Terms of service

1. Who we are

Withe is provided by Thomas Francis, trading as BeaufortBytes Labs, a sole trader established in England and Wales, trading from Poppes Lawn, Holditch, Dorset. In these terms, "Withe", "we" and "us" mean that business. You can reach us at hello@withe.uk.

2. Who the customer is

The customer is the club, not the individual rower. A person with the Admin role accepts these terms for the club, and by doing so confirms the club has authorised them to. Everyone else at the club — captains, coxes, rowers — uses Withe under the club's account, and section 8 applies to them too.

A club may hold more than one Admin, and any of them can act for the club under these terms.

3. What Withe is

Withe is a web app for running a rowing club's week. It comes in two parts, plus a one-off option for a single regatta.

• Withe Club — member profiles, availability, the weekly rota, crews, the fleet, notifications and club settings, and entering regattas: regatta entry, race availability and crew selection. It includes one hosted regatta, free, once ever.
• Withe Racing — an add-on to Withe Club: squads, training plans and the session library, crew training, erg tests and results, live tracking, and hosting as many regattas as you like.
• Regatta Hosting — one hosted regatta, start to finish, for a club that is not on Withe Racing.

Withe changes often, and that is deliberate: it is built alongside a working club. We may add, alter or remove features. Where a change takes away something a club relies on, we will tell the club's Admins before it happens.

4. The free trial

A new club gets 30 days free. No card is asked for and no payment is taken, so there is nothing to cancel — if you decide Withe is not for you, do nothing. If the club has not subscribed by the end of the trial, the club becomes read-only and section 9 governs what happens to its data.

5. What it costs

What	Monthly	Yearly
Withe Club	£10	£100
Withe Racing (add-on, needs Withe Club)	+£12	+£120
Withe Club and Withe Racing together	£22	£220
Regatta Hosting (one event, one-off)	£49

• Prices are per club, not per rower, however many members you have.
• A year is priced as ten months: pay yearly and two months are free.
• All prices are in pounds sterling.
• Withe is not registered for VAT, so no VAT is charged on these fees and none is shown on an invoice.

We may change prices. We will give the club's Admins at least 30 days' notice by email, and the new price applies from the club's next renewal, never mid-period.

6. Paying

Payment is by card or Bacs Direct Debit, taken through Stripe. Stripe handles the payment details and issues the receipts and invoices; Withe never sees or stores your card or bank details. A subscription runs monthly or annually from the day it starts and renews automatically until it is cancelled.

7. If a payment fails

Stripe retries a failed payment on its own schedule and emails the club. While the payment is outstanding the club is marked past due: everyone can still sign in and read everything, but nothing can be edited, so a rota part-way through the week is never lost.

If the payment is not recovered we suspend the club: the app shows a short notice instead of the club's pages. We will always email the club's Admins before suspending. Paying restores everything as it was; the data is not touched by a suspension.

8. Acceptable use

• Only put someone's details into Withe if your club is entitled to hold them — your own members, and entrants who have given their details to enter a regatta you are hosting.
• Do not use Withe to hold information it is not built for. It is a rota and training tool, not a place for medical records, safeguarding files or anything else that needs stronger handling.
• Do not try to reach another club's data, probe the service for weaknesses, or scrape it with automated tools.
• Do not resell Withe, or share a club's access with people outside the club.
• Keep sign-in links private. A sign-in link is the key to an account.
• Do not use Withe to harass anyone, or to post anything unlawful.

If an account is being used in breach of this we may suspend it, and we will tell the club why.

9. Cancelling, and what happens to the data

• A club can cancel at any time.
• Access runs to the end of the period already paid for. There are no part-period refunds — see the refund and cancellation policy.
• When the paid period ends, the club becomes read-only for 90 days. Nothing can be edited; everything can still be read and exported.
• At the end of those 90 days the club and its data are deleted. That is permanent and cannot be undone, so export anything you want to keep before then.
• Results from a regatta the club hosted on Withe stay published — see 13.12.

We may end the agreement by giving the club 30 days' notice, or immediately if the club is in serious breach of section 8. If we end it for our own convenience, we refund the unused part of anything already paid.

10. Availability

We work to keep Withe up and quick. At this stage we do not offer a service level agreement or an uptime guarantee, and we do not promise the service will be uninterrupted or free of faults. We may take it down for maintenance, and we try to do that away from the rowing week. Withe is provided as it is and as available, so far as the law allows.

11. Liability

• Nothing here limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.
• We are not liable for indirect or consequential loss, lost income, lost goodwill, or the cost of an event that did not run.
• Otherwise our total liability in connection with this agreement is limited to the fees the club paid Withe in the twelve months before the claim.
• Withe is a tool for organising rowing. Who goes on the water, in which boat, with which cox and in what conditions is always the club's decision, and Withe carries no responsibility for it.

12. Changing these terms

We may change these terms. Every version carries a date, shown at the top of this page. When a change is material we will tell the club's Admins, and everyone at the club is asked to accept the new version the next time they sign in. A club that does not want to accept a new version can cancel under section 9.

13. Data protection

This section and the privacy notice together are the written agreement required by UK data protection law for Withe to process personal data on a club's behalf.

13.1 Who is what

Each club is the controller of its members' personal data: it decides who is on its roster and what it records about them. Withe is the processor, acting on the club's instructions. For Withe's own customer records — the Admin who signed the club up, billing contacts and payment records — Withe is the controller.

13.2 Subject matter and duration

The processing is whatever running the club's rota, crews, training and racing on Withe requires. It lasts for as long as the club has an account, plus the 90-day period in 13.11.

13.3 What is processed, and about whom

Personal data: name; email address; an optional phone number; the month and year of birth only, never the day; self-reported experience level and seat positions; an optional weight; availability; rota, crew and squad history; training session and erg test logs; and, for members who sign in with Google, the profile photo Google supplies. A hosted regatta adds the same kinds of details for entrants from visiting clubs.

The people: the club's members and officers, and entrants and officials at a regatta the club hosts. Withe does not ask for and should not be used to hold special category data.

13.4 Purpose

To provide the service to the club, keep it running and secure, back it up, and help the club when it asks. Nothing else. Withe does not sell personal data, does not use it for advertising, and does not use it to train AI models.

13.5 Our instructions

We process personal data only on the club's documented instructions — which are these terms and the club's use of the app — unless the law requires otherwise, in which case we will tell the club first unless the law forbids that too.

13.6 Confidentiality and security

Everyone with access to club data is under a duty of confidence. Data is encrypted in transit, access is controlled by the club's own roles, and database rules stop one club reading another's data.

13.7 Sub-processors

Withe uses three: Google (Firebase) for hosting, the database, sign-in, push notifications and the sign-in emails, which Google's own authentication service sends; Resend for the emails Withe sends on a club's behalf, such as regatta invitations, processed in the EU; and Stripe for payments. We will tell clubs before we add or replace one, and a club may object.

13.8 Where the data is

Club data is stored in Google's europe-west1 region, in Belgium, and regatta emails are sent from Resend's EU region. Sign-in, the emails that carry it, and Stripe’s payment processing are global services and may process data outside the UK and EEA, under their own transfer safeguards.

13.9 Withe support access

Withe staff cannot read a club's data by default. A club Admin can open a support window from Club settings, for a fixed length of time and with a reason. Every window and every time it is used is written to the club's audit log and notified to the club, it closes by itself, and the Admin can revoke it early. Withe can never write to a club's data through it.

13.10 Breaches

If we become aware of a personal data breach affecting a club's data we will tell the club without undue delay, with what we know, what we are doing about it, and what the club may need to do.

13.11 Export, retention and deletion

A club can export its data at any time. When a subscription ends, the club stays read-only for 90 days and is then deleted, along with the personal data in it, except anything we must keep for tax or accounting. An Admin can also ask us to delete a member's data at any time, and we will do so promptly.

13.12 Public regatta results

Where a club hosts a regatta on Withe, the names of entrants, their clubs and the results are published on a public page by the host club. That publication is the host's decision, and those pages sit outside any one club's boundary — they are visible to anyone with the link, in the same way a printed results sheet on a clubhouse wall is. Entrants should expect their name, club and result to be public. Withe publishes them on the host's instruction and will not remove a published result at a third party's request without the host club's agreement, unless the law requires it.

13.13 Helping the club

We help clubs answer requests from their members — access, correction, deletion — and with data protection impact assessments or questions from the ICO, at no charge for a reasonable volume. We will also answer reasonable written questions about how the service handles data.

14. Other terms

• If part of these terms turns out to be unenforceable, the rest still stands.
• We may transfer this agreement if the business is sold or reorganised; we will tell the club.
• Nobody other than Withe and the club has rights under this agreement.
• These terms, and the documents they link to, are the whole agreement between us.

15. Governing law

These terms, and any dispute arising out of them, are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

16. Contact

hello@withe.uk. We answer properly, and usually quickly.