Crossmember Terms of Service

Last updated: 12 August 2026

These Terms of Service (“Terms”) govern the provision and use of the Crossmember membership management service.

Crossmember is provided by:

Wire Wheels Webbers Limited
Registered in the United Kingdom
Registered Office: 25 Stourhead Drive, Northampton NN4 0UH
(“Wire Wheels Webbers”, “we”, “us”, “our” or the “Processor”)

The organisation subscribing to or using Crossmember is referred to in these Terms as the “Club”, “you”, “your” or the “Controller”.

By ordering Crossmember, accepting these Terms on behalf of a Club, or continuing to use Crossmember following activation of the service, the Club agrees to be bound by these Terms.

The person accepting these Terms on behalf of a Club confirms that they are authorised to do so.

1. The Crossmember Service

Crossmember is a Software as a Service (“SaaS”) application designed to assist clubs and membership organisations in administering their membership.

Depending upon the features selected by the Club, Crossmember may provide facilities including:

• membership records and administration;
• joining, renewal and membership lifecycle management;
• payment-provider integration;
• member communications;
• reports and administrative information;
• vehicle or other club registers;
• administrative workflow and task management;
• member contact-history records;
• document and attachment storage;
• integrations with third-party services; and
• other optional Crossmember services made available from time to time.

The exact features available to a Club may depend upon its selected Crossmember package, optional services and configuration.

Crossmember provides administrative tools to the Club. The Club remains responsible for deciding how those tools are configured and used.

2. Term of the Agreement

The Agreement begins when the Club accepts these Terms or on another agreed commencement date.

Unless otherwise agreed in writing, either party may terminate the Agreement by giving the other party three months’ written notice.

Either party may also terminate the Agreement where the other party becomes insolvent, is wound up, ceases trading or can no longer reasonably perform its obligations.

Specific services or promotional arrangements may have additional agreed terms.

3. Fees

The fees payable by the Club are those set out in the current quotation, order, subscription or other commercial agreement accepted by the Club.

Unless otherwise stated:

• fees exclude VAT;
• VAT will be charged where legally applicable;
• fees are payable annually from the Club’s agreed service commencement date; and
• applicable annual price increases will be notified or applied in accordance with the commercial terms agreed with the Club.

Third-party providers such as payment providers, email providers or cloud-storage providers may charge their own fees. Those charges are payable directly by the Club under its relationship with the relevant provider unless expressly stated otherwise.

Wire Wheels Webbers does not add commission to payment-provider transactions unless specifically agreed.

4. Club Data and Data Protection Roles

For Personal Data processed through Crossmember on behalf of the Club:

• the Club is the Data Controller; and
• Wire Wheels Webbers Limited is the Data Processor.

The Club determines what Personal Data is collected, why it is collected, how it is used and which Crossmember features are enabled.

Wire Wheels Webbers processes Personal Data only for the purpose of providing Crossmember and in accordance with the Club’s instructions, these Terms and applicable data protection law.

The Club is responsible for ensuring that it has an appropriate lawful basis for the Personal Data it collects and processes through Crossmember and for providing appropriate information to its members and other data subjects.

5. Personal Data Processed

Depending upon the Club’s configuration and use of Crossmember, Personal Data may include:

• member name and title;
• postal address;
• telephone numbers;
• email address;
• membership number;
• year of birth where collected;
• membership history;
• membership status;
• payment method and transaction references, but not payment card or bank credentials handled directly by payment providers;
• member vehicle information;
• additional Club-defined membership or vehicle information;
• administrative comments and notes;
• membership approval records;
• workflow and task information;
• significant member contact history;
• documents and attachments uploaded by authorised Club administrators; and
• technical information such as IP addresses temporarily recorded in system logs for operation and support.

Crossmember is not intended to collect unnecessary Personal Data. The Club is responsible for determining what information it requires for its legitimate club administration.

6. Payment Information

Crossmember does not store payment card details or Direct Debit bank-account credentials.

Where the Club enables an integrated payment provider, payment information requiring secure payment processing is entered or processed through the systems of the relevant payment provider.

Crossmember may exchange limited information with payment providers where necessary to identify the member, payment and Club and to improve the user journey.

7. Crossmember’s Obligations

Wire Wheels Webbers will:

• process Personal Data only on behalf of the Club and in accordance with the Club’s lawful instructions;
• ensure that persons authorised to process Personal Data are subject to appropriate confidentiality obligations;
• implement appropriate technical and organisational measures to protect Personal Data;
• take reasonable steps to prevent unauthorised access to Crossmember;
• restrict authorised users to the information and functions they are permitted to access;
• maintain appropriate records of significant administrative actions where Crossmember provides such facilities;
• assist the Club, where reasonably required, with its obligations relating to data-subject rights and Personal Data breaches;
• use reasonable endeavours to provide a reliable Crossmember service;
• notify the Club of a Personal Data breach affecting the Club’s data without undue delay after becoming aware of it; and
• ensure that sub-processors engaged by Wire Wheels Webbers are subject to appropriate data-protection obligations.

Wire Wheels Webbers will not use the Club’s Personal Data for unrelated purposes.

8. Service Availability and Support

Wire Wheels Webbers will use reasonable endeavours to provide service availability of at least 99%, excluding planned maintenance, third-party service failures and circumstances outside our reasonable control.

We aim to provide an appropriate single point of contact for support between 7:00am and 11:00pm UK time, seven days a week.

Current support contact details and available support channels will be provided to the Club.

Nothing in these Terms constitutes a guarantee that Crossmember or any third-party service will operate without interruption.

9. Club Responsibilities

The Club must:

• ensure that its Crossmember configuration is appropriate for its requirements;
• ensure that consent wording, privacy information and other statements configured by the Club are appropriate;
• ensure that only suitable authorised officials are given administrative access;
• remove or change access promptly when an official no longer requires it;
• protect usernames, passwords, authentication factors and connected service accounts;
• nominate an appropriate point of contact authorised to give instructions to Wire Wheels Webbers;
• use Crossmember lawfully;
• ensure that information entered into Crossmember is appropriate for the Club’s purposes; and
• maintain its own internal policies and procedures for the lawful handling of member information.

The Club is responsible for the actions of users to whom it grants Crossmember access.

10. Third-Party Services and Integrations

Crossmember can integrate with third-party services where those services are relevant to the Club’s administration.

Except where a service is required for the basic hosting and operation of Crossmember, optional third-party integrations are enabled only at the Club’s request or with the Club’s approval.

Crossmember will only provide a third party with information necessary to perform the service requested by the Club.

Depending upon the particular service and processing involved, a third-party provider may act as a sub-processor, an independent controller or another service provider under its own contractual terms.

Current or supported third-party services may include:

Hosting

Crossmember’s hosted application and databases are hosted using professional hosting infrastructure.

Crossmember’s primary application/database processing is operated from UK-hosted infrastructure.

Any material change to the principal hosting arrangements affecting the processing of Club Personal Data will be handled in accordance with applicable data-protection requirements.

PayPal

PayPal integration is enabled only when requested by the Club.

Where PayPal is selected as a payment method, Crossmember may provide information such as the member’s name, address and email address together with identifiers required to associate the transaction with the correct membership payment.

GoCardless

GoCardless integration is enabled only when requested by the Club.

Crossmember may provide member details necessary to establish or operate the Club’s Direct Debit arrangements and identifiers necessary to reconcile payments.

Stripe

Stripe integration is enabled only when requested by the Club.

Crossmember may provide information necessary to identify the membership payment and assist Stripe’s payment-verification process.

Mailchimp and Email Services

Where the Club enables a supported bulk-email service, Crossmember may provide information such as member name, email address, membership number or region where required to create and maintain the Club’s mailing data.

Other Services

Crossmember may introduce or support additional third-party integrations.

Where an optional integration requires access to Club Personal Data, it will not be enabled for the Club without appropriate authority from the Club.

11. Optional Cloud Storage

Crossmember may provide integration with supported cloud-storage services, including Microsoft OneDrive and Google Drive.

Cloud Storage is an optional facility.

Crossmember will not connect to a Club’s Microsoft or Google storage account merely because the Club uses Crossmember.

A cloud-storage provider is used only where:

• the relevant Crossmember feature is available to the Club;
• an authorised Club administrator deliberately selects that provider;
• the Club completes the provider’s own authorisation process; and
• the Club authorises Crossmember to use the connected storage for the relevant Crossmember functions.

Club-Controlled Account

The Club should connect a Microsoft or Google account that is owned and controlled by the Club rather than the personal account of an individual officer.

The Club is responsible for:

• maintaining control of the connected account;
• controlling who may access that account;
• maintaining appropriate authentication and account-recovery arrangements;
• maintaining any necessary provider subscription or storage capacity; and
• transferring control of the account appropriately when Club officials change.

What Crossmember May Do

Once authorised by the Club, Crossmember may use the connected provider to create, store, retrieve, verify and delete files as required by the Crossmember features selected by the Club.

For example, where the Club enables Contact Log document attachments, Crossmember may store attached PDF documents within the Club’s selected cloud-storage service.

Crossmember uses the permissions granted by the Club only for the purposes of providing the relevant Crossmember storage functionality.

Authentication

The Club authenticates directly with Microsoft or Google.

Wire Wheels Webbers does not require or receive the Club’s Microsoft or Google account password.

The provider supplies Crossmember with delegated authorisation credentials required to perform the approved operations.

Crossmember stores such credentials securely and uses them only for the connected service.

Club Ownership of Stored Files

Files stored using an optional cloud-storage provider are stored within the Club-controlled provider account.

The provider remains responsible for operation of its cloud service under the Club’s separate agreement with that provider.

The Club may continue to organise its own provider account subject to Crossmember’s documented requirements for the folders and files managed by Crossmember.

Disconnecting or Revoking Access

An authorised Club administrator may disconnect a supported cloud-storage provider from Crossmember.

The Club may also withdraw or revoke Crossmember’s authorisation through the provider.

Disconnecting or revoking access may prevent Crossmember from retrieving, checking or deleting files held by that provider until the connection is restored.

Disconnecting Crossmember does not itself mean that files already stored in the Club’s provider account are deleted.

Provider Availability

Crossmember cannot guarantee the availability of Microsoft, Google or any other third-party cloud service.

A failure of a cloud provider, loss of provider authorisation, insufficient storage capacity, suspension of the Club’s provider account or a change made directly within that provider may temporarily or permanently prevent Crossmember from performing storage operations.

Crossmember will not treat a provider authentication or communication failure as proof that a stored document has been deleted.

Data Location and International Processing

Crossmember’s own hosted application/database processing is operated from UK-hosted infrastructure.

Where the Club chooses an optional third-party cloud-storage or other external service, information supplied to that service may be stored or processed in locations determined by that provider and the Club’s provider account.

The Club authorises such processing by deliberately enabling and connecting the relevant service.

Wire Wheels Webbers and the Club will each comply with their applicable obligations relating to international transfers of Personal Data.

Provider Terms

Use of Microsoft OneDrive, Google Drive or another external service is also subject to the terms, privacy arrangements and service conditions agreed between the Club and that provider.

Wire Wheels Webbers is not responsible for charges imposed independently by the provider.

12. Sub-Processors

Wire Wheels Webbers will not appoint a new sub-processor to process Club Personal Data contrary to applicable data-protection law or the Club’s agreed instructions.

Where the Club explicitly enables an optional integration, that approval constitutes authority for Crossmember to use the relevant provider to the extent necessary to provide that integration.

Wire Wheels Webbers remains responsible for complying with its own obligations as Processor when engaging sub-processors.

13. Security

Wire Wheels Webbers will maintain technical and organisational measures appropriate to the nature of the Personal Data and the risks associated with its processing.

These measures are intended to:

• prevent unauthorised access to Crossmember;
• prevent unauthorised use of Crossmember;
• restrict users to information they are authorised to access;
• protect Personal Data against accidental or unlawful loss, destruction, alteration, disclosure or access;
• protect Personal Data transmitted across networks; and
• maintain appropriate records of relevant processing actions where provided by the system.

Security measures may evolve as technology and recognised security practices change.

14. Data Accuracy and Data-Subject Rights

The Club is responsible for the accuracy of the Personal Data it controls.

Where appropriate, Crossmember provides facilities to assist the Club in maintaining, correcting and extracting membership data.

Where a data subject contacts Wire Wheels Webbers directly seeking to exercise rights relating to Club-controlled Personal Data, Wire Wheels Webbers will normally refer that request to the Club.

Wire Wheels Webbers will reasonably assist the Club with requests relating to rights including access, rectification, erasure, restriction, portability and objection where those rights apply.

15. Data Retention and Deletion

Wire Wheels Webbers will not intentionally retain Club Personal Data for longer than required to provide Crossmember, comply with the Club’s lawful instructions or meet applicable legal obligations.

Crossmember may provide configurable retention behaviour for particular features.

The Club is responsible for selecting appropriate retention settings where those settings are made available.

Where Personal Data is stored through a Club-selected third-party service, deletion may require Crossmember to communicate with that service.

If the relevant provider is unavailable or Crossmember’s authorisation has been revoked, deletion of provider-held information may require the Club to restore the connection or delete the information directly through its provider account.

On termination, Wire Wheels Webbers will return or make available the Club’s Personal Data in an agreed reasonable form and will delete remaining copies held by Crossmember when appropriate, subject to legal obligations and agreed technical retention or backup arrangements.

16. Personal Data Breaches and Regulatory Requests

Wire Wheels Webbers will notify the Club without undue delay where it becomes aware of a Personal Data breach affecting Personal Data processed on behalf of the Club.

Wire Wheels Webbers will also notify the Club where legally permitted of:

• legally binding requests for disclosure of the Club’s Personal Data;
• relevant regulatory enquiries relating to the processing of Club Personal Data; and
• requests received directly from Club data subjects.

Wire Wheels Webbers will cooperate reasonably with the Club in responding to such matters.

17. Audit and Compliance

The Club may reasonably request information necessary to demonstrate Wire Wheels Webbers’ compliance with its obligations as Processor.

Where a formal audit is reasonably necessary, the Club may appoint an appropriately qualified and confidential independent auditor acceptable to Wire Wheels Webbers.

Unless urgent circumstances justify otherwise, the Club should provide at least four weeks’ written notice of a requested audit.

Audits must be conducted in a manner that does not unnecessarily disrupt Crossmember or compromise the security or confidentiality of other Clubs.

18. Suspension

Wire Wheels Webbers may suspend access to some or all of Crossmember where reasonably necessary to:

• protect the security or integrity of the service;
• prevent unlawful or unauthorised use;
• respond to a serious security incident;
• comply with law or a binding legal requirement; or
• address a material breach of these Terms.

Where reasonably practicable, we will notify the Club before or promptly after suspension.

19. Termination

On termination of the Crossmember service:

• the Club will be given a reasonable opportunity to obtain its data;
• Personal Data held within Crossmember will be returned, made available or deleted in accordance with the Club’s instructions and applicable law;
• optional third-party connections may be disconnected;
• files held in a Club-controlled external service remain subject to the Club’s control of that provider account; and
• Wire Wheels Webbers will not intentionally retain Club Personal Data after it is no longer required, except where retention is legally required or forms part of an agreed backup or recovery process.

Any refund due following termination will be determined in accordance with the applicable commercial agreement.

20. Third-Party Services

Wire Wheels Webbers is not responsible for the acts or omissions of independent third-party providers used or selected by the Club, including payment providers, email providers and cloud-storage services.

Third-party services may change, suspend or withdraw functionality independently of Crossmember.

Where a third-party failure affects Crossmember, Wire Wheels Webbers will use reasonable endeavours to assist the Club but cannot guarantee restoration of a service controlled by another provider.

21. Liability

The Club acknowledges that it is responsible as Data Controller for the lawfulness of its collection and use of Personal Data.

Wire Wheels Webbers acts as Processor in respect of Club Personal Data and provides Crossmember on the Club’s instructions.

Except where liability cannot lawfully be excluded or limited, Wire Wheels Webbers shall not be liable for:

• indirect, special or consequential loss;
• loss of profits, goodwill or anticipated savings;
• interruption caused by circumstances outside its reasonable control; or
• acts or omissions of independent third-party services selected or authorised by the Club.

To the maximum extent permitted by law, Wire Wheels Webbers’ total liability arising out of or in connection with the Agreement, whether in contract, tort including negligence or otherwise, shall not exceed the fees paid by the Club to Wire Wheels Webbers during the 12 months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation; or
• any liability which cannot lawfully be excluded or limited.

22. Confidentiality

Each party shall treat as confidential information received from the other party which is confidential by its nature or which is identified as confidential.

Club membership data, internal procedures and information held in the Club’s Crossmember database shall be treated as confidential.

Neither party shall disclose the other’s confidential information except where necessary to perform the Agreement, where authorised by the other party, or where disclosure is required by law.

23. Changes to the Service or These Terms

Crossmember is an actively maintained service and its functionality may evolve.

Wire Wheels Webbers may update these Terms where reasonably necessary to reflect:

• changes to Crossmember;
• changes in law or regulatory requirements;
• changes to third-party providers;
• security requirements; or
• changes to the commercial or operational structure of the service.

Material changes affecting a Club’s rights or processing of Personal Data will be notified appropriately.

Where a material change requires the Club’s agreement, Crossmember will not treat continued use alone as authority where explicit approval is legally or contractually required.

24. Entire Agreement

These Terms, together with any accepted quotation, order, service schedule or other expressly agreed document, constitute the Agreement between Wire Wheels Webbers and the Club concerning the Crossmember service.

Where an expressly agreed written document conflicts with these Terms, the more specific agreed term will take precedence for the subject matter it addresses.

25. Governing Law

These Terms and the Agreement between Wire Wheels Webbers and the Club are governed by the laws of England and Wales.

The courts of England and Wales shall have jurisdiction in relation to disputes arising from the Agreement, subject to any other jurisdiction that cannot lawfully be excluded.

26. Contact

Questions about these Terms or the Crossmember service may be directed to:

Wire Wheels Webbers Limited
25 Stourhead Drive
Northampton
NN4 0UH
United Kingdom

Email: info@crossmember.co.uk