Terms of Service

Virtual Clerk of Course™ · Effective: May 2026 · Last updated: July 2026

🧪 Beta Testing — Currently Free Virtual Clerk of Course is currently in beta testing. The Service is provided free of charge during this period. Features, pricing, and terms may change before general availability. See Section 3 for details.

1. Acceptance of Terms

By accessing or using the Virtual Clerk of Course application ("the Service"), operated by OneNerdyCrafter LLC, an Arizona limited liability company ("we", "us"), under its registered trade name Virtual Clerk of Course, you agree to be bound by these Terms of Service ("Terms"). If you do not agree, do not use the Service.

These Terms apply to all users — Meet Bosses, Meet Clerks, and Viewers. Use of the Service constitutes acceptance.

2. Description of Service

Virtual Clerk of Course is a web and mobile application that connects to Google Sheets spreadsheets you provide, enabling swim meet officials to manage scratch requests, announce events, track heat assignments, and communicate meet results to participants and families.

The Service does not host or store meet data independently. All meet information lives in Google Sheets spreadsheets controlled by the subscribing organization.

The Service also offers optional notifications — in-app, email, push, and SMS text message — to Viewers who opt in to follow specific swimmers. SMS notifications are enabled; standing consent, message frequency, and opt-out (reply STOP) are described in our SMS Terms & Conditions.

3. Beta Period

The Service is currently in beta. During the beta period:

Access is free of charge.
Features may change, be added, or be removed without notice.
Service availability is provided on a best-effort basis without uptime guarantees.

We will provide reasonable advance notice before transitioning to a paid subscription model.

4. Subscriptions and Payment

The Meet Boss role may be offered on a paid subscription basis. Subscription tiers, pricing, and billing terms are shown on the subscribe page prior to any charge. Viewer and Clerk access remain free. By subscribing you agree to the then-current subscription terms.

Subscription payments are sold and processed by our Merchant of Record, Paddle (Paddle.com Market Ltd), which acts as the authorized reseller of Meet Boss subscriptions and handles checkout, billing, and any applicable sales tax. Virtual Clerk of Course does not collect or store your card or banking details; that information is handled entirely by Paddle. Subscriptions renew automatically until cancelled, and may be cancelled at any time; cancellation takes effect at the end of the current billing period.

Refund Policy. Every new subscription — monthly and annual — includes a 14-day money-back guarantee: request a refund within 14 days of your first payment and we will refund it in full. As with all digital services sold through Paddle, that guarantee applies until you begin benefiting from the paid features — at checkout you consent to immediate access to the Meet Boss tools, so once a meet you are hosting has started the service has been delivered and that payment is no longer refundable. Setting up, configuring, and previewing a meet does not use up the guarantee. After that window, renewals are non-refundable once the new billing period begins — you may cancel at any time to stop future renewals, and your access continues through the end of the paid period. Refunds are issued by our Merchant of Record, Paddle — request one from your Paddle receipt/email, or contact us at virtualswimclerkofcourse@gmail.com and we'll help. Nothing in this section limits any rights you may have under applicable law. (During the free beta there are no charges, so nothing is refundable because nothing is billed.)

5. User Accounts and Roles

Meet Boss — the subscribing individual or organization responsible for configuring the meet, managing access, and owning the Google Sheets spreadsheet. The Meet Boss is the account holder and is responsible for all activity under their subscription.

Meet Clerk — individuals authorized by the Meet Boss (Head Clerk) to perform operational tasks (recording scratches, managing events). Meet Clerks do not acquire independent rights to the Service.

Meet Officials (Administrative Official, Announcer, Coach) — additional roles the Meet Manager may authorize to perform specific meet functions, such as confirming results, announcing events, or check-in. Like Meet Clerks, they act under the Meet Boss's authorization and do not acquire independent rights to the Service.

Viewer — anyone who accesses published meet results. Viewers do not require an account.

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

6. Data Ownership

You retain full ownership of all data in your Google Sheets spreadsheets. Virtual Clerk of Course does not claim any ownership of your meet data.

You grant Virtual Clerk of Course a limited, non-exclusive licence to read and write to your designated meet spreadsheets solely to provide the Service features you use.

If you cancel your subscription, your data remains in your Google Sheets — Virtual Clerk of Course does not delete or retain it.

Our intellectual property. The Service itself — including the Virtual Clerk of Course software, source code, user interface, visual design, documentation, and the "Virtual Clerk of Course" name and logo — is owned by OneNerdyCrafter LLC and protected by copyright, trademark, and other applicable laws. These Terms grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service for running and following swim meets; they transfer no ownership or intellectual-property rights to you. All rights not expressly granted are reserved. This does not affect your ownership of your own meet data, described above.

7. Acceptable Use

You agree not to:

Use the Service for any unlawful purpose.
Attempt to gain unauthorized access to any part of the Service or another user's account.
Interfere with or disrupt the integrity or performance of the Service.
Use the Service to store or transmit personal data of minors beyond what is necessary for meet management, and in compliance with applicable law (COPPA, GDPR, etc.).
Reverse-engineer, decompile, or create derivative works of the Service.
Access the Service by automated means — bots, crawlers, scrapers, or data-mining tools — or otherwise extract data from it in bulk, except through features we provide for that purpose.
Resell, sublicense, rent, or make the Service available to third parties as your own, or remove or obscure any proprietary notice on it.

8. Third-Party Services

Virtual Clerk of Course integrates with:

Google Sheets API and Google OAuth — subject to Google's Terms of Service and Privacy Policy at policies.google.com/terms.
Netlify — hosting and serverless functions, subject to Netlify's Terms at netlify.com/legal/terms-of-use.
Paddle (when subscriptions are active) — our Merchant of Record; handles subscription checkout, billing, and sales-tax collection, subject to its buyer terms at paddle.com/legal/checkout-buyer-terms.
Resend — email delivery for notifications and account-related messages, subject to Resend's terms at resend.com/legal/terms-of-service.
Twilio — SMS text-message notifications are enabled. Text alerts to Viewers who opt in are delivered via Twilio, subject to Twilio's terms at twilio.com/legal/tos. See our SMS Terms & Conditions.

Virtual Clerk of Course is not responsible for changes to or interruptions in third-party services.

9. Privacy

Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service you consent to the data practices described therein.

10. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

Virtual Clerk of Course does not warrant that the Service will be uninterrupted, error-free, or free of viruses or other harmful components. The Service is not intended to be the sole record of meet results — always maintain your own official records.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, OneNerdyCrafter LLC AND ITS MEMBERS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING FROM YOUR USE OF OR INABILITY TO USE THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL LIABILITY FOR ANY CLAIMS UNDER THESE TERMS SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE TWELVE MONTHS PRECEDING THE CLAIM, OR $100 IF YOU HAVE PAID NOTHING.

12. Indemnification

You agree to indemnify and hold harmless OneNerdyCrafter LLC and its members from any claims, damages, losses, and expenses (including reasonable legal fees) arising out of your use of the Service, violation of these Terms, or infringement of any third-party rights.

13. Changes to Terms

We reserve the right to update these Terms at any time. We will provide at least 14 days' notice of material changes via email or an in-app notice. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

14. Termination

We may suspend or terminate your access to the Service at any time for violation of these Terms. You may cancel your subscription at any time through your account settings.

Upon termination, your right to use the Service ceases immediately. Your data remains in your Google Sheets and is unaffected.

15. Governing Law

These Terms are governed by the laws of the State of Arizona, without regard to conflict of law provisions. Any disputes shall be resolved in the state or federal courts located in Maricopa County, Arizona.

16. Contact

Questions about these Terms: virtualswimclerkofcourse@gmail.com
Virtual Clerk of Course — a registered trade name of OneNerdyCrafter LLC