These Venue Terms and Conditions ("Venue Terms") set out the agreement between Pick & Play Tennis ("the Platform", "we", "us", "our") and the tennis club or venue operator ("Venue", "Club", "you", "your") that registers or is onboarded to offer bookable courts, memberships, credits, or related services through our website and applications.
By operating a venue dashboard, listing courts, or otherwise using venue features on the Platform after being notified of these Venue Terms, you agree to be bound by them.
1. Relationship between the parties
1.1. We provide an online marketplace and software tools to help Venues list facilities, manage members and guests, and take or record payments for eligible products (for example court hire, court credits, venue-linked programmes we enable).
1.2. You remain solely responsible for your club's operations, health and safety, staff, coaching that is not arranged solely through us, compliance with sport governing bodies where applicable, and your relationship with your members — except where we expressly agree otherwise in writing.
1.3. Nothing in these Venue Terms creates a partnership, joint venture, employment relationship, or agency between you and Pick & Play Tennis. You must not represent us as your employer or principal.
2. Venue content, listings, and accuracy
2.1. You are responsible for the accuracy of court names, availability rules, pricing we display at your direction, guest policies, and any other information you or your authorised staff publish through the Platform.
2.2. You must promptly update the Platform if material information changes (for example pricing, opening hours, or restrictions) so that Players and members are not misled.
3. Staff accounts and security
3.1. You are responsible for invitations to your venue dashboard and for any actions taken under staff accounts you authorise.
3.2. You must use reasonable security measures (strong passwords, revocation of leavers' access) to protect venue data and integrations.
4. Stripe Connect
4.1. Where we collect card payments that constitute your Club's revenue, you must complete Stripe Connect onboarding when we require it, maintain accurate bank and business details, and keep your Connect account in good standing.
4.2. You authorise us and Stripe to route, split, transfer, reconcile, and offset amounts in line with these Venue Terms, the general Terms of Use where they apply to you, and Stripe's agreements for your Connect account.
5. Payment collection on the Platform and reconciliation
5.0 Service Provider and Facilitator. For any card payment processed through the Platform, "Service Provider" means the party primarily supplying the paid club or court service to the customer for that transaction — ordinarily your Club for court hire, court credit top-ups, designated venue memberships, and similar products where you are the supplier of that service. Where the payment is primarily for a coach-led lesson arranged through the marketplace, the Coach is typically the Service Provider for the coaching charge, while your Club may appear as a Facilitator (for example receiving only a configured club levy on that lesson). "Facilitator" also includes Pick & Play Tennis in its platform role. Your role may differ by product; checkout metadata and product rules apply. Facilitator-only legs are not treated as bearing a separate share of Stripe's processing fee except where we model an amount as a Service Provider component on the same card charge (see 5.0A). Where your Club is the only Service Provider in the processing-fee pool for the charge, that fee is deducted from your Club's scheduled Connect transfers as described below (including 7.6).
5.0A Multiple Service Providers on one card charge. Where a single Stripe PaymentIntent includes more than one Service Provider gross leg in our settlement configuration (for example court hire on the same charge as a bundled marketplace product we treat as a distinct Service Provider component), Stripe's card processing fee for that charge is allocated across those Service Provider legs in proportion to their configured gross amounts for the pool (with pence rounding as implemented in our systems, including after partial refunds where applicable). Your Club's Connect transfer for the Club leg reflects that leg's gross, minus its allocated share of the fee. Legs we treat solely as Facilitators (rather than as Service Provider components in that fee pool) do not participate in that apportionment. The same proportions are used, where our policies require, when routing incremental processing-fee shortfalls on refunds to Service Provider legs. Checkout metadata and product rules identify the pool for each charge.
5.1. Certain products (including, where we enable them, court hire, court credit top-ups, and designated venue memberships) may be charged to Players by card. Successful payments are in the first instance received into the Platform's main Stripe account. Your Club's commercial share is then transferred to your Connect account when prerequisites are met, subject to reasonable operational delay only for as long as necessary (Stripe readiness, reconciliation, disputes, refunds, and configuration).
5.2. When your Connect account is active and eligible, we use reasonable endeavours to move your Club's attributable amounts from Platform-held funds to your Connect account in line with these Venue Terms and product rules. You acknowledge that risk checks, missing Connect details, bundled payments, and product metadata may affect timing for a given transaction.
5.3. Platform-held charges and transfers. For payments lawfully received on the Platform for your Club before Connect is complete or while reconciliation is pending, you remain entitled to the Club's commercial share after our documented fees, levies (if any), and lawful deductions. We may operate automated reconciliation (including scheduled jobs) to transfer that share to your Connect account when prerequisites are met, using safeguards such as idempotency keys so that the same underlying PaymentIntent is not transferred twice.
5.4. Bundled payments. If a single card payment includes both an amount attributable to your Club (for example court hire) and a separate marketplace amount (for example a platform membership product), you agree that only the Club-attributable portion identified by our configuration and metadata will be reconciled to you. The remainder may belong to the Platform or another payee as described at checkout.
5.5. Timing of payouts to your bank is ultimately governed by Stripe's settlement cycles after funds reach your Connect balance.
5.6 Trust-held funds, automated release, escalation, and withdrawal timing. If your Club has not completed Stripe Connect onboarding (or your Connect account is not yet eligible to receive transfers), your Club's attributable share from eligible card payments may be held on trust in the Platform's main Stripe account until Connect prerequisites are met. When onboarding is complete, the Platform will normally create one or more outbound Stripe Connect transfers of those trust-held amounts, usually within about one hour, using automated reconciliation jobs and safeguards such as idempotency keys. If, after 24 hours from completing onboarding, your Club believes it has not received funds owed in full, it may raise a support ticket with the Platform, quoting a booking reference number where applicable; our administration team may then run a manual scan of captured payments on the Club's behalf and reconcile any missing settlements or failed transfers. Settlements paid to your Club outside a Stripe Connect transfer (for example wire transfer, cheque, or cash) may be recorded internally for tax audit purposes, but such methods are discretionary attempts to reconcile missing scheduled Stripe transfers and ordinarily fall outside the scope of these Venue Terms. You acknowledge that funds can take up to 7 days to clear in your Stripe Connect balance before they are available for withdrawal to your bank, which may lag behind payout cycles shown on the Platform.
6. Private-lesson venue levy (where enabled)
6.1. Where we enable a venue levy on private lessons played at your Club, the levy percentage, indoor/outdoor rules, and settlement behaviour follow the Platform configuration and product documentation in force at booking time.
6.2. Levies may be settled by transfer from Platform balances and may be timed with related coach settlement where we use delayed payout models, so that splits for a given booking remain aligned operationally.
7. Refunds, chargebacks, disputes, and recovery
7.1. You agree that Players may receive refunds, credits, or other remedies under our published policies and applicable law. We may process refunds from the Platform side.
7.2. If a refund or reversal applies before amounts owed to your Club for that transaction have left Platform control, we may cancel or reduce the corresponding transfer; you will not receive a net Club share that fairly relates to a refunded booking once that outcome applies.
7.3. If a refund or reversal applies after a levy or other Club-attributable amount has reached your Connect account, you authorise us, subject to law and Stripe's rules, to recover from you the amount that fairly relates to that booking (including transfer reversals, adjustments, set-off against future amounts, invoicing, or other lawful means).
7.4. You acknowledge that Connect accounts may be subject to negative balance handling and linked-bank collection as described in Stripe's terms applicable to your account.
7.5. Without limiting clauses 7.2 and 7.3, if we transfer or procure the transfer to your Connect account of an amount that was paid to your Club in error — including but not limited to a duplicate transfer for the same underlying payment, a clear processing mistake, or an amount that, after reasonable verification, does not correspond to any valid customer payment or booking entitlement — you authorise us, subject to law and Stripe's rules, to recover that amount (including transfer reversals, adjustments, set-off against future amounts, invoicing, or other lawful means). You agree to cooperate reasonably with us and with Stripe to correct such errors.
7.6 Stripe processing fees; how they reduce your Club's Connect transfers. Card payments are processed by Stripe, which charges payment-processing fees. Where clause 5.0A applies, your Club's net transfer is reduced by your Club leg's allocated share of the fee as described there. Where clause 5.0A does not apply and your Club is the only Service Provider in the processing-fee pool for the charge, the full Stripe processing fee attributable to that charge in our settlement logic is deducted from your Club's scheduled Connect transfers (Facilitator-only legs outside that pool are not apportioned that fee in our logic). Processing fees are typically non-refundable in whole or in part when a customer is refunded. Refunds and reversals can leave the Platform with a shortfall.
You agree that we may recover from your Club — in addition to levy and hire amounts in clauses 7.2 and 7.3 — any shortfall we incur from refunding customers (including processing-fee effects), by: (a) debiting or reversing amounts from your Connect account where balance and Stripe rules allow; and/or (b) deducting or netting from other scheduled transfers owed to your Club. Where clause 5.0A applied to the original charge, processing-fee shortfall on refunds is allocated across the Service Provider legs in that pool in the same gross proportions (with purely platform-held legs addressed from Platform balances where applicable), unless law or Stripe mechanics require otherwise. Recovery is routed to the Service Provider leg(s) for that product under our published rules. We may use Stripe balance-transaction data where available and reasonable estimates otherwise.
7.7 Insufficient recovery; account suspension. If we are unable to recover a shortfall owed to the Platform after reasonable efforts, and the Platform has covered that shortfall using the Platform's main Stripe account, we may suspend or restrict your Club's Pick & Play Tennis venue account (including listings, bookings, and payouts) until the position is remedied, in addition to other rights at law or under Stripe.
8. Fees and tax
8.1. Platform or payment-processing fees that apply to your Venue will be as shown in your onboarding materials, checkout flows, or written addenda we agree with you. We may change fee schedules on notice where our general Terms of Use allow.
8.2. You are responsible for taxes arising from your Club's activities and for issuing any tax documentation your members require, except where we expressly agree to collect or remit tax on your behalf in writing.
9. Conduct and compliance
9.1. You must comply with applicable law, safeguarding expectations applicable to sport venues, and any reasonable use policies we publish for the Platform.
9.2. You must not use the Platform to mislead Players, to discriminate unlawfully, or to circumvent payment flows in order to avoid valid fees or levy settlement.
10. Data
10.1. Personal data is processed as described in our Privacy Policy and in any data-processing terms that apply to venue accounts.
11. Suspension and termination
11.1. We may suspend or restrict venue features if you materially breach these Venue Terms, create payment or fraud risk, fail to maintain Connect where required, if we cannot recover amounts owed to the Platform after reasonable efforts (including as described in clause 7.7), or if we must do so for legal or operational reasons.
11.2. Upon termination, we will handle outstanding bookings and payouts in a manner consistent with these Venue Terms and Stripe's capabilities. Clauses that by their nature should survive (including payment, recovery, and liability) survive termination.
12. Liability
12.1. To the fullest extent permitted by law, we are not liable for loss of profits, indirect or consequential loss, or events arising from your operations, facilities, or staff; our liability is otherwise limited as set out in our general Terms of Use where they apply to you.
12.2. You agree to indemnify Pick & Play Tennis against claims by third parties arising from your facilities, your staff, or your breach of these Venue Terms, except where caused by our wilful misconduct.
13. Changes
13.1. We may update these Venue Terms; where our general Terms of Use specify a notice process for material changes, that process applies. Continued use of venue features after notice may constitute acceptance.
14. Governing law
These Venue Terms and any dispute arising under them shall be governed by and construed in accordance with the laws of England and Wales, and the parties submit to the exclusive jurisdiction of the English courts.
15. Informational summaries
We may publish plain-language summaries (for example about refunds, levies, or Connect delays). Those materials are for convenience only. If anything in a summary conflicts with these Venue Terms, these Venue Terms and the Stripe agreements that apply to you prevail.
Venue declaration
By operating a venue on our Platform, you confirm that:
- You are authorised to bind the Club or legal entity that operates the venue;
- You have read, understood, and agree to these Venue Terms; and
- Information you provide about the Club is materially accurate.