Terms of Service

1 Who you agree with

ProtocolHQ is provided by Kenneth Ogbe, ProtocolHQ ("we", "us"), reachable at overseas.radar@gmail.com. By creating an account or using the app, you accept these terms. How we handle personal data is explained in our privacy policy.

2 What ProtocolHQ is

ProtocolHQ is software for running a sports team: planning and assigning training, athlete check-ins and availability, medical records for medical staff, messages, team operations, game preparation and an optional AI assistant. It is a tool. We are not a club, a coach, a medical provider or a sports governing body, and we don't give training, medical or legal advice.

ProtocolHQ is still young and in an early phase with a small number of clubs. Features may change, be added or be removed, and we tell clubs about bigger changes in advance.

3 Accounts

• You must be at least 16 to create an account. Younger athletes can only be added by their club with a parent's or guardian's consent (see the privacy policy, section 7).
• Give correct information and keep your password to yourself. Tell us straight away if you think someone else is using your account.
• One account per person. Accounts are for people, not for automated scripts.

4 Clubs and club admins

A club that uses ProtocolHQ (and an independent coach, for their own athletes) is responsible for:

• who it adds, and which roles and access it gives them;
• having a legal basis for the data it records, including the consents of athletes and, for athletes under 16, of their parents or guardians;
• meeting its own data protection duties as the controller; we process the club's data on its behalf under a data processing agreement (Art. 28 GDPR), which we provide on request and which is part of the contract with the club;
• removing people who have left, and answering their data requests with our help.

5 Coaches and staff

• You are responsible for the training, advice and content you create and assign, and for having the qualifications it needs.
• Medical staff remain bound by their professional duties, including confidentiality and record keeping. ProtocolHQ helps you keep records; it doesn't replace your professional judgement.
• Only record what is needed, fair and true. Notes about athletes must not be discriminatory, insulting or unlawful.

6 Athletes, health and safety

• Train within your limits and tell your coach or physio about pain, injuries or illness.
• Check-ins and reports are only as good as what you enter. Please be honest; that is what keeps you safe.

7 The AI assistant

• Ask HQ is optional and is switched on per club or coach. It may come with a monthly allowance that depends on the plan.
• AI can be wrong. Its answers, plans and summaries are suggestions. Check them before you rely on them, especially for training loads, health and anything you send to others.
• The assistant acts as you, with your access, and only as far as you allow it (per area: ask first, act and tell me, or never). You remain responsible for what you let it do. Everything it does is logged and can be undone where possible.
• Messages to people outside the club are only ever drafts; you decide whether to send them.
• Don't use the assistant to look up private information about people, or for anything unlawful.

8 Fair use

You must not:

• upload anything unlawful, or content you don't have the rights to;
• harass, threaten or impersonate others;
• try to access data or accounts you aren't allowed to, test our security without our written permission, or get around limits such as the AI allowance;
• overload, disrupt or reverse-engineer the service, or copy data out of it with automated tools.

If someone breaks these rules, we can remove content and suspend accounts. Unless there is a serious reason to act at once, we warn first and tell the club.

9 Your content and ours

What you upload or create (exercises, videos, workouts, notes, messages, logs) stays yours, or your club's. You give us the right to store, process and show it to the people you share it with, only to provide the service. We don't use it for advertising and we don't use it to train AI models.

Content you share with your club (for example exercises in the club library) stays available to the club when you leave. The ProtocolHQ software, design and brand belong to us; you may use them only within the service.

10 Availability

We work to keep ProtocolHQ available and your data safe, with backups and tested access rules. We can't promise that it will always be available or free of errors; maintenance, updates and problems at our providers can cause interruptions. Keep your own copies of anything critical; you can download your data at any time.

11 Prices

Prices, plans and AI allowances are agreed with each club or coach in writing. Use during the early phase is free unless we agreed otherwise. We tell you about price changes in good time before they apply, and you can end the plan before they do.

12 Liability

• We are liable without limitation for intent and gross negligence, for injury to life, body or health, under the German Product Liability Act, and where we have given a guarantee.
• For slight negligence we are liable only if we breach an essential obligation (one that makes the contract possible in the first place and that you may rely on), and then only for the damage that was typical and foreseeable.
• Otherwise our liability is excluded. These limits also apply to our staff and helpers.
• Where you use ProtocolHQ free of charge, we are liable only for intent and gross negligence, except for injury to life, body or health and where the law doesn't allow a limitation.
• We are not responsible for training, medical or other decisions made by clubs, coaches, staff or athletes using the app.

13 Ending

• You can stop using ProtocolHQ and delete your account at any time, in the app or by email. Before you do, you can download your data.
• A club's plan ends as agreed in writing; without such an agreement, either side can end it with one month's notice. The club can export its data before the end.
• We can end an account for a serious reason, for example a serious or repeated breach of these terms.

14 Changes to these terms

We may update these terms when the service or the law changes. We tell you about important changes at least four weeks in advance in the app or by email. If you don't agree, you can end your use before they apply.

15 Law and disputes

German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. If you use ProtocolHQ as a consumer, you keep the protection of the mandatory law of the country where you live. If you are a business, a legal entity under public law or a special fund under public law, the courts at our place of business have jurisdiction.

We are neither obliged nor willing to take part in dispute resolution proceedings before a consumer arbitration board.

If a clause of these terms is invalid, the rest stays valid.

16 Contact