Terms & conditions

“Fitnez Studios”, “we”, and “us” mean PLACEHOLDER — registered legal entity name, company number PLACEHOLDER, registered at PLACEHOLDER.

“You” means the studio, gym, or business that holds the account, and anyone you invite into it. If you accept these terms on behalf of a business, you confirm you are allowed to bind that business.

“Members” means your clients — the people who book classes, buy packages, and pay you through the platform. Your members are your customers, not ours.

Fitnez Studios is a subscription platform for running a fitness studio or gym: training programs, classes and schedules, spot layouts for the room, bookings, waitlists and attendance, packages, pricing and discounts, payments, invoices and member wallets, a shared WhatsApp Business inbox, client records and segments, team roles, permissions and approvals, a dashboard with sales and package analytics, and a booking website on a subdomain we host.

On the plans that list them you also get events and challenges, badges and rewards, email templates and booking notifications, multiple locations, a holiday calendar, a media library, and add-ons such as the payment gateway you switch on for your studio.

Your members book from a browser — there is no app for them to install, and spot layouts are drawn for desktop and mobile so picking a bike or a mat works on a phone. If you ask us for a branded member app of your own, that is a separate agreement and is not covered by these terms unless we say so in writing.

We add, change, and retire features as the product develops. We will not remove a feature you rely on without reasonable notice, and we will never change the service so fundamentally that it stops doing what your plan says it does.

You are responsible for everything done under your account, including by staff you invite. Keep credentials private, and remove people who leave.

Roles and permissions are yours to set — sixty permission keys, plus custom roles built on top of the system defaults. The platform enforces the permissions you configure; it cannot judge whether the person you gave them to should have them.

Approvals for wallet credits, wallet debits, and package changes exist so money movements need a request, a reason, and a named approver. Where a plan or a setting lets you turn that requirement down, doing so is your decision and the consequences of it are yours.

The platform keeps an activity trail of who changed what and when, so that question is answered from the system rather than from memory. It is a record, not a substitute for supervising your own team.

The free trial runs for 14 days and needs no card. At the end of it, the account keeps your data but stops working until you pick a plan.

Paid plans run monthly or yearly and renew automatically for the same term unless you cancel before the renewal date. Cancelling stops the next renewal; it does not refund the term you are already in.

Plan limits — active members, locations, and which modules are switched on — are the ones listed on the plan you bought. Classes, schedules, bookings, packages, payments, client profiles, and your booking website are on every plan. Others sit higher up: the unified inbox, the member wallet and spot-layout booking, events and rewards, sales and package analytics, multiple locations, custom roles, and approvals. Changing plan is what switches them on or off.

If you go past a limit, we will tell you and give you a reasonable window to upgrade or come back under it.

Subscription fees are the ones shown at checkout for your plan and billing interval, in the currency shown there. Prices exclude VAT and any other tax, which is added where the law requires it. There is no setup fee, and no charge for cancelling.

Prices we quote you are the current ones for new subscriptions. What governs your account is the plan, interval, and price you accepted at checkout.

We may change prices for a future term. We will give you at least PLACEHOLDER days' notice before a change takes effect, and you can cancel before it does.

If a subscription payment fails, we will retry and email you. If it stays unpaid, we may suspend the account — see section 14.

Payments from your members are between you and them. We are not the merchant of record and we do not hold your members' money.

Card and wallet payments run through the gateway you connect — Stripe, PayPal, or MyFatoorah. Their terms and their fees apply to those transactions, on top of ours, and their decisions about payouts, holds, and disputes are theirs to make.

Cash and desk payments are recorded on the same ledger as a convenience. Recording a cash payment in the platform is a bookkeeping entry, not a transfer of funds.

• Refunds, chargebacks, and disputes with a member are yours to resolve; the platform gives you the record, not the ruling.

• Member wallet balances are studio credit held on your books — a prepayment for your services. They are not e-money, not a deposit, and not redeemable for cash by us.

• Invoices generated by the platform carry the prefix, tax ID, and details you configure. Making sure those are correct and legally sufficient in your country is your responsibility.

• Package credits expire on the validity rules you set — a fixed window, or a rolling number of days from purchase. Whether those rules are enforceable where you trade is a question for your own advisers.

• Discounts, promotional prices, and packages you assign to a member directly — comps, corporate deals, goodwill credits — are your commercial decisions. The platform records them and shows who made them; it does not vet them.

For the personal data you put into the platform — your members, their bookings, purchases, and conversations — you are the controller and we are the processor. We process it to run the service for you, on your instructions, and nothing else. We do not sell it, and we do not use it to market to your members.

You are responsible for having a lawful basis to collect and use that data, for telling your members what you do with it, and for handling their requests to see, correct, or delete it. The platform gives you the tools to answer those requests.

PLACEHOLDER — reference the data processing agreement and its location, plus the list of sub-processors, once both exist.

If you are coming from Momence, Mindbody, Glofox, or a spreadsheet, we run a guided import of your members, packages, schedules, and balances. Most studios switch over a weekend, and the getting-started checklist covers what is left.

The import is only as good as what you hand us. You are responsible for the accuracy of the data you give us and for having the right to move it to us; we are responsible for telling you plainly what did not map. Check the result — balances and package credits especially — before you take bookings on it.

Leaving works the same way in reverse. Your data stays yours, there is no export fee and no lock-in, and section 14 says how long you have to take it with you.

The shared inbox runs on the official WhatsApp Business Platform. Meta's policies apply to every message you send through it, and a breach of theirs can cost you the number regardless of anything in these terms.

The connected number is yours — one per location. You are responsible for having consent to message the people you message, for respecting the 24-hour reply window, and for using approved templates outside it.

The platform also sends email on your behalf: booking confirmations, reminders, waitlist promotions, birthday messages, and whatever you build from the email templates. Which triggers are switched on, what those messages say, and the consent behind them are yours.

We are not liable for a template Meta refuses, a number Meta restricts, an email a recipient's provider filters or bounces, or a delivery delay in infrastructure that is not ours.

We host your booking site on a subdomain and keep it running. The content on it — copy, images, trainer profiles, prices, and your own terms, privacy, and refund policies — is yours, and publishing it is your decision.

Some sections publish live from your account: your real trainers, your real schedule, your real packages and prices. What is in the account is what the public sees and books against, so keeping it correct is part of running the site.

You must have the rights to everything you upload. If someone credibly tells us that content on your site infringes their rights or breaks the law, we may take it down and will tell you why.

Taking the site live and taking it down are both a switch in your dashboard. What the site says while it is live is your responsibility, not ours.

Do not use Fitnez Studios to:

• break the law, or help anyone else break it;

• message people who have not agreed to hear from you, or send anything that would count as spam;

• upload malware, or try to break, overload, probe, or reverse-engineer the platform;

• access another studio's account or data, or let anyone use your account who is not part of your team;

• resell, white-label, or rent out access to the platform without our written agreement.

The platform, its design, and its code are ours and stay ours. Your content, your member records, and your business data are yours and stay yours. Nothing here transfers ownership either way.

You give us the limited licence we need to host, display, back up, and process your content in order to run the service for you. That licence ends when the data does.

If you send us feedback or a feature idea, we may build it without owing you anything for it.

We aim to keep the platform available around the clock and work quickly when it is not, but we do not promise uninterrupted service unless your plan says otherwise in writing.

Planned maintenance is announced in advance and scheduled for quiet hours where we can. Emergency work sometimes cannot wait.

Support is by email during business hours and we aim to answer within one business day. Plans that list priority support and onboarding get it first.

You can cancel at any time from the dashboard. Cancellation takes effect at the end of the term you have paid for.

We may suspend an account for unpaid fees, a serious breach of section 11, or a legal requirement. Except where the law or the seriousness of the breach makes it impossible, we will warn you first and give you a chance to fix it.

Your data stays exportable for PLACEHOLDER days after an account closes. After that we delete it, apart from what we must keep for tax, accounting, or legal reasons. There is no lock-in and no export fee.

Each of us may learn things about the other that are not public — your revenue figures, our unreleased features. Neither of us will share those with anyone else except to run the service, or where the law requires it.

We provide the service with reasonable skill and care. Beyond that, and to the extent the law allows, the platform is provided as it is: we do not warrant that it is free of every defect, that it fits a purpose you have not told us about, or that using it will grow your studio.

Analytics, forecasts, and reports are informational. Run your accounts off your accounts.

Neither of us limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law says cannot be limited.

Otherwise, and to the extent the law allows, we are not liable for lost profit, lost revenue, lost bookings, lost data where you had a working export, or any indirect or consequential loss.

Our total liability for all claims in any twelve-month period is capped at PLACEHOLDER — commonly the fees you paid us in the twelve months before the claim.

You will cover us against claims that come from your use of the platform in breach of these terms — including claims by your members, by a payment provider, or by someone whose rights your website content infringes.

We may update these terms as the product and the law change. For anything material we will email the account owner at least PLACEHOLDER days before it takes effect.

Carrying on using the platform after that date means you accept the new version. If you do not, cancel before it takes effect.

These terms are governed by the laws of PLACEHOLDER, and the courts of PLACEHOLDER have exclusive jurisdiction.

Before either of us files anything, we will each put the problem in writing and give the other 30 days to fix it. Most things end there.

Write to us at the address in section 1, or use the email address at the foot of this page — we answer within one business day.