Terms of Service

Effective: 28 October 2026 · Version: terms@2026.3

Pending counsel review: the wording of this notice is an engineering draft derived from what the software actually does. It has not been reviewed or approved by legal counsel.

1. Service Description

Bhapi (“the Service”) is an AI governance platform operated at bhapi.ai for sports clubs and schools. The Service monitors the AI tool usage of the members an organisation enrols, across supported platforms (ChatGPT, Gemini, Copilot, Claude, Grok), to provide safety alerts, risk analysis, spend tracking, and reporting for the club or school and for the guardians of the young people it enrols.

2. Eligibility

• You must be at least 18 years old to create or administer an account.
• Accounts are opened for a sports club, school or other organisation. By administering an account you represent that you are authorised to act for that organisation.
• Minors may use the Service only as monitored members enrolled under an organisation’s account, with the consent of their parent or guardian.
• Clubs and schools must obtain and record appropriate parental/guardian consent before monitoring minors, in compliance with the laws that apply to them (for example COPPA in the United States, the GDPR in the European Union, the UK GDPR in the United Kingdom and the Privacy Act in Australia).

3. Account Responsibilities

• You are responsible for maintaining the confidentiality of your account credentials.
• You must provide accurate and current information.
• You must notify us immediately of any unauthorised access to your account.
• You are responsible for all activity under your account.

4. Consent Obligations

• The club or school must obtain the consent of a parent or guardian before a minor is monitored, and must record that consent in the Service. Monitoring does not start until it is recorded.
• The club or school must inform monitored members that their AI usage is being monitored.
• A parent or guardian may withdraw consent at any time, which immediately stops monitoring for the affected member.
• The club or school is responsible for ensuring its use of monitoring data is lawful and not coercive.

5. Acceptable Use

You agree to use the Service only for its intended purpose of AI safety monitoring. You must not:

• Use the Service for unlawful surveillance or harassment.
• Attempt to access data belonging to other users or groups.
• Interfere with the Service’s security mechanisms, rate limits, or access controls.
• Reverse-engineer, decompile, or disassemble any part of the Service.
• Use the Service to monitor adults without their informed consent.
• Resell, sublicence, or redistribute the Service without written permission.
• Submit false, misleading, or malicious data to the platform.
• Use automated tools to scrape or bulk-access the Service (except the provided API with valid authentication).

6. Prohibited Uses

The Service must not be used to:

• Monitor individuals without legal authority or appropriate consent.
• Conduct coercive surveillance that violates the monitored person’s rights.
• Store, transmit, or process illegal content.
• Circumvent child protection regulations.
• Engage in any activity that violates applicable laws or regulations.

7. Subscription and Billing

• Accounts for clubs and schools are set up with our team. The subscription is billed per enrolled member (seat), monthly or annually, via Stripe; the terms agreed when the account is set up apply.
• A new subscription includes a 14-day free trial.
• Subscriptions renew automatically unless cancelled before the renewal date.
• You may cancel your subscription at any time from the billing settings page. Cancellation takes effect at the end of the current billing period.
• We do not store your payment card details. All payment processing is handled by Stripe.

8. Fees and Refunds

Accounts are set up by Bhapi for each club or school. Fees, billing periods, any trial or pilot period, and refunds are as set out in your order form or agreement with Bhapi. Where no fee has been agreed, no charge is made. Questions about fees or refunds go to contactus@bhapi.io.

9. Intellectual Property

• The Service, including its software, design, and documentation, is owned by Bhapi and protected by intellectual property laws.
• Your data remains your property. We claim no ownership of your content.
• You grant us a limited licence to process your data as described in our Privacy Policy.
• The Bhapi name, logo, and branding are trademarks of Bhapi. You may not use them without written permission.

10. Limitation of Liability

• The Service is provided “as is” and “as available” without warranties of any kind, express or implied.
• We do not guarantee that the Service will detect all safety risks. The Service is a supplementary tool and does not replace supervision by the club, school or guardian.
• To the maximum extent permitted by law, our total liability for any claim arising from your use of the Service is limited to the fees you paid in the 12 months preceding the claim.
• We are not liable for indirect, incidental, special, consequential, or punitive damages.
• We are not responsible for actions taken by AI platforms monitored through the Service.

11. Indemnification

You agree to indemnify and hold Bhapi harmless from any claims, damages, or expenses arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

12. Termination

• You may terminate your account at any time from the account settings page.
• We may suspend or terminate your account for violation of these Terms, with notice where practicable.
• Upon termination, your data is deleted in accordance with our Privacy Policy (immediate cascade deletion, with legally required records retained per retention schedule).
• Sections 9-11 and 13-14 survive termination.

13. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be resolved in the courts of England and Wales, without prejudice to any mandatory consumer protection laws in your jurisdiction.

14. Dispute Resolution

Before initiating legal proceedings, you agree to attempt resolution by contacting us at contactus@bhapi.io. We will make good-faith efforts to resolve disputes within 30 days.

15. Changes to These Terms

We may update these Terms from time to time. Each version carries a version identifier and an effective date at the top of this page, and a change is published as a new version. We do not send an email when the Terms change: no such notification is built, so the version and effective date shown above are the authoritative record of what is in force. Continued use after the effective date constitutes acceptance.

16. Contact

For legal inquiries: contactus@bhapi.io

For general support: contactus@bhapi.io

Data Protection Officer: dpo@bhapi.io