Terms of Service

1. Acceptance of Terms

By creating a GymCRM account, accessing the platform, or using any of our services, you agree to be bound by these Terms of Service ("Terms"). If you do not agree, do not use GymCRM.

These Terms apply to gym owners, staff members, and gym members using the member portal. "You" refers to the person or business using GymCRM. "We", "us", and "our" refer to GymCRM.

2. What GymCRM Provides

GymCRM is a web-based gym management platform that includes:

• Member management — profiles, membership plans, documents, and status tracking
• Billing and payments — invoicing, Razorpay/UPI integration, and payment recording
• Automated notifications — WhatsApp and email reminders for renewals and updates
• QR code check-ins and real-time attendance tracking
• Class scheduling and booking management
• Lead tracking and follow-up pipeline
• A member-facing portal for checking membership, attendance, and invoices
• Daily digest reports and analytics for gym owners

We reserve the right to add, modify, or discontinue features at any time. We will give reasonable notice for any significant changes that affect existing functionality.

3. Account Registration and Eligibility

To use GymCRM, you must:

• Be at least 18 years of age
• Provide accurate and complete information during sign-up
• Be legally authorised to operate a gym or fitness business in India
• Keep your login credentials secure and not share them with unauthorised parties

You are responsible for all activity that occurs under your account. Notify us immediately at support@gymcrm.in if you suspect unauthorised access.

4. Free Trial

New gym accounts receive a 14-day free trial with full access to all features. No credit card or payment information is required to start the trial.

At the end of the trial, your account will be restricted until you subscribe to a paid plan. Trial data is preserved and accessible once you subscribe. If you do not subscribe within 30 days of the trial ending, your data may be permanently deleted.

5. Subscription and Billing

Plans and pricing

• Monthly plan: ₹699 per gym per month
• Annual plan: ₹6,990 per gym per year (equivalent to 2 months free)

All prices are in Indian Rupees (INR) and inclusive of applicable taxes.

Billing

Subscriptions are billed in advance at the start of each billing period. Payments are processed through Dodo Payments or Razorpay. By subscribing, you authorise us to charge your selected payment method on a recurring basis.

Failed payments

If a payment fails, we will notify you by email. Your account will remain accessible for a short grace period. If payment is not resolved, access will be suspended until the outstanding amount is cleared.

Cancellation

You can cancel your subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period — you will not be charged again and access continues until the period ends. We do not offer prorated refunds for unused time within a billing period.

Refunds

Refund requests for the most recent billing cycle may be considered on a case-by-case basis if submitted within 7 days of the charge. Contact us at support@gymcrm.in.

6. Acceptable Use

You agree not to use GymCRM to:

• Violate any applicable law or regulation in India or elsewhere
• Store or transmit any content that is unlawful, harmful, abusive, or fraudulent
• Send unsolicited or spam messages through WhatsApp or email integrations
• Attempt to gain unauthorised access to other gyms' data or GymCRM systems
• Reverse-engineer, copy, or resell the GymCRM platform
• Use the platform for any purpose other than managing a legitimate gym or fitness business
• Upload malicious files, viruses, or any code designed to disrupt the service

We reserve the right to suspend or terminate accounts that violate these terms without prior notice.

7. Your Data and Member Data

You own your data. All member records, payment history, and documents you create in GymCRM belong to you. We do not claim ownership over any data you upload or generate.

You are responsible for ensuring that you have the lawful right to collect and process the personal data of your gym members. You must inform your members that their data is being managed through a third-party platform (GymCRM) and obtain any necessary consents.

You can export all your data — members, invoices, payments — as CSV at any time from your account settings.

Following cancellation, your data is retained for 30 days to allow export. After 30 days, all data is permanently deleted. We cannot recover deleted data.

8. WhatsApp and Messaging Integrations

GymCRM sends WhatsApp messages on behalf of your gym using the Meta WhatsApp Business API, connected through your own WhatsApp Business number. You are responsible for:

• Ensuring your gym members have consented to receiving WhatsApp messages
• Complying with Meta's WhatsApp Business Policy
• Any costs or consequences arising from your use of the messaging feature

GymCRM is not responsible for message delivery failures, delays, or changes to Meta's messaging policies.

9. Service Availability

We aim to keep GymCRM available at all times, but we do not guarantee uninterrupted or error-free access. Planned maintenance will be communicated in advance where possible.

We are not liable for any losses arising from service downtime, data unavailability, or interruptions caused by third-party infrastructure (Supabase, Vercel, Razorpay, etc.).

10. Intellectual Property

GymCRM and all associated software, designs, logos, and content are owned by GymCRM. These Terms do not grant you any rights to our intellectual property other than the right to use the platform for its intended purpose.

You may not reproduce, modify, distribute, or create derivative works based on GymCRM without our express written permission.

11. Limitation of Liability

To the maximum extent permitted under applicable law, GymCRM shall not be liable for:

• Any indirect, incidental, or consequential damages arising from your use of the platform
• Loss of revenue, profits, or business opportunities
• Data loss due to circumstances beyond our reasonable control
• Any actions or omissions of third-party services (payment processors, messaging providers, etc.)

Our total liability to you for any claim arising from these Terms or your use of GymCRM shall not exceed the amount you paid to us in the 3 months preceding the claim.

12. Termination

By you — You can cancel your account at any time. Cancellation instructions are in your account settings.

By us— We may suspend or terminate your account immediately if you violate these Terms, fail to pay, or engage in activity that harms other users or the platform. In non-urgent cases, we will give 7 days' notice before termination.

Upon termination, your access to the platform ends. Data export is available for 30 days after termination, after which all data is permanently deleted.

13. Governing Law and Disputes

These Terms are governed by the laws of India. Any disputes arising from these Terms or your use of GymCRM shall be subject to the exclusive jurisdiction of the courts of India.

We encourage you to contact us first to resolve any issues before pursuing formal legal action.

14. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email at least 14 days before the changes take effect. Continued use of GymCRM after that date constitutes acceptance of the updated Terms.

If you disagree with updated Terms, you may cancel your account before the effective date without penalty.

15. Contact