Clubward Pilot Program
Pilot terms & conditions
A free year. Honest feedback. Clear expectations.
Version 2026-10-30.2 · Updated October 30, 2026
This is an application for a selected 12-month partnership. Acceptance and a written enrollment agreement are required. Applying does not enroll your club, start a contract for paid service or earn a referral credit.
1. Eligibility and selection
Applications are open to legitimate clubs and membership organizations represented by an adult authorized to act for the organization. The initial cohort is limited to three accepted clubs. Selection considers platform fit, migration readiness, an authorized decision-maker and an available pilot contact. Applying is free and does not reserve a place, guarantee acceptance or guarantee a particular plan. Applications may be waitlisted once the cohort is filled. Clubward and the club must approve a written enrollment agreement before any migration or service commitment begins.
2. The twelve-month commitment
The club agrees to complete the agreed migration and use Clubward as its primary system for the agreed workflows for twelve consecutive months from the mutually agreed production launch date. Seasonal clubs participate throughout the year, including planning and their operating season. Migration schedule, responsibilities and supported records are agreed before work starts. The club supplies lawful exports, checks imported records, assigns a pilot contact and obtains any necessary board approval.
3. Included services and costs
The agreed Clubward subscription and email hosting are provided without subscription or hosting charges for the twelve-month pilot. The included website design covers up to five content pages and two consolidated rounds of design revisions. Email hosting covers up to five mailboxes with 5 GB storage per mailbox. One custom platform feature includes up to twenty development hours within an agreed scope. These are package limits, not a commitment to undertake an infeasible project. The agreed subscription plan, modules and member capacity are documented before enrollment. Enrollment must specify plan, modules, capacity, hosting, mailbox and storage limits, support, migration services and delivery milestones. Payment processor fees, transaction fees, domains, hardware, paid integrations and third-party licenses or services are excluded unless expressly included. Additional work or charges require the club’s written approval before being incurred.
4. The custom feature
Before enrollment, both parties agree one feasible feature within twenty development hours, requirements, milestones and acceptance criteria. Clubward prioritizes features that solve the club’s needs and can also benefit other clubs. Analysis, implementation, review and testing count toward the development scope. Clubward must agree a feasible deliverable within the limit before enrollment; it may not simply stop an accepted deliverable mid-build and demand payment. Requests must be lawful, technically feasible and compatible with platform security. Scope changes require mutual written approval. No unlimited development or exclusive ownership is included. Unless the enrollment agreement says otherwise, Clubward retains ownership of platform code and may offer the feature to other customers; the club retains its own data and supplied materials. If an agreed feature cannot be delivered, the parties must agree a substitute, revised timeline or appropriate exit without penalty.
5. Website and email services
The written scope identifies website pages, revisions, content responsibilities, hosting arrangements, mailbox quantities, storage limits, migrations and launch dates. The club provides approved content and rights to its logo, photographs and domain. Domain ownership remains with the club. Ownership or licenses for the delivered website, ongoing maintenance and end-of-pilot website or email arrangements must be documented before enrollment. Clubward will not transfer domains or change email delivery without authorization.
6. Feedback and testimonials
The club agrees to monthly feedback check-ins at mutually workable times, to report issues with enough information to investigate, and to provide honest feedback at approximately months three, six and twelve, including a final account of its experience. A written testimonial or case-study interview may be used for that purpose. Feedback may be positive, neutral or negative. Benefits, support and eligibility are never conditioned on praise, a particular star rating, deleting criticism or withholding a truthful review. Third-party reviews are requested only where the platform permits incentivized reviews and all required disclosures are made.
7. Featuring the club
The club permits Clubward to identify it as a pilot participant and, after the club approves the specific materials, publish its name, approved logo, testimonial and case study on the Clubward website and marketing channels. Clubward must preserve the meaning of testimonials, disclose the free benefits and obtain approval for substantive edits. The club approves individual names, roles, photographs and quotes only with that person’s permission. Member records, private financial information and images of children are not authorized by this general permission. No guaranteed audience, traffic or publicity result is promised. The club may request correction or prospective removal by contacting [email protected].
8. Social participation and disclosures
During the pilot, the club agrees to follow Clubward on channels where it has active club accounts and, when relevant and truthful, engage with or share at least one Clubward post per month in total across those channels. A month without a suitable post or active club account can be addressed through an agreed alternative, such as private feedback. No account creation, spam, scripted praise or misleading engagement is required. Each public endorsement or promotional share must clearly disclose the relationship close to the content, for example: “Our club receives free Clubward services through its pilot program.” Built-in paid partnership labels must also be used where required. Honest criticism is permitted at all times.
9. Referral subscription credits
An accepted pilot club can earn three additional months of its agreed platform subscription per qualifying referred organization, up to twelve months in total. This is a defined referral benefit, not a drawing or cash prize. A qualifying referral must be a distinct, new organization not already a Clubward customer or active sales opportunity, name the referring pilot club before its application or paid signup, be accepted into an available pilot place or join a regular paid plan, and complete ninety consecutive days of active production use. Paid accounts must remain current and have no refunded qualifying subscription payments. Referrals to the pilot do not bypass the three-club capacity or selection requirements. Self-referrals, duplicate organizations and referrals through accounts controlled by the same organization do not qualify. Only one referring club can receive credit per organization; attribution is agreed before enrollment. The referring club must complete its initial pilot in good standing; honest critical feedback never affects good standing. Eligible referrals must sign up during the referring club’s initial pilot year, although verification may complete afterward. Clubward reviews qualification and confirms earned credits in writing; it will explain a rejection and review disputed attribution or qualification on request. Credits begin after the initial year, cover only the agreed platform subscription and do not include further feature development, website work, email hosting, processing fees or third-party costs. Credits have no cash value, are nontransferable and cannot exceed twelve months. Public recommendations must disclose the free pilot benefits and the potential referral benefit. Changes apply only prospectively and cannot remove credits already earned or change the terms for referrals already registered under this version.
10. Data, confidentiality and security
The club retains ownership of its data and is responsible for its lawful collection and use. Migration and service access require appropriate permissions and any applicable service, privacy and data-processing agreements. Both parties protect confidential information. Testimonial and publicity permission does not authorize disclosure of private member data. Do not put member exports, credentials or payment card information in the application form. The website privacy notice governs application information.
11. Issues, early departure and fair treatment
The pilot is a good-faith commitment to complete the full year, not an obligation to tolerate an unsafe or unusable service. Either party should give written notice describing a material issue and allow thirty days to resolve it where practical. Immediate suspension may be necessary for unlawful use or an urgent security threat, with notice when legally and operationally possible. Unresolved issues, material nonparticipation or mutual agreement can end the pilot early. Negative feedback is never a breach. There is no automatic back-billing for waived services, early-exit penalty or conversion to a paid plan. Any separately approved paid work remains subject to its own agreement. Clubward will coordinate a reasonable export and transition period, normally thirty days unless unsafe or unlawful, and confirm retention or deletion under the applicable data agreement.
12. End of the pilot and changes
Clubward will contact the club at least thirty days before the scheduled end to discuss continued service, current pricing and any applicable extension. Continuing on a paid plan requires express agreement; it is not automatic. Export or transfer arrangements for member data, website and email will be confirmed before closure. Material changes to an enrolled club’s promised benefits or obligations require mutual written agreement. Updated application terms apply prospectively and do not rewrite an existing enrollment agreement.
13. Agreement and questions
These terms describe the pilot application and baseline participation expectations. Final enrollment requires a written agreement identifying the contracting parties, start date, services, delivery commitments, governing law and dispute arrangements, together with applicable platform and data terms. Any expressly agreed pilot variation must be in writing. Questions, correction requests and participation notices may be sent to [email protected].