Terms of Service

• Spots in paid games must be reserved and paid for in advance through the Platform using Stripe.
• Accepted payment methods include credit/debit cards, Apple Pay, and Google Pay.
• Your spot is not confirmed until payment is successfully processed and you receive a booking confirmation.

• Game prices are set by us and displayed clearly at the time of booking, inclusive of all applicable fees.
• Free games (typically outdoor summer sessions) carry no charge and do not require payment information.

• You may purchase additional spots for friends at the time of checkout by providing their names.
• You accept all terms and the liability waiver on behalf of any friends whose spots you purchase. You are responsible for ensuring invited friends are informed of all applicable rules and policies.
• Additional spots are charged at the same per-player rate.

The price shown includes payment processing. No hidden fees will be charged beyond the amount shown at checkout.

• If you cancel at least 24 hours before the scheduled kickoff time, you are entitled to a full refund to your original payment method. Any LocalRec credit applied at checkout is restored to your account. Card refunds typically appear in 1–3 business days, depending on your issuer.
• In-app cancellation is not available less than 24 hours before kickoff. Joining a game inside that window means the booking cannot be cancelled in the app. For genuine emergencies, contact us at support@localrec.ca; we will review requests case by case.
• Free games may be cancelled anytime before kickoff. There is no charge and no refund.
• Recurring session bookings keep their own rule: an individual occurrence may be cancelled more than 24 hours before it starts and is refunded as LocalRec credit for that occurrence.
• Offline or pay-host games are settled directly with the host. LocalRec does not process or refund those payments, and those bookings may be cancelled in the app until kickoff.
• No-shows (failing to attend without cancelling) are not eligible for refunds or credit under any circumstances.
• Repeated cancellations are limited. After three paid cancellations in 30 days, further cancellations are handled by support rather than in the app.

• If we or the organizer cancel a game for any reason, including insufficient player count, venue unavailability, or weather, all affected players will receive a full refund of amounts charged by LocalRec (and any credit used at checkout is restored).
• Card refunds will be processed to the original payment method within 1–3 business days, depending on your card issuer.

To cancel your booking when eligible, use the cancellation option within the Platform under My Games. For more detail, see our Refund Policy, or contact us at support@localrec.ca.

A facility is an independent business. When you book time at a facility, the agreement to use that space is between you and the facility. LocalRec provides the software the facility books you in with, sends your confirmation and holds its records. We do not own, staff, inspect or supervise the facility, and we do not set its prices, its rules or its terms.

LocalRec collects no money for a facility booking. You pay the facility directly, by whatever means it accepts — cash, a card at the facility, e-transfer or another method it offers — including any tax the facility adds to the price. A staff member then records in the facility's system that the booking was paid and how. A facility may ask for a deposit or other upfront payment; those payment instructions and any refund terms are shown with its booking terms.

Because no payment passes through us, Section 4 does not apply to a facility booking: there is no in-app payment, no LocalRec service fee, and no refund we can process. A receipt, a dispute about an amount, or a refund is a matter between you and the facility.

The terms for changing or cancelling a facility booking are set by that facility, not by us, and Section 5 does not apply. Ask the facility, or check the terms it showed you when you booked. Online cancellation follows the cutoff shown for your booking, separately from any refund terms for an upfront payment. Existing bookings keep the terms they were made under when a facility later edits its policy. After the online cutoff, contact the facility. We cannot waive a facility's terms on its behalf.

A facility can also cancel a booking in its own system, in which case we send you the notification. Any money you had paid the facility is for the facility to return.

A liability waiver, rental agreement or other document a facility asks you to sign is an agreement between you and that facility. LocalRec is not a party to it.

The facility writes or chooses the document and decides who must sign it. Our role is to show you the exact version the facility published, record your signature and the evidence of it, email you a copy, and make that record available to the facility. We do not draft, review, approve or endorse a facility's document, we take no rights and accept no obligations under it, and nothing in it is a promise by us.

If you have a question about what a document means, ask the facility before you sign. Any claim under a facility's document is between you and the facility.

The liability waiver for games LocalRec organizes is a separate document and is unaffected by this Section. See the Liability Waiver.

• We email you a link for each document you need to sign. The link needs no sign-in, works for 30 days, and can be withdrawn by the facility or replaced with a fresh one.
• Signing is done through that emailed link. If a facility collects a signature on its own device, with a staff member present, we record the same evidence plus that it was signed at the desk and which staff member witnessed it.
• You sign by typing your full name and ticking the box to agree. Doing so has the same effect as signing on paper.
• We record the evidence of the signature, including your typed name, the time, the internet address you signed from, your browser's user-agent string, and a fingerprint of the exact version you were shown. Our Privacy Policy explains how long we hold it.
• We email you a PDF copy. It is yours to keep; we do not recall it.
• If the facility publishes a new version of a document, your signature on the old version no longer counts as agreement to the new one, and we will ask you to sign again.

A facility's owner invites staff by email and sets each person's role. There is exactly one owner per facility, and ownership moves only when the new owner accepts it.

• Staff run the shift: the calendar, bookings, check-in, bills, customer records and merging two records for the same person.
• Managers additionally change what the facility sells — spaces, rates, hours — and its documents.
• Owners additionally invite and remove staff, cancel bookings in bulk, and erase a customer's personal data.

If you hold a staff account, you agree to use it only for that facility's operations, to keep your password to yourself, and not to look up a customer's record for any purpose other than your work. Your actions are recorded against your account. The facility is responsible for who it invites and for removing access when someone leaves; the owner can remove an account at any time, and so can we where these Terms are breached.

We are responsible for the Platform doing what this Section says: taking the booking, sending the notifications, showing the document the facility published, and recording the signature. We are not responsible for the condition of a facility, what happens there, the terms it sets, whether its document is enforceable, or whether it honours a booking or a refund. Section 13 applies to a facility booking as it does to the rest of the Platform.

Subscription fees are charged monthly, in advance, in Canadian dollars, plus applicable taxes. The fee for each plan is shown on our pricing page, or, for a custom (Enterprise) offer, on your Billing page, and at checkout before you subscribe.

Your subscription renews automatically each month, and the fee is charged to your card on file, until you cancel it.

A facility's first subscription starts with a free trial: 30 days on Grow, 14 days on Operate, with a card on file. A custom offer may state a different trial period. Your card is charged at the end of the trial unless you cancel before then. A trial offered by invitation may start without a card; if no card is added by the date shown in your dashboard, the subscription ends, and your booking page and any memberships you sell stop. A facility that has subscribed before does not get another trial.

You can cancel at any time from the Billing page of the facility portal. Cancellation takes effect at the end of the current billing period or trial, and your facility keeps its access until then. You can undo a cancellation before it takes effect.

Except as set out in 9.5, we do not refund or credit any part of a billing period, including when you cancel partway through it, unless the law requires otherwise. Deactivating your facility does not cancel its subscription.

Plan changes are prorated. When you move to a higher plan, the prorated difference for the rest of the current period is charged straight away. When you move to a lower plan, the prorated difference is credited to your next invoice. Changing plans during the free trial does not end the trial and is not charged.

If a payment fails, we retry it. If it still fails after the retries, your subscription ends and your facility's booking page goes offline. Bookings already made are still honoured, and your facility's data is kept as described in our Privacy Policy.

We will email you at least 30 days before a price change applies to your subscription. You can cancel before the new price takes effect.

Taxes are calculated from the billing address on your account. You are responsible for keeping that address accurate.

Grow features marked "Coming soon" are not yet available. They roll out to Grow subscribers at no extra charge, and we do not promise a date by which any of them will be available.

Selling memberships is part of the Grow plan and of custom Enterprise offers. You cannot move to a lower plan while any membership has not ended.

If your subscription ends, or its payment fails for good, every membership you sell ends: an active one at the end of the period its member has paid for, a paused or overdue one at once, and one moved from another system at the end of the period that system billed. We tell your members. If your subscription is restored before a membership ends, it carries on. Afterwards you can still see your past members, their payments and their agreements.

A membership is an agreement between your facility and its member. You are the merchant on your own Stripe account and pay Stripe's fees. LocalRec takes no fee from membership payments.

You authorize LocalRec, on your Stripe account, to create customers, subscriptions and invoices for your members, to send the refunds Section 10 requires, and to void or write off unpaid invoices when a membership ends. Keep that account connected and able to pay those refunds. Change memberships in LocalRec, not in your Stripe Dashboard: we undo pauses and cancellations made there.

• Keep your legal name, business address, phone number, province, prices, taxes and your own membership terms accurate. They are printed in every agreement.
• Meet your duties to members under consumer law, including the cooling-off and cancellation refunds in Section 10.6.
• Record each written cancellation notice with the day it actually arrived.
• When you bring members from another system, give us accurate details, including the date that system stops billing them.
• Answer payment disputes in your Stripe account, and choose your own Stripe settings for retrying failed payments and sending bank debit emails.
• We record an exemption under The Consumer Protection and Business Practices Act only on evidence you give us.

Your facility's owner can end every membership you sell. We tell each member, and each membership ends as 9.10 describes. A member cannot withdraw it.

The facility charges you, by card or by pre-authorized bank debit, through its own Stripe account. The facility is the merchant: your payments go to it, and any refund comes from it. LocalRec takes no fee from your membership and never holds your money.

Before you pay, you see your membership agreement: the facility's name and address, the price, any sign-up fee and tax, your billing day, the notice period, how to cancel, your cancellation rights and the facility's own terms. We email you a PDF copy. If we have no email address for you, or the email cannot be delivered, we text you a link to it instead, and you receive it when you open that link. You can open it in the app or on the web at any time. If your agreement and this Section differ, your agreement applies.

Your first payment, with any sign-up fee the facility has not waived, is taken the day your membership starts. That day of the month becomes your billing day, and you are charged on it every month until your membership ends. In a month without that day, you are charged on the month's last day.

If you pay by bank debit, you authorize the facility to debit your bank account under the pre-authorized debit agreement printed in your membership agreement. Stripe emails the debit confirmation and the notice of each debit when the facility has those emails turned on in its Stripe account. If your bank account has to be verified with small test deposits, which can take a few days, your membership and your billing start once it is verified.

A join you leave unfinished, or whose bank verification fails, is cancelled after 24 hours.

We tell you by email, or by text message if we have no email address for you, and in the app. You can change your payment method in the app or on the web; any payment still owed is then charged, oldest first. The facility's Stripe settings decide when a failed payment is tried again. During the facility's grace period, up to 14 days, you can still check in. After it, your membership is on hold until you pay, and check-in is refused. If the payment is still unpaid 30 days after it first failed, or sooner if the facility's Stripe settings stop trying to collect it, your membership ends. The amount for the days you used stays owed to the facility, and LocalRec stops collecting it. While the facility's Stripe account cannot be reached, these deadlines move later.

You can cancel in the app, on the web, or by written notice to the facility: left at the facility, sent by registered mail, or emailed to it. The facility's managers record a written notice in its system with the day it arrived. Cancelling takes effect when you give notice, and the facility does not have to approve it. A notice sent by registered mail counts as given three days after you mail it, or on the day the facility records it if that is sooner.

Your membership ends on the later of the last day you have paid for and the end of the facility's notice period, which is at most 30 days, but never more than one month after your notice. If the notice period runs past the days you have paid for, your last payment covers only those extra days. You can withdraw your own notice in the app, on the web or at the facility before your membership ends, unless the facility has ended all its memberships (Section 10.10).

LocalRec support can also end a membership at once.

You can cancel within the cooling-off period: 7 days on which the facility is open, counted from the later of the day you receive your agreement and the day its services become available to you. A cancellation in that period ends your membership the same day, and every payment you made through LocalRec is refunded within 15 days.

You can also cancel at any time for a reason the law sets out: a medical reason, a move of more than 30 km with no comparable facility within 30 km, a material change to the facility's services or location, or the member's death, in which case the person giving notice is named. Within one year after your membership starts, you can also cancel because a required term is missing from your agreement. Your membership ends when you give notice, and you are refunded within 15 days: 70% of the unused part of your current month's payment when your circumstances changed, all of that unused part when the facility changed, and every payment when a required term was missing. The facility can ask for a document, such as a doctor's note, and the refund can wait up to 12 days for it, but the facility cannot refuse the cancellation. Your agreement sets out these rights in full.

These refunds are paid automatically from the facility's Stripe account. These rights apply unless the facility is exempt under The Consumer Protection and Business Practices Act. If it is, your agreement does not include them.

If the facility allows it, you can pause your membership for whole months, up to the facility's limit for each pause, one pause at a time. You cannot start a pause while a payment is overdue or your membership is ending. A pause starts on a billing day after the notice period. You are not charged while paused, and you cannot check in. Billing starts again on your usual billing day. If you end a pause early, a full month is charged that day, and that day becomes your new billing day.

A facility can change the price of your membership only after telling you in writing at least 30 days before, with a reminder 10 days before. You can cancel before the new price applies, and if your membership is already ending, you never pay it. If the notice reaches you late, the new price applies no sooner than 30 days after it reaches you. A price change already scheduled when you join is in your agreement.

You check in by scanning the facility's check-in QR code with the app, or staff check you in at the desk. A plan can limit the hours you can check in. The facility may ask for a photo of you when you join, so its staff can recognise you at check-in. Its staff can retake it, and you cannot change it yourself. Our Privacy Policy explains who sees your photo and when it is deleted.

A facility can end every membership it sells, and memberships also end if the facility stops paying for the LocalRec plan that includes them. We tell you when this is scheduled. Your membership then ends no later than the last day you have paid for, and you are not charged again; a paused membership, or one with an overdue payment, ends at once. If the facility's plan is restored before your membership ends, it carries on, and we tell you.

A facility moving to LocalRec from another system can bring your membership across at your current price and billing day. You confirm it by accepting a new agreement and adding a payment method; the new agreement replaces the old one. Nothing is charged through LocalRec for days your old system already billed, based on the dates the facility gives us. If you do not confirm it within 30 days after the last day your old system covers, the membership ends.

If you dispute a membership payment with your bank or card issuer, the facility answers the dispute in its own Stripe account. While the dispute is open, that payment is not also refunded through LocalRec. If the dispute closes in the facility's favour, any refund this Section promises for that payment is owed again.

We are responsible for the Platform doing what this Section says: showing your agreement before you pay, sending it and the notices it promises, recording your cancellation the moment you give it, sending the refunds this Section describes from the facility's Stripe account, and keeping the facility's records. We are not responsible for the facility's services, what happens there, or a refund its Stripe account cannot pay. Section 13 applies to memberships as it does to the rest of the Platform.