Head Count
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Terms of Service

Last updated: 9 February 2026

1. Introduction

Welcome to Head Count ("we", "our", "us"). These Terms of Service ("Terms") govern your use of the Head Count web application and related services (the "Service"). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, you must not use the Service.

Head Count is a platform that helps event organisers manage participant information, including medical details and emergency contacts, for outdoor events. The Service is provided to users in the United Kingdom and is governed by the laws of England and Wales.

2. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

  • Use the Service to store or distribute false, misleading, or fraudulent information.
  • Attempt to gain unauthorised access to other users' accounts or data.
  • Use the Service to harass, abuse, or harm other users.
  • Upload malicious software, viruses, or any code designed to disrupt the Service.
  • Use the Service in any way that violates applicable local, national, or international law or regulation.
  • Scrape, data-mine, or use automated tools to extract data from the Service without our prior written consent.
  • Share your account credentials with third parties or allow others to access your account.

Event organisers are responsible for ensuring that participant data collected through the Service is used only for the purposes of managing event safety and logistics, and in compliance with applicable data protection legislation.

3. Account Termination

We may suspend or terminate your account if:

  • You breach any provision of these Terms.
  • Your use of the Service poses a security risk to us or other users.
  • We are required to do so by law or a regulatory authority.
  • Your account has been inactive for a prolonged period.

You may delete your account at any time through your account settings. Upon deletion, your account will be deactivated immediately and permanently deleted after a 30-day grace period, during which you may reactivate it. After permanent deletion, your personal data will be removed in accordance with our privacy practices, except where retention is required by law.

4. Subscriptions, Cancellation, and Refunds

Head Count offers both free and paid subscription plans. Paid subscriptions are billed on a recurring basis (monthly or annually) through our payment processor, Stripe.

Cancellation

You may cancel your paid subscription at any time through your account settings. Upon cancellation, you will retain access to paid features until the end of your current billing period, after which your account will revert to the free plan.

Refund Policy

In accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have a 14-day cooling-off period from the date of purchase during which you may cancel your subscription and receive a full refund. To request a refund within this period, please contact us at the email address provided below.

After the 14-day cooling-off period, refunds are not available for partially used billing periods. If you cancel mid-cycle, your access continues until the end of the paid period but no pro-rata refund will be issued.

Price Changes

We reserve the right to change subscription prices. We will notify you of any price changes at least 30 days before they take effect. If you do not agree with the new pricing, you may cancel your subscription before the new price applies.

5. Platform vs Organiser Responsibility

Head Count is a tool that facilitates the management of participant information for outdoor events. We do not organise, operate, or supervise any events listed on the platform.

Event organisers are solely responsible for:

  • The planning, safety, and execution of their events.
  • Ensuring appropriate risk assessments and safety measures are in place.
  • Compliance with applicable health and safety regulations.
  • The lawful collection, processing, and storage of participant data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
  • Obtaining any necessary consents from participants for data processing.

Head Count acts as a data processor on behalf of event organisers (who are data controllers) with respect to participant information stored on the platform.

6. Limitation of Liability

To the fullest extent permitted by law, Head Count shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, use, or goodwill, arising out of or in connection with your use of the Service.

In particular, we are not liable for:

  • Any injury, loss, or damage arising from events organised through the platform.
  • The accuracy or completeness of participant information provided by users.
  • Any decisions made by event organisers based on information stored in the Service.
  • Service interruptions or data loss caused by circumstances beyond our reasonable control.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

Our total aggregate liability to you for any claims arising under or in connection with these Terms shall not exceed the total amount paid by you to us in the 12 months preceding the claim.

7. Intellectual Property

All intellectual property rights in the Service, including but not limited to the software, design, logos, and content created by us, are owned by Head Count or our licensors. You may not copy, modify, distribute, or reverse-engineer any part of the Service without our prior written consent.

You retain ownership of any data you submit to the Service. By using the Service, you grant us a limited licence to store, process, and display your data solely for the purpose of providing the Service to you.

8. Disclaimers

The Service is provided on an "as is" and "as available" basis. We make no warranties, express or implied, regarding the Service, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not guarantee that the Service will be uninterrupted, secure, or error-free. We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with reasonable notice where practicable.

9. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms on the Service and updating the "Last updated" date. Your continued use of the Service after changes take effect constitutes your acceptance of the revised Terms.

10. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

11. Contact Us

If you have any questions about these Terms, please contact us at support@head-count.app.