Terms and conditions

Last updated: 9 November 2026 — Version 2.0

These Terms govern the use of the Apoing website and mobile apps. How we process personal data is explained in the Privacy Policy, and cookies in the Cookie Policy. The owner’s details are in the Legal Notice.

1. What Apoing is

Apoing (www.apoing.com) is an online platform to book a facility or a service: courts, rooms, swimming pools, barbecues, shared equipment or vehicles, and appointments with professionals (hairdressers, physiotherapists, classes…). Residents’ communities, clubs and associations, businesses, schools and universities, town councils and public bodies, companies and other groups use it to organise their bookings and their members. It is operated by Natalia Chamorro González (hereinafter “Apoing”), with address at Calle del Sol 62, 08201 Sabadell (Barcelona), Spain, and it can be used on the web and in the Android and iOS apps.

In these Terms, a “community” is any entity or group that manages its bookings in Apoing, businesses included, and “members” are the people who belong to it (residents, members, customers, students, employees, users…, depending on the type of community).

2. Acceptance

By creating an account (ticking the box, or continuing with Google or Apple) or by using Apoing you accept these Terms. If you create or administer a community, you also accept, on its behalf, the data processing terms in section 13. Each community’s own rules apply in addition to these Terms (section 6). If you do not agree, you must not use the platform.

3. Who uses Apoing: types of user and roles

• Administrators of a community or business: they create the community and set it up (calendars, booking conditions, rules, automatic rules, members, posts, services…). They act on behalf of the community and are responsible for what they configure and publish. A community may have several administrators.
• Delegated roles: the administrator can give other people specific permissions (manage bookings, special bookings, calendars, users, notices, polls…), for example to a caretaker or to the board. They can only do what their role allows.
• Professionals: in a business, each professional can have their own calendar and, if the business links it to their account, manage their own diary (see their appointments with the customer’s name, close a day, hold slots…). The business can remove that link at any time.
• Members: people who join a community (freely, by request or by invitation, as the community decides) to book and take part in it.
• Customers of a business without an account: if the business allows it, you can book an appointment from its public page without an account, or the business can register you itself to give you appointments. These Terms also apply to you as far as that appointment is concerned.
• Invited people: external players added to a match and people invited by email to join a community.
• The Apoing team: the superadministrators who maintain the platform, provide support and review reports and misuse. To solve a problem they may access an account; that access is logged as explained in the Privacy Policy.

You must be at least 16 years old to register. Minors between 14 and 16 require the consent of their parents or legal guardians.

4. Account, security and deleting your account

You must provide accurate, up-to-date information and confirm your email address. Your account is personal: keep your credentials confidential, as you are responsible for the activity carried out with it. You can turn on two-step verification and see and close your open sessions and devices from your profile, on the web and in the app; we recommend it. If you think someone has accessed your account, change your password and close the other sessions.

Accounts whose email is not confirmed within 14 days are deleted, unless they were created by a community administrator. If you do not use Apoing for 3 years, we will warn you by email and, if you still do not sign in, the account will be deleted (accounts that administer a community are not deleted for inactivity).

Linked accounts. Where a community enables it, you may link another registered account to your communities by sharing your booking code, and you may accept or reject any linking invitation you receive. Linked accounts share the booking limits, the credit balance and the mutual visibility of bookings within the community, and always join as regular users (administrator roles are never transferred). You are responsible for linking only accounts whose holders have agreed to it. The person who created a link may remove the linked account from those communities at any time; deleting your own account does not remove the accounts you have linked.

Deleting your account. You can delete your account whenever you want from your profile on the web or in the app, and download a copy of your data beforehand with “Download my data”. If you are the only administrator of a community, you must first appoint another administrator or delete the community. Your personal data is deleted; what is part of the community’s history (past bookings, matches played, incidents, posts, votes) is kept without identifying you, as detailed in the Privacy Policy.

Apoing may limit, suspend or delete accounts that breach these Terms (section 11).

5. Bookings and appointments

Each community decides what can be booked, who can book it, when and under which conditions: how far in advance, how many bookings, capacity, until when you can cancel, whether players must be named, seasonal timetables, calendars only for some groups, credits, etc. Apoing applies the configuration chosen by the community. Times are shown in the community’s local time.

• Bookings with approval: on calendars where the community requires it, the booking stays pending until someone with permission approves it, and it may be rejected. You will be notified of the answer.
• Waiting list: if the community enables it, you can join the waiting list for a slot that is taken. If it becomes free, we will notify you and you will have a limited time to confirm it; otherwise it goes to the next person.
• Credits: some communities use credits, a balance that the community itself assigns for booking. They are not money: they are not bought from Apoing and cannot be exchanged for money in Apoing.
• Appointments with businesses: you choose the service and the professional (or “Any professional”), and you may have to answer the business’s questions. You can change or repeat your appointment within the business’s conditions. The business can move or cancel your appointment (we will let you know) and record that you did not show up.
• Scheduled activities: the community can reserve hours for courses, training sessions or classes and open enrolment with limited places.
• Administration: the administration of the community can make, move or cancel bookings according to its own rules. If the community disables or removes you, your future bookings in it are cancelled.

Apoing is the tool, not the provider. The booking or the service is a relationship between you and the community or business: the facilities, the service itself, its price, cancellations and refunds are its responsibility. Apoing does not take payments for bookings or appointments; prices shown by a business are set by it and are for information, and any payment is made directly to the community or business, outside Apoing. Reminders depend on the community having them turned on: you are responsible for turning up or cancelling in time.

6. Community rules, automatic rules and penalties

Community rules. If a community publishes rules, you must accept them before your first booking in it; Apoing keeps a record of that acceptance (date, version and IP address) so that the community can prove it. If the community changes them and asks everyone to accept them again, you will be asked again. The rules belong to the community: Apoing does not write them or enforce them beyond what the community configures.

Automatic rules. The community can turn on rules that Apoing applies automatically: fair turn (your recent bookings delay when you can book again), late cancellation, no-show (marked by the administration or, if the community uses access control, automatically when you requested the door code and did not use it), peak hours with their own limits, maintenance (blocking slots) and reminder. A penalty means some days without being able to book in that activity: we will notify you by email, you can see it in Apoing and the administrator can lift it. The community decides and applies these rules; Apoing only carries out its configuration. Any complaint about a rule or a penalty must be addressed to the community.

7. Matches, ranking, level, tournaments and chat

On sports calendars you can create matches or join them, invite other members and external players (only people who have agreed), enter results that the other players confirm, vote for the best player and, if the community turns it on, appear in its ranking. Your level in each sport is calculated from confirmed results and is only for guidance. Communities and their members can organise tournaments and leagues. Do not enter false results. Apoing does not organise matches and is not responsible for what happens during them.

Match chat. Only the organiser and the players signed up can see it (anyone who leaves the match stops seeing it), and it is deleted 6 months after the match. You can mute a conversation, block a person and report a message. Apoing reviews reports and may remove messages and suspend accounts; the community’s administration does not read match chats. The same rules apply to messages with the administration and between members.

8. User content, reviews and public pages

Users and communities can publish content in Apoing: posts and notices, incident reports with photos, messages, documents and minutes, meeting notices, polls, rules, photos of the community and of professionals, reviews, internal notes and customer records. Whoever publishes content is responsible for it (and the community, for what is published in its name): you must have the right to publish it, it must not be unlawful, offensive or misleading, and it must not include more personal data of other people than needed. The content remains yours; you allow Apoing, free of charge and non-exclusively, to store it, show it and send it to whoever should receive it, only to provide the service and while it remains in Apoing. Apoing does not review content before it is published, but it will remove or hide what is unlawful or breaches these Terms when it becomes aware of it.

Polls and meetings. Polls in Apoing are consultations for guidance, not formal agreements of the community, and they do not replace its meetings or governing bodies. Apoing sends the meeting notices that the community creates, but the community is responsible for calling and holding its meetings as required by the law that applies to it, and for the minutes it uploads (Apoing does not write minutes).

Reviews. After an appointment at a business you can rate the professional and, if you wish, the business, and write an opinion. Only the person who had the appointment with an Apoing account can review it, once, up to 60 days after it (and edit it for 30 days after writing it). Every review comes from someone who had an appointment at that business through Apoing, and it is shown with your first name and the initial of your surname. Reviews must be honest and about your own experience: no insults, personal data of others, advertising or content unrelated to the service. The business can reply publicly. Anyone can report a review; a review with several reports may be hidden while Apoing reviews it, and Apoing may hide reviews that break these rules. Apoing does not edit the content of reviews nor change ratings, and businesses cannot delete them.

Public page and directory. A community can turn on its public page, visible to anyone, with the information it chooses (description, photos, what can be booked, timetable, rules, address, public posts…) and a button to write to its administration. The community is responsible for that information being accurate. Businesses appear by default in Apoing’s business directory and can hide themselves.

9. Price, advertising and Pro features

Apoing is free, with advertising on the web and in the app. Some features are marked “Pro · free for now”: today they can be used at no cost. Apoing may include these features, new features and options such as removing ads in paid plans for communities. The features available without that mark when this version is published will remain free. If paid plans are introduced, it will announce it through the platform at least 30 days in advance and will show the price before anything is taken out; nobody will be charged without expressly subscribing. A community that does not subscribe will keep the free version and will not lose access to the data it has already stored. Each community in Apoing must correspond to a single real entity (one residents’ community, one club, one business…); grouping several into one to get around limits or prices is not allowed.

10. API, access control and integrations

A community can generate API keys to connect doors, readers or lights to its bookings, and links to subscribe to its calendars from calendar apps. The community is responsible for its installation and devices, for their physical security and for keeping keys and links confidential; it must keep another way of accessing its facilities. Opening a door or switching on a light depends on hardware, networks and services that are not Apoing’s, so Apoing does not guarantee that they will work at every moment. Apoing may revoke keys or links that are misused.

11. Prohibited use

You must not:

• Use Apoing for fraudulent, illegal or abusive purposes, or harass other people.
• Impersonate another person or community, create fake accounts or communities, or use someone else’s account.
• Use bots, scripts, programs that imitate the app or the website, or any other automated tool to sign in, book or extract data. Apoing monitors signs of automation and may block automated access, require the “I’m not a robot” check, slow down bookings and warn the community’s administration (without saying who it is).
• Get around security measures or booking limits, attempt to access without authorisation any part of the system, or overload it.
• Send spam or unsolicited advertising, or invite people who have not agreed to it.
• Publish false, offensive or infringing content, or personal data of others without a legal basis.

If you break these rules, Apoing may remove content, limit features, block access or suspend or delete your account and, where appropriate, inform the community or the authorities.

12. App, notifications and emails

The Apoing app is available on Google Play and the App Store; the terms of those stores also apply to its download. Old versions of the app may stop working, and you may need to update it. Apoing sends service notifications by email and push (confirmations and reminders, waiting list, approvals, penalties, matches and tournaments, notices from your community, account security…). In the app, push notifications require your permission on the device; on the website you must enable them in your profile. In your profile you choose, for each type of notice, email, push, both or neither; those about your account, security and penalties cannot be turned off, and meeting notices from your community always arrive by email. Apoing does not guarantee delivery of push notifications or emails, as it depends on the device, the operating system, the email provider and the network.

13. Data processing on behalf of communities (Art. 28 GDPR)

When a community (a business included) uses Apoing to manage its facilities, its services and its members or customers, the community is the controller of those people’s personal data and Apoing is its processor. By creating or administering a community in Apoing, the community accepts these processing terms (version 1.5), which form the contract required by Article 28 GDPR:

1. Subject matter and duration: providing the Apoing service to the community for as long as it uses the platform.
2. Nature and purpose: storing and processing data to manage members, bookings, waiting lists, credits, notices, polls, incidents, invitations, matches, tournaments, access control, the community’s documents (minutes, rules, contracts, notices…), meetings (email notices, attendance answers and the delivery status of those emails), activities with registration and, in businesses, appointments and their services, professionals, customers (including those who book without an account), their customer cards, the questions asked when booking, the appointment waiting list, reminders, loyalty cards and reviews, as configured by the community.
3. Types of data: identification and contact data (name, email and, if provided, phone number), booking code and dwelling/membership data entered by the community, bookings, appointments and activity, messages, incident reports and photos, access codes and access logs, the documents uploaded by the community with any personal data they contain, attendance answers to meetings, the delivery status of meeting notices, the contact email of a home added by the administrator, registrations for activities and attendance at each session and, in businesses: the data of customers without an account (name, email, phone), each customer’s card (notes, “no-show” marks and photos kept with their permission), the answers to the questions the business asks when booking (which may include health data, a special category of data), the place on the appointment waiting list, loyalty stamps and rewards, reviews, and the photo, presentation and linked account of the professionals.
4. Data subjects: the community’s members (residents, club members, students, employees, users…), the customers of businesses, with or without an Apoing account, professionals, invited people and the community’s administrators.
5. Instructions: Apoing processes the data only on the documented instructions of the community, which are the configuration and use it makes of the platform, and will inform the community if it considers an instruction to infringe data protection law.
6. Confidentiality: people authorised to process the data are bound by confidentiality.
7. Security: Apoing applies the measures of Article 32 GDPR (encrypted connections, passwords stored as hashes, access by role, backups, servers in the EU).
8. Sub-processors: the community gives general authorisation to use the sub-processors listed in the Privacy Policy (hosting, email delivery, push notifications). Apoing will announce any change in that list through the platform so that the community may object, and will impose on them the same obligations.
9. Data subjects’ rights: Apoing will help the community respond to requests to exercise rights and will forward any request it receives directly.
10. Assistance: Apoing will help the community comply with its obligations on security, breach notification, impact assessments and prior consultation, taking into account the nature of the processing.
11. Data breaches: Apoing will notify the community of any personal data breach affecting its data without undue delay and, where possible, within 48 hours of becoming aware of it.
12. End of the service: when the community deletes its account or stops using Apoing, Apoing will delete the community’s data (members can keep their own user account), except for what must be kept by law. The community may request a copy of its data beforehand.
13. Audits: Apoing will make available to the community the information necessary to demonstrate compliance with these obligations.

The community decides whose data it adds and whom it invites: it should only add or invite people connected with it (residents, members, employees, customers…), so that they can use its facilities and services on Apoing. Apoing informs every invited person in the invitation email itself and in its Privacy Policy, so the community does not need to do anything else. Apoing is the controller of each user’s own account and of the processing described in the Privacy Policy as its own. The community also decides which documents it uploads and who can see them: it is responsible for their content and for not including more personal data than needed, and Apoing only stores them and shows them to whoever the community indicates. If the administrator adds the email of a person who does not have an account yet for a home, they declare that this person provided it for the community’s communications; Apoing will only send them the invitation and the community’s notices (meetings and documents) and each email will tell them who the controller is and how to stop receiving them.

If the community is a business, it also decides which customers it registers and what it asks them when they book. If it asks about health or other special categories of data (Art. 9 GDPR), the business is responsible for doing so on a basis that allows it (for example, the customer’s explicit consent) and must not ask for more than is needed to provide the service; Apoing only stores the answers with the appointment and shows them to the people who manage its appointments. Photos on a customer’s card should only be kept with the customer’s permission. WhatsApp reminders are sent by the business itself from its own number: Apoing only prepares the message. Apoing tells customers without an account, in the first email or reminder it sends them, who the controller of their data is and how to ask for it to be changed or deleted.

14. Intellectual property

The Apoing software, design, texts, logos and other content are the property of Natalia Chamorro González or used under licence. The name APOING™ is a trade mark applied for at the Spanish Patent and Trademark Office (OEPM, application no. M4413031) by Sergio Viciana Pardo, who authorises its use in Apoing. You may use Apoing for its purpose, but you may not copy, distribute, modify or exploit it without written permission. The content published by users and communities remains theirs (section 8).

15. Limitation of liability

Apoing is provided “as is”. We work to keep it available and secure, but we do not guarantee that it will always work without interruptions or errors (maintenance, failures, force majeure). Apoing is not liable for: (a) the decisions of communities and businesses (bookings, rules, penalties, admissions, removals, cancellations or refunds); (b) the condition of the facilities or the provision of the services booked; (c) payments between users and communities or businesses; (d) the content published by users; (e) devices, networks and services of third parties; (f) notifications or emails that do not arrive; (g) loss of data caused by the user; or (h) indirect or consequential damages. We recommend that communities keep their own copy of important documents. None of this limits liability that cannot be excluded by law, nor the rights you have as a consumer.

16. Changes

Apoing may change these Terms and the features of the platform, adding, modifying or removing functions. Material changes to the Terms will be notified through the platform before they apply, and the date and version at the top will be updated; when you next use the website or the app with your account, we will ask you to accept them (and, if you administer a community, the new processing terms of section 13). If you continue to use Apoing after they apply, you accept the new Terms; if you do not agree, you can delete your account.

17. Governing law and jurisdiction

These Terms are governed by Spanish law. Any dispute shall be submitted to the Courts of Sabadell, unless the law gives you, as a consumer, the right to go to the courts of your place of residence. If you use Apoing from outside Spain (for example, from Mexico or another Latin American country), these Terms also apply, without prejudice to the mandatory rights granted to you by the law of your country.

18. Contact

For any question about these Terms, write to support@apoing.com or use the contact form.