Last updated: 22 August 2026(version 2026-08-22)
These terms are the agreement between Longroom and a cricket club that subscribes to the Longroom service. If you are a member of a club using Longroom rather than the person who subscribed on its behalf, the document that applies to you is the Member Terms of Use.
"Longroom", "we" and "us" mean Tim Hoare, a sole trader trading as Longroom, of 9 Ingram Road, London N2 9QA, contact hello@longroom.app.
"You" and "the Club" mean the cricket club that subscribes to the Service. Most cricket clubs are unincorporated associations rather than companies, so "the Club" includes an unincorporated association, and the obligations under these terms are owed by the Club acting through its committee or equivalent governing body.
"the Service" means the Longroom software, made available at app.longroom.app,
through Longroom's mobile applications, and at any other address we specify.
"Members" means the individuals the Club invites to use the Service.
"administrators" means the Members the Club has given the administrator role in the Service. They manage the Club's Members and subscription, and they are who we write to when these terms say we will tell or email the Club.
The individual who accepts these terms on the Club's behalf confirms that they are authorised to bind the Club. If the Club is an unincorporated association, that authority comes from its committee or its rules, and it is the Club's responsibility to have obtained it. We rely on that confirmation and do not check it independently.
A person accepting on behalf of an unincorporated association is not personally the customer, and we will not treat them as personally liable for the Club's subscription fees.
The Club acknowledges that it subscribes for the purposes of running a cricket club, and not as a consumer.
Individual Members are consumers. Their rights are set out in the Member Terms of Use, and nothing in this agreement restricts or overrides them.
Longroom takes the Club's own cricket records from Play-Cricket and makes them available to the Club's Members as statistics, match records, player profiles, and an assistant that answers questions about them in ordinary language.
The Service is provided as it stands. It is a small product operated by one person, and these terms are written to say so rather than to imply a scale of operation that does not exist.
The Club supplies its own Play-Cricket API token. The Service reads the Club's data from Play-Cricket using a token issued to the Club by the England and Wales Cricket Board ("ECB") under an agreement between the ECB and the Club. That agreement is the Club's, not ours.
Accordingly:
We do not claim ownership of the Club's cricket data. As between the Club and us, the Club's Play-Cricket data is the Club's, subject to whatever rights the ECB asserts over it under the Club's agreement with the ECB.
The Service is sold on a subscription, on either a monthly or an annual plan. The plan and the price are the ones shown to the Club at checkout, which are our standard prices at that time. The subscription is paid in advance for each billing period and renews automatically until cancelled.
Prices are in pounds sterling and include any applicable VAT. We are not currently registered for VAT; if that changes we will tell you before it affects your price.
Payment is taken by Stripe. Stripe holds your card details; we never see or store them.
The Club can change its card, switch between the monthly and annual plans, view its invoices and cancel through the Stripe billing portal, reachable from the Service's administration settings. No step in that process requires the Club to contact us first. Switching plan part-way through a period is prorated by Stripe: the unused part of the old plan is credited against, or the extra for the new one added to, the Club's next invoice. It is not a refund.
Each subscription includes a monthly allowance of questions to the assistant. The size of the allowance is set by the Club's plan and agreed when the Club subscribes. The Service shows the Club's administrators the allowance at all times, together with how much of it has been used, in the administration settings. The Service counts the questions themselves, so the number shown there is the number it counts down. The allowance resets at the start of each calendar month (UTC) and unused questions do not carry forward.
Behind that allowance the Service also holds a ceiling on what a Club's questions cost us to answer, set well above what the Club's full allowance costs. It exists to stop a fault — a question that loops, or a sudden change in what our supplier charges — and not to ration the Club. If it ever stopped the Club using its full allowance in a month, that is our error and we will put it right.
If the Club needs a larger allowance, contact us and we will agree one. A larger allowance is a change to the Club's plan, and to these terms in respect of price and allowance only.
We may change our prices. If we do, we will give you at least 30 days' notice by email to the Club's administrators before the change takes effect on your subscription, and the change will only take effect from your next billing period after that notice. If you do not want to continue at the new price, you may cancel before it takes effect and the change will not apply to you.
We will not change the price of an annual subscription during the year it has been paid for.
If a payment fails, Stripe will retry it over approximately two weeks and will email the Club's billing contact each time it does.
The Club keeps full access for 14 days after the end of the period it last paid for. After that we may suspend the Club's access to the Service, in whole or in part, until payment is made. The subscription pays for the Service as a whole and not only for the assistant, so a suspension for non-payment may cover statistics, the match log and player profiles as well.
Suspension is not termination. The Club's data stays where it is, its Members keep their accounts, and access is restored when payment is made. Clause 12 governs deletion, and it runs from termination rather than from a missed payment.
The Club decides who may use the Service. Members join by invitation or by the Club's join code.
The Club removes and suspends its own Members. Its administrators can do both from the admin screen in the app, without asking us and without waiting for us. There are two actions, and they are not the same.
Suspension is reversible. A suspended Member cannot use the Service and is told that their club has paused their access. Nothing is deleted: their account, their conversations with the assistant and their games history all stay exactly as they were, and any administrator can restore them at any time. The administrator can record a short note of the reason, which the Club's administrators can see and the Member is not shown in the app; it is personal data about the Member, so the Member can ask us for it, and the Club should keep it factual and about the Member. This is the action to use while the Club decides something, or while a Member appeals. A suspended Member can still download their own data and can still delete their own account — those are their rights under data protection law and suspension does not take them away.
Removal deletes the account, along with the Member's conversations with the assistant and their games history, and it cannot be undone. The Club's cricket records are untouched: a Member's name stays on the scorecards of matches they played in, because that is the Club's record and not their account.
Removal can also bar the address from re-joining. Deleting an account does not by itself stop the same person signing up again — anyone who knows the Club's join code, or holds a live invitation link, can create a new account with it. So the removal screen offers to bar the Member's email address from re-joining that Club, and does so unless the administrator turns it off. We hold that address, and any note the administrator records with it, for as long as the bar is in place, and the Club's administrators can see both — they have to know whose bar it is in order to decide whether to lift one. The note is subject to the same rule as a suspension note above. An administrator can lift a bar at any time from the same screen, which is how an appeal is given effect.
A Club administrator cannot remove or suspend themselves. That is the one action that could leave a Club with no way into its own admin screen.
We can still act, and in some cases we must. If the Club asks us to remove or suspend a Member rather than doing it itself, we will. We will act promptly, and immediately where the Club tells us the matter is urgent, including any safeguarding concern, which we will treat as urgent without asking why. Nothing in this clause makes a safeguarding response depend on the Club finding the right screen.
The Club is responsible for:
Members agree to the Member Terms of Use directly with us when they join. We may suspend or remove an individual Member who breaches them, and we will tell the Club's administrators if we do.
What administrators can see. The Club's administrators manage the Club's Members — who is invited, suspended, removed or barred — and see how the Club uses the Service only as aggregate counts, never as an individual Member's browsing history and never as the text of a Member's conversation with the assistant. Reading conversations, in order to check answer quality and troubleshoot, is something only we do, and only for that purpose; the Club's administrators cannot.
We tell Members this in the Member Terms of Use and in the Privacy Policy, both of which they agree to when they join. The Club must also satisfy itself that its Members understand it, because the Club is the one with the relationship to its Members.
The Club must not, and must not permit its Members to:
If the Club breaches this clause in a way that is serious or is not put right after we ask, we may suspend the Service under clause 11.2.
The Service is ours. All intellectual property rights in the Longroom software, its design, its database schema, the statistical queries we have written and any documentation we supply belong to us or our licensors, and nothing in this agreement transfers any of them.
We grant the Club a licence to use it. For the term of this agreement, we grant the Club a non-exclusive, non-transferable licence for the Club and its Members to use the Service for the Club's own cricket activities. The licence is limited by clause 6, may be suspended only as clause 11.2 allows, and ends when this agreement does.
The Club's data is the Club's. As clause 3 sets out, we claim no ownership of the Club's Play-Cricket data. We use it only to provide the Service, as the Data Processing Addendum sets out.
Statistics generated from the Club's data are the Club's to use. The Club and its Members may freely use, publish and share the figures, tables and answers the Service produces about the Club's own cricket. We reserve no rights over them, and the Club needs no permission from us to put its own averages in a newsletter or on a wall.
Feedback. If the Club suggests an improvement, we may use it without restriction or payment. We will not identify the Club as its source without permission.
The assistant uses a large language model to interpret questions, write database queries against the Club's data, and describe the results in ordinary language.
Answers can be wrong. The model can misread a question, query the wrong thing, or describe a correct result inaccurately. Before an answer is shown we run an automated consistency check over it, which detects some contradictions between the prose and the data behind it and rewrites the answer when it is confident one has occurred. That check reduces errors without eliminating them, and it cannot detect a query that asked the wrong question in the first place. We cannot and do not warrant that any answer is accurate or complete.
Accordingly:
Statistics pages work differently, but carry no warranty either. The statistics, match log and player profiles come from a fixed set of queries that we have written, tested and reviewed in advance, rather than from queries the model composes for each question, so they are stable and repeatable in a way an answer from the assistant is not. They can still be wrong: a query can encode a mistaken assumption about the data, and the underlying Play-Cricket records are themselves incomplete for some periods and some kinds of match, which the Service notes where it can. We do not warrant that any figure the Service displays is accurate or complete, and the same limits apply to figures on the statistics pages as to answers from the assistant.
We aim to keep the Service available and working, and we will use reasonable efforts to do so. We do not offer a service level agreement, an uptime guarantee, or guaranteed response times, and no such commitment should be inferred from anything else.
The Service may be unavailable for maintenance, or because of a failure in something we depend on: hosting, the Play-Cricket API, the language model provider, or the payment processor. We will give notice of planned downtime where we reasonably can.
Support is by email to support@longroom.app. We will respond as promptly as we reasonably can.
We may change the Service, including by adding, changing or removing features. We will not make a change that removes a feature material to the Club's use of the Service without giving reasonable notice, and if such a change is materially detrimental to the Club, the Club may terminate under clause 11.1 and receive a pro-rata refund of any period paid for in advance and not used.
Each of us has data protection obligations, and they are different obligations.
For the Club's Play-Cricket data, which contains personal data about the Club's players and about players of clubs it has played against, the Club is the controller and Longroom is the processor. Those arrangements are set out in the Data Processing Addendum, which forms part of these terms and which the Club agrees to by agreeing to these terms.
For Member account data, meaning a Member's name, email address, sign-in identifiers, their conversations with the assistant, usage records and notification tokens, Longroom is the controller, because a Member signs in with us directly and we decide what is collected and why. That processing is described in the Privacy Policy.
The Club confirms that it has a lawful basis for the personal data it instructs us to process, and that it has given its own members the information about that processing that data protection law requires it to give.
Neither party may do anything that puts the other in breach of data protection law.
Except as these terms expressly state, we exclude all warranties, conditions and terms implied by statute or common law, to the extent the law allows us to. In particular we do not warrant that the Service will be uninterrupted or error-free, that any answer the assistant gives or any figure the Service displays will be accurate, or that the Service will meet any requirement the Club has not agreed with us in writing.
Neither party is liable to the other for loss of profit, loss of revenue, loss of business or anticipated savings, loss of goodwill or reputation, or for any indirect or consequential loss, however caused.
Subject to clause 10.4, our total liability to the Club arising out of or in connection with this agreement, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited in aggregate to the greater of (a) the total fees paid by the Club under this agreement in the 12 months before the claim arose, and (b) £100.
The Club is aware that this is a low cap and that it reflects the price of the Service. If the Club needs a higher cap, we are willing to discuss one; the price would reflect it.
Nothing in this agreement limits or excludes either party's liability for:
Nor does anything in this agreement limit our liability, or the Club's, to a data subject under data protection law. Article 82 of the UK GDPR gives data subjects rights against controllers and processors directly, and this agreement cannot and does not affect them. Nothing in this agreement affects the powers of the Information Commissioner.
We take backups nightly and hold them off-site, and we test restoring from them on a routine schedule, as described in Annex 2 of the Data Processing Addendum. If we lose the Club's data we will restore it from the most recent good backup we have. We do not warrant that any particular backup will restore successfully.
The Club's cricket data also originates in Play-Cricket and remains there, independently of us. If our copy were lost entirely, it could be re-synced from the Club's own Play-Cricket records. The Club should keep its own record of anything else it cannot afford to lose.
The Club may cancel at any time through the Stripe billing portal. Cancellation takes effect at the end of the period already paid for, and the Club keeps full access until then.
We do not refund part-periods, except where the law requires it or where this agreement provides otherwise. It provides otherwise in three places: clause 8 (a materially detrimental change to the Service), clause 11.3 (we stop providing the Service, or ECB access ends), and clause 4.4 of the Data Processing Addendum (the Club objects to a new sub-processor).
We may suspend the Club's access to the Service, in whole or in part, if:
We will tell the Club's administrators why, and restore access as soon as the reason for suspension has gone. Suspension does not delete anything: clause 12 applies on termination only.
We may terminate this agreement, or stop providing the Service altogether, by giving the Club at least 60 days' notice. If we do, we will refund a pro-rata share of any period the Club has paid for and will not receive, and the export rights in clause 12 apply.
If the ECB withdraws or changes Play-Cricket API access in a way that stops the Service functioning, we will tell the Club as soon as we know, and either party may terminate immediately on notice. In that case we will refund a pro-rata share of any unused period. We are not otherwise liable for that outcome, which is a known risk of the platform the Service depends on and is recorded in clause 3.4.
Either party may terminate immediately on written notice if the other is in material breach and has not put it right within 30 days of being asked to, or becomes insolvent.
Everything in clause 12, and the deletion of Members' accounts under it, runs from the Termination Date, meaning the date this agreement ends under clause 11, whether by the Club's cancellation taking effect, by our notice under 11.3, or by termination for breach under 11.4.
A lapsed payment is not a Termination Date. A Club whose payment fails, and whose access is suspended under clause 4.5, has not ended this agreement, and nothing in this clause is triggered: its data stays and its Members keep their accounts. If a Club wants out, it cancels, and cancellation is what starts these clocks.
The Club's cricket records originate in Play-Cricket and stay there, so the primary route to the Club's own data is, and remains, its Play-Cricket account. Nothing we do or stop doing affects that.
In addition, for 30 days after the Termination Date, the Club may ask us in writing for an export of its own cricket records, and we will provide one in a common machine-readable format. The Club's administrators can also download the same export themselves from the Service, during the term and during those 30 days — a suspension of the Club's access does not remove it. That export covers the Club's data. It does not include our database schema, our queries, or anything else we have built, which clause 6A leaves with us. Individual Members can export their own account data themselves at any time while the Service is available to them.
After that 30-day period we will delete the Club Data we hold, meaning the Club's cricket database and the records associated with the Club's account, unless the Club asks us in writing to keep it for longer, or the law requires us to retain something. Deletion is a single reviewed operation carried out by us under a documented procedure.
Members' accounts and their conversations are ours to decide about, not the Club's, as clause 9 and clause 2.2 of the Data Processing Addendum explain. Shortly after the Termination Date its Members lose access, and we delete their accounts and conversation history 30 days after it. We tell Members this directly; the Club cannot instruct us to keep or to destroy them.
Individual Members can delete their own accounts at any time while the Club is still using the Service, independently of the Club.
Backups are deleted on their own rotation, and data deleted under this clause will have left every backup within 13 months. Until then it is not restored to the Service and is not processed for any purpose.
Neither party will disclose the other's confidential information without consent, except to people who need it to perform this agreement and are under equivalent obligations, or where the law requires disclosure.
We will not name the Club publicly, or use its name or badge in any marketing, without its written permission.
We may change these terms. If a change is material, meaning anything affecting price, the allowance, liability, or the Club's rights on termination, we will give the Club's administrators at least 30 days' notice by email, and the Club may cancel before the change takes effect if it does not accept it. Continuing to use the Service after a material change takes effect means the Club accepts it.
Every version of these terms carries a date, and we record which version the Club accepted. Changes we consider non-material, such as corrections, clarifications and new features described, take effect when published.
The Club may not transfer this agreement to anyone else without our written consent, which we will not unreasonably withhold. Consent will normally be given where a club merges with another or changes its legal form.
We may transfer this agreement, and assign or novate our rights and obligations under it, to a company incorporated by Tim Hoare to operate the Longroom business, or to a person who acquires that business. Longroom is currently operated by a sole trader and may be incorporated. On any such transfer:
The Club agrees in advance to a transfer meeting those conditions, so that no new signature is needed.
Entire agreement. These terms and the Data Processing Addendum are the whole agreement between us about the Service, and replace anything said or written beforehand. Neither party relies on any statement not set out in them. This does not limit liability for fraudulent misrepresentation.
The Privacy Policy is referred to for information and is not part of this agreement. It is a notice we give to Members about data we control, we update it as what we do changes, and treating it as a term would make every such update a variation of this contract.
No partnership. Nothing here makes either party the other's agent or partner.
Third parties. Nobody other than the Club and Longroom may enforce these terms under the Contracts (Rights of Third Parties) Act 1999. This does not affect Members' rights under the Member Terms of Use, or any person's rights under data protection law.
Notices. Notices to the Club go by email to its administrators' registered addresses in the Service. Notices to us go to hello@longroom.app.
Severability. If any provision is held unenforceable, the rest continues in force.
Waiver. A delay in enforcing a right is not a waiver of it.
Force majeure. Neither party is liable for a failure caused by something genuinely outside its reasonable control, but this does not excuse a failure to pay.
Governing law. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.