Terms & Conditions

Last updated: 31 August 2026

These Terms & Conditions (the "Terms") are a binding agreement between you and MatPilot Limited. They govern your access to and use of the MatPilot mobile app, websites, APIs and related services (together, the "Service"). Please read them carefully. By creating an account, or by accessing or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

MatPilot is sold across the EEA, the United Kingdom, Switzerland, the United States, Canada, Mexico and Brazil. We are an Irish company, so these Terms are governed by Irish law (clause 20). That does not take away the protection of your own country's law: where the mandatory consumer, employment or data-protection law where you live gives you more than these Terms do, that law wins, and we do not ask you to waive it.

1. The Service · 2. Operators & Members · 3. Eligibility & accounts · 4. Operator responsibilities · 5. Fees & payment · 6. Member payments & Stripe · 7. Academy Store · 8. Website Services · 9. Consumer rights & cooling-off · 10. AI features · 11. Acceptable use · 12. Intellectual property & your data · 13. Third-party services · 14. Availability · 15. Suspension & termination · 16. Warranties · 17. Liability · 18. Indemnity · 19. Changes · 20. Governing law & disputes · 21. General

1. The Service

MatPilot is operational software for martial arts academies, gyms and coaches. It provides member management, class scheduling and booking, attendance and check-in, grading and rank tracking, billing and subscriptions through Stripe, an in-app store, messaging, notifications, lead capture and an AI assistant. We also design, build and host websites for Operators as a separate managed service (see clause 8). We continually improve the Service and may add, change, or withdraw features. We will not make changes that materially reduce the core functionality of a paid plan during a billing period without notice.

2. Operators & Members

"Operators" are the academies, gyms, coaches and their staff (owners, managers, instructors and reception) who use the Service to run their business. "Members" are the students and clients an Operator manages, who may also use the app to book classes, check in, pay and communicate. These Terms apply to both, except where a clause is stated to apply only to one.

Data-protection roles. For personal data that an Operator enters or uploads about its Members, the Operator is the data controller and MatPilot acts as a data processor on the Operator's documented instructions. The data-processing terms required by Article 28 of the GDPR are set out in our Privacy Policy and form part of these Terms. For account, billing and platform data, MatPilot is the controller. See the Privacy Policy for detail.

3. Eligibility & accounts

• You must be at least 16 years old to create your own MatPilot account, wherever you are. We apply one minimum rather than a different one per country, and 16 is at or above the threshold everywhere we operate (the EU sets the digital age of consent between 13 and 16; Ireland's is 16, under section 31 of the Data Protection Act 2018). Where the law where you live sets a higher minimum, that one applies. Members under 16 may be managed by an Operator only with the verifiable consent of a parent or guardian (see clause 4).
• You are responsible for the accuracy of the information you provide and for keeping your login credentials secure. You are responsible for all activity under your account. Notify us promptly at admin@matpilot.io of any unauthorised use.
• If you use the Service on behalf of an organisation, you confirm you are authorised to bind that organisation to these Terms.

4. Operator responsibilities

As an Operator you are solely responsible, as data controller, for the lawful running of your academy on the Service. In particular you agree that:

• you have a valid legal basis (and, where required, consent) to collect and process your Members' personal data, including any health information, photographs, or guardian details, and to upload it to the Service;
• where you manage minors, you obtain and keep records of parent/guardian consent as required by law, including consent for photographs of minors (the Service provides per-member photo-consent controls to help you record this);
• you provide your Members with your own privacy information about how you use their data, and you handle their data-subject requests as controller (we will assist you as your processor);
• you maintain adequate insurance for your physical activities, venue and instructors, including public liability insurance, and comply with all applicable health and safety obligations;
• you comply with all laws applicable to your business in the country you operate in, including consumer, tax, child-protection and safeguarding obligations and any background-checking regime that applies to people working with children (Garda vetting in Ireland, DBS in the UK, provincial record checks in Canada, state requirements in the US, and their equivalents elsewhere); the AI and informational features in the Service may surface compliance alerts (such as an applicable VAT or sales-tax rate, or an Operator responsibility) but are informational aids only, are not tailored to every jurisdiction, and do not constitute legal, tax or professional advice. Always consult a qualified professional in your own country for your specific situation;
• you are responsible for the content you publish and the communications you send to your Members through the Service.

5. Fees & payment

MatPilot is offered on a free tier and a paid "MatPilot Pro" subscription. Current pricing, inclusions and any applicable caps are shown in the Service before you subscribe. Pro is billed in euro (€) on a recurring monthly basis through Stripe until cancelled. Where you process member payments through the Service, MatPilot also charges a platform fee (a small percentage of amounts processed), disclosed in the Service.

• Taxes. Prices are stated exclusive of VAT, GST and sales tax unless otherwise indicated. Where we must charge one, it is added at the rate applicable to your country, and your VAT or tax registration number is taken into account where the rules allow. You are responsible for any taxes on the fees you charge your own Members.
• Renewal & cancellation. Subscriptions renew automatically each period. You can cancel at any time in the Service; cancellation takes effect at the end of the current paid period and you retain access until then. Fees already paid are non-refundable except where required by law (see clause 9).
• Failed or late payment. If a charge fails, we may retry, and may suspend or downgrade paid features until payment is made.
• Website Services. Website subscriptions (as a Pro add-on or standalone) and any one-time setup or transfer fee are charged in addition to, and on the terms of, clause 8. A setup-fee waiver applies only while the qualifying subscription it is tied to remains active.
• Price changes. We may change pricing with at least 30 days' notice before it affects your next renewal. Continued use after the change takes effect is acceptance; if you do not agree, you may cancel.

6. Member payments & Stripe

Payments between an Operator and its Members are processed by Stripe using Stripe Connect. The Operator connects its own Stripe account and is the merchant of record for those transactions. MatPilot provides the technical means to initiate payments and takes a platform fee; MatPilot is not a party to the contract between an Operator and its Members and does not hold member funds.

• The Operator is responsible for the goods/services it sells, for pricing, VAT, receipts, refunds, chargebacks and disputes with its Members.
• Use of payment features is subject to the Stripe Connected Account Agreement and Stripe's terms, which you accept when you connect Stripe.
• Card data is handled directly by Stripe (a PCI-DSS Level 1 provider). MatPilot does not store full card numbers.

7. Academy Store

Where an Operator sells physical goods through the in-app store, the Operator is the seller and is responsible for the goods, descriptions, stock, fulfilment, delivery and returns. Such sales are subject to the sale-of-goods and consumer law of the country the Member is in, including the distance-selling rules that apply to online orders there. In Ireland that is the Sale of Goods and Supply of Services Act 1980, the Consumer Rights Act 2022 and the European Union (Consumer Information, Cancellation and Other Rights) Regulations 2013; elsewhere it is the local equivalent, and the Operator is responsible for knowing which applies to its own Members. MatPilot provides the storefront and payment rails only.

8. Website Services

Where you buy a MatPilot website, as an add-on to MatPilot Pro or as a standalone subscription (the "Website Service"), this clause applies in addition to the rest of these Terms. The Website Service is a managed service, not a sale of software or of a website. We design, build, host, maintain, secure and support a website for you and give you access to the MatPilot website editor, for as long as your Website Service subscription is active and paid.

• Setup fee. A one-time setup fee may apply. It is quoted on the scope of what you ask for and given to you in writing before work starts. Any waiver of part of it (for example the amount currently waived for MatPilot Pro academies) applies only while the qualifying subscription is in place.
• What you own. You own your domain name, your name, trade marks, logos and branding, the text, images, video and other material you supply or create in the editor, and your member, customer and enquiry data (together, "your Website Content"). You grant us a licence to host, store, adapt, reproduce and display your Website Content for the sole purpose of providing the Website Service. You confirm you have the rights to everything you supply.
• What we own. MatPilot owns and retains all intellectual property in the platform that delivers the Website Service, including the page framework, design system, templates, components, editor, hosting configuration, scripts and source code, and including any design or code we produce specifically for your site (together, the "Website Platform"). We grant you a non-exclusive, non-transferable, non-sublicensable licence to use the Website Platform, as delivered through the hosted site and the editor, for the term of your subscription only. The subscription does not transfer copyright, grant a perpetual licence, or entitle you to the source code, repository or build artefacts of the Website Platform. Open-source components stay under their own licences.
• Cancellation. You may cancel a Website Service at any time. Cancellation takes effect at the end of the current paid period, and the hosted website is taken offline at that point. Fees already paid are non-refundable except where required by law (see clause 9).
• Getting your content out. On request at any time up to 30 days after cancellation, we will export your Website Content to you in a common, machine-readable format at no charge. Your domain remains yours: where we registered or manage it on your behalf, we will transfer or release it to you or your new provider on request, subject to registry rules and to any fees you owe us.
• Taking the website with you. A standalone, transferable copy of the website and its source code is a separate purchase and is not included in any subscription. On request we will quote a one-time transfer fee, priced on the site actually built. A transfer takes effect only on payment in full and on a written transfer agreement setting out what is assigned or licensed to you; until then, the licence above is the only right you have in the Website Platform.
• Moving between plans. If your MatPilot Pro subscription ends but you want to keep your website, you may move to the standalone managed website subscription at the price then published, and the site continues uninterrupted. Features that depend on MatPilot, such as a live timetable, live prices, joining links and enquiries landing in MatPilot, stop working when the MatPilot subscription ends. If no subscription is in place we may keep an archived copy of the site for a reasonable period and may then delete it.
• Our part. We will provide the Website Service with reasonable skill and care. The agreed scope is what the written quote says; anything beyond it is a new quote. We may make technical, security and platform changes that do not materially reduce the agreed functionality.
• Your part. You are responsible for the accuracy and lawfulness of your Website Content, for the claims and prices you publish, for any consents you need, and for keeping your own copy of anything you cannot afford to lose.
• Consumers. If you are a consumer, clause 9 applies, including where you ask us to begin work during the cooling-off period.

The availability, warranty and liability clauses below apply to the Website Service as they do to the rest of the Service.

9. Consumer rights & cooling-off

If you are a consumer (an individual acting outside your trade, business or profession, for example a Member or a solo coach buying for personal use), you have statutory rights that these Terms do not limit, and you keep them wherever you live. In the EEA they come from the Consumer Rights Directive (2011/83/EU) and the Digital Content Directive ((EU) 2019/770) as implemented in your country, and in Ireland specifically from the Consumer Rights Act 2022 and the European Union (Consumer Information, Cancellation and Other Rights) Regulations 2013 (S.I. 484/2013). In the UK they come from the Consumer Rights Act 2015 and the Consumer Contracts Regulations 2013; in Brazil from the Código de Defesa do Consumidor (Lei nº 8.078/1990); and in the United States, Canada, Mexico and Switzerland from the consumer legislation of your state, province or country.

• Cooling-off. For distance contracts, consumers in the EEA and the UK generally have 14 days to withdraw without giving a reason, and consumers in Brazil have 7 days under Article 49 of the Código de Defesa do Consumidor. Where your country gives you longer, you get longer. To withdraw, email admin@matpilot.io within the period.
• Digital services. If you ask us to begin a digital subscription during the cooling-off period and acknowledge that you will lose the right of withdrawal once it is fully performed, you accept that we may begin immediately and that you will be charged for what you have used.
• Conformity. Digital content and services will be supplied with reasonable skill and care and will conform to their description, as the consumer law that covers you requires; remedies for non-conformity are preserved in full.

Operators and others acting in the course of business are not "consumers" and the cooling-off right does not apply to them.

10. AI features

The Service includes an AI assistant and a co-pilot that summarise your academy's data and suggest or draft actions (for example a draft message or a draft plan). AI output can be wrong or incomplete; it is provided to assist, not to replace your judgement. Actions that affect Members (such as sending a message or changing a record) require your confirmation, and you remain responsible for them. We do not make decisions producing legal or similarly significant effects about an individual by solely automated means.

AI features process some data outside the EEA, including in the United States; see the Privacy Policy for the safeguards we apply. The AI may also surface informational alerts about compliance matters, such as applicable VAT rates or Operator responsibilities under Irish law, to help you run your business. These alerts are for information only and do not constitute legal, tax or professional advice; always consult a qualified professional for your specific situation.

11. Acceptable use

• Use the Service only for lawful purposes and in line with these Terms.
• Do not misuse, probe, overload, reverse-engineer, or attempt to gain unauthorised access to the Service or its data.
• Do not use the Service to send unsolicited bulk or marketing email; MatPilot's email features are for transactional, account-related messages, and an Operator's member communications must comply with the electronic-marketing law of the country its Members are in (the ePrivacy rules in the EEA and the UK, CAN-SPAM and state law in the US, CASL in Canada, the LGPD in Brazil) and must respect opt-outs.
• Do not upload unlawful, infringing, or harmful content, or anyone's personal data without a lawful basis.
• Do not use the in-app messaging features to share harmful, offensive, or unlawful content. If you receive a message that breaches these Terms, you can report it directly within the app. We review reports and may suspend or terminate access accordingly.

12. Intellectual property & your data

MatPilot and its licensors own all intellectual property in the Service, including the software, design and trademarks. We grant you a limited, non-exclusive, non-transferable licence to use the Service per these Terms. Websites we design, build and host for you are covered by clause 8, which sets out what you own and what we own in more detail.

You keep ownership of the data you put into the Service ("your content"). You grant us a worldwide, royalty-free licence to host, copy, process and display your content solely to operate, secure and improve the Service and to provide it to you. You can export or request deletion of your data as described in the Privacy Policy.

13. Third-party services

The Service relies on third-party providers for infrastructure, payments, notifications, communications, AI processing and other functions. Our Privacy Policy identifies the principal providers and the safeguards in place. Your use of those features may also be subject to the third party's own terms, and we are not responsible for third-party services we do not control.

14. Availability

We work hard to keep the Service available and reliable, but it is provided on an "as is" and "as available" basis. We do not guarantee uninterrupted or error-free operation and may suspend access for maintenance, security or to address misuse. We are not liable for downtime caused by third parties or events outside our control.

15. Suspension & termination

You may stop using the Service and close your account at any time. We may suspend or terminate access if you materially breach these Terms, fail to pay, or use the Service in a way that risks harm to others, to us, or to the Service, and (where the breach is capable of being fixed) we will give you a reasonable chance to fix it first where practicable.

On termination your right to use the Service ends. For a reasonable period after termination you may export your data; after that we may delete it, except where we must retain certain records by law (for example financial records, under the tax and company law we are subject to; see the Privacy Policy). Clauses that by their nature should survive (fees due, IP, liability, indemnity, governing law) survive termination.

16. Warranties & disclaimers

Except as expressly stated and as required by law, we exclude all implied warranties and conditions to the fullest extent permitted. Nothing in these Terms excludes or limits the statutory rights of consumers under the law that applies to them, wherever they live; those rights take precedence over anything inconsistent in these Terms.

17. Limitation of liability

Nothing in these Terms limits or excludes liability that cannot be limited or excluded by law, including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or any non-excludable statutory rights of consumers.

Subject to that:

• we are not liable for indirect, incidental, special or consequential loss, or for loss of profits, revenue, goodwill, or anticipated savings;
• we are not liable for loss or corruption of data to the extent it results from your failure to maintain your own records or from causes outside our reasonable control;
• our total aggregate liability arising out of or in connection with the Service in any 12-month period is limited to the greater of (a) the fees you paid us for the Service in that period, or (b) €100.
• MatPilot is software only and does not direct, supervise, or participate in any physical training, martial arts instruction, or other physical activity. We accept no liability for personal injury, illness or death arising from or in connection with physical training or activities conducted at an Operator's venue or under an Operator's direction. Operators are solely responsible for the safety of their premises and activities, the competence of their instructors, and maintaining adequate insurance.

You are responsible for your own use of the Service, including the lawfulness of how you process your Members' data and the payments and communications you make through it.

18. Indemnity

You agree to indemnify and hold MatPilot harmless from third-party claims, losses and costs (including reasonable legal fees) arising from your breach of these Terms, your unlawful use of the Service, your content, or (for Operators) your processing of Member data otherwise than in accordance with your obligations as controller. This clause does not apply to consumers beyond what the law allows.

19. Changes to these Terms

We may update these Terms from time to time. We will update the date above and, for material changes, give reasonable notice (for example by email or in-app) before they take effect. Continued use after the changes take effect is acceptance. If you do not agree to a material change, you may stop using the Service and cancel.

20. Governing law & disputes

These Terms and any dispute arising out of them or the Service are governed by the laws of Ireland, and the courts of Ireland have jurisdiction. MatPilot Limited is an Irish company, which is why: it is our home court, not a way of putting a dispute out of your reach.

If you are a consumer, none of that reduces your own protection. Wherever you live, you keep the benefit of any mandatory law of your country of residence that cannot be contracted out of, and you may bring proceedings in your own local courts where that law allows it. Business users (Operators acting in the course of their trade) agree to the exclusive jurisdiction of the Irish courts.

We would like to resolve any issue directly, so please contact admin@matpilot.io first. If that does not settle it, consumers can also go to an out-of-court body: in the EEA, the European Consumer Centre (ECC-Net) in your country helps with cross-border complaints against a trader in another EEA country; in the UK, an approved ADR scheme or Citizens Advice; in Brazil, a PROCON office or consumidor.gov.br; and elsewhere, the consumer protection body for your state, province or country.

21. General

• Force majeure. We are not liable for failure or delay caused by events beyond our reasonable control.
• Assignment. You may not assign these Terms without our consent; we may assign them as part of a reorganisation, merger or sale, on notice.
• Severability. If any clause is found unenforceable, the rest remain in force.
• No waiver. Not enforcing a right is not a waiver of it.
• Entire agreement. These Terms and the Privacy Policy are the entire agreement between us about the Service.
• Notices. We may give notices in-app or by email to your account address; you can reach us at admin@matpilot.io.

Contact

MatPilot Limited (Company No. 819708, Republic of Ireland): admin@matpilot.io. Questions about your data are answered in our Privacy Policy.

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