Terms of Service

1. Who we are and what these terms cover

Coplanio operates coplanio.app, a club management service for football coaches: training plans and sessions, an exercise library, a calendar with matches and events, player rosters with attendance and assessments, and AI features for drafting exercises and session plans (switched off at present — see section 6). You can reach us at support@coplanio.app.

These terms cover the website, the web application (including when it is installed on a phone's home screen) and every feature we make available through them. The Privacy Policy explains how we handle personal data, and the Data Processing Agreement governs the player and staff data your club stores with us; both are part of these terms.

2. Accounts

You need an account to use the service. You must be at least 16 years old to hold one, give accurate information, keep your password to yourself and tell us promptly if you believe your account has been used without your permission. Everything done through your account is treated as done by you.

During the pilot period, registration is limited to email addresses we have approved. Public sign-up with email verification will replace this when it is switched on; these terms apply the same way in both cases.

3. Organizations, roles and your club's data

A club uses the service as an organization. The person who creates the organization becomes its administrator and decides who is a member and in which role (administrator, head coach, coach, staff). Members see and change only what their role and team assignments allow; every change to important records is logged.

The data a club enters — players, guardians, staff, sessions, results — belongs to the club. For that data the club is the data controller and Coplanio is its processor, on the terms of the Data Processing Agreement. The club is responsible for having the right to enter it, including the authority required for the records of minors.

4. Acceptable use

You agree not to:

• enter personal data you are not entitled to process, or use the service for anything unlawful;
• record health, medical or other special-category data in free-text fields unless your club has a lawful basis for it;
• upload content that infringes someone else's rights, or publish exercises to the community that you do not have the right to share;
• try to access other organizations' data, probe or test the security of the service, or interfere with its operation;
• copy the service or its content by automated means, resell access, or share one account between several people.

5. Your content and the community library

You keep every right you have in the content you enter. You give Coplanio the permission it needs to host, store, back up, display and process that content in order to run the service for you and your club, and for no other purpose.

Exercises are private to your club unless you share them. When you share an exercise with another club, or submit it for publication in the community library, you allow the clubs it is shared with — or, once it is approved, every user — to view it and to import a copy into their own library; a copy keeps a reference to its origin for as long as the original exists. You confirm that you own the exercise or have the right to share it, and that it contains no personal data. We may decline, remove or take down community content at our discretion.

6. AI features

The service includes two AI features, the exercise generator and the session planner. Both are switched off at present and cannot be used. When we switch one on, it uses an AI model to draft content from what you type, your team's name, age group and level, and your exercise catalogue. A draft is a suggestion: review it before you use it with players. The AI features do not give medical, injury or player-specific evaluation advice, and no player record is ever sent to the model.

When they are available, use of the AI features is limited per organization (a number of generations per rolling 24 hours). We may switch the features on or off, and change the limit or the model.

7. Availability and changes to the service

The service is in a pre-launch phase. We work to keep it available, but we do not promise uninterrupted availability, a particular response time or a recovery point, and features may change; keep your own copy of what you depend on. Within the limits of your role, the player roster (CSV, XLSX), the calendar (iCalendar) and reports (PDF) can be downloaded from the application, and administrators can download the audit trail (CSV); we provide an organization's administrators with a copy of its other records on request. We will tell registered administrators in advance about changes that materially reduce what the service does.

8. Fees

The service is free of charge during the pilot. If we introduce paid plans, we will announce prices and terms in advance, and nothing you already store will become inaccessible without notice and a way to obtain a copy of it.

9. Ending the agreement

You may stop using the service at any time and ask us to delete your account or your organization by writing to support@coplanio.app; the Data Processing Agreement describes what happens to the club's data. We may suspend or end an account or an organization that breaks these terms, after notice where the circumstances allow it.

10. Liability

Nothing in these terms limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud.

Subject to that, the service is provided as it is during the pilot. We are not liable for indirect or consequential losses, for lost data caused by your own actions or by circumstances outside our reasonable control, or for decisions taken on the basis of AI-generated drafts. Our total liability for any claim arising from the service in a given year is limited to the amount you paid us for it in that year.

11. Governing law

These terms are governed by the laws of Romania, and the courts of Romania have jurisdiction over any dispute, without affecting the mandatory consumer protection or data protection rights of the country you live in.

12. Changes to these terms and contact

We may update these terms. The version and effective date are shown at the top of this page; for material changes we will notify registered administrators by email or in the application before they take effect. Questions go to support@coplanio.app.