Terms of Service

Last updated: 16 September 2026

These terms govern the use of the teampilot.it website and of the TeamPilot software. Each client club’s commercial conditions, such as plan, price and duration, are those in the offer or contract it has signed: where the two differ, the contract prevails.

In short

• TeamPilot is subscription software for grassroots and youth football clubs. The contract is signed by the sports club; officials, club office, coaches and families use it with the access the club gives them.
• The data entered remains the club’s, which is its controller. We look after it and process it on the club’s behalf.
• Receipts, forms, match reports and signatures generated by the software are working tools: they do not replace electronic invoicing or the checks the club must carry out with its own federation or committee.

Who provides the service

The service is provided by TeamPilot, with registered office in Pisa (“TeamPilot”, “we”). To reach us, use the contact form.

The words we use

• Client club: the sports association or company (ASD, SSD or another legal form) that subscribes to a plan.
• Users: the people the club gives access to the software, with a role: administrators, officials, club office, technical and medical staff, adult players, parents and guardians.
• Plan: Base, Pro or Premium, with the features described on the pricing page and in the offer.
• Add-on modules: features the club can add to its plan, also individually.

The service

TeamPilot runs in the browser, on computers, tablets and phones, and on a phone it can be added to the home screen like an app. It needs no installation and no on-site servers. The software covers the sporting, organisational and administrative life of the club: records, teams and seasons, calendar, call-ups and attendance, match day, tournaments, online registration, documents and deadlines, communication, fees and payments, depending on the chosen plan.

TeamPilot improves continuously: we add features and change others. We do not remove essential features of a club’s active plan without giving it reasonable notice.

Plans, modules and fees

• The price depends on the plan and on the additional modules chosen. Teams, staff, families and registered players have no limits in any plan.
• Prices, duration, renewal and payment terms are those set out in the offer or contract.
• An add-on module can be activated on trial for a defined period. At the end of the trial, if it is not confirmed, new operations in that module stop, but what has been recorded remains available to consult.
• If payment is not made, we may suspend the club’s access after notifying it. Suspension does not delete any data.

Accounts and access

• The club appoints at least one administrator, who invites users, assigns roles and removes access when it is no longer needed. The club is responsible for the people it gives access to and for the roles it assigns.
• Every account is personal: credentials must not be shared. If you suspect unauthorised use of your account, change your password and inform your club.
• The same person can belong to several clubs with a single account; in each one they see only what their role in that club allows.
• Parents and guardians access on behalf of their minor children with the access the club has given them.

Permitted use

The software must be used to manage the club the access refers to. It is not permitted to:

• enter false data, or data about people without being entitled to;
• try to access data of other clubs or other users, or to bypass the permissions of one’s own role;
• upload unlawful or offensive content, content that infringes third-party rights, or harmful files;
• extract data automatically, overload the service or compromise its operation for other clients;
• resell or transfer access to third parties.

If use contrary to these terms puts the service or other people’s data at risk, we may restrict or suspend the access concerned, notifying the club.

The club’s data

• Records, documents, payments and any other content entered by the club remain its own. The club is the data controller and is responsible for it: it collects data on a valid legal basis, provides its own privacy notice to players and families and, where required, obtains their consent, including in the online registration forms it configures.
• TeamPilot processes this data as data processor (Article 28 GDPR), under the data processing agreement signed with each club and the privacy policy.
• The club can export its lists whenever it wishes. At the end of the contract we return or delete the data according to its instructions.
• Public links and QR codes created by the club make the chosen content visible to anyone who has the link. The club decides what to share, with whom and for how long, and can revoke the link at any time.

Documents generated by the software

• Receipts and tax documents produced by TeamPilot are courtesy documents for families: they do not go through the Italian e-invoicing exchange system (SdI) and do not replace electronic invoicing or the club’s tax obligations.
• Forms, match reports and contracts start from templates prepared as a working basis. Rules, regulations and notices from federations and committees vary by region and season: before using them, the club checks that the template is the one required and that the content is correct. Contracts with collaborators and coaches should be reviewed by the club’s advisers.
• Signatures collected on the phone are simple electronic signatures: they record who signed, when and on which version of the document. They are not digital or qualified signatures. Where a rule requires another type of signature, or the paper original, that rule applies.
• Delivering match sheets, match reports and other documents to federations, committees or other bodies remains the club’s responsibility, even when the software prepares and collects them.

Third-party services

Some features rely on third-party services, such as Google Maps for addresses and maps or WhatsApp to share a ready-made message: the message is sent from the phone of the person sending it, under WhatsApp’s terms. The terms of those providers apply to their services, and we are not liable for their interruptions.

Availability and support

We are committed to keeping TeamPilot continuously available and to protecting data with appropriate measures, described in the privacy policy. We cannot guarantee uninterrupted operation: maintenance, updates, provider failures or force majeure may stop the service for a while. We announce scheduled maintenance that affects use whenever possible.

Support and onboarding (guides, email support, import of the club’s records, a dedicated contact) depend on the plan and on the offer.

Duration, withdrawal and termination

Duration, renewal and withdrawal are those set out in the contract. When the relationship ends, access for the club’s users is closed; before closure the club can export its data, which we then return or delete as provided in the data processing agreement, except for data the law requires us to keep.

We may end the relationship in the event of serious breaches of these terms or prolonged non-payment, after notifying the club.

Liability

TeamPilot is a working tool: sporting, organisational, administrative and medical decisions remain with the club’s people. Features that suggest something, such as tournament kick-off times or data to complete, are suggestions to be checked.

To the extent permitted by law, and except in cases of wilful misconduct or gross negligence, we are not liable for indirect damages, such as lost profits or lost opportunities, nor for damages arising from incorrectly entered data, use not in line with these terms or third-party services. TeamPilot’s total liability towards a client club does not exceed the amount the club paid for the service in the twelve months before the event.

Intellectual property

The software, the TeamPilot brand, the website and the templates provided belong to TeamPilot or its licensors: the subscription gives the club the right to use them for its own activity for the duration of the contract, and does not transfer them. The club’s name, logo, colours and content remain its own; the club authorises us to use them only to show them in the software and in the documents and communications it generates.

The website

The information on the website describes the service in general terms and may change: the offer and the contract prevail. When you write to us through the contact form you undertake to provide truthful information; we process it as described in the privacy policy.

Changes to these terms

We may update these terms when the service or the rules change. The date at the top shows the latest change; we communicate important changes to client clubs with reasonable notice.

Governing law

These terms are governed by Italian law.

Contact

For any question about these terms, write to us through the contact form.