Terms

Version 24 October 2026. These terms apply between Teamdigital BV (Excelsiorlaan 10, 1930 Zaventem, VAT BE0759548701, hereinafter "CyclHub" or "we") and the club that uses CyclHub (hereinafter "the club").

1. What CyclHub is

CyclHub is an online platform for cycling clubs: a club website, a member app, an administration environment and the related services (events, registrations, payments by members to the club, messages, member management). We make the platform available as a service over the internet; the club does not purchase any software.

2. Starting a club

Anyone who starts a club declares that they are authorised to represent the club. The person who registers the club becomes its first administrator. The club is responsible for whom it grants access to the administration, and ensures that the passwords of its administrators remain secret and secure.

3. Trial period

A new club uses CyclHub free of charge for the first 14 days, without payment details. After the trial period, the club chooses a payment method in order to continue. If it does not do so, the administration may, after some time, become read-only; members keep their app. If a club does not continue after the trial and does not use CyclHub for 90 days, we notify its administrators; if there is no response within 30 days, we delete the club's data, as in the case of termination (article 9).

4. Prices and payment

The price depends on the number of active members of the club, according to the plans on cyclhub.com. Prices are exclusive of VAT. A club pays monthly or annually, in advance. If the club grows beyond the limit of its plan, it moves to the next plan from the next invoice onwards; the administrator is shown this in advance. We announce price changes at least 30 days in advance; they apply from the next period.

What members pay to their club (membership fees, registrations) goes directly to the club, through the club's payment service. CyclHub does not receive that money and charges no fees on it.

5. Data of the club and its members

The club remains the owner of its data and is responsible for the processing of its members' personal data (controller). CyclHub processes that data only on behalf of the club and in order to provide the service (processor), in accordance with the General Data Protection Regulation. We store the data on servers in the European Union, secure it, make daily backups and do not pass it on to anyone, except to the sub-processors listed below or where the law obliges us to do so. The data processing agreement at the end of these terms forms part of them and applies to every club.

6. Availability

We do everything reasonable to keep CyclHub available at all times. We schedule maintenance at night as far as possible. We cannot guarantee fully uninterrupted operation.

7. Liability

Our liability is limited to direct damage and to the amount the club paid us in the twelve months preceding the incident. We are not liable for indirect damage, loss of income or loss of data caused by the club itself. This does not limit anything that the law does not allow to be limited.

8. Use

The club does not use CyclHub for unlawful content, spam or anything that harms the service or other clubs. In the event of serious misuse, we may suspend access, after notice unless that is impossible.

9. Termination

The club may terminate at any time, with effect from the end of the current period. After the end, the club may request its data in a common format (such as Excel) for 30 days; after that, we delete it, except what we are legally required to keep (such as invoices).

10. Changes

We may amend these terms. We notify the club's administrators of important changes at least 30 days in advance. The date at the top shows the version in force.

11. Governing law and jurisdiction

These terms are governed by Belgian law. In the event of a dispute, we will first seek a solution together; if that fails, the courts of Antwerp have jurisdiction.

Data processing agreement (article 28 GDPR)

Subject matter and duration. CyclHub processes personal data for the club for as long as the club uses CyclHub, and until the data has been deleted in accordance with article 3 or 9.

Which data, of whom. Of members, candidates, fellow travellers, volunteers and board members: name, contact details, date of birth, address, bank account number, data on membership, registrations, payments and messages, and whatever the club or the member enters themselves (such as documents and emergency contacts). Of visitors to the club website: what they enter in a form.

For what purpose. Only to provide the service the club uses (website, app, administration, e-mails, payments via the club), and only in the way the club configures in CyclHub. Those settings constitute the club's written instructions. If CyclHub considers an instruction to be in breach of the law, CyclHub informs the club.

Confidentiality and security. Anyone at CyclHub who has access to the data is bound by confidentiality. Sensitive data (national register number, identity card, medical data, bank account numbers) is stored encrypted; connections are encrypted; each club sees only its own data; access to sensitive data and exports are logged; there are daily backups.

Sub-processors. The club consents to these sub-processors: Hetzner Online GmbH (servers, Germany), Combell NV (e-mail, Belgium), and only if the club or the member uses them: Mollie B.V. (payments by members, via the club's account, the Netherlands), Strava (connection that a member activates themselves), Google Firebase and Apple (push notifications on phones). For a service outside the EU, the standard contractual clauses of the European Commission apply. We notify the administrators of a new sub-processor at least 30 days in advance; the club may then object or terminate.

Assistance to the club. CyclHub helps the club to respond to requests from members (access, rectification, export, erasure: in the app and the administration), and in the event of a data breach or an impact assessment.

Data breach. If CyclHub becomes aware of a data breach involving the club's data, it reports this to the administrators without undue delay, no later than 48 hours after becoming aware of it, with what it knows.

End. After the end, the club may still request its data for 30 days; after that, CyclHub deletes it, including from the backups as soon as they expire (14 days), except what the law allows us to keep.

Audit. On request, CyclHub provides the club with the information necessary to verify whether it complies with these arrangements.

Contact

Teamdigital BV · Excelsiorlaan 10, 1930 Zaventem · VAT BE0759548701 · info@cyclhub.com