Terms of Service

These Terms of Service (the “Terms”) form a binding agreement between you and AthleticsQ, Inc. (“AthleticsQ”, “we”, “us”) governing your access to and use of the AthleticsQ platform, websites, mobile experiences, APIs, and related services (collectively, the “Service”). By creating an account, submitting a request through the Service, or otherwise using the Service, you agree to these Terms.

If you are using the Service on behalf of a school, athletic department, club, tournament organization, charter operator, or other entity, you represent that you have authority to bind that entity, and “you” refers to both you and that entity.

You must be at least 18 years old (or the age of majority in your jurisdiction) to create an account. The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you book travel for minors (e.g., student-athletes), you confirm you have authority from the responsible adult, parent, guardian, or institution to do so.

• You are responsible for the accuracy of information you provide and for keeping your credentials secure.
• You are responsible for all activity under your account. Notify us promptly at security@athleticsq.com if you suspect unauthorized access.
• We may suspend, restrict, or terminate accounts that violate these Terms, abuse the Service, or create risk for other users.

AthleticsQ is a travel-coordination and booking platform built for sports teams, athletic departments, tournament organizers, and charter operators. Depending on your role, the Service may include hotel sourcing and booking, RFP and contract workflows, charter-bus quoting and booking, schedule intelligence, payment authorization, AI-assisted concierge tools, communications, and reporting.

Hotel rooms, flights, charter-bus rides, ground transportation, and other travel inventory are supplied by third parties (the “Suppliers”). AthleticsQ acts as a technology and intermediation platform between you and those Suppliers. We do not own, operate, or control hotels, airlines, bus operators, or other Supplier facilities.

4.1 Booking confirmation

A booking is confirmed when AthleticsQ delivers a written confirmation (typically by email or in-app) and any required deposit or full payment has been received. Until then, displayed availability and pricing are indicative and subject to change.

4.2 Hold My Spot

Where the Service offers a “Hold My Spot” option, the hold reserves a room or seat for a stated window without immediate charge. If you do not complete checkout or contracting before the hold expires, the hold is released automatically and pricing or availability may change.

4.3 Supplier terms

Each booking is also subject to the Supplier’s rules — including cancellation, refund, change, no-show, group, attrition, force-majeure, and resort-fee policies. You agree to the applicable Supplier terms when you complete a booking, and those terms control over any conflicting general statements on the Service.

4.4 Cancellations and changes

Cancellation and change rights depend on the Supplier’s policy and the rate you booked. Some rates and group blocks are non-refundable. AthleticsQ may charge a service or processing fee for changes and cancellations, which will be disclosed before you confirm.

Prices on the Service are shown in the currency indicated. Unless stated otherwise, prices exclude taxes, occupancy fees, resort fees, fuel surcharges, gratuities, and similar Supplier-imposed charges, which may be collected separately by the Supplier at check-in or by AthleticsQ at booking.

• Card payments are processed by our PCI-DSS-compliant payment processors. Storing payment details is governed by their terms in addition to ours.
• AthleticsQ may charge service fees, technology fees, or organizer fees, which will be disclosed before checkout.
• Chargebacks initiated without first contacting AthleticsQ may be disputed; reversed funds remain owed if the underlying booking was honored.
• Failed or rejected payments may result in cancellation of the associated hold or booking.

You agree not to:

• Use the Service to violate any law, third-party right, or Supplier rule;
• Submit false, misleading, or fraudulent information (including roster, age, traveler, or payment information);
• Resell, sublicense, scrape, or commercially exploit the Service or its content without our written consent;
• Reverse engineer, probe, or interfere with the Service’s security, integrity, or performance;
• Use the Service to send spam, harass others, or transmit malware;
• Misuse AI agents, contact discovery, or recruiting/lead-discovery features in ways that violate applicable anti-spam, telemarketing, recruiting, or privacy laws.

AthleticsQ and its licensors own all right, title, and interest in the Service, including software, AI models, designs, branding, and aggregated data. We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal travel-coordination purposes, subject to these Terms.

You retain ownership of content you submit (rosters, schedules, RFP details, logos, etc. — “Customer Content”) and grant AthleticsQ a worldwide, royalty-free license to host, process, transmit, display, and modify Customer Content as necessary to operate, secure, and improve the Service, including using de-identified and aggregated data for analytics, benchmarking, and AI model improvement.

Parts of the Service rely on AI agents and large language models that generate suggestions, drafts, classifications, and recommendations (for example, hotel picks, schedules, outreach drafts, or risk scores). AI outputs may be inaccurate, incomplete, or out of date. You are responsible for reviewing AI-generated content before relying on it for booking, financial, recruiting, compliance, or contractual decisions.

The Service and all Supplier-provided travel are provided “as is” and “as available.” To the maximum extent permitted by law, AthleticsQ disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranties arising from course of dealing or usage of trade.

We do not warrant that the Service will be uninterrupted, error-free, secure against every threat, or that AI outputs, hotel availability, schedules, or pricing will be accurate or complete. Travel is inherently subject to change due to weather, operational issues, and other factors outside our control.

To the maximum extent permitted by law, AthleticsQ and its affiliates, officers, employees, and agents will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, or loss of goodwill, arising from or related to your use of the Service — even if we have been advised of the possibility of such damages.

Our aggregate liability for any claim arising out of or related to the Service is limited to the greater of (a) the fees you paid AthleticsQ for the Service in the 12 months preceding the event giving rise to the claim, or (b) one hundred US dollars (USD $100).

Some jurisdictions do not allow certain limitations; in those jurisdictions, our liability is limited to the smallest extent permitted by law.

You agree to defend, indemnify, and hold harmless AthleticsQ and its affiliates from and against any claims, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising from (a) your use of the Service, (b) your Customer Content, (c) your violation of these Terms or any Supplier terms, or (d) your violation of any law or third-party right.

You may stop using the Service at any time. We may suspend or terminate your access — in whole or in part — if we reasonably believe you have violated these Terms, created risk to other users or Suppliers, or for any reason on reasonable notice. Sections that by their nature should survive termination (including IP, disclaimers, liability limits, indemnification, and dispute resolution) will survive.

These Terms are governed by the laws of the State of Delaware, USA, without regard to its conflict-of-laws principles. Subject to applicable consumer-protection law, you and AthleticsQ agree that any dispute will be resolved exclusively in the state or federal courts located in Delaware, and you consent to personal jurisdiction in those courts. Either party may seek injunctive relief in any court of competent jurisdiction to protect intellectual property rights.

We may update these Terms from time to time. If we make material changes, we will provide reasonable notice (for example, by updating the “Last updated” date and posting in-product or by email). Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

Questions about these Terms? Email legal@athleticsq.com. For privacy questions, see our Privacy Policy or email privacy@athleticsq.com.