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Terms of Service

Last updated: 16 September 2026

These Terms are the agreement between you and HockeyOS (Viralocity Media Ltd.), a company based in British Columbia, Canada (“HockeyOS”, “we”, “us”). They govern hockeyos.ca, the HockeyOS dashboard, the public pages and embeddable widgets we host for clubs, and the emails, push notifications and text messages the Service sends. Our Privacy Policy explains how personal information is handled and is part of these Terms.

1. Who these Terms apply to

A few defined words are used throughout:

  • Service — everything HockeyOS provides: rosters, schedules, statistics, public pages and widgets, online registration and payments, waivers and e-signatures, household records, notifications, the game-sheet scanner, tryouts, tournaments, photo galleries and video links.
  • Club — the league, association, club or team that creates an organization on HockeyOS. The person who creates it, and every admin after them, accepts these Terms on the Club’s behalf and confirms they have authority to do so.
  • Member — anyone with a HockeyOS account inside a Club: admins, coaches, managers, scorekeepers, parents, players and viewers.
  • Family — a player, parent or guardian whose information a Club puts into the Service, whether or not they have an account. Families interact with the Service through public registration forms, waiver signing pages, one-tap availability links, emails and text messages.
  • Content — everything a Club or Member enters or uploads: names, dates of birth, contact details, photos, documents, game results, waiver text, registration forms and responses, and so on.

If you are a Family using a public page (registering, signing a waiver, replying to an availability link), sections 6, 10, 11, 12 and 17 through 22 apply to you. Everything else is between HockeyOS and the Club.

2. The Service

HockeyOS is team and league management software. We host it, keep it running and add to it over time. Some features are built but switched off (live streaming, in-app chat and custom domains for public pages); if we turn one on, we will update these Terms and the Privacy Policy before it reaches your Club. We may change or retire features with reasonable notice; we will not remove your ability to export your data.

3. Accounts and roles

  • Sign-in is provided by Clerk. You are responsible for your credentials and for everything done under your account. Tell us at support@hockeyos.ca if you suspect someone else is using it.
  • You must be at least 18, or the age of majority where you live, to create a Club or to hold the admin role. A Club may link an account for a player under that age only with the knowledge of a parent or guardian.
  • Each Member has one role per Club (admin, coach, manager, scorekeeper, parent, player or viewer). Roles decide what a Member can see and change. Admins control membership; invitations are sent by email and expire after seven days.
  • Members may leave a Club at any time from the dashboard. An admin must hand the admin role to someone else before leaving. Admins may remove Members.

4. The Club is responsible for its members’ information

The Club decides what information goes into HockeyOS, who it is about and what is published. In privacy-law terms the Club is the organization accountable for that personal information; HockeyOS processes it on the Club’s behalf and only to provide the Service. In particular:

  • The Club must have a lawful basis, normally consent, for every piece of personal information it enters, and must give Families the notice that PIPEDA or the applicable provincial law requires. HockeyOS never contacts a Family to ask for that consent.
  • We process Content only on the Club’s instructions (which include the settings the Club chooses in the dashboard), use the service providers listed in the Privacy Policy, and will not use Content for advertising or sell it.
  • If a Family asks a Club to see, correct or delete their information, the Club can do it directly in the dashboard. If a Family asks us, we will verify the request and refer it to the Club, or act on it where the Club has authorized us to.
  • If we become aware of a breach of security safeguards affecting a Club’s Content, we will notify the Club’s admins without unreasonable delay with what we know, so the Club can meet its own reporting obligations.

5. Minors

Most players on HockeyOS are under 18. The Club must obtain a parent or guardian’s consent before entering a minor’s name, date of birth, photo, height, weight, hometown, statistics or contact details, and before publishing any of it. Where a province sets a specific age below which a parent must consent (for example Quebec, under 14), the Club must follow it.

The Club controls what is public: whether the Club’s public site is enabled at all, which columns the roster widget shows (age and hometown are on by default; a full birthdate column is off by default and we recommend leaving it off for minors), which photos are in a gallery, and whether a headshot or action photo is uploaded. Waivers default to requiring a parent or guardian’s signature. When in-app chat is enabled, HockeyOS enforces a rule of two: a minor is never placed in a conversation with one adult without a linked guardian present.

6. Public pages, widgets and uploaded files

By design, the following are visible to anyone on the internet when a Club enables its public site: the Club home page, team pages, player profile pages (name, jersey number, position, shoots, headshot, action photo, highlight video and statistics — never date of birth or contact details), standings, game pages and live scores, tournament pages, open registration forms, waiver signing pages and calendar feeds. The same information appears in the widgets a Club embeds on its own website.

Uploaded files (logos, headshots, action photos, team photos, hero images and documents) are stored at public, unlisted URLs. The dashboard lets a Club mark a document or team photo as not public, which removes it from public pages, but anyone who already has the file’s link can still open it. Do not upload files that must be confidential.

A Club may embed the widgets on websites it operates or has permission to use. The widgets load from our servers and are subject to these Terms and reasonable usage limits.

7. Acceptable use

You agree not to:

  • enter or publish information about a person without the right to do so;
  • use the Service to send unsolicited messages, or enable text messaging for numbers whose owners have not agreed to receive texts from the Club;
  • upload content that is unlawful, infringing, harassing, or that contains someone else’s medical or financial details beyond what the Club needs to run its program;
  • probe, scrape or overload the Service, bypass rate limits or access controls, or use another Club’s data;
  • use the game-sheet scanner for anything other than hockey game sheets;
  • resell the Service or present it as your own.

We may suspend accounts or Clubs that break these rules, with notice where practical.

8. Content and intellectual property

The Club and its Members keep ownership of their Content. You grant HockeyOS a worldwide, royalty-free licence to host, copy, process, display and transmit Content as needed to run the Service, including on public pages and widgets the Club enables, in the emails and texts the Club sends, and to the service providers listed in the Privacy Policy. The licence ends when the Content is deleted, except for copies held in backups for a limited period and records we must keep by law.

Opponent teams, their logos and their players’ names entered for a game sheet are Content of the Club that entered them. Statistics derived from Content are part of the Service and may be displayed publicly by the Club.

HockeyOS owns the Service, its software, design and brand. Feedback you give us may be used without obligation.

9. Subscriptions and billing

  • Plans, prices, minimum terms and what each plan includes are on the pricing page. Prices are in Canadian dollars and exclude taxes. The pricing page may change; the price you pay is the one shown at checkout, and we will give at least 30 days’ notice by email before a price change affects an existing subscription.
  • The Free plan is limited (teams, members and players per team) and never charged. The limits are enforced in the dashboard.
  • Paid plans are billed in advance through Stripe, monthly or (where offered) annually. The Organization plan is priced per active team; the quantity is recalculated from your active teams when you subscribe or change plan.
  • Paid plans carry the minimum commitment stated on the pricing page and in these Terms’ checkout flow. You may request cancellation at any time; it takes effect at the end of the current billing period and no earlier than the end of the minimum term. You keep full access until then.
  • Changing between paid plans takes effect immediately and Stripe prorates the difference. Moving to the Free plan is a cancellation and follows the rule above.
  • Subscription fees are non-refundable except where the law requires otherwise. If you delete your organization, the subscription is cancelled immediately and the remainder of the period is not refunded.
  • If a payment fails, Stripe retries and emails you. While a subscription is past due we may restrict paid features; if it is not resolved, the Club moves to the Free plan and its limits apply. Your data is not deleted for non-payment.
  • Managed service and setup packages are quoted and sold by contact, under a separate written agreement.

10. Registration payments (Stripe Connect)

A Club that collects registration fees connects its own Stripe account through Stripe Connect. Payments go directly to the Club; HockeyOS never holds the money and is not a party to the transaction between a Family and the Club.

  • The Club agrees to Stripe’s terms, including the Stripe Connected Account Agreement, and is responsible for its own tax, receipt and refund obligations.
  • HockeyOS charges a platform fee on each successful registration payment, at the percentage shown on the pricing page. Stripe collects it for us automatically. Stripe’s own processing fees also apply.
  • The Club chooses who bears those fees: added on top of the registration amount so the payer covers them (the default), or absorbed by the Club so the payer pays the listed amount only. A Club that passes fees to payers is responsible for disclosing that clearly before payment and for complying with card-network and provincial rules on surcharges (including provinces where surcharging is not permitted).
  • Card details are entered directly into Stripe’s payment form and never pass through HockeyOS. Stripe emails the payer a receipt.
  • Refunds are issued by the Club from the dashboard and go back to the original payment method. When the Club refunds a payment, HockeyOS’s platform fee on that payment is returned to the Club as well — in full when the payment is refunded in full, and in proportion to the amount refunded on a partial refund. Stripe’s own processing fees are not returned by Stripe. Chargebacks and disputes are between the payer, the Club and Stripe.
  • Free ($0) forms and waitlisted registrations do not go through Stripe. A registration is complete when Stripe confirms the payment; until then it is pending.

11. Electronic signatures and waivers

Clubs can publish waiver documents (liability releases, codes of conduct, photo consent and similar) and collect e-signatures on a public signing page, through per-player signing links, or inside a registration form. When you sign, you type your name as your signature. We record: the document title and version, a SHA-256 fingerprint of the exact text you saw, your typed name and email, your relationship to the player (parent, guardian, player or other), the player’s name, the date and time, and your IP address and browser identifier. Signing sends you an email receipt.

  • By signing you agree that your typed name is your electronic signature and that the record above is evidence of it, and you agree to receive the receipt electronically.
  • Where a waiver requires a guardian (the default), a person signing as the player is refused. The Club is responsible for turning that requirement off only for adult programs, and for verifying that a signer is who they say they are.
  • The Club writes the waiver. HockeyOS does not review it and gives no assurance about its enforceability. If a Club edits a published waiver, a new version is created and earlier signatures are shown as outdated until renewed.

12. Notifications: email, push and text messages

  • Email is used for invitations, receipts, registration and refund confirmations, waiver receipts, announcements, game reminders and availability requests. Members can turn categories off in their notification settings; account and billing messages cannot be turned off.
  • Push notifications are sent only to devices a Member has subscribed from their own browser, and can be removed per device at any time.
  • Text messages are off by default. When a Club turns them on, HockeyOS sends event reminders and availability requests to guardian phone numbers on the Club’s household records. The Club is responsible for having each person’s consent before entering a number. Every text ends with STOP instructions. The full program description is on the SMS page.

13. AI features

The game-sheet scanner lets a coach, manager or admin photograph a paper game sheet and have the goals, assists, penalties, shots and goalies read into a review screen. To do that, the photo (up to three pages), both teams’ names and rosters (player names and jersey numbers), the game date and the period format are sent to Anthropic’s Claude API. The photo is not stored by HockeyOS; the extracted rows are stored so the scan can be reviewed and committed.

  • Scanner output is a suggestion. Nothing is written to the game until a person reviews it and confirms. We do not guarantee accuracy.
  • The scanner is available on paid plans and has fair-use limits (per hour and per calendar month per Club). Do not photograph anything other than the game sheet.
  • When in-app chat is enabled, a daily chat summary may also be generated with the same provider. Chat is currently off.

14. Data export and deletion

This is exactly what the dashboard does today.

  • Export. A Club admin can download a JSON file containing the organization record, teams, players, seasons, games, goals, penalties, practices, memberships, invitations, document metadata, announcements, registrations, tournaments and tryouts. It does not currently include households and guardians, waiver documents and signatures, payment records, attendance responses, SMS logs, the audit log, photo galleries, video links, scanner results or uploaded files themselves. Separate CSV exports exist for registrations, waiver coverage and tryouts. We will add the missing tables to the export; until then, email support@hockeyos.ca and we will supply them.
  • Deleting an organization. A Club admin can delete the organization from settings by typing its exact name. Deletion is immediate and permanent: there is no grace period, soft delete or undo. HockeyOS cancels the Stripe subscription, removes the Club’s uploaded files from storage (on a best-effort basis; if part of the cleanup fails we are alerted and finish it by hand), and deletes the organization record, which removes every table tied to it: teams, players, households, registrations, signatures, logs and the rest. Export first.
  • What survives deletion. Records held by our service providers for their own obligations (Stripe customer, subscription and connected-account records; email and SMS delivery logs; error reports), copies in our database provider’s backups for a limited period, and the record of Stripe webhook events we received. The Club’s Stripe Connect account is not closed by us; the Club controls it in Stripe.
  • Individual accounts. A Member can leave a Club from the dashboard. To delete a HockeyOS account entirely, open Account in the dashboard and choose “Delete my account”, or email support@hockeyos.ca from the account’s email address. Deletion is immediate: it removes the account record, memberships, notification devices and guardian links, replaces your user ID in club audit logs with “deleted-user”, and deletes the account in Clerk. If you are the only admin of a Club that still has other members, you must transfer the admin role or delete the Club first. A Club you alone belong to, with no payment history, is deleted with your account. Roster entries, registrations and signed waivers a Club holds about you are the Club’s Content and are handled through the Club.

15. Availability and support

We aim for high availability but do not guarantee uninterrupted service. Scheduled reminders and texts run once a day and may be delayed by outages at us or at a provider; do not rely on the Service alone for anything safety-critical. Support is by email at support@hockeyos.ca; response targets are on the contact page.

16. Suspension and termination

You may stop using the Service at any time and delete your organization as described in section 14. We may suspend or terminate access if you materially breach these Terms, if required by law, or if continuing would create a security or legal risk, and we will give notice where reasonable. On termination by us we will give the Club a reasonable opportunity to export its data unless the law prevents it.

17. Disclaimers

The Service is provided “as is” and “as available”. To the extent the law allows, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that statistics, scanner output, standings or schedules are error-free, that messages will be delivered, or that a waiver signed through the Service will be enforceable.

18. Limitation of liability

To the maximum extent permitted by law, HockeyOS is not liable for indirect, incidental, special, consequential or punitive damages, or for lost revenue, data or goodwill, arising from the Service. Our total liability for all claims in any twelve-month period is limited to the greater of the fees the Club paid us in that period and CAD $100. Nothing in these Terms limits liability that cannot be limited by law.

19. Indemnity

The Club will defend and indemnify HockeyOS against third-party claims and regulatory penalties arising from the Club’s Content, its failure to obtain consent for personal information (including from parents of minors and for text messaging), fees it passes on to payers, registration payments and refunds, and any breach of these Terms by the Club or its Members.

20. Governing law

These Terms are governed by the laws of British Columbia and the federal laws of Canada applicable there. Disputes will be brought in the courts of British Columbia, and you consent to their jurisdiction. If you are a consumer in a province whose law gives you rights that cannot be waived, those rights are not affected.

21. Changes to these Terms

We may update these Terms. For material changes we will email Club admins and show an in-app notice at least 14 days before they take effect; continuing to use the Service after that date is acceptance. Every change is listed on the legal changelog.

22. General

These Terms, the Privacy Policy and the SMS page are the whole agreement between you and HockeyOS about the Service. If any part is unenforceable the rest stands. You may not assign these Terms without our consent; we may assign them to a successor of the business with notice. Notices to us go to the address below; notices to a Club go to its admins’ email addresses on file. These Terms are written in English.

23. Contact

HockeyOS (Viralocity Media Ltd.), British Columbia, Canada.
General and support: support@hockeyos.ca
Privacy: privacy@hockeyos.ca