Legal

Terms of Service

Effective: June 2, 2026

1. Introduction

These Terms of Service ("Terms") govern your access to and use of PlayCleared, a software-as-a-service platform for athletic eligibility management (the "Service") operated by PlayCleared LLC ("PlayCleared," "we," "us"). By accessing the Service, creating an account, or signing a PlayCleared order form, you agree to be bound by these Terms.

If you are using the Service on behalf of a school, school district, or other organization ("Customer"), you represent that you have authority to bind that organization to these Terms, and "you" refers to both you personally and that organization.

2. The Service

PlayCleared provides web-based tools for tracking, managing, and reporting athletic eligibility for student athletes, including roster management, document storage, eligibility-rule evaluation, clearance status alerts, and audit-ready exports. The Service is offered in feature tiers as set forth in your applicable order form. The specific tier purchased determines which features and access roles are available to your school.

We may add new features at any time. We will not materially reduce the core feature set described in your order form during your paid subscription period without your consent. Features marked "coming soon" (such as inter-school form transfer) are committed on the roadmap but are not guaranteed by any specific date.

3. Accounts and Access

To use the Service, you must create an account. You agree to provide accurate information, keep it current, and maintain the security of your password. You are responsible for all activity that occurs under your account. Notify us immediately if you suspect unauthorized access.

Different account roles (Athletic Director, Coach, Staff) have different access levels as configured by your school's administrator. Tier purchased determines which roles are available to your school.

4. Subscription Terms and Billing

4.1 Plans and pricing

Current pricing, tier, and term for your subscription are set forth in your applicable order form. Subscription tiers are based on school size (rosters) and feature set.

4.2 Billing options

Annual: One invoice at the start of each subscription year. Auto-renews at the then-current price unless cancelled at least 30 days before renewal.

Monthly (9-month minimum): Monthly billing requires a 9-month minimum commitment (August through May). Monthly rate is the annual rate divided by 9, plus a 20% premium. Cancellation prior to completing the 9-month minimum forfeits any prepaid amounts and immediately terminates access. Re-subscribing in any future term requires the outstanding balance from the prior incomplete commitment to be cleared in full before service is re-enabled.

Two-year prepay: Two-year subscriptions paid in advance receive a 10% discount on the total. Refunds are not available on two-year prepay terms except as required by law.

4.3 Promotional pricing

PlayCleared may offer pilot, founding-customer, or other promotional pricing from time to time at its sole discretion, governed by the specific terms of the applicable order form between PlayCleared and the customer. Such promotional pricing is not available except where expressly extended to a specific customer in writing.

4.4 Late payment

Invoices are due upon receipt unless otherwise stated. Past-due balances may accrue interest at the lesser of 1.5% per month or the maximum permitted by law. We may suspend access for accounts more than 30 days past due, with at least 7 days' notice.

5. Customer Data

"Customer Data" means all data, documents, and content uploaded to or generated by you within the Service, including student athlete records, forms, eligibility status, and related materials. Customer Data belongs to you. We process Customer Data only as necessary to provide the Service, as described in our Privacy Policy and our Data Processing Agreement.

Where Customer Data includes student personally identifiable information protected by the Family Educational Rights and Privacy Act ("FERPA"), we act as a "school official" under FERPA's school-official exception (34 C.F.R. § 99.31(a)(1)(i)(B)) and use such data only for the legitimate educational interest of providing the Service to your school.

6. Acceptable Use

You agree NOT to:

Use the Service in violation of any law, including FERPA or state student-privacy laws
Upload data you do not have authority to share
Reverse engineer, decompile, or attempt to derive source code from the Service
Resell or sublicense the Service to third parties without our written consent
Interfere with the Service's operation, security, or other users' access
Use the Service to harass, abuse, or harm any individual
Upload malware or use the Service for any fraudulent purpose

7. Intellectual Property

The Service, including its software, design, branding, and content (excluding Customer Data), is owned by PlayCleared and protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable license to use the Service for your school's athletic eligibility operations during your subscription term. All rights not expressly granted are reserved.

8. Affiliate / Referral Program

Active paying customers may participate in our Referral Program. Each customer receives a unique referral code. When a referred school signs up and pays for their first year of a PlayCleared subscription using that code, the referring customer earns a one-time commission on the referred school's first-year subscription amount, as follows:

Lifetime referrals 1–10: 10%one-time commission on the referred school's first-year subscription
Lifetime referrals 11–20: 15% one-time commission
Lifetime referrals 21 and beyond: 20% one-time commission (locked in)

Commission is paid via ACH within 45 days after the referred school completes 30 days of paid service. If a referred school cancels within their first 30 days, any associated commission is clawed back. Subsequent renewal payments by referred schools do not generate additional commission. Self-referral is not permitted.

Affiliates earning more than $600 in commission in a calendar year must provide a completed IRS Form W-9 before payout, and will receive an IRS Form 1099 from PlayCleared. PlayCleared reserves the right to modify or terminate the Referral Program with 60 days' notice; commission already accrued will be honored.

9. Warranties and Disclaimers

We warrant that the Service will perform materially in accordance with its documentation during your subscription term. EXCEPT AS EXPRESSLY STATED, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

PlayCleared's eligibility-rule engine reflects our best understanding of state athletic association rules at the time of evaluation. You remain responsible for the accuracy and timeliness of athletic eligibility determinations at your school. PlayCleared is a decision-support tool, not a substitute for compliance review by your athletic director and your state association.

10. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, IN NO EVENT WILL PLAYCLEARED'S TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATING TO THE SERVICE EXCEED THE AMOUNT YOU PAID TO PLAYCLEARED IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. PLAYCLEARED WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR EXEMPLARY DAMAGES, INCLUDING LOST PROFITS OR LOST DATA, EVEN IF ADVISED OF THE POSSIBILITY.

11. Indemnification

You agree to indemnify and hold PlayCleared harmless from any claim, demand, loss, or damages arising out of (a) your use of the Service in violation of these Terms or any law, (b) Customer Data you upload, or (c) your violation of any third party's rights. PlayCleared agrees to indemnify you against any third-party claim that the Service, as provided, infringes such third party's U.S. intellectual property rights, subject to the liability cap in Section 10.

12. Termination

You may terminate your subscription at the end of your current term (annual, monthly minimum, or prepay window) by giving written notice at least 30 days before renewal. We may terminate or suspend your access for material breach of these Terms with reasonable notice and opportunity to cure (except for breaches that cannot be cured, such as unauthorized data disclosure). On termination, we will provide a reasonable opportunity to export Customer Data, after which we will delete it as described in our Data Processing Agreement.

13. Governing Law and Disputes

These Terms are governed by the laws of the State of Louisiana, without regard to conflict of laws principles. Any dispute arising out of these Terms shall be resolved exclusively in the state or federal courts located in Rapides Parish, Louisiana, and you consent to personal jurisdiction there. Each party irrevocably waives any right to a jury trial.

14. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or in-app notice at least 30 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

15. Miscellaneous

These Terms (together with your order form, our Privacy Policy, and our Data Processing Agreement) constitute the entire agreement between you and PlayCleared regarding the Service. If any provision is held unenforceable, the remainder will continue in effect. We may assign these Terms to a successor in connection with a merger, acquisition, or sale of assets. You may not assign these Terms without our written consent.

16. Contact

Questions about these Terms? Reach us at CoachDean@playcleared.com.