Terms of service

Last updated 13 October 2026

These terms are between you (the hall, club or person signing up) and HallBoard, a UK business ("we", "us"). You can reach us at hello@hallboard.uk. By signing up you agree to them. We have tried to keep them short and plain.

1. What you get

HallBoard is a web service that shows a what's-on screen for your hall at an address like yourhall.hallboard.uk, with an admin page for you and your volunteers. It works on any screen with a web browser. We can also sell you a HallBoard Player, a small box that plugs into a screen and opens your board (section 6).

2. Price, free trial and renewal

HallBoard costs £99 a year per hall. We are not VAT registered, so no VAT is added.
Your first 14 days are free. We ask for a card when you sign up, but nothing is taken until the 14 days end. If you cancel before then, you pay nothing for the service.
After the trial the subscription renews every year until you cancel. Payment is taken by Stripe, and we never see your card details.
We will tell you at least 30 days before a renewal if the price is going to change.

3. Cancelling and refunds

You can cancel at any time from the Billing tab in your admin page. The board keeps working until the end of the period you have paid for, and will not renew.
If you cancel within 14 days of a payment, we will refund that payment in full. Email us and we will do it.
After that we do not refund part of a year, but you keep the service until the year ends.
When your service ends, your board is switched off. We keep your hall's data for a short time in case you come back, and then delete it (see our privacy notice).

4. Your content and who can use the admin page

The hall owner (the email address that signed up) can invite managers by email. You are responsible for who you invite and for keeping sign-in links private.
You are responsible for what you put on your board: notices, posters, photos, diary entries and event details. Make sure you have the right to use them, and that they are lawful and not offensive. We may remove anything that is not.
Private bookings can be marked so the screen only shows "Private event". Check how your own entries appear before relying on this.

5. How reliable it is

HallBoard needs an internet connection at your hall (wifi, a network cable or a mobile data router). Providing and paying for that connection is up to you.
We aim to keep HallBoard running all the time, but we cannot promise it will never be interrupted. If your internet drops, the screen keeps showing the last information it had.
Weather, river levels and bus times come from other services (the Met Office, the Environment Agency and the Bus Open Data Service). They can be late, wrong or unavailable, and bus times may be the timetable and not live. Do not rely on them for safety or for planning a journey that matters.
We may improve, change or retire features. We will not take away something you rely on without good reason and warning.

6. The HallBoard Player

The Player costs £120, paid when you order. It is not part of the free trial. We send it within the UK only, set up and tested.
If you are buying as a consumer or a small charity that counts as one, you can return it unused within 14 days of receiving it for a full refund of the £120. You pay the postage back, so please use a tracked service.
If it is faulty, we will repair or replace it. This does not affect your legal rights.
A Player needs your board's subscription to be of any use. If the subscription ends, the Player will just show the "switched off" message.

7. Using HallBoard fairly

Please do not try to break, overload or get around the service, use it to send spam, or use it to show anything unlawful. We can suspend a board that does, and will tell you why.

8. Our responsibility

We are responsible for losses that were a foreseeable result of us not taking reasonable care. We are not responsible for losses that were not foreseeable, for lost bookings or income caused by the screen being wrong or unavailable, or for the data of other services we use. Our total responsibility for any problem is limited to what you paid us in the last 12 months. Nothing here limits responsibility that cannot be limited by law, including for death or injury caused by negligence, fraud, or your legal rights as a consumer.

9. Changes and the law

We may update these terms. If a change matters to you, we will email the hall owner at least 30 days beforehand. These terms are governed by the law of England and Wales, and its courts can deal with any dispute, unless you are a consumer living elsewhere in the UK, in which case your local courts can too.

10. Contact

Questions, cancellations or complaints: hello@hallboard.uk.