Terms & Conditions

ArenaPilot is a sports facility management platform owned and operated by YoTechSYS. These Terms & Conditions are a binding agreement between YoTechSYS (“ArenaPilot”, “we”, “us”) and you or the organisation you represent (“you”, “your”).

By creating an account, accessing the platform, or using any part of the service, you accept these Terms. If you do not accept them, do not use ArenaPilot.

If you accept these Terms on behalf of a business, you confirm you have the authority to bind that business, and “you” means that business.

To hold an ArenaPilot account you must:

• Be at least 18 years old and able to enter a binding contract.
• Not be barred from receiving the service under any applicable law or sanctions list.
• Provide accurate registration details and keep them up to date.

Account security is shared, but the account is yours

You sign in with a verified mobile number (via one-time password) or a Google account. You are responsible for everything that happens under your account, including actions by staff you invite. Keep your sign-in method secure, do not share access credentials, and tell us at info@arenapilot.in immediately if you suspect unauthorised access.

One account belongs to one business. Do not create multiple accounts to obtain additional free trials — see “Free trial”.

ArenaPilot provides software to manage members and enquiries, record payments and dues, generate invoices, automate renewals and reminders, share self sign-up links, and view analytics — across one or more branches, with role-based staff access.

We may add, change or remove features as the product develops. If we materially reduce a core feature you pay for, we will give you at least 30 days’ notice, and you may cancel and receive a pro-rata refund of the unused prepaid period.

ArenaPilot holds data about real people — your members. Using it responsibly is a condition of using it at all. You agree to:

• Have the right to the data you upload. You must have a lawful basis to collect and record every member’s personal data, and provide them the notices their law requires.
• Act as the controller of your member data. Under the DPDP Act you are the Data Fiduciary for your members’ records and we are your Data Processor. You decide what is collected and why; we process it on your instructions. You are responsible for responding to your members’ data requests, and we will help you.
• Obtain guardian consent for minors. If you enrol members under 18, you must obtain verifiable consent from a parent or legal guardian.
• Keep your records accurate, including the payments and dues you record.
• Manage your staff’s access — grant the least access needed, and revoke it promptly when someone leaves.
• Comply with the law that applies to your facility, including tax, consumer protection and data protection law.

You are solely responsible for the relationship between you and your members — your plans, prices, refunds and service. ArenaPilot is not a party to it.

You must not, and must not permit anyone else to:

• Use ArenaPilot for anything unlawful, fraudulent, or deceptive.
• Send spam, or send marketing to members who have not consented to it. Bulk unsolicited messaging through the platform is prohibited.
• Upload malware, or anything that could damage, disable or impair the platform.
• Attempt to access another facility’s data, another user’s account, or any system or network you are not authorised to reach.
• Probe, scan or test the vulnerability of our systems, or circumvent any security or authentication measure — except as expressly permitted by our responsible disclosure policy.
• Reverse engineer, decompile or disassemble any part of the platform, or attempt to derive its source code, except to the extent the law expressly permits despite this restriction.
• Scrape, crawl or use automated means to extract data, or resell, sublicense or white-label the platform, without our written consent.
• Use the platform to build a competing product, or to benchmark it for a competitor.
• Impose an unreasonable load on our infrastructure, or interfere with any other customer’s use of the service.
• Track a child’s behaviour or direct advertising at children — both are prohibited by the DPDP Act.

We do not routinely monitor your content. We may investigate a suspected breach of this section, and may remove content or suspend access where we reasonably believe it is unlawful or violates these Terms.

New facilities start on the configured Free Trial. No card is required to begin, and you get the full feature set of your tier for the duration.

• The trial begins when your facility is created and runs for 15 calendar days.
• When it ends, you enter a 3-day grace period during which the platform keeps working normally and we prompt you to subscribe.
• If you have not subscribed by the end of the grace period, your account is suspended: sign-in is blocked and the platform stops serving your facility. Your data is retained and is restored in full the moment you subscribe.
• The trial does not renew and does not automatically convert into a paid subscription. We will never charge you at the end of a trial without you choosing a plan and paying for it.

Paid access is sold as a subscription to a plan, billed in advance for each billing period (monthly or annual, as you select at checkout).

• Renewal. Subscriptions renew automatically at the end of each billing period, at the then-current price for your plan, until you cancel.
• Upgrades take effect immediately. We charge the difference for the remainder of the current period, pro-rata.
• Downgrades take effect at the start of your next billing period, so you keep what you paid for until then. If your usage exceeds the lower plan’s limits, you must reduce it before the downgrade takes effect.
• Price changes. We may change prices, but not mid-period. We will give you at least 30 days’ notice before a change applies to you, and you may cancel before it takes effect rather than accept it.
• Taxes. Prices are exclusive of GST and other applicable taxes unless stated otherwise. Where we must collect tax, we add it at the prevailing rate.

Subscription payments are processed by Razorpay, an RBI-authorised payment aggregator. By subscribing you also accept Razorpay’s terms for the payment itself. We do not receive or store your card number, CVV or UPI PIN — see our Privacy Policy.

Failed payments

If a renewal payment fails, we retry it and notify you. Your subscription moves to past due and then into a 3-day grace period during which the platform continues to work. If payment still has not succeeded when the grace period ends, we suspend the account until it is settled. Your data is not deleted while suspended.

Amounts owed

You are responsible for all charges incurred under your account. Charges are quoted and payable in Indian Rupees (₹) unless we state otherwise. Except as set out in our Refund Policy, payments are non-refundable and we do not credit partially used periods.

You can cancel at any time, for any reason, without giving us a reason and without calling anyone.

• Cancel from your account settings, or email info@arenapilot.in from your registered address.
• Cancellation stops the next renewal. You keep full access until the end of the period you have already paid for.
• After that, your account moves to a suspended state. Your data is retained so you can resubscribe and pick up exactly where you left off.
• To have your data deleted rather than retained, ask us — see Account deletion. Deletion is permanent, so export your data first.

Whether a cancellation attracts a refund is governed by our Refund Policy.

When we may suspend or terminate

We will use suspension proportionately, and prefer to contact you and resolve the issue rather than cut you off. Where we can give you a chance to remedy a breach, we will.

Your data on termination

On termination you may export your data for 30 days. After that, we delete it in line with the periods in our Privacy Policy, except records we are legally required to retain. You may terminate at any time by cancelling and asking us to delete your account.

What we own

ArenaPilot — the software, its source code, design, user interface, documentation, the “ArenaPilot” and “YoTechSYS” names and logos, and all related intellectual property — is and remains the exclusive property of YoTechSYS and its licensors. Nothing in these Terms transfers ownership of it to you.

Subject to these Terms and your payment of the applicable fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable licence to access and use ArenaPilot for your own facility’s internal business purposes for the term of your subscription. Every right not expressly granted is reserved. ArenaPilot is licensed to you, not sold.

What you own

Feedback

If you send us ideas or suggestions, we may use them freely, without obligation or compensation to you. This lets us act on feedback without negotiating rights each time; it does not give us any claim over your data or your business.

ArenaPilot depends on third-party services — including Google Firebase for infrastructure and authentication, Razorpay for payments, and email and messaging providers. Your use of the platform is subject to their terms as well, and their availability is outside our control.

Where you choose to connect ArenaPilot to another service, or use it alongside one (for example, sending a message through WhatsApp from your own device), that service is governed by its own terms and privacy policy and we are not responsible for it.

We work hard to keep ArenaPilot reliable and correct, but we have to be honest about what we can promise.

To the maximum extent permitted by law, ArenaPilot is provided “as is” and “as available”, without warranties of any kind, express or implied, including implied warranties of merchantability, fitness for a particular purpose, title and non-infringement.

We specifically do not warrant that:

• The service will be uninterrupted, timely, error-free, or free of harmful components.
• Any defect will be corrected, or that the platform will meet your particular requirements.
• Reminders, notifications or messages will always be delivered — these depend on networks, devices and providers we do not control. Do not rely on ArenaPilot as the sole channel for a time-critical or safety-critical message.
• The analytics, reports or projections we display are accurate for any purpose. They are informational, not financial, legal or tax advice.

Nothing in these Terms excludes a liability that cannot lawfully be excluded — including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or any right you have as a consumer under India’s Consumer Protection Act, 2019 or other applicable law.

Subject to the paragraph above about liabilities that cannot be excluded, and to the maximum extent permitted by law:

• Neither party is liable for indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, goodwill, business opportunity or anticipated savings, even if advised such damages were possible.
• We are not liable for loss or corruption of data to the extent it results from your own failure to maintain the copies described above.
• Our total aggregate liability arising out of or relating to these Terms or the service, whether in contract, tort (including negligence), statute or otherwise, is limited to the total amount you actually paid us for the service in the 12 months immediately preceding the event giving rise to the claim.
• If you have paid us nothing — for example, during the free trial — our aggregate liability is limited to ₹1,000 (one thousand Indian Rupees).

These limits apply in aggregate across all claims, not per claim. Each party must take reasonable steps to mitigate its losses. You agree that these limits are a reasonable allocation of risk, and that they are reflected in the price of the service.

Indemnity

You will indemnify and hold harmless YoTechSYS and its personnel from third-party claims, damages and reasonable costs arising from your unlawful use of the platform, your breach of these Terms, or your handling of your members’ personal data in breach of applicable law. We will notify you promptly of any such claim and let you control its defence, provided any settlement does not admit fault on our behalf or bind us to an obligation.

Neither party is liable for failure or delay in performing its obligations (other than a payment obligation) caused by events beyond its reasonable control — including internet or telecommunications failure, failure of a cloud provider or payment gateway, power outage, natural disaster, epidemic, war, terrorism, civil unrest, labour dispute, or government action. If such an event persists for more than 30 days, either party may terminate, and we will refund any prepaid, unused fees.

These Terms and any dispute arising out of or in connection with them — including non-contractual disputes — are governed by the laws of India, without regard to conflict-of-law rules. The courts of competent jurisdiction in India shall have jurisdiction over any dispute.

Nothing here deprives you of the protection of mandatory laws of the country where you live, or of your right to bring proceedings in your local courts where the law gives you that right.

Talk to us first

Before starting formal proceedings, please raise the issue with us at info@arenapilot.in or +91 93856 21610. We commit to engaging in good faith for 30 days to resolve it. Most disputes are a misunderstanding, and this costs us both far less than a court does. This does not prevent either party from seeking urgent injunctive relief.

• Changes to these Terms. We may update these Terms as the product and the law change. For material changes we will give you at least 30 days’ notice by email or in-app notice, and the “Last updated” date above will change. Continuing to use ArenaPilot after a change takes effect means you accept it; if you do not, cancel before then and we will refund any prepaid, unused period.
• Entire agreement. These Terms, with the Privacy Policy, Refund Policy and Security page, are the entire agreement between us and replace any earlier understanding on this subject.
• Severability. If any provision is held unenforceable, it is modified to the minimum extent necessary or severed, and the rest remains in force.
• No waiver. If we do not enforce a right immediately, we do not waive it.
• Assignment. You may not assign or transfer these Terms without our written consent. We may assign them to an affiliate or a successor in a merger, acquisition or sale of assets, on notice to you.
• No agency. These Terms do not create a partnership, joint venture, employment or agency relationship between us.
• No third-party rights. No one other than you and us may enforce these Terms.
• Survival. Sections on intellectual property, disclaimers, limitation of liability, indemnity and governing law survive termination.
• Notices. We send notices to your registered email or through the app. Send notices to us at info@arenapilot.in.

ArenaPilot is owned and operated by YoTechSYS. Questions about these Terms are welcome — ask before you agree, not after something goes wrong.

• Email — info@arenapilot.in
• Phone — +91 93856 21610
• Web — yotechsys.in