap item, an option or something that can be added later is not part of the agreement until it has been separately quoted, ordered and accepted.
3.1Fees are those on our pricing page or Order Form at the date of your order. All fees exclude VAT and any other tax or duty, which is added or payable at the applicable rate.
3.2One-off fees (controller kit, door packs, breakers, accessories, delivery, installation and commissioning days) are invoiced on order and are payable before we configure or dispatch Equipment or attend site. They are not refundable once the Equipment has been configured for your venue or dispatched, or the work carried out, except as set out in section 8.
3.3Subscription fees are payable monthly in advance by card or direct debit through our payment provider, or, where the Order Form says so, annually in advance against our invoice, payable within 14 days. Your subscription starts on the day the Equipment is activated or, if earlier, 30 days after delivery. An annual fee paid in advance is not refundable except under clause 7.6.
3.4Subscription fees are calculated from the number of courts and doors on your order. If you add courts, doors or modules the fee changes from the next billing date. Tell us if your court count falls and we will reduce it from the next billing date.
3.5We may change subscription fees on 30 days' written notice, no more than once in any 12 months. If you do not accept a change you may cancel under section 7 before it takes effect.
3.6If any sum is not paid when due we may charge interest at 8% a year above the Bank of England base rate from the due date until payment, together with the fixed sum and reasonable recovery costs allowed by the Late Payment of Commercial Debts (Interest) Act 1998.
3.7If a payment fails we will tell you. If it remains unpaid 14 days later we may suspend the Services until it is paid, and may charge a reasonable reconnection fee. Suspension does not stop fees accruing. While suspended, lighting reverts to your manual switches and the door readers continue to accept codes for a further 14 days, after which the unit stops issuing them.
3.8You must pay every sum in full without set-off, deduction or withholding. Bank charges on payments to us, including international transfer charges, are for your account.
3.9If you dispute an invoice you must tell us in writing within 14 days of its date, giving reasons, and pay the undisputed part on time. We will work with you in good faith to resolve the dispute.
4.1Delivery and installation dates are estimates. We will do our best to meet them but time is not of the essence and we are not liable for delay, though you may cancel an undelivered order under clause 8.5 if delivery is more than 60 days late for reasons within our control.
4.2We deliver to the address in the Order Form. Deliveries within the United Kingdom are included in the delivery charge on the Order Form. Deliveries elsewhere are made under section 13.
4.3You must inspect the Equipment within five working days of delivery and tell us in writing of any shortfall or transit damage within that time. Equipment is treated as accepted 14 days after delivery for any visible defect not reported, without affecting the warranty in section 8 for defects that could not be seen.
4.4If you do not accept delivery when it is offered, we may store the Equipment at your risk and charge reasonable storage and redelivery costs, and if it remains unaccepted 30 days later we may treat the order as cancelled by you.
5.1We configure every unit for your venue before it ships. Unless the Order Form says we are installing, you appoint a qualified electrician to fit the relay, contactor or breaker hardware into your lighting distribution board in accordance with the electrical standards that apply where the venue is (in the United Kingdom, BS 7671), and a competent access-control installer to fit any reader, lock, exit device and door hardware. We provide written fitting instructions, wiring drawings and remote support during the fit.
5.2Our drawings and instructions are guidance for a competent installer. Your installer remains responsible for the design of the mains installation, load calculations, protective devices, cable sizing, containment, fixings, and any certificate or notification the law requires. We are not responsible for work carried out by anyone other than us.
5.3Commissioning is done remotely with you on a video call unless the Order Form includes a site visit. You must provide a person on site with access to the plant room, doors and lighting, working mains power at the unit, a working internet connection, and the Booking Platform access in clause 5.6. A commissioning slot that is missed or abortive for reasons within your control may be charged at our standard day rate.
5.4Site visits that are not included in the Order Form are charged at our day rate, plus travel and expenses, quoted in advance.
5.5You are responsible for the condition, safety and compliance of your electrical installation, gates, doors, glazing, locks, fixings and audio equipment; for the physical security of the unit; for mains power and a working internet connection at the unit; for keeping the Equipment within the temperature, humidity and ingress ratings in its documentation; and for the accuracy of the bookings in your Booking Platform.
5.6You must give us access to your Booking Platform through its official partner interface. We use that access only to read bookings and to provide the Services. We store the access details encrypted and you may withdraw them at any time, which stops the Services that depend on them. You are responsible for your own Booking Platform subscription, its fees and its terms, including any plan level its operator requires for partner access, and we are not liable if the operator limits, changes or withdraws that access.
5.7Court Intel is not a life-safety, fire-alarm or emergency system, and must not be relied on as one. Any lock we supply or control must be installed so that people can always leave the venue without a code, a phone or power, in accordance with the fire, building and access-control rules that apply where the venue is. You must keep a physical key or manual release for every controlled door, must not bypass or alter the safety wiring, and must arrange a fire-alarm interface where the law or your fire-risk assessment requires one. Our systems open a door for a valid code; they do not lock people in and must never be installed in a way that could. We may decline to commission, or may disable door control for, an installation we consider unsafe, and doing so is not a breach of these terms.
5.8You are responsible for checking that the locks, doors and access arrangements meet any requirement of your insurers, landlord or licensing authority.
5.9Where the Services control a door or gate, you must display the sign we provide beside it and tell your players how entry works. Where a booking has no email address we can match, entry depends on your staff code or your staff.
5.10You must not open, modify, reflash or add software to the Equipment, connect other devices to its ports, or move it to another site without our written agreement. You must keep the unit powered and connected so that it can receive updates; we are not responsible for a fault in a unit that has been prevented from updating.
6.1Lights: a court is lit for the window around a paid booking and switched off after it. The unit signals your contactors or relays; it does not supply power and does not control the luminaires themselves. Your manual switches keep working, and if the unit, the internet or our servers fail, your switches are the fallback and nothing prevents their use.
6.2Door access: entry codes are generated at your venue and continue to work when the internet connection drops. The phone button and the daily staff-code email need an internet connection and are shown or sent only while the unit is online. Readers, locks and power supplies are electromechanical and can fail; you must keep a manual means of entry. We do not guarantee that any particular door will open at any particular moment.
6.3Announcements: audio depends on the amplifier and speakers at your venue. Volume, content and compliance with any local noise or licensing rules are your responsibility.
6.4Monitoring and alerts: we monitor every unit and the booking feed and alert the contacts you nominate when one goes quiet. Alerts depend on connectivity at the venue and on the messaging services used to deliver them, and are provided on a reasonable-endeavours basis. They do not replace your own checks of the venue.
6.5Support is provided remotely, in English, by email and phone on working days in the United Kingdom, and we aim to respond within one working day. Site attendance is charged under clause 5.4 unless the Order Form says otherwise.
6.6We provide the Services with reasonable skill and care and aim for them to be available at all times, but we do not promise uninterrupted or error-free operation and no service credit is payable for unavailability. We will give notice of planned maintenance where practical.
6.7The Services depend on your Booking Platform and on the internet and messaging services we use. If a platform or service changes or withdraws its interface, we will do what we reasonably can to adapt, and you may cancel under section 7 if we cannot.
6.8Codes and staff codes are keys. Anyone presenting a valid code will be admitted; we do not verify identity. You are responsible for who you share the staff code with, for keeping the recipient list on your dashboard current, for the conduct of anyone admitted, and for resetting the code if you think it has been compromised. We keep a log of every open, refusal and reset for you.
6.9Figures on the dashboard and in Analytics are derived from your booking data and energy readings and are management information, not audited or metered accounts. Energy figures are estimates unless the Order Form includes a metering device.
6.10You have satisfied yourself that the Services and Equipment are suitable for your venue. We give no advice on the design of your electrical installation, doors or fire strategy beyond the documentation we supply.
7.1The agreement starts when you accept these terms and continues until cancelled. A subscription runs monthly, or, where the Order Form says so, for an initial 12 months and then monthly.
7.2You may cancel a monthly subscription at any time from your account page or by emailing us; cancellation takes effect at the end of the billing period already paid for. You may cancel an annual subscription at the end of its current year by giving us at least 30 days' notice. No refund is made for the part of a paid period remaining.
7.3We may cancel or suspend on written notice if you do not pay, if you use the Services or Equipment in a way that is unlawful or unsafe, if you breach these terms and do not put it right within 14 days of us asking, or if you become insolvent, enter administration or liquidation, or cease to trade.
7.4We may suspend part or all of the Services immediately where we reasonably believe it is necessary to protect the safety of people at the venue, the security of the Services, or other customers, for example if codes have been compromised or the unit has been tampered with. We will tell you and restore the Services as soon as the issue is resolved.
7.5On cancellation the licence in clause 2.4 ends and the unit stops controlling lights and doors at the end of the paid period; your manual switches and your own locks continue to work. You keep the Equipment you have paid for, must return any Equipment you have not paid for at your cost, and must pay every sum due to us. Sections 9, 10, 11 and 12 continue after the agreement ends.
7.6We may end the Services altogether on 90 days' notice, in which case we refund any subscription fees paid for the period after the end date.
8.1We warrant the Court Intel controller and the Equipment we assemble against defects in materials and workmanship for 12 months from delivery. Third-party components such as readers, locks, power supplies, battery back-ups and communications modules carry their manufacturer's warranty, which may be longer; we will help you make a claim under it.
8.2If Equipment fails within its warranty in normal use we will, at our choice, repair or replace it. Within the United Kingdom we pay return carriage both ways. Outside the United Kingdom you send the item to us at your cost and we send the repair or replacement to you at ours, and you are responsible for any duty or tax on either shipment. We may offer an advance replacement against a deposit.
8.3The warranty does not cover damage or failure caused by incorrect installation or by work done by anyone other than us; by faults, surges or lightning on your electrical supply or on cables to readers and locks; by water ingress where an enclosure has been opened or fitted outside its rating; by temperature or humidity outside the Equipment's rating; by physical damage, vandalism, pests or accident; by modification, unauthorised software or unapproved accessories; by a unit prevented from receiving updates; or by fair wear and tear or consumables such as fuses and batteries.
8.4If an item returned under warranty is found to have no fault, or to be outside the warranty, we may charge a reasonable inspection fee and return carriage.
8.5If you cancel before we have configured or dispatched the Equipment we refund the one-off fees in full. Within the United Kingdom, Equipment may be returned within 30 days of delivery, unused and in its original packaging, for a refund of the kit fee less carriage and a 10% restocking charge; door packs and other items that have been fitted, and any item configured or made to order for your venue, cannot be returned. Outside the United Kingdom, returns are accepted only under this warranty.
8.6A repaired or replacement item is warranted for the rest of the original period or 90 days, whichever is longer.
9.1You are the controller of your booking, staff and player data. We act as your processor for the Services and process that data only to provide them, on your documented instructions in these terms, for as long as you are a customer, and then delete it within 90 days of the end of the agreement except where the law requires us to keep it. You may ask for a copy of your data before then.
9.2The unit at your venue holds the day's bookings, including player names and email addresses. Our servers hold what the dashboard and monitoring need: booking times, courts, player names for your staff screen, and a one-way transformation of each email address that lets a player prove a booking at a door. We never hold a player's email address in readable form on our servers, and we never message your players.
9.3We use sub-processors to run the Services: our hosting, email, messaging and payment providers. We will give you a list on request and will tell you before adding one that processes your personal data, and you may object on reasonable grounds.
9.4We keep appropriate technical and organisational measures to protect your data, limit access to staff who need it and are bound by confidentiality, will help you meet your own obligations under data protection law where you reasonably ask (including data-subject requests, impact assessments and audits, at our reasonable cost where the request is substantial), and will tell you without undue delay if we become aware of a personal data breach affecting your data.
9.5This section is the data-processing agreement between us for the purposes of Article 28 of the UK GDPR and, where it applies to you, the EU GDPR. We will sign a separate data-processing agreement on your standard form if you need one, provided it is consistent with this section.
9.6Your data is hosted in the United Kingdom. Where your venue is in the European Economic Area, transfers to us rely on the European Commission's adequacy decision for the United Kingdom; if that decision ceases to apply we will put an alternative transfer mechanism in place.
9.7You are responsible for your own lawful basis for processing player data, for telling players how their data is used, including at the door and through any sign or booking-platform notice, and for any camera, microphone or audio system at your venue and the notices it requires.
9.8Analytics and the staff dashboard show your own venue's figures only. We may use aggregated, anonymised data across all venues to improve the Services and to publish industry statistics that cannot identify you or your players.
10.1Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law.
10.2Subject to clause 10.1, our total liability to you under or in connection with this agreement, in contract, tort (including negligence), under statute or otherwise, arising in any 12-month period is limited to the subscription fees you paid us in that period; and for any claim relating to an item of Equipment, to the price you paid for that item.
10.3Subject to clause 10.1, we are not liable for loss of profit, revenue, bookings or business, loss of energy savings, loss of or damage to data, loss of goodwill, wasted expenditure, or any indirect or consequential loss; nor for loss or damage arising from unauthorised entry, theft, or injury at your venue, from a door or gate that did not open or did not close, from lights that did or did not switch, from an announcement that did or did not play, from your electrical installation or from work done by your installers, from your Booking Platform or its data, from your internet or power supply, or from any use of the Services or Equipment contrary to these terms or our documentation.
10.4The Services assist your staff; they do not replace your responsibility for the safety and security of your venue and the people in it. You will indemnify us against any claim by a third party, and the costs of dealing with it, arising from the installation, condition or use of your venue, from your installers' work, from misuse of codes issued to you, from your breach of data protection law, or from your breach of these terms.
10.5You must bring any claim against us within 12 months of becoming aware of the facts giving rise to it.
10.6You acknowledge that you have not relied on any statement, promise or representation that is not set out in the agreement, and that your only remedies for anything said before it was made are for breach of contract under these terms. This clause does not exclude liability for fraud.
11.1We own all intellectual property in the Services, the Software, the dashboards, the documentation, the drawings and any improvements, including improvements suggested by you, which you assign to us. Court Intel and Court Intelligence are our trading names and marks.
11.2You may not copy, adapt, reverse engineer, decompile, resell, lease or make the Services or Software available to anyone outside your venue, remove any notice from them, use them to build a competing product, or publish tests or comparisons of them without our consent.
11.3The Software may include open-source components licensed on their own terms, which we will identify on request; those terms apply to those components.
11.4Each of us will keep the other's confidential information confidential and use it only for this agreement, except where disclosure is required by law. Your booking data, our pricing to you, our drawings and the design of our Equipment and Software are confidential; the existence of these terms is not.
11.5We will not name your venue in publicity, case studies or customer lists without your written consent. You may say that your venue uses Court Intel.
12.1Neither of us is liable for failure or delay in performing caused by events outside our reasonable control, including power, internet or telecommunications outages, failure of a supplier or carrier, component shortages, changes made by third-party platforms or messaging services, severe weather, epidemic, industrial action or government action. If such an event lasts more than 60 days either of us may cancel the affected Services on notice.
12.2Notices are given by email: to us at support@courtintelligence.co.uk, to you at the address on your account or Order Form. A notice is received on the next working day after it is sent.
12.3You may not transfer this agreement without our written consent, which we will not unreasonably withhold if the venue changes hands and the new operator accepts these terms. We may transfer it to a successor to our business on notice to you, and may subcontract our obligations while remaining responsible for them.
12.4These terms, the pricing page, our Privacy Policy and your Order Form are the whole agreement between us and replace any earlier discussions, quotations and representations. If any part is found unenforceable the rest continues, and the unenforceable part is read as narrowly as needed to make it enforceable.
12.5We may update these terms. We will give at least 30 days' notice of a change that affects you materially, and you may cancel under section 7 before it takes effect. The version in force is always at courtintelligence.co.uk/terms. No other variation is effective unless in writing and agreed by us.
12.6A delay or failure by either of us to enforce a right is not a waiver of it. Nothing in this agreement creates a partnership, joint venture or agency, and no one other than you and us has any right to enforce it, whether under the Contracts (Rights of Third Parties) Act 1999 or otherwise.
12.7Each of us will comply with applicable anti-bribery, anti-corruption, sanctions and modern-slavery laws in connection with this agreement.
12.8If a dispute arises, each of us will nominate a senior person to try to resolve it in good faith within 30 days of one of us asking. Either of us may go to court after that, or at any time for urgent relief or to recover an undisputed debt.
12.9This agreement is governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction, except that we may bring proceedings to recover a debt or to protect our intellectual property or Equipment in any court with jurisdiction over you. The United Nations Convention on Contracts for the International Sale of Goods does not apply.
12.10These terms are written in English and the English text governs. Any translation is for convenience only.
13.1This section applies where the venue address in the Order Form is outside the United Kingdom, and prevails over the rest of these terms where they differ.
13.2Unless the Order Form says "delivered duty paid", Equipment is delivered DAP (Incoterms 2020) to the address in the Order Form: we arrange and pay for carriage to that address, and you are the importer of record and pay import VAT, customs duty, brokerage and any other charge on import. Customs clearance is outside our control and time spent in customs is not delay by us.
13.3Prices exclude any tax, duty or levy imposed outside the United Kingdom. If you are required by law to withhold any amount from a payment to us, you will pay us such additional amount as leaves us with the sum we would have received without the withholding.
13.4Payment is in pounds sterling by bank transfer or card unless the Order Form states another currency, and you bear all bank and currency-conversion charges. Where we agree to invoice in another currency, the price is fixed at the rate in the Order Form and we may revise an unaccepted Quotation if the rate moves by more than 5%.
13.5Warranty claims are handled under clause 8.2, with carriage to us at your cost. Site visits are charged at our day rate plus flights, accommodation, subsistence and travel time, quoted in advance. Remote support is in English during working days in the United Kingdom.
13.6You are responsible for confirming that the Equipment may be installed and used under the electrical, building, fire, access-control, radio and data-protection rules that apply where the venue is, for engaging installers qualified under those rules, and for any registration, notification or certificate those rules require. The Equipment carries the conformity markings stated in its documentation; we give no other assurance of local approval.
13.7Where the EU GDPR or another data-protection law applies to you, section 9 applies as if references to the UK GDPR included that law, and we will enter into the standard contractual clauses or other transfer mechanism that law requires on request.
13.8You confirm that neither you nor your owners are subject to sanctions that would prevent us supplying you, and that you will not re-export the Equipment in breach of United Kingdom export-control or sanctions law.
13.9You irrevocably submit to the jurisdiction in clause 12.9 and agree that a judgment of the courts of England and Wales may be enforced against you in the country where the venue is. If the law of that country requires a local agent for service of documents, you will name one on request.