Polo HQ Acceptable Use Policy

Effective date: 31 July 2026

This Acceptable Use Policy forms part of the Polo HQ Terms of Service. It applies to every User and Customer of the Polo HQ Service.

1. Permitted purpose

The Service may be used only for legitimate internal polo, equestrian, sporting, administrative and related operational purposes authorised by the relevant Account holder.

2. Legal and responsible use

You must:

• comply with applicable law;

• respect the rights, safety and dignity of others;

• upload only information and documents you are authorised to use;

• follow appropriate safeguarding and data-protection requirements;

• maintain accurate identity, authority and billing information; and

• cooperate with reasonable security or abuse investigations.

3. Unauthorised access and security abuse

You must not:

• access or attempt to access another Account, tenant, system or data without authorisation;

• probe, scan, test or exploit vulnerabilities without prior written authorisation;

• bypass authentication, permissions, Account-Type restrictions, product eligibility, Plan limits, Capacity Pack limits, User limits, billing controls, rate limits or security protections;

• obtain or attempt to obtain source code, privileged credentials or non-public infrastructure information;

• introduce malware, ransomware, spyware, harmful code or destructive content;

• conduct denial-of-service activity or place unreasonable load on the Service;

• interfere with logs, monitoring, audit trails or incident response;

• use stolen, shared or fabricated credentials; or

• conceal or falsify the origin of requests.

A vulnerability must be reported responsibly to info@polohq.com. Testing must stop unless Polo HQ gives written permission.

4. Protection of Polo HQ intellectual property

You must not, except where mandatory law expressly permits:

• copy, reproduce, mirror, frame, translate, adapt or create derivative works from the Service;

• reverse engineer, decompile, disassemble or derive source code, algorithms, schemas or non-public logic;

• scrape, crawl, harvest, bulk extract or data-mine the Service;

• recreate interfaces, workflows, data models, scheduling methods, chukker-generation methods, allocation logic or entitlement systems;

• use the Service, screenshots, outputs, documentation or demonstrations to design, develop, train, test, validate, support or market a competing product;

• use the Service for competitive intelligence, unauthorised benchmarking or comparative publication;

• provide access to a competitor, developer or consultant for a prohibited purpose;

• remove proprietary, copyright or trade-mark notices;

• copy or imitate the Polo HQ name, logo, trade dress or brand assets; or

• claim that a product or service is connected with, endorsed by or derived from Polo HQ without permission.

Independent development that does not use the Service, Polo HQ Confidential Information or protected expression is not restricted merely because it concerns the same general industry problem.

5. Credential and seat misuse

You must not:

• share one login between multiple people to avoid User limits;

• sell, rent, lend or transfer credentials;

• create false Users, players, members or Organisations, misstate Account Type, or divide one operation across Accounts to manipulate capacity, eligibility or pricing;

• keep access for someone whose role has ended; or

• use another person's email address without authority.

6. Data and content restrictions

You must not upload, store, transmit or use content that:

• is unlawful, fraudulent, deceptive, defamatory, threatening, abusive, discriminatory or harassing;

• infringes copyright, trade marks, privacy, confidentiality, database rights or other rights;

• contains personal data without lawful authority;

• contains unnecessary special category or criminal-offence data;

• contains malicious code or unsafe links;

• facilitates violence, abuse, exploitation or illegal activity;

• exposes a child to inappropriate risk;

• is used for unlawful monitoring or profiling; or

• violates a contractual or professional duty owed to another person.

7. Messaging and communications

You must not use Polo HQ to send spam, phishing, fraudulent messages or marketing that breaches applicable law.

Service communication features must not be used to impersonate Polo HQ, a club, a governing body or another person.

8. Operational and safety limitations

You must not use the Service as the sole basis for a safety-critical, veterinary, medical, safeguarding, legal, tax, accounting or financial decision.

You must review generated schedules, chukkers, allocations, alerts, calculations and recommendations before acting on them.

9. API, automation and imports

Automation, integrations, imports and APIs may be used only through interfaces authorised by Polo HQ and within published limits.

You must not use bots, scripts or automated tools to simulate abusive traffic, extract protected material, avoid pricing or interfere with other customers.

10. Enforcement

Polo HQ may investigate suspected breaches and may:

• require information or corrective action;

• remove or restrict content;

• revoke sessions or reset credentials;

• rate-limit or block requests;

• suspend a User or Account;

• terminate access;

• preserve evidence;

• notify an Organisation administrator; or

• report unlawful conduct to relevant authorities.

We may act without prior notice where necessary to protect security, rights, evidence or Service continuity.

11. Reporting concerns

Report security issues, unlawful content, impersonation, intellectual-property concerns or abuse to info@polohq.com.

12. Changes

We may update this Policy for legal, security or operational reasons. Material changes will be notified in accordance with the Terms of Service.

Contact

POLO HQ LTD
Company number: 17059471
43 Diamond Ridge, Camberley, England, GU15 4LB
info@polohq.com