Terms of Service

In these Terms, the following words have the following meanings:

• "FitnessCRM", "we", "us", "our" means FitnessCRM Ltd., a company registered in the Republic of Cyprus (HE 412088), with its registered office at 5 Olympou Str., 3036 Limassol.
• "Customer", "you", "your" means the fitness business, studio, or organization that registers a workspace.
• "Workspace" means a tenant instance of the FitnessCRM platform provisioned for the Customer at a unique subdomain (your-gym.fitnesscrm.app).
• "Operators" means individuals (owners, managers, trainers, front-desk staff) authorised by the Customer to access the Workspace.
• "End Members" means the gym members and prospects whose data is recorded in the Workspace.
• "Services" means the FitnessCRM cloud software, mobile apps, APIs, AI assistant, and any related features delivered under a Subscription.
• "Subscription" means an active paid plan (Starter, Growth, Scale, or Enterprise) and any selected Plugins.

To register, you must be at least 18 years old and authorised to enter into agreements on behalf of your business. You must provide accurate, current information and keep it up to date.

Account security

You are responsible for safeguarding your password and for any activity under your account. We strongly recommend enabling multi-factor authentication (MFA). Notify us immediately at security@fitnesscrm.app of any unauthorised access.

One owner per workspace

Each workspace has exactly one Owner. The Owner may invite additional Operators with defined roles. The Owner is contractually responsible for all activity within the workspace.

Every new workspace begins with a 14-day free trial of the plan you selected during registration. No payment is collected at trial start, although valid payment details may be required to enable certain features (e.g. SMS, POS).

If you do not cancel before the trial ends, your Subscription will automatically begin on the plan you chose and your payment method will be charged. Trial usage data is preserved into the paid Subscription.

Billing cycle

Subscriptions are billed in advance, monthly, quarterly, or annually as you choose. Annual subscriptions are discounted and are non-refundable except as required by law.

Listed prices are in Euros (EUR) and exclude VAT and any applicable local taxes. Customers in Cyprus and Greece will be invoiced inclusive of VAT in accordance with local law; EU B2B customers outside Cyprus may qualify for reverse charge.

Usage-based charges

Certain channels (SMS, WhatsApp Business, AI tokens beyond plan allowance) are billed on usage. Usage is recorded in real time and shown in Settings → My Account → Subscription. Overages are invoiced at the end of each billing cycle.

Price changes

We may change Subscription pricing by giving 30 days' written notice. New pricing applies at your next renewal. If you do not agree, you may cancel before the renewal date without penalty.

Payment methods

We accept major credit and debit cards, SEPA direct debit, and (for invoiced Enterprise customers) bank transfer. Failed payments trigger a dunning cadence of D+1, D+3, D+7, and D+14. After 14 days unpaid the workspace is suspended; after 60 days it may be terminated.

Plugins are optional features that extend FitnessCRM. They are billed in addition to your Subscription and may be added or removed at any time from Settings → Integrations. Plugin prices are listed in the plugin catalog; changes apply pro-rated to your current invoice.

Some plugins are provided by third parties ("Partner plugins"). FitnessCRM is not responsible for the availability, accuracy, or behaviour of Partner plugins. Use of a Partner plugin may be subject to that partner's terms.

You may cancel your Subscription at any time from Settings → My Account → Subscription, or by contacting billing@fitnesscrm.app.

• Monthly plans — cancellation takes effect at the end of the current paid month. No partial refunds.
• Annual plans — cancellation takes effect at the end of the current paid year. No partial refunds.
• 14-day money-back guarantee — first-time customers may request a full refund within 14 days of first paid charge, no questions asked.
• Trial — cancellation during the free trial period prevents any charges.

After cancellation we retain your data for 60 days, during which you can reactivate or export. After 60 days, data is permanently deleted from production systems and from backups within an additional 35 days.

You agree not to:

• Send unsolicited messages (SMS, email, WhatsApp, push) to End Members without lawful consent;
• Use the platform to store personal data of children under 13 without verified parental consent;
• Reverse engineer, decompile or scrape the Services;
• Resell or sublicense the Services without our prior written agreement;
• Exceed published API rate limits, attempt to circumvent quotas, or perform load testing without consent;
• Use the AI assistant to generate harmful, misleading or unlawful content;
• Upload malicious code, viruses, or any content that infringes third-party rights.

You retain all rights to data you upload or generate using the Services (members, sales, classes, attachments, etc.). You grant FitnessCRM a worldwide, non-exclusive licence to host, process and display this data solely for the purpose of operating the Services on your behalf.

Detailed handling, retention and rights are described in our Privacy Policy and Data Processing Addendum (DPA).

Data export

You may export your data at any time as JSON or CSV from Settings → My Account → Subscription, or by raising a DSAR request. Enterprise customers may set up scheduled exports to their own S3 / GCS / Azure storage.

Backups

We perform daily full backups with point-in-time restore for 14 days. Backups are encrypted and retained for 35 days post-deletion.

Each party agrees to keep confidential any non-public information shared by the other party that is marked confidential or that should reasonably be understood to be confidential. This obligation survives termination for three years.

The FitnessCRM platform, including all software, designs, documentation and the AI assistant, are and shall remain the exclusive property of FitnessCRM Ltd. or its licensors. Nothing in these Terms transfers ownership.

You retain ownership of your Customer Content, your trademarks and your branding. You grant us permission to display your business name and logo as a reference customer in marketing — unless you opt out in writing.

Scheduled maintenance is announced at least 7 days in advance on status.fitnesscrm.app. Maintenance windows are excluded from uptime calculations.

FitnessCRM integrates with third-party services (Viva Wallet, Twilio, Meta WhatsApp, AADE MyData, Apple/Google, etc.). Your use of those services is governed by their own terms and privacy policies. We are not responsible for changes, downtime, or data practices of third parties.

We may suspend or terminate your account if you:

• Materially breach these Terms and fail to cure within 14 days of written notice;
• Fail to pay any undisputed invoice within 30 days of its due date;
• Engage in activity that risks the integrity, security, or lawful operation of the Services;
• Become subject to insolvency, bankruptcy, or similar proceedings.

We will give reasonable notice except where immediate action is required by law or to protect other customers. Upon termination, your right to use the Services ceases; payment obligations accrued prior to termination remain due.

We warrant that the Services will perform materially in accordance with the documentation. Except as expressly set out in these Terms, the Services are provided "as is" without warranties of any kind, whether express, implied or statutory, including but not limited to merchantability, fitness for a particular purpose, accuracy of AI-generated content, and non-infringement.

To the maximum extent permitted by law, FitnessCRM's aggregate liability arising out of or related to these Terms in any 12-month period shall not exceed the fees paid by you in that period. Neither party is liable for indirect, special, incidental, consequential, or punitive damages, including lost profits or lost data, even if advised of the possibility.

This limitation does not apply to: (a) breaches of confidentiality; (b) infringement of intellectual property; (c) indemnification obligations; (d) liability that cannot be limited by law.

You will defend, indemnify and hold harmless FitnessCRM from third-party claims arising from your Customer Content, your use of the Services in violation of these Terms, or your breach of applicable law. We will defend, indemnify and hold you harmless from third-party claims that the Services as provided infringe the intellectual property rights of a third party.

We may update these Terms from time to time. Material changes will be communicated at least 30 days in advance by email and in-app banner. Continued use of the Services after the effective date constitutes acceptance.

These Terms are governed by the laws of the Republic of Cyprus and, where applicable, the laws of the European Union. Disputes shall be resolved exclusively by the courts of Limassol, Cyprus, subject to your statutory rights as a consumer (where applicable) to bring proceedings in your country of residence.

Before commencing legal action, both parties agree to attempt good-faith resolution by direct discussion for at least 30 days.

• Entire agreement. These Terms, together with the Privacy Policy and any DPA or order form, constitute the entire agreement.
• Assignment. Neither party may assign without consent, except to an affiliate or in connection with a merger or sale of assets.
• Severability. If any provision is found unenforceable, the rest remains in force.
• No waiver. Failure to enforce any right is not a waiver of that right.
• Force majeure. Neither party is liable for delays caused by events beyond reasonable control.

Questions about these Terms?

FitnessCRM Ltd.
5 Olympou Str., 3036 Limassol, Cyprus
legal@fitnesscrm.app
billing@fitnesscrm.app · billing questions
security@fitnesscrm.app · security incidents