1. Parties and Agreement
This Subscription Agreement ("Agreement") is made between:
- Everthere Ltd, a private limited company incorporated in England and Wales under company registration number 04546865, having its registered office at 14a Albany Road, Weymouth, Dorset, DT4 9TH ("Everthere", "we", "us"); and
- The Customer, being the club, society, association, charity, or other membership organisation identified on the order form or invoice ("Customer", "Club", "you").
By signing an order confirmation, paying an invoice, or accessing the CoachTrip.club software, you agree to be bound by this Agreement and the attached Data Processing Addendum (Schedule 1).
2. The Service
Everthere provides cloud-based software-as-a-service ("SaaS") specifically designed for managing club outings, coach trips, passenger lists, and membership communications ("CoachTrip" or the "Service").
The Service includes access to the web-based administrator dashboard, visual coach seating tools, pickup point arrival scheduling, 1-click email RSVP distribution, tokenised member booking portals, and printable paper booking forms.
3. Subscription Plans, Invoicing & Payment Terms
3.1 Annual Subscription Plan: The standard subscription fee is £500 per year, which includes support for up to 200 active members and 2 administrator accounts.
3.2 Expansion Add-ons: Where a club requires greater capacity:
- +£100 per year for each additional block of 100 members; and
- +£50 per year for each additional administrator account.
3.3 Invoicing & Payment Terms: Everthere will issue an invoice annually in advance of each subscription year. Invoices are payable within 30 days of the invoice date.
3.4 Payment Methods: We accept direct electronic bank transfer and posted cheques. We do not impose credit card processing surcharges.
4. 30-Day Money-Back Guarantee
We want your organisers to feel completely confident. If, within the first 30 calendar days of your initial paid subscription, your organisers decide that CoachTrip is not suitable for your club’s needs, you may notify us in writing at admin@everthere.com.
We will promptly refund 100% of the subscription fee paid, without quibble, and provide an export of any records entered during that period.
5. Cancellation, Mutual Termination & Data Export
5.1 Cancellation by Customer: You may choose not to renew or to cancel your subscription at any time by sending written notice to admin@everthere.com.
5.2 Mutually Agreed Termination Date: Upon receiving a cancellation request, we will agree with you on a sensible termination date (for example, allowing your current season or upcoming booked coach trip to conclude smoothly).
5.3 Complete Data Export: On or before the agreed termination date, Everthere will provide your organisers with a complete, structured export of all club data (in standard CSV/TSV format, including member rosters, trip bookings, attendance histories, and payment logs).
5.4 Data Deletion: Following delivery of your complete data export, all customer database records will be permanently erased from live production systems within 30 days, in accordance with Schedule 1 (DPA).
6. Customer Responsibilities & Acceptable Use
The Customer agrees to:
- Ensure that all organisers keep administrator login credentials secure and confidential.
- Maintain a lawful basis under data protection law (such as legitimate interest or consent) for uploading member contact details to the Service.
- Not use the Service to send unsolicited commercial marketing, spam, or unlawful material.
- Promptly update or remove member details when requested by a member.
7. Ownership of Club Data & Intellectual Property
7.1 Customer Owns All Club Data: The Customer retains full and exclusive ownership, title, and all intellectual property rights in all data, membership rosters, passenger manifests, and records uploaded to or generated within the Service ("Customer Data").
7.2 Everthere Intellectual Property: Everthere retains all rights, title, and interest in and to the CoachTrip software, design systems, algorithms, source code, logos, and underlying technology.
8. Service Availability, Hosting & Security
8.1 Infrastructure: The Service is hosted in a secure UK IONOS datacentre adhering to UK and European security standards.
8.2 Uptime & Maintenance: We use all reasonable commercial endeavours to maintain continuous availability. Scheduled maintenance will be conducted outside peak club hours wherever reasonably practicable, with advance notification.
8.3 Backups: Automated daily encrypted backups of all database records are maintained to prevent accidental data loss.
9. Limitation of Liability
9.1 Scope: Nothing in this Agreement excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability which cannot be lawfully excluded under English law.
9.2 Cap on Liability: Subject to clause 9.1, Everthere's total aggregate liability arising out of or related to this Agreement (whether in contract, tort including negligence, breach of statutory duty, or otherwise) shall be limited to the total subscription fees actually paid by the Customer in the twelve (12) months preceding the incident.
9.3 Third-Party Excursions & Travel: Everthere provides software tools only. Everthere is not a coach operator, travel agency, or ticketing broker. Everthere accepts no liability for third-party coach company breakdowns, delays, road traffic, cancelled theatre performances, venue admission refusals, or member conduct during outings.
Data Processing Addendum (UK GDPR Article 28)
This Addendum forms an integral part of the Agreement between Everthere Ltd (as "Processor") and the Customer (as "Controller") in compliance with Article 28(3) of the UK General Data Protection Regulation and EU GDPR.
1. Scope and Particulars of Processing
- Subject Matter: Provision of digital trip management, coach seat allocations, member portal access, and trip communications.
- Duration: The duration of the Customer’s subscription plus the data export and orderly exit period.
- Nature & Purpose: Facilitating coach bookings, pickup scheduling, attendance tracking, and payment logging for community club outings.
- Categories of Data: Names, email addresses, phone numbers, postal addresses (for paper booking forms), pickup stop choices, coach seat allocations, joint member linkages, and administrative attendance notes.
- Categories of Data Subjects: Club members, temporary guests, and club organisers.
2. Processor Obligations (Everthere Ltd)
Everthere Ltd agrees that it shall:
- Documented Instructions: Process personal data only on documented instructions from the Controller, including regarding transfers outside the UK/EEA (unless required by law).
- Confidentiality: Ensure that all personnel authorised to process personal data have committed to strict confidentiality obligations.
- Security Measures: Implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk (including encryption of data in transit and rest, isolated databases, and access controls).
- Sub-processors: The Controller provides general written authorisation for the following vetted sub-processors:
- IONOS UK Datacentre: Cloud application hosting and primary databases (United Kingdom).
- Mailtrap: Outbound transactional system emails and notifications.
- MailerLite: Enquiry intake and prospective customer communications.
- Data Subject Rights Assistance: Assist the Controller, through appropriate technical measures, in responding to requests by data subjects exercising their rights under UK GDPR (e.g. subject access requests, rectification, erasure).
- Breach Notification: Notify the Controller without undue delay (and in any event within 48 hours) upon becoming aware of a confirmed personal data breach affecting Customer Data.
- Deletion or Return: At the choice of the Controller, delete or return all personal data to the Controller upon termination of the service, providing a complete structured data export.
- Audits and Demonstrating Compliance: Make available to the Controller all information necessary to demonstrate compliance with Article 28 and allow for reasonable audits or inspections.
3. Controller Obligations (The Club)
The Controller warrants that it has a valid legal basis under data protection law to collect and provide member personal data to the Processor for the purposes of managing club activities and excursions.
11. Governing Law & Jurisdiction
This Agreement, Schedule 1, and any dispute or claim arising out of or in connection with them (including non-contractual disputes) shall be governed by and construed in accordance with the laws of England and Wales.
The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement.
12. Contact & Notices
All legal notices, questions regarding this Agreement, or subscription enquiries should be directed to:
Everthere Ltd
14a Albany Road, Weymouth, Dorset, DT4 9TH, United Kingdom
Company Registration No: 04546865 | ICO Registration No: ZA935330
Email: admin@everthere.com