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Coach Terms

Last updated: date Operator: Legal entity name (ABN ABN) ("Arys", "we", "us") Address: address | Contact: contact email

These Coach Terms apply to anyone who creates or manages an organisation on Arys ("you", "Coach"). They sit alongside the Terms of Use and our other policies. If there is a conflict, these Coach Terms apply to your use as a coach.

1. Our relationship

1.1 You run an independent business. You are not Arys's employee, agent or partner.

1.2 You are the supplier of your coaching services, memberships and merchandise. Your contract for those is directly with your athletes. Arys provides software, a directory, payment processing access (through Stripe) and related tools.

1.3 You are responsible for your own tax, GST registration and reporting, superannuation and insurance, and for paying your own staff.

2. Organisations and staff

2.1 Each organisation covers one sport. You may create more than one organisation.

2.2 You can add staff with these roles: Owner, Manager, Head Coach, Coach, Assistant Coach and Front Desk, or custom roles you create from them. Staff must accept your invitation before they get access, and people aged 15–17 can only be Assistant Coaches. The Owner is responsible for everyone they add and what they do on the Platform.

2.3 You must make sure your staff accept these terms and follow our Child Safety Policy and Community Guidelines.

2.4 New organisations are reviewed by Arys before they go live. We may refuse or delay approval if checks are incomplete or there is a safety concern.

3. Verification

3.1 We ask every coach to complete four checks:

(a) Identity, verified through Stripe;

(b) Working with Children Check (WWCC) valid in the state or territory where you coach;

(c) Coaching qualification relevant to your sport; and

(d) Public liability insurance of at least A$10 million.

3.2 A "Verified" badge appears only when all four checks are current. It is removed automatically if any check expires or is cancelled.

3.3 Every staff member who coaches anyone under 18 must hold a valid WWCC. The Platform will block bookings of minors with staff who do not have a valid check recorded.

3.4 You must tell us within 2 business days if any check is cancelled, suspended, barred or expires, or if you become subject to any child-related investigation or charge.

3.5 You authorise us to verify the information you provide with the relevant issuing body, and to re-verify it from time to time.

4. Content

4.1 You own the drills, videos, programs and other content you publish ("Coach Content").

4.2 You grant Arys a worldwide, non-exclusive, royalty-free licence to host, store, transcode, display and stream your Coach Content to users you give access to, and to use thumbnails and excerpts of your public profile content to promote your organisation within the Platform. This licence ends when you delete the content or close your organisation, except for backups kept for a limited period and content needed to resolve disputes.

4.3 You promise you have all rights needed in your Coach Content, including music and the image of anyone shown in it. You must have parent or guardian consent before publishing any image or video of a child, and you must respect the photo consent setting on each athlete's profile.

4.4 We apply screen-recording protection to Coach Content where the device allows it. We prohibit users from recording or redistributing it. We cannot guarantee that technical protections will always work.

4.5 Arys owns the starter library, the Platform and all Arys branding.

5. Fees and payments

5.1 Payments use Stripe Connect direct charges to your own connected Stripe account. You must accept the Stripe Connected Account Agreement. Stripe, not Arys, holds and pays out your funds.

5.2 Arys charges a platform fee on each transaction:

Arys may agree a lower rate with an organisation in writing. We never raise your rate without the notice in clause 5.5.

5.3 Stripe card processing fees (currently 1.65% + A$0.30 for domestic cards) are charged by Stripe and are separate from Arys's fee.

5.4 Because charges are made on your connected account, you are responsible for refunds, disputes and chargebacks on your transactions, including the related Stripe fees.

5.5 Fee changes: we will give you at least 30 days' written notice before increasing any fee or changing a plan to your detriment. You may cancel or change plans before the increase takes effect without penalty.

5.6 The Pro plan renews monthly until cancelled. You can cancel at any time and it ends at the end of the current billing month.

6. Bookings, memberships and cancellations

6.1 You set your prices, session types (1-on-1, small group, team sessions, classes and camps, session packs) and memberships (monthly, month-to-month).

6.2 You may set a cancellation policy. The default is: free cancellation up to 24 hours before; 50% fee for late cancellation; 100% fee for no-shows. Your policy must be shown clearly before booking and must be fair. You must not use it to exclude consumer guarantees.

6.3 You must give a refund or remedy where the Australian Consumer Law requires it, for example if you cancel a session or fail to provide it with due care and skill.

6.4 No free membership trials are offered on the Platform.

6.5 You must honour the family discount and loyalty discount settings that apply to your memberships.

7. Directory discounts and "Found you on Arys"

7.1 You may offer a first-month membership discount of up to 25%, only to athletes who found you through the Arys coach directory.

7.2 An athlete is counted as "Found you on Arys" if they first reached you through the directory and then booked, sent an enquiry or joined within 30 days. Athletes who come through your own code, QR, link or referrals are not counted.

7.3 We show you which athletes came through the directory. You must not use this information for any purpose other than managing your relationship with those athletes.

8. Reviews and ranking

8.1 Reviews are governed by the Reviews and Content Policy. You must not offer incentives for positive reviews, post fake reviews or pressure athletes to change reviews.

8.2 Directory ranking uses rating (Bayesian-adjusted), distance, verification, availability and reply speed. You cannot pay for a higher rank.

8.3 Aggregated "median improvement" statistics only appear on your profile with athlete consent and once at least 10 athletes are included.

9. Your privacy obligations

9.1 You will receive personal information about athletes, including children and health information. You must only use it to provide your coaching services, keep it secure and not disclose it except as allowed by law.

9.2 You must comply with the Privacy Act 1988 (Cth) to the extent it applies to you, and in any case treat athlete data as if it does.

9.3 Medical notes are shared only with the athlete's coaching staff and must not be copied out of the Platform except for safety needs.

9.4 You must not send marketing messages to athletes outside the coach-offers feature, and must not send marketing to children. You must comply with the Spam Act 2003 (Cth).

10. Child safety

10.1 You must comply with the Child Safety Policy, including the National Principles for Child Safe Organisations as they apply to your organisation and any state child safe standards.

10.2 Communications with minors must happen on the Platform, where they are visible to the parent or guardian. You must not move a minor to private, off-platform messaging.

11. Suspension and termination

11.1 You may close your organisation at any time. You must complete or refund paid bookings and cancel memberships first.

11.2 We may suspend your organisation, hide it from the directory or block bookings immediately if a check lapses, a safety concern is raised, or we reasonably believe you have breached these terms or the law. Otherwise we will give you reasonable notice and a chance to respond.

12. Liability and indemnity

12.1 You are responsible for the safety and quality of your sessions and the conduct of your staff.

12.2 You indemnify Arys against loss arising from your breach of these terms, your coaching services, or claims that your content infringes someone else's rights, except to the extent Arys caused the loss.

12.3 Arys's total liability to you is limited to the platform fees you paid in the 12 months before the claim, to the extent permitted by law.

13. Changes, disputes and general

13.1 We will give at least 30 days' notice of material changes to these terms.

13.2 Disputes should first be raised at contact email. Both parties will try in good faith to resolve them within 30 days before starting legal proceedings.

13.3 These terms are governed by the laws of New South Wales.

References

• Competition and Consumer Act 2010 (Cth), Schedule 2 (Australian Consumer Law), including Part 2-3 unfair contract terms (penalties since 9 November 2023).
• Child Protection (Working with Children) Act 2012 (NSW); equivalent laws in other states and territories.
• National Principles for Child Safe Organisations (Australian Human Rights Commission).
• Privacy Act 1988 (Cth); Spam Act 2003 (Cth).
• Stripe Connected Account Agreement: stripe.com/au/legal/connect-account