Under review. This is the version 1 draft and it is being reviewed by our legal advisers. It may change before final publication. Items in square brackets will be completed before it is published.
1. The service
ProEvolution Lab is a web platform for sports clubs of any sport. It lets clubs record teams, athletes, matches, training sessions and post-match evaluations, and turns that information into performance dashboards and reports.
The platform supports the coaching staff's decisions; it never makes them. It does not decide line-ups, call-ups or minutes, and rankings and scores are information, not judgements about people.
By using the platform or the website you accept these terms. If you accept them on behalf of a club, you confirm you are authorized to do so.
2. Responsibilities: what ProEvolution Lab covers and what it doesn't
So that both parties are clear, this is how responsibilities are shared:
ProEvolution Lab IS responsible for
- Operating the platform and keeping it available.
- Isolating each club's data from any other club's.
- Encrypting information in transit and at rest, and notes and free text additionally.
- Providing security controls: roles, two-step verification, sign-out after inactivity and an audit log.
- Handling data only to provide the service, under the Data Processing Agreement.
- Notifying the club of security incidents that affect its data.
- Deleting the club's data when the service ends, within the published periods.
ProEvolution Lab is NOT responsible for
- The sporting decisions the club makes using the platform's information.
- The accuracy of the data the club records.
- Obtaining authorizations from athletes or their legal guardians: the platform lets the club record them, but obtaining them is the club's duty.
- The care of each user's passwords and devices.
- The account, costs and terms of the AI provider the club contracts.
- Failures of the internet, of the club's devices or of third-party services beyond our control.
3. Accounts and access
- The club Administrator creates their team's accounts and assigns their roles; only they can change other users.
- Each account is personal: do not share your password. We recommend turning on two-step verification.
- The club is responsible for its users' use and must remove access for anyone who leaves the club.
- If you suspect unauthorized access, change your password, sign out on all devices and tell us at privacy@proevolutionlab.com.
4. Athlete data
The club is the controller of its athletes' data and must hold the authorizations required by law, especially the legal guardian's for minors. The club agrees to record only the data needed, not to upload athletes' medical information or contact details, and to upload photos or videos only with a recorded authorization.
The processing ProEvolution Lab does on the club's behalf is governed by the Data Processing Agreement and the Privacy Policy.
5. The evaluation method
The platform includes a default evaluation method (Yes/No answers organized in five pillars) that is kept versioned. Clubs can create their own evaluation sheets; published versions do not change and past evaluations are never rewritten. Scores are a tracking tool, not a rating of a person's worth.
6. Use of artificial intelligence and data processing
The AI assistant is an optional feature included in the plans, with monthly credits depending on the plan (see Pricing). If the club turns it on:
- By default it runs on ProEvolution Lab's OpenAI account, included in the subscription. Alternatively, the club can connect its own key from an AI provider; in that case that account's terms and costs apply, and the club is responsible for keeping it valid.
- It answers only with information each user can already see, and only about the club's performance and the use of the platform.
- Its answers may contain errors: the club must check them before making decisions. It gives no medical, legal or financial advice.
- Attempts to use it for purposes that are not allowed are blocked, recorded and may pause the assistant for that user.
- The club authorises ProEvolution Lab to send its users' questions and the statistics needed to answer them to the AI provider, with athletes' and teams' names replaced by codes. [PENDING LEGAL REVIEW]
What data the assistant uses, where it comes from and which providers are involved is explained in the "Use of artificial intelligence and data processing" section of the Privacy policy.
7. Subscription and payment
The service is provided according to the plan the club or the athlete contracts (Essential, Pro, Elite or Athlete). What each plan includes and its limits are published on Pricing.
Price and payment
- Paid in advance: each period —monthly or yearly— is paid before it starts.
- Final price: the published or agreed amount is the total to pay; no taxes or extra charges are added.
- Payment methods: for now, bank transfer to the account ProEvolution Lab indicates; when available, also online payment from the platform. ProEvolution Lab does not store card details.
- Currency: Colombian pesos (COP) or US dollars (USD), as agreed.
- Receipts: every payment is recorded and visible to the Administrator in the platform (“Settings → Subscription and usage”). [To be confirmed with the accountant: electronic invoicing.]
Free trial
Some plans include a free trial (today, 14 days on Essential and on Athlete), with no payment. When the trial ends, unless a plan is contracted, the account becomes read-only and the information is kept.
Renewal and non-payment
- Each period is renewed with a new payment in advance; we will remind you before it ends.
- If the payment is not received when the period ends, there are 7 days of grace during which everything keeps working.
- After those 7 days the account becomes read-only: all the information can be viewed, printed and exported, but nothing can be added or edited until it is renewed. Non-payment alone deletes no information; if the account is still not renewed, ProEvolution Lab may start the closure in section 11, with prior notice.
Limits and plan changes
- Each plan's limits (active teams, active athletes and users) only stop adding more; viewing, printing and exporting are never blocked.
- The club can change plan whenever it needs; moving to a smaller plan deletes no information. [To be defined: how the difference is charged or credited when changing plan in the middle of a period.]
- ProEvolution Lab may update its prices; a new price applies from the next period, with the notice in section 13.
Cancellation and refunds
- The club or the athlete can cancel at any time, with no lock-in or penalty.
- There are no refunds: since everything is paid in advance, after cancelling the service keeps working until the last day of the paid period, and the amount of periods already paid is not returned, including any unused time.
- When the paid period ends, section 11 on closing the account and exporting the information applies.
8. Acceptable use
It is not allowed to:
- Use the platform for illegal purposes or against the rights of children and adolescents.
- Try to access other clubs' or people's data without permission, or get around security measures.
- Upload data without the required authorization.
- Try to manipulate the AI assistant to obtain information or permissions you are not entitled to.
- Copy, decompile or resell the platform, or use it to build a competing service.
- Overload or attack the service.
9. Ownership and license
The data the club records belongs to the club. ProEvolution Lab keeps ownership of the software, brand and content of the platform and the website, and grants the club a non-exclusive, non-transferable license to use them for the duration of the service.
10. Availability and limitation of liability
We work to keep the platform available, but there may be interruptions for maintenance or for reasons beyond our control; we will announce planned maintenance in advance when possible.
To the extent permitted by law, ProEvolution Lab is not liable for indirect damages or for decisions made based on the platform's information, and its total liability is limited to [PENDING LEGAL REVIEW: amount of the liability cap].
11. Termination and account closure
The club can end the service at any time; under section 7, the service keeps working until the end of the paid period. When the account is closed, the platform becomes read-only and the club's Administrator can export all its information; after a waiting period of 30 days, the data is permanently deleted as explained in Data Deletion. The closure can be cancelled during that wait.
ProEvolution Lab may suspend or end the service if the club seriously breaches these terms, with prior notice except in urgent security cases. While suspended, the account is read-only and the information can be exported.
13. Changes to these terms
We may update these terms. We will publish the new version with its date and notify club administrators at least 15 days in advance when the change is significant.
14. Governing law
These terms are governed by the laws of the Republic of Colombia. Disputes will first be settled directly; if that is not possible, the judges of [city] will have jurisdiction.
15. Contact
Write to us at privacy@proevolutionlab.com.