Organization Terms

Effective date: September 26, 2026 for new users, and October 26, 2026 for existing accounts and running payment plans.

Version: 2026-09-26

These Organization Terms are part of our agreement with any organization that uses WhereTheyPlay beyond a free search. They add to our Terms of Service, which also apply. If the two say different things about the topics below, these Organization Terms win for organizations.

"We" and "us" means WhereTheyPlay LLC. "You" means the organization, and the person who accepts these terms for it.

The short version

Claiming a page we built is free. It stays up for 12 months from the day we first published it, unless you pay.
A paid listing is $25 a month, $135 for 6 months or $250 a year. It renews until you cancel online. You can get a full refund within 30 days of any charge, and a refund ends the plan.
Families pay a WhereTheyPlay service fee on top of your price. You receive the full price you set.
You decide refunds to families. You cover disputes on your own payments.
You run your program, coaches and safety. We do not check anyone.

The short version is a summary. The full terms below are the agreement.

1. When these terms apply

These terms apply when you do any of these things for an organization:

claim its page;
sign up for a paid listing, a free trial or the Ultimate Dashboard;
connect a Stripe account or take registration payments;
bill families or record their payments;
invite coaches, or use a coach seat.

By doing any of them, you agree to these terms for the organization. You confirm that:

you are 18 or older;
you work or volunteer for the organization; and
the organization has allowed you to agree to these terms for it.

2. Claiming a compiled page

Who can claim. An adult who holds a staff, coach, board or officer position at the organization, and whom the organization has allowed to manage its page.

How you prove it. We email a 6 digit code to the address the organization publishes on its own website, which is the address on our compiled page. Entering that code proves you can read that mailbox. If we have no address on file, we may not be able to complete a claim.

The claim checks. To finish a claim you tick each of these, and we keep a record of what you ticked, when, and from which internet address and browser:

You are allowed to act for the organization and to agree to these terms for it.
Every fact you submit is accurate to the best of your knowledge.
You own, or have permission to use, every photo, logo and piece of text you upload, and you allow us to show it on the page.
Every person you name on the page is 18 or older and has agreed to have their name and role published.
You will not upload any photo with an identifiable child in it, and facility photos will show no people.
You have read and agree to the Terms of Service, these Organization Terms and the Privacy Policy.
You understand that WhereTheyPlay does not recommend or vouch for organizations, and a listing is not a recommendation.
You understand the one named person rule and the yearly confirmation below.

The one named person. A free claimed page names one person: the adult who claimed it. If that person's name is removed, by them or by anyone else, the whole free page comes down. It cannot be put back from the dashboard.

The yearly confirmation. We will ask the named person to confirm the claim once every 12 months. If they do not confirm, or they stop working or volunteering with the organization, a free claimed page comes down.

No hand-offs. A claimed page cannot be handed to another person.

What a free claimed page includes. The organization's name, sports, town, age groups and website, where parent messages go, and the name and role of the one named person. Other features, such as a description, teams, staff, photos and a logo, need a paid listing.

3. The free period and the 12 month clock

Who gets a free period. Only pages that we compiled and published ourselves, and those same pages once they are claimed. An organization that signs up with us directly has no free period. Its page goes public only while it has an active paid subscription, a complete profile and 3 facility photos with no people in them.

When the clock starts. The 12 months start on the day we first published the compiled page. They do not start again when the page is claimed. They keep running while the page is hidden.

What happens at 12 months. A page that is still free comes down 12 months after we first published it. After that, its link says the page is gone. We email the organization's address on file about 90, 30 and 7 days before, unless that address has asked us not to email it. Claiming a page does not stop this clock. A paid subscription does.

Paying ends the free period. Once your first real payment on a subscription goes through, the free period is over for good. If you later cancel, your page comes down when your paid period ends. It does not go back to being a free page.

The trial exception. If you cancel during the 14 day free trial of a monthly plan, before you were ever charged, your free period is not lost. Your page goes back to a free claimed page until its 12 months end.

Going back to a free page. When a page goes back to being a free claimed page, every paid feature comes off it, including its description, teams, staff, photos and logo.

4. Paid listings (Standard)

Plans and prices.

Plan	Price	Billing
Monthly	$25	every month
6 months	$135	every 6 months
Annual	$250	every year

Sales tax is added where the law requires it. A new monthly subscription starts with a 14 day free trial. 6 month and annual plans start and are charged on the day you buy them. Any discount code and its terms are shown before you pay.

Automatic renewal. Every plan renews automatically at the end of each billing period, for the same length of time, until you cancel. You authorize us, through Stripe, to charge the payment method on file at each renewal. A plan renews at its listed price. We can change the listed price only as explained under "Price changes."

The monthly trial. When the 14 day trial ends, your card is charged $25, plus any sales tax, and then the same every month, unless you cancel before the trial ends. We email you before the trial ends.

Reminders. We email you before each renewal of a 6 month, annual or Ultimate plan, with the date and the amount.

Cancelling. You can cancel online at any time from your account page. You do not need to call or email us. Cancelling stops future renewals. Your dashboard and your paid page stay active until the end of the period you already paid for.

Refunds: 30 day money-back guarantee. If you ask within 30 days of any subscription charge, we will refund that charge in full, including the tax on it. When we refund a charge, we also cancel that plan, and its paid features stop on the day of the refund. If your page was a free claimed page before you paid, the refund does not bring the free period back, so your page comes down when the plan is cancelled. After 30 days, 6 month and annual plans are not refunded or prorated, but your plan stays active until the end of the period you paid for. A monthly plan can be cancelled at any time and stays active until the end of that month. To ask for a refund, email leads@wheretheyplay.com.

Payment problems. If a renewal payment fails, Stripe tries again and we email you. Your page stays up for 14 days from the first failed payment. If it is still unpaid after 14 days, your page comes down and paid features stop until you pay.

Price changes. We may change a plan's listed price. We will email you at least 30 days before a new price applies to you. A new price starts at your first renewal after those 30 days. You can cancel before then.

Charged twice by mistake. If you are charged twice for the same organization and plan, tell us and we will refund the extra charge.

5. The Ultimate Dashboard

The Ultimate Dashboard is not open to new customers yet. This section applies when it is.

Price. $1,000 a year, the same price for every organization, billed once a year. It includes a paid listing. Sales tax is added where the law requires it.

Upgrading. If you already have a paid listing, upgrading moves that subscription to the Ultimate Dashboard. On the day you upgrade, you are charged $1,000 for a year starting that day, less a credit for the unused part of your current plan. Your yearly renewal date becomes that day. You cannot upgrade during a free trial.

Renewal, cancelling and refunds. The Ultimate Dashboard renews automatically every year until you cancel, at its listed price. The reminder, cancelling, refund and price change rules in section 4 apply to it too.

What it includes. Coach logins, a private roster, player stats, team schedules, practice plans, notes and expenses, up to 20 facility photos, and email messages to your coaches and families sent through the Service.

When it ends. Your Ultimate Dashboard ends if you cancel, if a payment is still unpaid 14 days after it first failed, if you move back to a paid listing, or if the owner's account is closed. When it ends:

your public page follows the rules for whatever plan you still have;
we email your organization on the day it ends and again about day 23;
30 days after it ends, we permanently delete your whole club workspace. (If our first email to you went out late, we wait until at least 7 days after it.) That includes your roster, children's names, parents' emails, stats, messages, coach seats, schedules, notes and expenses. It cannot be recovered after that.
if you subscribe again before day 30, nothing is deleted.

Until day 30, the owner can still open the club dashboard, read only, to download the roster and the expenses as spreadsheets and to print the schedules. Stats, messages and notes have no download, so copy anything you need from them before day 30.

6. Your promises about your page and your people

You promise that:

Your information is accurate. You will keep your page up to date and correct anything wrong quickly. You will not post win-loss records, standings or tournament results.
You have the rights. You own, or have permission to use, every photo, logo and piece of text you upload.
No people in facility photos. Facility photos show no people at all. We check each one automatically with an image service (Google Cloud Vision) before it goes public, and we may hold or remove any photo.
No photos of children, anywhere. You will never upload a photo of a child to any part of the Service. That includes the Ultimate Dashboard, which has no private photo area.
Staff are adults who agreed. Every staff member or coach you name, or show in a headshot, is 18 or older and has agreed to have their name, role and photo published. If a person asks you to take their name or photo down, you will do it.
Coaches are adults. Every coach you invite to your dashboard is 18 or older. You confirm this for each invite, and each coach agrees to keep what they see private.
You are responsible for your people. You are responsible for what your staff, coaches and volunteers do on the Service, including anyone using a coach seat you gave them.

7. Children's information in the Ultimate Dashboard

This section applies only if you use the Ultimate Dashboard roster. Our Children's Data Notice explains it to families.

What you may keep. For each child: first name, last name, team age (not a birth date), team, and stats. For each parent or guardian: name, email address, and payment records. Nothing else.

What you must not enter. Birth dates, health or medical information (including injuries, allergies and concussion status), photos, school records, government ID numbers, home addresses, or a child's own email address or phone number. Do not put a child's name in a bill label, a payment note or any other free text field, except the roster's own name fields.

Parent permission. Before you add a child to your roster, by hand or by spreadsheet, you promise that a parent or legal guardian of that child has agreed that your organization may keep the child's name, team age, team and stats, and may email the parent through the Service. When a parent adds their child while paying, they give that permission themselves. You will keep a record of permissions you collect yourself and show it to us if we ask.

No contact with children. You will not use the Service to contact a child directly. The Service only sends messages to adults: coaches and parents.

Deleting a family's records. Every email your organization sends to a family through the Service has a link the family can use to ask you to delete their records. You will act on a request promptly and within 14 days. If a request is still open after 14 days, we are told and we will follow up with you. You will also delete a child's records if a parent asks you another way.

Private means private. Children's names and stats are never shown on any public page. Only your owner account and the coaches you invite can see them, and a coach sees only their own team. You will not copy them out of the Service to publish them anywhere.

8. Your program and the law

You run your program, not us. You alone are responsible for your program, including:

choosing, training and supervising your coaches and volunteers;
background checks;
abuse prevention, training and reporting, including any duties under the federal Safe Sport law (36 U.S.C. 220530) and the federal duty to report suspected child abuse (34 U.S.C. 20341), where they apply to you;
concussion and head injury rules, including Washington's (RCW 28A.600.190) and any other state's that apply to you;
the safety of your facilities and equipment;
your insurance, and any waiver, release or medical form you use;
your own refund policy and what you tell families about costs; and
your taxes.

We do not check. We do not run background checks on, supervise or vouch for any organization, coach or volunteer, and nothing on the Service says or suggests that we do. You will not say or suggest that we do.

9. Emails you send through the Service

If you use the Ultimate Dashboard to message coaches or families:

you write the message and choose who gets it, and you are responsible for what it says;
you will send messages only to your own coaches and to families connected to your organization;
each message shows that it comes from your organization through WhereTheyPlay, and replies go to the person who sent it;
if your message promotes something for sale, you are responsible for following the federal CAN-SPAM Act and Washington's Commercial Electronic Mail Act (RCW 19.190);
every family email has an unsubscribe link and a delete-my-records link, and we honor them automatically;
we keep the text of each message for 365 days after it is sent, then delete it; and
we may pause or stop your messaging if it is misused or harms our ability to deliver email.

10. Registration payments

Stripe

In short: Stripe processes your payments, and you agree to Stripe's own terms for that. Stripe requires the next paragraph word for word.

Payment processing services for organizations on WhereTheyPlay are provided by Stripe and are subject to the Stripe Connected Account Agreement, which includes the Stripe Services Agreement (together, the "Stripe Services Agreement"). By agreeing to these Organization Terms or continuing to take payments through WhereTheyPlay, you agree to be bound by the Stripe Services Agreement, as Stripe may change it from time to time. As a condition of WhereTheyPlay enabling payment processing services through Stripe, you agree to give WhereTheyPlay accurate and complete information about you and your organization, and you authorize WhereTheyPlay to share it, and transaction information related to your use of the payment processing services provided by Stripe, with Stripe.

When you provide personal data in connection with setting up or using your Stripe account, Stripe receives that personal data and processes it in accordance with Stripe's Privacy Policy.

Who can take payments. An organization with an active paid listing, that has finished setting up its Stripe account.

What we do for you. You authorize us to do these things on your behalf through Stripe:

create payment pages and links for your programs;
take a family's payment on our Stripe platform account and pass your amount to your Stripe account, with your organization named as the seller on the family's card statement;
keep our service fee from each payment;
save a family's card when they choose a payment plan, and charge it on the schedule they agreed to;
give refunds you ask for, and take the refunded amount back from your Stripe account;
respond to disputes using the payment records;
tell Stripe your organization's name, web page and business category (today we tell Stripe every club is a charitable or social service organization; tell us if that is wrong for you); and
pause or stop payments as these terms allow.

The service fee

Families pay it, on top of your price. You set the amount you want to receive. We add a WhereTheyPlay service fee on top, and the family sees the total before they pay. You receive the full amount you set, less any refund or dispute.

What it is. It is WhereTheyPlay's fee for the payment service. Out of it we pay Stripe's processing costs, and we keep the rest as our margin. The fee is the same whatever card the family uses. It is not a card surcharge, and you must not describe it to families as one, or as a tax or government fee.

How much. Unless we agree a different rate with you in writing, the service fee is 5.4 percent of the total the family pays, plus 30 cents. That works out to about 5.7 percent of your price, plus about 32 cents. The dollar amount is always shown to the family before they pay. A bill that already exists keeps the fee it was created with.

Changes. We will give you at least 30 days' notice by email before we change the rate for new payments.

Payment plans

You can let families pay in 1, 2, 3 or 4 payments. No plan can have more than 4.
A new plan costs the family exactly the same total as paying in full. We spread the one service fee across the payments and pay Stripe's extra per-payment cost ourselves.
There is never any interest or late fee on a plan.
The first payment is taken when the family pays. The rest are taken automatically on the same day of each following month (or the month's last day, if it is shorter).
When a family's first plan payment goes through, we email the family a copy of their authorization and schedule, as the law requires.
If a payment fails, we try again the next day, up to 3 tries in all. If all 3 fail, the automatic payments stop. What is left is owed to you, on your own terms. If you use balance pages, the family can pay the missed payment there, which restarts their monthly payments on the card they use.
Plans agreed before September 26, 2026 keep running on the schedule and total the family agreed to, including plans with more than 4 payments and plans that cost more than paying in full.

Stopping a plan. A family can stop its own future plan payments at any time: with the Stop my future payments link in its plan confirmation email, with the Stop my future payments button on its balance page, or by emailing leads@wheretheyplay.com. You cannot stop a family's plan from your dashboard. If a family asks you to stop their plan, point them to those, or forward the request to leads@wheretheyplay.com and we will stop the remaining payments. When a plan is stopped, we email you and the family. A refund of your full share of a plan payment, or a bank dispute, also stops the plan.

Refunds

You decide whether to give a refund. You must tell families your refund policy before they pay, for example in your payment link's details.
To give a refund, use the Refund button on your payments page, once refunds are switched on for your organization. It asks you to confirm, and then the refund goes back to the family's card automatically through Stripe. We email a receipt to the family and to you. You can also ask us at leads@wheretheyplay.com, and we issue it on your behalf.
You can refund only your own organization's payments, and never more than was paid and not yet refunded. A disputed payment cannot be refunded. Stripe's own time limits apply.
A full refund returns the whole payment to the family, including our service fee, which we refund at our own cost.
A partial refund returns the part of your money you choose and the same share of our service fee still unrefunded, rounded to the nearest cent, also at our own cost. For example, if you refund 20 percent of your price, the family also gets back 20 percent of the service fee. Partial refunds that add up to your whole share return the whole service fee. Our part of a refund never comes out of your money.
The refunded amount of your share comes out of your money. We take it back from your Stripe account by reversing the transfer we made to you.
A refund of your full share of a plan payment stops the rest of that plan.
We may give a refund without your request if a payment was a duplicate, a mistake, unauthorized, or required by law or card network rules. If we do, we will tell you, and we may take your share back from you as described below.

Disputes (chargebacks)

A family can always dispute a payment with their bank. Stripe takes the disputed amount and its dispute fee from our platform account first.
You are responsible for the disputed amount of your share of the payment, and for Stripe's dispute fees. In the United States, Stripe charges $15.00 when a dispute is opened, and another $15.00 if the dispute is answered with evidence, which Stripe returns if the dispute is won. Those are Stripe's prices, and Stripe can change them.
We may take those amounts back by reversing transfers to your Stripe account, by taking them out of later payments owed to you, or by sending you a bill, which you will pay within 30 days.
When a dispute is opened on one of your payments, we tell your organization by email, with the payment and the amount. You will give us any records we reasonably ask for to answer it. We decide whether and how to answer it.
If the dispute is decided in your favor, we give back what we took back from you for it. Money we took back by reversing a transfer goes back to your Stripe account automatically. Anything you paid us another way, we return within 30 days.
A dispute stops that family's payment plan, and the plan is not restarted, even if the dispute is won.
A dispute does not take your page down. Your page stays up while the bank decides. Your own subscription is still billed as usual.

Limits on payments

You may take payments only for the programs described on your page, for your own organization.
You may not use the Service to collect money for another person or organization, or to collect a debt that someone else is owed.
We may pause or stop payments for your organization, or hold back a payment, if we reasonably believe a program is not being delivered as described, there is fraud or a high risk of disputes, you have broken these terms, or the law or Stripe requires it. Doing so does not make us responsible for money you already received or refunds you owe.

If your paid listing ends. You can no longer create payment links, and your existing links stop taking new payments. Payment plans already running keep taking payments on schedule. Your payments page does not show your payment records while your paid listing has ended. We keep the records, and they show again if you subscribe again. If you need a copy before then, ask us.

11. Family balances

Family balances are not switched on for every organization yet. This section applies when they are on for yours, except the paragraph on records, which applies to every organization that takes payments through us.

What it is. A private record, for each paying adult, of what they owe your organization, what they paid online, and what they paid in cash or by check.

Records start with the first payment. When a family pays you a registration through us, we keep a family record for them at your organization, even if you do not use balance pages yet, so your records are complete if you start.

Bills. You may bill a family only for your own programs and goods. Describe what a bill is for, not who it is for. Do not put a child's name in a bill label or a note. You may not add interest or late fees to any bill.

Cash and check records. When you record a cash, check or other payment, you confirm: "I received this payment myself. It did not go through WhereTheyPlay and no fee was charged." These are records only. No money moves through us and we take no fee. A record can be voided but not edited or deleted.

Balance pages. Each family has a private balance page, reached by a private link. Anyone with the link can see that page, so share it only with the family. You can make a new link at any time, which stops the old one working.

Paying online. A family can pay a bill online from their balance page, with the service fee added and shown first. They must pay a whole bill, or a whole missed plan payment, at once.

After a refund or dispute. If a payment on a bill is refunded or disputed, the bill is held for you to review. No reminder goes out and no Pay button shows until you decide whether anything is still owed.

Reminder emails. Payment reminder emails are not available yet. When they are, they will be off until you turn them on, a family will be able to stop them, and we will send them in your organization's name with replies going to you. They will never threaten, and never add a fee.

You are the creditor. Any amount a family owes is owed to your organization, not to us. We do not collect debts, and we do not buy them.

12. Data you give us about other people

For roster, family balance and message data, which is the information you enter or collect about your players, families and coaches:

You decide. You decide what to collect and why, and you are responsible for having the right to collect it and share it with us.
We act for you. We store and use it only to provide the Service to you, as these terms and your use of the Service direct. We do not sell it, and we do not use it for our own marketing or advertising.
Who we share it with. Only our service providers that help us run the Service (listed in our Privacy Policy), and anyone the law requires.
Security. We protect it as our Privacy Policy describes. If it is exposed in a security breach, we will tell you without unreasonable delay, and help you meet any duty you have to tell families.
Requests. If a parent asks us about their family's records, we pass the request to you, and you answer it. We will help you.
Deletion. We delete it as sections 5 and 7 and our retention schedule describe.

For everything else, such as your account, your public page, your subscription and how the Service is used, we decide how the information is used, as our Privacy Policy explains.

13. Licenses

In addition to the license in section 9 of the Terms of Service, you allow us to show your page's content in our search results, city and sport pages, comparisons, link previews and the data we give search engines, while your page is public.

14. If someone sues us over your program

If someone brings a claim against WhereTheyPlay because of something on your side, you will defend us and cover our reasonable costs, damages and attorney fees. That means a claim that arises from:

your program, including anything your coaches, staff or volunteers do;
content you upload or messages you send;
children's or families' information you entered without the permission these terms require;
your registration payments, refunds, prices, bills or taxes; or
your breach of these terms or of the law.

This does not apply to the extent a claim was caused by our own breach, negligence or misconduct. We will tell you about the claim promptly, let you control the defense with a lawyer we reasonably accept, and help you at your cost. You may not settle a claim in a way that admits fault for us or binds us without our written consent.

15. Limits on our liability to organizations

Section 18 of the Terms of Service applies to you, with one change: for an organization, the cap is the greater of (a) the subscription fees your organization paid us in the 12 months before the event, or (b) $100. The cap does not apply to your duty to pay us, section 14, or money we owe you for payments families made to you.

16. Suspension and ending

We may suspend or end your page, your dashboard, your messaging or your payments for the reasons in section 16 of the Terms of Service. When we can, we will tell you first and give you a chance to fix the problem.

If we end your paid plan without one of those reasons, we will refund the unused part of what you paid.

When your organization's use ends, sections 7 (deleting records), 10 (refunds, disputes and what you owe), 12, 14, 15 and this section still apply.

17. Everything else

Disputes, changes to these terms, and the other general terms work as sections 20, 21 and 23 of the Terms of Service describe.

18. Contact

WhereTheyPlay LLC

123 2nd Ave S, Suite 230 #67, Edmonds, WA 98020

Email: leads@wheretheyplay.com