Terms for organisers

The agreement is between Hodla AB, which is changing its name to Playsa AB, company registration number 559427-7252, Vimpelgatan 1, 211 14 Malmö ("Playsa"), and the organisation that takes over its page on Playsa or otherwise uses Playsa's portal for organisers ("the organiser").

The agreement has two parts:

1. The data processing agreement. It takes precedence over the terms in matters of personal data.
2. These terms.

If the organiser and Playsa have their own written agreement, it takes precedence over the terms where they differ.

2.1 How the agreement is entered into

• An administrator at the organiser accepts the terms and the data processing agreement in the claim or in the portal.
• The person who accepts confirms that they may represent the organiser.
• The agreement applies from when Playsa has approved the claim. If the organiser has already taken over its page, the agreement applies from the acceptance.
• Playsa stores who accepted, when and which versions applied.
• The portal opens when the terms have been accepted.

The service consists today of:

• The profile on the search page: the organiser's page and groups, where parents search for activities.
• The portal: where the organiser reviews, corrects and confirms the details of the groups, sets the places status and publishes trial sessions.
• Trial sessions: parents book the organiser's trial sessions on Playsa.
• Playsa's queue: for groups where the queue is switched on. Parents put the child in the queue, and Playsa sends offers according to the group's priority rules.
• Alerts and reminders: email and notices in the portal when a queue and a free place exist at the same time, when a yes is waiting for word and when the places status is old.
• Photos: when the feature opens, the organiser can upload its own photos under section 10 a.

Playsa develops the service and may add, change or remove features. If Playsa removes something the organiser uses, Playsa gives notice in advance. New parts that cost something are used only if the organiser chooses to.

• The person who takes over the organiser's page through the claim becomes an administrator.
• The portal has two roles: administrator and office. If the organiser wants to give more people access, change a role or remove someone, an administrator writes to hej@playsa.se.
• Everyone who uses the portal signs in with two-factor authentication.
• If someone has lost their second factor, Playsa resets it after checking who is asking.
• The organiser gives each person as little access as possible and asks Playsa to remove anyone who should no longer have access.
• The organiser notifies Playsa immediately on suspicion that someone unauthorised has accessed the portal.

• Playsa shows public information about the organiser and its groups even before the organiser has taken over its page, for example from club registers and from the organiser's website. Such information is marked Unconfirmed and shows the source and the date.
• The organiser takes over its page through a claim. Playsa sends a code to the email address on the organiser's own website. The person who enters the code has shown that they reach the organiser's inbox. Playsa then checks the claim within one working day.
• Groups the organiser has not reviewed remain unconfirmed for 30 days after Playsa approved the claim. After that they are hidden until the organiser confirms or corrects them.
• The organiser can at any time ask Playsa to correct or remove information about the organiser, also without taking over the page.

6.1 The free year

Everything in the service under section 3 is free up to and including 12 September 2027. The same end date applies to every organiser, regardless of when they took over their page.

6.2 After the free year

• Playsa announces by 12 June 2027 at the latest what applies after the free year.
• Playsa does not charge an organiser that has not itself taken out a subscription.
• If Playsa opens new parts during the free year, for example a club management system, they may require a subscription. The organiser chooses for itself whether to use them.
• How the number of active participants is counted, how Playsa invoices and what applies on late payment will be stated in the terms before anyone can take out a subscription.

6.3 The price list

The price is the same for every organiser and depends only on how many active participants the organiser has. Prices exclude VAT.

Everything in the service is included in the price. There is no setup fee, no lock-in period, no commission on the organiser's revenue and no add-ons.

6.4 Active participants

• An active participant is a unique person who during the calendar month has an active membership, an active registration or a place in a group at the organiser.
• Guardians, leaders, board members and staff are not counted, unless they are participants themselves.
• Children in a queue, on an interest list or at a trial session are not counted.
• A person is counted once even if they are in several groups.

6.5 Price changes

Playsa may change the price list with at least three months' notice. The change applies to every organiser alike. The organiser may terminate the agreement before the change takes effect.

• The organiser may terminate the agreement at any time by an administrator writing to hej@playsa.se. The termination takes effect at the end of the calendar month in which Playsa received it. Paid time is not refunded.
• Playsa may terminate the agreement with at least three months' notice and then states the reasons.
• Either party may terminate the agreement with immediate effect if the other party materially breaches the agreement and does not remedy it within 30 days of a written reminder.
• Playsa may suspend the organiser immediately if needed to protect children, other users or the service, for example on suspicion of fraud. Playsa states the reasons in writing no later than when the suspension takes effect. The organiser may request a review by writing to hej@playsa.se.
• When the agreement ends, Playsa closes trial sessions and Playsa's queue for the organiser's groups, and the parents are informed. The organiser's data is handled under section 8.3.

8.1 Ownership

The organiser owns its data: the details of the groups, the places status, trial sessions, priority rules, photos and the details of bookings and queues that the organiser handles. Playsa uses them only to deliver the service, under the data processing agreement.

8.2 A copy at any time

The organiser can get a copy of its data at any time. An administrator writes to hej@playsa.se, and Playsa provides the data in CSV or JSON within 30 days, free of charge.

8.3 When the agreement ends

• The organiser can get a copy of its data for 60 days after the agreement has ended.
• After that Playsa deletes the data Playsa processes on behalf of the organiser within 30 days. Deleted data remains in the backups for at most 30 more days.
• Playsa confirms the deletion in writing if the organiser asks.
• The organiser's own content is removed from the search page. Public information about the organiser may be shown under section 14.
• Data that Playsa itself is responsible for, for example the parents' accounts and their bookings and queue places, is handled under Playsa's privacy policy.

• Playsa is the data controller for the search page, the parents' accounts and the bookings and queue registrations that parents make, until the booking or queue registration has been sent to the organiser.
• From that moment the organiser is the data controller for its handling of it, for example who gets a place, and Playsa is the data processor. The data processing agreement applies.
• For the organiser's photos, section 10 a applies.
• The organiser does not enter personal identity numbers, health data or other sensitive data in the service, not even in free text, for example in the reason for a deviation in the queue.
• The organiser informs the people whose data the organiser handles in the service.

The organiser is responsible for:

• that the details of groups, prices, times, places, ages and places status are correct and up to date,
• following the rules that apply to the organiser's activities, for example consumer rules towards parents, VAT and grant rules,
• checks of leaders according to the rules that apply to the organiser,
• insurance for participants, also at trial sessions,
• receiving the children who have booked a trial session, and only removing a session with bookings when it cannot be held,
• handling bookings and queues according to the rules the organiser shows on the search page, and giving word when a parent has accepted an offer,
• having the right to publish the texts, logos and photos the organiser enters, and for photos following section 10 a,
• having a legal basis for the personal data the organiser handles in the service,
• not using the service for unlawful content or to send advertising to children.

This section applies when the organiser uploads photos. Playsa notifies the administrators when the feature opens.

The organiser can upload its own photos in the portal. The photos are shown at the organiser's groups on the search page and in Playsa's apps.

Photo library and selection

• The organiser has at most 12 photos in its photo library.
• The organiser selects at most 3 photos per group. A group without a selection shows the organiser's first photo.
• Playsa resizes the photos and removes all information in the file, for example position and time. The original file is not stored.

What the organiser confirms for every photo

• The photo comes from the organiser's own activities.
• The organiser has the right to publish the photo and to grant Playsa the right below. The photographer has given permission, or the organiser itself holds the rights to the photo.
• Every child who can be recognised has the guardians' consent to the photo being shown on Playsa. If the child has two guardians, both have said yes. An older child has also been allowed to say yes or no themselves, and a no stands.
• Every adult who can be recognised has given their consent.
• No child who is visible has protected personal data. The organiser asks the guardians about this when obtaining consent.
• The photo does not identify anyone by name. The alt text and the caption contain no names of people.
• The photo shows no children in swimwear, underwear or changing rooms.
• The consent covers the photo being shown publicly on Playsa together with the organiser's name and the group's time and place.

The organiser confirms these points in the portal at every upload. Playsa stores who confirmed, when and which version of the text applied. Playsa provides a template for the consent.

Municipal organisers

• A municipal arts school or another public authority does not upload photos in which children can be recognised until Playsa has announced that it is possible.

The consent

• The consent may not be a condition for the child to take part in the activities.
• The organiser keeps the consent for as long as the photo is on Playsa and shows it to Playsa on request within five working days.
• If someone withdraws their consent, the organiser removes the photo in the portal without delay.

Hiding, reviewing and removing

• Anyone can hide a photo with the button at the photo. The photo is hidden immediately and automatically, before anyone has examined the report. Anyone who considers a photo to be unlawful for some other reason reports it via the contact page on playsa.se.
• Playsa reviews new photos afterwards. Playsa may hide or remove a photo that breaches this section or the law, also without a report.
• When a photo is hidden or removed, the organiser's administrators get a message immediately. The message says which photo it concerns, whether the photo is hidden or removed and for how long, whether the decision followed a report or Playsa's review, that a report hides the photo automatically, which rule in the terms or in law the decision rests on and how the organiser can have the decision reviewed. Who reported is not stated.
• Only Playsa can show a hidden photo again. Playsa does so when the organiser has shown that consent exists for every person who can be recognised, and Playsa judges that the photo complies with this section.
• The organiser can request a review by writing to hej@playsa.se. Playsa replies within two working days. The organiser can also turn to the ordinary courts.
• If the organiser does not comply with this section, Playsa may suspend the ability to upload photos. Section 7 applies if the whole account is suspended.
• The organiser can remove a photo at any time. The photo stops being shown within one minute and is deleted at Playsa. Deleted photos remain in the backups for at most 30 days.

Playsa's right to show the photos

• The organiser grants Playsa the right, without compensation, to store, resize and show the photos on the search page and in Playsa's apps, for as long as the photo is in the photo library and the agreement applies.
• Playsa does not use the photos in its own marketing, does not pass them on to others, does not use them to train AI and uses no facial recognition.
• Playsa asks search engines not to show the photos in their image search.
• The right ends when the photo is removed, when the organiser's profile is no longer shown or when the agreement ends. The photo is then deleted within 30 days.

Personal data in the photos

• The organiser is the data controller for the photo, for the consent and for the choice to upload the photo.
• Playsa stores and shows the photos as a data processor under the data processing agreement.
• Reports about photos are processed by Playsa as a data controller.

Playsa is responsible for:

• delivering the service professionally and as described in section 3,
• the security of the service under the data processing agreement, annex 4,
• giving notice in advance of planned maintenance that affects the portal, trial sessions or the queue, and of major changes.

The target for availability is 99.9 percent per month, planned maintenance excluded. The target is not a guarantee and gives no price reduction. In the event of a disruption:

• If a disruption of the portal, trial sessions or the queue has lasted more than 30 minutes, Playsa emails the administrators of the organisers that have trial sessions or a queue.
• After a disruption that has lasted a long time, Playsa writes a short line about it on the contact page on playsa.se.

• The organiser reaches Playsa at hej@playsa.se. Playsa replies on weekdays within two working days.
• Playsa checks claims within one working day.
• If the organiser suspects a security incident or unauthorised access, the organiser writes "Incident" in the subject line. Playsa handles such messages before everything else.
• Playsa reads the organiser's data only when needed for a matter the organiser has raised, to fix an error, to handle an incident or when the law requires it.
• Support is included in the price.

• The parent chooses what to search for, for example interest, the child's age, weekday, time, area, places status and price. Groups that do not match the search are not shown.
• The default sort order, Best match, orders the results in this order:
  1. Groups the organiser has confirmed, with free or few places and a places status at most 14 days old.
  2. Confirmed groups with an open queue and a places status at most 14 days old.
  3. Confirmed groups with free places, few places or a queue and an older places status.
  4. Confirmed groups without a places status.
  5. Confirmed groups that are full.
  6. Groups the organiser has not confirmed.
• Within each step the results are sorted by how well they match the words the parent searched for, then by distance and then by how recently the places status was updated.
• The parent can instead sort by distance or lowest price.
• No organiser can pay for a better placement. Everyone pays the same price.
• If these main parameters change, section 17 applies.

• Playsa owns the service, the software and the Playsa trademark.
• The organiser owns its content. The organiser grants Playsa the right, without compensation, to show the content on the search page, in Playsa's apps and in search engines for as long as the agreement applies. For photos, section 10 a applies instead.
• Public information about the organiser, for example the name, groups, times and the logo from the organiser's website, may be shown by Playsa even without an agreement, with the source and marked Unconfirmed, until the organiser asks Playsa to remove it.

• Neither party is liable for indirect loss, for example lost profit.
• Playsa's total liability during a contract year is limited to what the organiser has paid Playsa during the last twelve months. If the organiser has paid nothing, for example during the free year, the liability is limited to SEK 0.
• The limitations do not apply in the event of intent or gross negligence.
• The limitations also apply to liability under the data processing agreement. They do not affect the data subjects' right to compensation under Article 82 of the General Data Protection Regulation.

Neither party is liable for delays or failures caused by something outside the party's control, for example war, natural disaster, decisions by public authorities, extensive outages at subcontractors or in the power grid and communications. The party shall notify the other party without delay.

• Playsa announces changes by email to the administrators at least 30 days before they take effect.
• The organiser may terminate the agreement before the change takes effect.
• Changes required by law or a public authority may take effect earlier. Minor changes, such as corrected spelling, are not announced.
• If a change requires a new acceptance, the portal asks for it.

For municipal arts schools and other public authorities the following also applies:

• The organiser is responsible for the agreement complying with the rules that apply to the organiser, for example on public procurement.
• Playsa assists when the organiser has to disclose public records or preserve data under archival rules.
• The organiser may propose that SKR's template for data processing agreements is used instead of Playsa's. This applies if Playsa approves it in writing. The security measures and the list of sub-processors then become annexes to SKR's template.
• For photos, section 10 a applies.

The parties keep the other party's trade secrets and other non-public information confidential, during the agreement and for three years after. This does not apply to information a party must disclose by law. For public organisers, the Public Access to Information and Secrecy Act applies.

Playsa may assign the agreement to a company that takes over the service. The organiser is then notified in advance and may terminate the agreement. The organiser may not assign the agreement without Playsa's approval.

Swedish law applies. Disputes are tried by the ordinary courts with Malmö District Court as the court of first instance.