Site Cancellation / Data Exit File Request

This article will walk you through how to request the closure of your ClubReady account and request your client's data. 

 

1. Submit a Site Cancellation Request

To initiate the closure of your ClubReady account, you must complete the official ClubReady Site Cancellation Request Form. This form requires:

• Business Details: Brand name, location name, ClubReady ID#, legal entity name, and Tax ID/EIN.

• Closure Dates: Specify the last day of operations, and the dates to disable draft payments, point-of-sale (POS) system, and the ClubReady site.

• Reason for Cancellation: Indicate whether you're closing the business, switching to another software provider, selling to a new owner, or other reasons. 

This form should be submitted at least 30 days in advance of your desired closure date to avoid expedite fees and ensure a smooth transition. 

2. Retrieve Your Subscriber Data

ClubReady allows you a 30-day "Retrieval Period" after cancellation to download your club's data through their standard off-boarding procedures. To facilitate this, you can request an "Exit File," which is a comprehensive data package containing your club's information. Please note that there is a standard fee of $450 per Exit File. If you provide less than 30 days' notice, expedited off-boarding services may incur additional fees.

3. Manage Billing and Third-Party Collections

• Disable Draft Payments and POS: Ensure that all member billing is halted by disabling draft payments and the POS system on the specified dates.

• Third-Party Collections: If you wish to stop collection efforts for former members already in third-party collections, contact ClubReady's collections team at 

4. Contact ClubReady Support

For assistance or to confirm your cancellation request, reach out to ClubReady's support team:

• Email: [e-mail]

• Phone: [phone] (available Monday–Friday, 6 AM–9 PM CST; Saturday–Sunday, 8 AM–5 PM CST) 

Best Practices: 

• Refunds: Review your Service Agreement for information on refunds, as ClubReady's policy allows for refunds in specific situations, such as breaches of agreement or insolvency.

• Data Retention: After the Retrieval Period, ClubReady may delete your Subscriber Data unless otherwise agreed.

• Transitioning to Another Provider: If you're switching to a new software provider, ensure that the transition is planned to minimize downtime and maintain client data integrity.