FanGearHQ partnerships
Effective date: September 22, 2025
These Partner Organization Terms apply when a team, club, union, association, Legion, community group or other organization applies for or operates a FanGearHQ store. The person submitting an application confirms that they are authorized to act for the organization.
3.1 Partnership Overview
FanGearHQ designs, hosts and manages a branded online store for the partner organization. FanGearHQ coordinates product setup, production, fulfilment, order processing and customer service. The partner organization supplies and approves its branding and promotes the store to its members and supporters. FanGearHQ selects, creates and maintains the store’s product assortment and may consider partner product requests.
3.2 Application and Approval
Submitting an application does not guarantee acceptance. FanGearHQ may assess brand suitability, logo quality, expected audience, product feasibility and operational capacity. We normally contact applicants within two business days and aim to launch an approved store within 5–7 business days after receiving usable logos, confirmed colours and required branding approvals. These timeframes are estimates.
3.3 Setup and Operating Costs
There are no setup, hosting or ongoing management fees for the standard FanGearHQ partnership unless the parties agree in writing to paid custom work or another service outside the standard program.
3.4 Initial Term and Renewal
The partnership has an initial minimum term of 12 months beginning on the store launch date. After the initial term, the partnership continues until either party gives at least 30 days’ written notice, unless the parties agree to a different renewal arrangement in writing.
A partner may request early termination by giving at least 30 days’ written notice. Early termination before the end of the initial term requires FanGearHQ’s written agreement. FanGearHQ may waive the remaining term where continuing the relationship is no longer practical or beneficial.
3.5 FanGearHQ Services
- Create and host a branded organization store on a FanGearHQ subdomain.
- Prepare store layouts, product mockups and merchandise designs.
- Coordinate made-to-order production, payment processing, shipping and order tracking.
- Provide customer service and administer eligible replacements and refunds.
- Track net retail sales and provide an annual partner statement and payout.
3.6 Partner Responsibilities
- Provide accurate organization information and usable logo and branding files.
- Confirm that the partner owns or is authorized to license every name, logo, image, slogan and other asset provided to FanGearHQ.
- Review and approve the organization name, logo, colours and other important branding details promptly.
- Promote the store honestly and avoid promises that conflict with FanGearHQ policies.
- Direct customers with order-specific concerns to FanGearHQ rather than attempting to resolve fulfilment matters independently.
- Maintain respectful, lawful and inclusive conduct consistent with community standards.
3.7 Product Selection, Pricing and Store Changes
FanGearHQ selects and maintains the products offered in each store, determines which fulfilment methods are operationally available, and sets retail prices, promotions and shipping options. Product availability and assortments may change over time.
The partner may request that FanGearHQ consider a specific product or design. FanGearHQ will review reasonable requests, but all product selection and store-maintenance decisions remain subject to product availability, design suitability, production requirements and FanGearHQ’s approval.
3.8 Fundraising Share
The partner earns 10% of Net Retail Sales generated through its store. “Net Retail Sales” means the merchandise amount actually collected from completed customer orders after discounts, refunds, cancellations, chargebacks and fraudulent transactions, and excludes sales taxes, shipping charges, customs charges, gift-card value and other non-merchandise amounts.
The fundraising share is not calculated on FanGearHQ’s profit and does not give the partner ownership of customer payments or inventory. FanGearHQ does not guarantee any sales volume or fundraising amount.
3.9 Statements and Payouts
FanGearHQ will provide one statement and payout per calendar year. Annual payouts will be processed throughout the first quarter (January through March) following the calendar year in which the net retail sales occurred. Payouts are made in Canadian dollars by electronic transfer to the account designated by the partner.
FanGearHQ may make reasonable adjustments for refunds, chargebacks, cancellations, suspected fraud or orders that were not completed. If an adjustment is identified after the annual payout, it may be applied to the next statement or resolved directly with the partner.
The partner is responsible for providing correct payment information and for its own accounting, tax reporting and legal obligations relating to fundraising revenue.
3.10 Organization Marks and Licence
The partner retains ownership of its pre-existing name, logos, colours and other brand assets. The partner grants FanGearHQ a non-exclusive, royalty-free licence during the partnership to reproduce, adapt, display and use those assets as reasonably necessary to design products, operate the store, fulfil orders, support customers and promote the partnership.
The partner also permits FanGearHQ to display the organization’s name, logo, approved products and store in FanGearHQ marketing, portfolio materials and case studies. The partner may withdraw permission for new promotional use by written notice, but previously produced materials may remain in reasonable archival use.
3.11 FanGearHQ Creative and Platform Assets
FanGearHQ retains ownership of store layouts, platform configuration, product mockups, design adaptations, written content and other creative or digital assets created by FanGearHQ, except for the partner’s underlying marks. The partner may not copy, transfer or use FanGearHQ-created store or merchandise designs outside the FanGearHQ platform without written permission.
3.12 Customer Relationships and Privacy
FanGearHQ is responsible for customer order administration and handles personal information under the Privacy Policy. Partner statements will normally use aggregated sales information. The partner does not receive customer personal information unless disclosure is necessary, legally permitted and covered by appropriate instructions or consent.
3.13 Suspension and Termination
FanGearHQ may suspend a store or terminate the partnership immediately for material breach, unlawful activity, intellectual-property concerns, fraud, misuse of customer information, harmful or discriminatory conduct, misrepresentation, security risk, repeated failure to communicate or conduct likely to damage FanGearHQ, a customer or the community.
FanGearHQ may also end the partnership without cause on at least 30 days’ written notice. When practical, we will provide an opportunity to correct a non-urgent breach before termination.
3.14 Effect of Termination
When the partnership ends, FanGearHQ may disable the store and stop accepting orders. Orders accepted before closure will continue to be handled under customer policies. The partner will receive any undisputed fundraising share earned on completed sales, subject to refunds, chargebacks and other permitted adjustments. FanGearHQ store layouts, mockups and platform assets remain the property of FanGearHQ.
3.15 Independent Relationship
The partnership does not create an employment, agency, franchise, joint venture or fiduciary relationship. Neither party may make commitments on behalf of the other unless expressly authorized in writing.
3.16 Liability and Indemnity
To the extent permitted by law, neither party is liable to the other for indirect, incidental, special or consequential losses. The partner is responsible for claims arising from assets it supplies, its lack of authority to use those assets, or its unlawful promotion or conduct. This section should receive legal review before publication.
3.17 Changes to the Program or Terms
FanGearHQ may make reasonable operational changes to products, fulfilment, shipping, pricing or platform features. Material changes to the fundraising percentage, payout timing or initial partnership term will be communicated to the partner and will not apply retroactively unless required by law or agreed in writing.
3.18 Notices and Contact
Formal partner notices should be sent to info@fangearhq.com. FanGearHQ may send notices to the primary email address supplied by the partner. Each party is responsible for keeping its contact information current.