Polo HQ Intellectual Property, Copyright and Brand Policy

Effective date: 30 July 2026
Last updated: 30 July 2026

This Policy explains ownership and permitted use of Polo HQ intellectual property, brand assets, software, interfaces, documentation and data structures. It forms part of the Polo HQ Terms of Service.

1. Ownership

Except for Customer Data and third-party materials expressly identified as such, all rights, title and interest in and to Polo HQ and the Service belong to POLO HQ LTD or its licensors.

Protected materials include, without limitation:

• source code, object code, scripts, APIs and software components;

• application architecture, database structures, schemas, taxonomies and data models;

• user interfaces, screen layouts, visual elements, icons, graphics and interaction patterns;

• workflows, onboarding journeys, entitlement logic, capacity-management processes and billing integration;

• horse, player, practice, lesson, stable, maintenance, finance, analytics, timeline and breeding module structures;

• chukker creation, allocation, scheduling and operational logic;

• reports, templates, forms, written content, help material and documentation;

• compilations, selections, arrangements and substantial investments in databases;

• the Polo HQ name, logos, word marks, device marks, slogans, domains and trade dress; and

• confidential know-how, roadmaps, specifications, research, non-public product logic and trade secrets.

The absence of a copyright, trade mark or other notice does not mean that rights are waived.

2. Limited right to use the Service

Subject to the Terms, Polo HQ grants each authorised Customer and User a limited, non-exclusive, non-transferable, non-sublicensable and revocable right to access and use the Service during the relevant Trial or subscription period solely for the Customer's legitimate internal polo, equestrian and related operations.

No ownership rights are transferred.

3. Prohibited copying and competitive use

Unless Polo HQ gives prior written permission or mandatory law expressly permits the activity, you must not, and must not assist another person to:

• copy, reproduce, republish, distribute, sell, license or exploit any part of the Service;

• recreate, clone or imitate the Service or a substantial part of its structure, presentation, workflows or functionality;

• use access to the Service to design, train, develop, validate, improve or market a competing or materially similar product;

• access the Service for competitive intelligence, feature mapping, systematic benchmarking or comparative publication;

• photograph, record, scrape or systematically capture interfaces, screens, flows, documentation, database fields or outputs for replication;

• extract or reutilise all or a substantial part of any Polo HQ database, or repeatedly extract insubstantial parts in a manner that conflicts with normal use;

• reverse engineer, decompile, disassemble, translate, adapt or seek to derive source code, algorithms, data models, schemas or non-public logic;

• bypass technical controls, access hidden endpoints or use undocumented interfaces;

• remove or alter copyright, trade mark, attribution, confidentiality or proprietary notices;

• register or use a company name, domain, social-media handle, application name, keyword or branding that is confusingly similar to Polo HQ;

• present Polo HQ material as your own or falsely imply endorsement, partnership or affiliation; or

• use Customer access, including Trial access, primarily to evaluate or reproduce the product rather than to conduct genuine operations.

These restrictions are separate from, and additional to, rights available under copyright, database, design, trade mark, passing-off, confidentiality and trade-secret law.

4. Mandatory legal exceptions

Nothing in this Policy prevents an act that cannot lawfully be restricted.

Where applicable law permits limited decompilation or observation of software for interoperability or another mandatory purpose, the activity must stay strictly within the statutory conditions. Information obtained through such an exception must not be used to create a substantially similar program, disclosed unnecessarily or used to infringe intellectual property rights.

5. Trial and demonstration access

Trial, beta, preview, demonstration and evaluation access is licensed only for genuine evaluation and operational setup.

Polo HQ may monitor reasonable technical indicators of abuse and may suspend access where it reasonably suspects systematic copying, scraping, credential sharing, unauthorised competitive evaluation or other infringement.

Trial access does not grant permission to reproduce screenshots, flows, specifications, field structures or product logic in another platform.

6. Customer Data

Customers retain ownership of Customer Data, subject to the rights of individuals and third parties.

The Customer grants Polo HQ the limited rights necessary to host, process, transmit, back up, display and otherwise handle Customer Data to provide, secure and support the Service, comply with law and exercise rights under the Terms.

Polo HQ does not claim ownership of the Customer's original horse, player, member, staff, financial or operational records merely because they are stored in the Service.

7. Feedback and suggestions

If you voluntarily provide feedback, ideas, feature requests, corrections or suggestions about Polo HQ, you grant Polo HQ a worldwide, perpetual, irrevocable, transferable, sublicensable and royalty-free right to use, adapt, commercialise and incorporate that feedback without payment or attribution.

This clause does not transfer ownership of Customer Data or of a Customer's confidential business information unrelated to the feedback.

Do not submit confidential third-party material or an idea you are not authorised to disclose.

8. Polo HQ brand use

You may refer to Polo HQ accurately as the product you use. You may not use Polo HQ logos or brand assets in marketing, sponsorship, merchandise, applications, domain names or public-facing materials without written permission or an applicable published brand licence.

Permitted references must:

• be truthful and not misleading;

• not imply endorsement, certification, partnership or agency;

• not modify the logo or combine it into another mark;

• not be more prominent than the user's own brand; and

• comply with any brand guidelines provided by Polo HQ.

Polo HQ may withdraw brand permission where use harms the brand, creates confusion or breaches this Policy.

9. Screenshots, reviews and media

A Customer may take reasonable screenshots for its own internal use, support requests and staff training, provided confidential information is protected.

Public reviews may include limited screenshots only where lawful, proportionate and not used to reveal confidential information, security controls, non-public features or a substantial part of the Service.

Commercial publication, training courses, product comparisons, sales material, investor decks or media use containing Polo HQ interfaces or documentation requires prior written permission unless a legal exception applies.

10. Third-party rights

The Service may include third-party software, fonts, icons, libraries, maps, payment services or other materials. Their owners retain their rights and separate licence terms may apply.

You must not use Polo HQ as a means to infringe another person's copyright, trade marks, database rights, design rights, privacy, confidentiality or other rights.

11. Reporting infringement

Reports of suspected infringement of Polo HQ rights should include:

• the reporter's name and contact details;

• the protected Polo HQ material;

• the allegedly infringing material and its location;

• the nature of the suspected copying or misuse;

• supporting screenshots, dates or records; and

• a statement that the report is made in good faith.

Send reports to info@polohq.com with the subject Intellectual Property Report.

Reports concerning material uploaded by a Customer should identify the relevant Account and content. Polo HQ may request further information before acting.

12. Enforcement

Polo HQ may investigate suspected infringement and preserve relevant evidence. Subject to applicable law and the Terms, Polo HQ may suspend access, terminate an Account, issue takedown or cease-and-desist notices, contact hosting or platform providers and pursue injunctive relief, damages, an account of profits, costs or other available remedies.

Failure to enforce a right on one occasion is not a waiver.

13. No protection for abstract ideas

This Policy does not create intellectual property rights that do not otherwise exist. An abstract business idea, concept or general method may not itself be protected merely because it appears in this Policy.

Polo HQ relies on a combination of copyright, database rights, registered and unregistered trade marks, design rights, confidentiality, trade-secret controls, contractual restrictions and, where appropriate, patent advice to protect the concrete implementation and commercial assets of the Service.

14. Contact

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