Legal
Terms of Service
Last updated: September 2026
These terms govern a club's use of Wenbrook. They are an agreement between the club and Cinolla Software Limited. If you are a parent or guardian using the Wenbrook Family app, clause 3 explains which parts apply to you — in short, your agreement about classes and fees is with your club, not with us.
1. Interpretation
In these terms: “we”, “us”, “our” means Cinolla Software Limited, registered in England & Wales under company number 04814017, whose registered office is at 26 Caledon Road, Lower Parkstone, Poole, Dorset, BH14 9NN. “Wenbrook” or “the Platform” means our cloud booking and club management software, including the admin web application, the Wenbrook Admin and Wenbrook Family mobile applications, the embeddable booking widget, and the public marketplace. “Club”, “you”, “your” means the organisation that holds an account with us. “Authorised User” means a person the Club permits to use the Platform on its behalf. “Member” means a person the Club records on the Platform as attending its activities. “Customer” means a parent, guardian or other payer who books or pays for a Member. “Club Data” means all data the Club or its Authorised Users, Members or Customers enter into or generate through the Platform.
2. Acceptance
By creating an account, accessing the Platform, or permitting an Authorised User to do so, you agree to be bound by these terms. If you do not agree, you must not use the Platform. If you accept these terms on behalf of an organisation, you confirm you have authority to bind it.
3. Who this agreement is between
This is important, because three sets of people use Wenbrook.
3.1 These terms are an agreement between the Club and us. They govern the Club's use of the Platform.
3.2 A Customer's agreement about classes, places, fees, cancellations and refunds is with the Club, not with us. We provide the software the Club uses to offer and record those things. We are not a party to it, and we do not set, approve or guarantee a Club's prices, availability, policies or conduct.
3.3 Where a Customer holds a Wenbrook Family account, their use of that account is governed by these terms as they apply to Customers — clauses 2, 10.1, 10.2, 13, 16 and 26 to 29 — and by our privacy policy. Nothing in this clause limits a consumer's rights that cannot be limited by agreement.
3.4 A Club is responsible to its Customers and Members for its own activities, including the safety and supervision of children in its care. We do not supervise, staff, insure or inspect a Club's activities.
4. Trial and plans
4.1 A new Club account begins on a 14-day trial of the default plan and then continues on the free plan. Every plan is currently provided without a subscription charge; plan limits, such as the number of operating centres or monthly bookings, are shown on our pricing page and apply from the start.
4.2 We may introduce subscription charges for some or all plans in future. If we do, we will give you at least 30 days' written notice before any charge applies to your account, and you may close your account before it takes effect without charge.
5. Licence
We grant you a non-exclusive, non-transferable, revocable right for your Authorised Users to access and use the Platform for your own internal business purposes for as long as your account is open. You may not sub-license, resell or make the Platform available to any third party except as these terms allow.
6. The service
6.1 We aim to make the Platform available at all times, except during planned maintenance, which we will schedule outside normal club operating hours where we reasonably can, and unplanned outages. We do not guarantee that the Platform will be uninterrupted or error-free.
6.2 We provide support by email to the address in clause 27. We do not commit to a response time, except where a plan states one.
6.3 We may change how the Platform works, and add or remove features, provided we do not materially reduce its overall functionality during your current plan period.
7. Club Data
7.1 As between you and us, Club Data is yours. We claim no ownership of it. You grant us the rights needed to host, process, transmit and display it in order to provide the Platform to you, and to produce anonymised, aggregated statistics that cannot identify you, a Member or a Customer.
7.2 We take automated backups of the Platform's databases and can restore to a point in time within the preceding 14 days. This is a disaster-recovery measure for the Platform as a whole; it is not a per-Club undo, and it is not a substitute for your own records.
7.3 You are responsible for the accuracy and legality of Club Data, and for having a lawful basis to record what you record about Members and Customers.
8. Data protection
8.1 For the account a Club or a Customer holds with us, we act as data controller. For the information a Club records about its own Members and Customers, the Club is the data controller and we process that data on the Club's behalf and instructions, as processor. Our privacy policy sets this out in full, including the personal data we handle, the service providers who process it, where it is hosted, and how long it is kept. It forms part of these terms.
8.2 Each party will comply with the UK GDPR and the Data Protection Act 2018. As processor we will: process Club Data only on your documented instructions; ensure the people processing it are bound by confidentiality; apply appropriate technical and organisational security measures; assist you, so far as reasonably practicable, with data subject requests, impact assessments and breach notification; and delete or return Club Data on termination in accordance with clause 17.
8.3 You authorise us to appoint the service providers named in our privacy policy as sub-processors. We will give you notice before adding or replacing one, and you may object on reasonable data protection grounds.
8.4 We will notify you without undue delay after becoming aware of a personal data breach affecting Club Data, with the information you need to meet your own notification obligations.
9. Our obligations
9.1 We will provide the Platform with reasonable skill and care, and it will conform in all material respects to the description on our website and in our documentation.
9.2 We warrant that we have the rights and licences needed to provide the Platform to you.
9.3 Except as set out in these terms, and to the fullest extent permitted by law, all warranties, conditions and terms implied by statute or common law are excluded. The Platform is otherwise provided on an “as is” and “as available” basis.
10. Your obligations
10.1 You will keep account credentials secure, and you are responsible for what happens under your account and your Authorised Users' accounts. Tell us promptly if you believe an account has been accessed without authorisation.
10.2 You will not: attempt to gain unauthorised access to the Platform or to another Club's data; interfere with its normal operation; copy, decompile or reverse engineer it except to the extent the law permits; upload unlawful, harmful or infringing content; or use it to send unsolicited communications.
10.3 You will keep within your plan's limits and ensure only Authorised Users access the Platform on your behalf.
10.4 Wenbrook records information about children and can hold medical and additional-needs notes, criminal records check status for adults you approve, and details of who may collect a child. You are responsible for collecting and using that information lawfully; for obtaining any consent your own policies or the law require; for keeping it accurate and no longer than you need it; and for deciding which of your staff should see it. We provide the controls; the safeguarding decisions are yours.
10.5 You will publish your own cancellation, refund and privacy policies to your Customers. We may suspend access where we reasonably believe these terms have been breached, or where continued access presents a security or safeguarding risk. We will restore access as soon as the cause is resolved.
11. Payments taken through the Platform
11.1 Payments are processed by Stripe. To take payments you must connect a Stripe account and accept Stripe's own terms; your relationship with Stripe is separate from this agreement.
11.2 Payments are taken on our Stripe platform account and transferred to your connected account. This means we are the merchant of record for the transaction, and the payment methods available at checkout are those enabled on our platform account. It does not make us a party to what the Customer is buying, which remains a matter between the Customer and you under clause 3.2.
11.3 Payouts to your bank account are made by Stripe on Stripe's schedule. We do not hold your funds beyond the transfer described in 11.2, and we do not control payout timing.
11.4 Refunds, chargebacks and disputes are yours to resolve with your Customer. Where a chargeback or refund is made, the amount and any associated fee are recovered from you. Our fee under clause 12 is not refunded on a refunded payment.
11.5 Some payment methods, including Bacs Direct Debit, take several working days to clear, and a payment can fail after it appears to have been made. The Platform records a payment as received only when it has cleared.
12. Our charges
12.1 There is currently no subscription charge for any plan. We charge a platform fee of 2.9% + 30p on each payment taken through the Platform, deducted at the time of the payment. Stripe's own processing fees are separate and are charged by Stripe.
12.2 We may vary the platform fee on at least 30 days' written notice. If you do not accept a variation you may close your account before it takes effect.
12.3 All amounts are exclusive of VAT, which we will charge where it applies.
13. Proprietary rights
The Platform, including its software, design, documentation and branding, and all intellectual property rights in it, belong to us and our licensors. These terms grant you the licence in clause 5 and transfer no ownership. Nothing in these terms affects your ownership of Club Data.
14. Confidentiality
Each party will keep the other's confidential information confidential and use it only to perform this agreement. This does not apply to information that is or becomes public through no breach of this clause, was already lawfully known, is independently developed, or must be disclosed by law or a regulator. This clause survives termination.
15. Indemnity
15.1 You will indemnify us against claims, losses and reasonable costs arising from your use of the Platform in breach of these terms, from Club Data infringing a third party's rights, or from your own activities as a Club.
15.2 We will defend you against a claim that the Platform infringes a third party's UK intellectual property rights, and pay damages finally awarded, provided you tell us promptly, let us conduct the defence and give reasonable assistance. We may modify or replace the Platform, or terminate this agreement on notice, to avoid such a claim.
16. Limitation of liability
16.1 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited by law.
16.2 Subject to 16.1, neither party is liable for indirect or consequential loss, loss of profit, loss of business, depletion of goodwill, or loss of anticipated savings.
16.3 Subject to 16.1, our total liability arising out of this agreement in any 12-month period is limited to the greater of the platform fees you paid us in the 12 months before the claim arose and £1,000.
16.4 We are not liable for loss arising from a Club's own activities, from a Customer's dealings with a Club, or from Club Data you have entered inaccurately.
17. Term and termination
17.1 This agreement starts when you create an account and continues until terminated.
17.2 You may close your account at any time. There is no notice period and no termination charge.
17.3 We may terminate on 30 days' written notice, or immediately if you materially breach these terms and do not remedy it within 14 days of being asked, or if you become insolvent.
17.4 On termination your licence ends and your Authorised Users lose access.
17.5 If you ask us in writing within 30 days of termination, we will provide a copy of your Club Data in a commonly used machine-readable format. After that period, and in any event within a reasonable time, we will delete Club Data except where we must keep it by law.
17.6 Clauses 13, 14, 15, 16 and 26 to 29 survive termination.
18. Force majeure
Neither party is liable for failure to perform caused by events beyond its reasonable control, provided it tells the other party and takes reasonable steps to mitigate.
19. Variation
We may change these terms. Where a change is material we will give you at least 30 days' notice by email or in the Platform, and continued use after it takes effect means you accept it. Where a change is not material we will update this page and the date at the top.
20. Waiver
A failure or delay in exercising a right is not a waiver of it, and no single exercise prevents further exercise.
21. Rights and remedies
The rights and remedies in these terms are in addition to, and not exclusive of, any provided by law.
22. Severance
If any provision is held invalid or unenforceable, it is modified to the minimum extent necessary, or deleted if modification is not possible, and the rest of the terms remain in force.
23. Entire agreement
These terms, together with our privacy policy, are the entire agreement between us and supersede any previous arrangement. Neither party relies on any statement not set out in them, except that nothing excludes liability for fraudulent misrepresentation.
24. Assignment
You may not assign or transfer this agreement without our written consent, not to be unreasonably withheld. We may assign or transfer it to a company we transfer our business or assets to, on notice to you.
25. No partnership or agency
Nothing in these terms creates a partnership, joint venture, agency or employment relationship between the parties.
26. Third party rights
A person who is not a party has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of these terms.
27. Notices
Notices to us must be sent by email to hello@wenbrook.uk or by first-class post or recorded delivery to our registered office. Notices to you will be sent to the email address on your account or shown in the Platform.
28. Governing law
These terms, and any dispute arising out of them, are governed by the law of England and Wales.
29. Jurisdiction
The courts of England and Wales have exclusive jurisdiction to settle any dispute arising out of these terms.