Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Gym Owner," "Subscriber," or "User") and Gymatrix ("Gymatrix," "we," "our," or "us"), governing your access to and use of the Gymatrix gym management software platform and all associated services, applications, and tools (collectively, the "Platform" or "Services").

By registering for a Gymatrix account, clicking "I agree," accessing the admin panel, installing the Member App, installing the Trainer App, or otherwise using any part of the Platform, you acknowledge that:

• You have read and understood these Terms in their entirety.
• You agree to be legally bound by these Terms.
• If you are registering on behalf of a gym, fitness centre, or other business entity, you represent and warrant that you have the authority to bind that entity to these Terms, and "you" shall refer to both you personally and that entity.
• You are at least 18 years of age and legally capable of entering into a binding contract under applicable Indian law.

If you do not agree with any part of these Terms, you must immediately cease using the Platform and, if applicable, contact us to cancel your subscription.

These Terms should be read alongside our Privacy Policy, which is incorporated herein by reference and forms part of this agreement.

2. Description of Service

Gymatrix is a cloud-based Software-as-a-Service (SaaS) gym management platform designed to help gym owners and fitness businesses streamline their operations. The Platform consists of three integrated components:

2.1 Admin Panel (Web Application)

A browser-based management dashboard accessible to gym owners and administrators. Core capabilities include:

• Member registration, profile management, and membership lifecycle tracking
• Subscription plan creation and management (daily, monthly, quarterly, annual, and custom plans)
• Online and offline payment collection and reconciliation
• Attendance recording and reporting
• Trainer assignment and schedule management
• Diet plan and workout programme creation and assignment
• Supplement and product store management
• Push notification and announcement broadcasting to members and trainers
• Financial reports, dashboards, and business analytics
• Multi-gym and multi-branch support (plan-dependent)

2.2 Member App (Android Application)

A native Android application available to gym members registered by a Gymatrix-subscribed gym. Features include:

• View membership status, plan details, and expiry information
• Access personalised diet plans and workout programmes
• View attendance history and gym notifications
• Receive push notifications from the gym admin
• Make online membership renewal payments via our secure payment gateway

2.3 Trainer App (Android Application)

A native Android application for gym trainers assigned within a Gymatrix-subscribed gym. Features include:

• View and manage assigned member lists
• Create and update diet plans and workout programmes for members
• Track member attendance and progress
• Receive announcements and notifications from the gym admin

2.4 Service Availability

Gymatrix operates on a best-efforts basis to maintain platform availability. We target at least 99% uptime on a monthly basis, excluding scheduled maintenance windows. Scheduled maintenance will be communicated in advance where possible. We are not liable for any losses or damages arising from unplanned downtime beyond what is stated in Section 8 of these Terms.

3. Account Registration & Security

3.1 Registration

To use the Gymatrix Platform, you must register for an account by providing accurate, current, and complete information as requested during the registration process. This includes your full name, gym name, contact number, email address, and other relevant business details. You agree to promptly update this information if it changes.

3.2 Account Credentials

You are responsible for maintaining the confidentiality of your account credentials (username and password). You must not share your login credentials with any person who is not an authorised administrator of your gym account. Gymatrix will never ask for your password via email, phone, or any support channel.

3.3 Unauthorised Access

You must notify Gymatrix immediately upon becoming aware of any actual or suspected unauthorised access to your account, breach of your credentials, or any other security incident involving your account. You can report such incidents by contacting us at hello@gymatrix.in.

Gymatrix will not be liable for any losses arising from unauthorised access to your account that results from your failure to maintain the confidentiality of your credentials or your failure to promptly report a suspected breach.

3.4 Account Responsibility

You are fully responsible for all activities that occur under your account, including the actions of any sub-users (trainers, staff) to whom you grant access within the Platform. You must ensure that all sub-users are aware of and comply with these Terms.

3.5 One Account Per Gym

Each Gymatrix subscription covers one gym business. If you operate multiple gym branches or locations, you may be required to subscribe to an appropriate multi-gym plan. Creating multiple accounts to circumvent subscription limits is prohibited and will result in account termination.

4. Subscription & Payment Terms

4.1 Subscription Plans

Gymatrix offers a range of subscription plans suited to different gym sizes and requirements. Plans are available on monthly and annual billing cycles. Current plan details, features, and pricing are published on the Pricing page of our website. Gymatrix reserves the right to modify, discontinue, or introduce new plans at any time, with reasonable notice provided to existing subscribers.

4.2 Free Trial

Where a free trial is offered, it is available for the period specified at sign-up (typically 14 days). No payment information is required during the free trial unless you choose to upgrade to a paid plan. At the end of the trial period, your access to paid features will be restricted unless you subscribe to a paid plan. Free trials are limited to one per gym business and may not be restarted or transferred.

4.3 Payment Processing

All payments for Gymatrix subscriptions are processed securely through our integrated payment gateway, regulated under applicable Indian law. By subscribing to a paid plan, you authorise Gymatrix to charge the subscription fees to your chosen payment method.

Accepted payment methods include UPI, credit cards, debit cards, net banking, and other supported methods. Gymatrix does not store your full card details or bank credentials — all payment data is handled directly by our payment processor in compliance with PCI-DSS standards.

4.4 Auto-Renewal

Subscriptions are set to auto-renew by default at the end of each billing cycle (monthly or annual, as applicable). You will be charged the then-current subscription fee for your chosen plan on the renewal date. We will send a reminder notification at least 7 days before renewal for annual plans. You may cancel auto-renewal at any time by contacting us before the renewal date.

4.5 Pricing Changes

Gymatrix reserves the right to change subscription pricing. We will provide at least 30 days' written notice (via email to the registered account email address) before any price change takes effect for existing subscribers. Continued use of the Platform after the effective date of a price change constitutes acceptance of the new pricing. If you do not agree to the new pricing, you may cancel your subscription before the change takes effect.

4.6 Taxes

All subscription fees are exclusive of applicable taxes unless otherwise stated. Goods and Services Tax (GST) and any other applicable taxes will be added to the subscription price as required under Indian tax law. A GST-compliant tax invoice will be provided for each payment upon request.

4.7 Refund Policy

Gymatrix subscriptions are generally non-refundable. Once a billing cycle has commenced (whether monthly or annual), fees paid for that cycle are not refundable. Exceptions may be made at Gymatrix's sole discretion in cases of verified technical failures directly attributable to Gymatrix that rendered the Platform substantially unusable for an extended period. Refund requests must be submitted within 14 days of the charge in question by contacting hello@gymatrix.in.

4.8 Late Payments & Suspension

If a subscription payment fails or is not received by the due date, Gymatrix may suspend access to your account after a grace period of 7 days. During the grace period, we will attempt to notify you via email. Following suspension, your data will be retained for 90 days from the original renewal date, during which time you may reactivate your subscription to restore full access. After 90 days, the account and all associated data may be permanently deleted.

5. Permitted Use / Acceptable Use Policy

You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Gymatrix Platform solely for your legitimate gym business operations and in accordance with these Terms.

5.1 Permitted Uses

• Managing memberships, payments, and operations of your own gym or fitness centre.
• Adding your gym members, trainers, and staff as users on the Platform.
• Using the reporting and analytics features to inform business decisions.
• Communicating with your members and trainers through the Platform's notification and announcement features.

5.2 Prohibited Uses

You must not use the Gymatrix Platform to:

• Resell, sublicense, or otherwise commercialise access to the Platform to third parties without express written authorisation from Gymatrix.
• Reverse engineer, decompile, disassemble, or attempt to derive the source code of any part of the Platform.
• Copy, reproduce, modify, or create derivative works based on the Platform or its content.
• Use the Platform to transmit spam, unsolicited communications, or any content that is defamatory, obscene, illegal, or harmful.
• Enter false, inaccurate, or misleading member or business data into the Platform.
• Attempt to gain unauthorised access to any part of the Platform, other user accounts, or Gymatrix's servers or infrastructure.
• Use the Platform in any way that violates applicable Indian or international laws or regulations, including the Information Technology Act, 2000 and its amendments.
• Use automated scripts, bots, scrapers, or similar tools to access or interact with the Platform without prior written consent from Gymatrix.
• Introduce viruses, malware, or any other malicious code that could damage, disable, or impair the Platform.
• Impersonate Gymatrix, its employees, or any other person or entity in connection with the Platform.

6. Data & Privacy

6.1 Your Data

You retain ownership of all data you input into the Gymatrix Platform, including your gym's member records, payment history, trainer information, diet plans, and other business data (collectively, "Your Data"). Gymatrix does not claim any ownership rights over Your Data.

6.2 Licence to Process Your Data

By using the Platform, you grant Gymatrix a limited, non-exclusive licence to store, process, and use Your Data solely for the purpose of providing, maintaining, improving, and supporting the Platform and the services you have subscribed to. We do not use Your Data for advertising, profiling, or sale to third parties.

6.3 Your Obligations as a Data Controller

When you input personal data of your gym members, trainers, and staff into the Gymatrix Platform, you are acting as the data controller for that personal information under applicable Indian data protection law. You are responsible for:

• Obtaining all necessary consents from your members and staff for the collection and processing of their personal data within the Platform.
• Ensuring that the personal data you enter is accurate, relevant, and not excessive for the purpose.
• Complying with all applicable data protection laws, including the Digital Personal Data Protection Act, 2023, in respect of your members' personal data.
• Promptly updating or deleting member data upon request from the relevant individual.

6.4 Privacy Policy

How Gymatrix collects, uses, stores, and protects your personal data and the personal data of your members is described in detail in our Privacy Policy, which is incorporated into these Terms by reference. You should read the Privacy Policy carefully before using the Platform.

6.5 Data Security

Gymatrix implements industry-standard technical and organisational measures to protect Your Data against unauthorised access, loss, destruction, or alteration. These measures include HTTPS/TLS encryption for all data in transit, token-based authentication, role-based access controls, and multi-tenant data isolation. However, no system can guarantee absolute security, and we cannot be held liable for security incidents that are beyond our reasonable control.

6.6 Data Portability & Deletion

You may request an export of Your Data at any time during your active subscription. Upon account termination or cancellation, Your Data will be retained for a period of 90 days, during which you may request an export or choose to reactivate your account. After the 90-day retention window, all data will be permanently and securely deleted from our systems, unless we are required by law to retain certain records for a longer period.

7. Intellectual Property

7.1 Gymatrix's Intellectual Property

The Gymatrix Platform — including its software, source code, algorithms, user interface design, graphics, logos, trademarks, service marks, trade names, documentation, and all other content created by Gymatrix — is the exclusive intellectual property of Gymatrix and is protected by Indian and international copyright, trademark, and other intellectual property laws.

Nothing in these Terms transfers any ownership of Gymatrix's intellectual property to you. Your subscription grants you a limited licence to use the Platform as described in Section 5 above; it does not grant you any rights to Gymatrix's intellectual property beyond that limited use licence.

7.2 Restrictions

You must not, and must not attempt to:

• Copy, reproduce, distribute, or publicly display any part of the Gymatrix Platform or its content without prior written consent.
• Use the Gymatrix name, logo, or trademarks in any manner that suggests endorsement, affiliation, or sponsorship without express written permission.
• Remove, alter, or obscure any copyright, trademark, or other proprietary notices displayed within the Platform.

7.3 Your Intellectual Property

You retain all rights to the content, branding, and data that you create or upload to the Platform (such as your gym's logo, custom diet plans, and promotional announcements). By uploading such content, you grant Gymatrix a limited licence to store and display it within the Platform solely for the purpose of providing the services to you.

7.4 Feedback

If you provide Gymatrix with feedback, suggestions, or ideas regarding the Platform ("Feedback"), you grant Gymatrix an irrevocable, non-exclusive, royalty-free, perpetual licence to use that Feedback for any purpose, including improving and developing the Platform, without any obligation to compensate you or provide attribution.

8. Limitation of Liability

8.1 Disclaimer of Warranties

The Gymatrix Platform is provided on an "as is" and "as available" basis, without warranties of any kind, express or implied. To the maximum extent permitted by applicable law, Gymatrix expressly disclaims all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, and uninterrupted or error-free operation.

Gymatrix does not warrant that the Platform will meet your specific business requirements, that all features will be available at all times, or that any errors or defects will be corrected within any specific timeframe.

8.2 Limitation of Liability

To the maximum extent permitted by applicable law, Gymatrix, its directors, employees, contractors, agents, and licensors shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, loss of profits, loss of data, loss of goodwill, or loss of business opportunity.
• Any damages arising from unauthorised access to or alteration of your data due to your failure to maintain account security.
• Any damages arising from your reliance on information or content obtained through the Platform.
• Any damages arising from third-party services used in connection with the Platform.
• Any business losses or operational disruptions arising from Platform downtime, maintenance, or outages.

8.3 Cap on Liability

In all cases, Gymatrix's total aggregate liability to you for any claims arising out of or relating to these Terms or the Platform — regardless of the form of the claim or cause of action — shall not exceed the total subscription fees paid by you to Gymatrix in the three (3) calendar months immediately preceding the event giving rise to the claim.

8.4 Essential Basis of the Agreement

You acknowledge that the limitations of liability set out in this Section reflect a reasonable allocation of risk between you and Gymatrix and are an essential element of the basis of the bargain between the parties. These limitations apply notwithstanding any failure of essential purpose of any limited remedy and to the fullest extent permitted under applicable Indian law.

9. Termination

9.1 Termination by You

You may terminate your Gymatrix account at any time by contacting our support team at hello@gymatrix.in or by using the account cancellation option within the admin panel (if available). Termination will take effect at the end of your current billing cycle. No refunds will be issued for the unused portion of the current billing period, except as described in Section 4.7.

We strongly recommend that you export all Your Data before requesting account termination, as data may be permanently deleted after the 90-day retention window described in Section 6.6.

9.2 Termination by Gymatrix

Gymatrix reserves the right to suspend or permanently terminate your account, with or without notice, if:

• You breach any provision of these Terms, including the Acceptable Use Policy in Section 5.
• You fail to make a subscription payment within the grace period described in Section 4.8.
• Gymatrix determines, in its sole discretion, that your continued use of the Platform poses a risk to the security, integrity, or performance of the Platform or to other users.
• You engage in conduct that Gymatrix reasonably believes is fraudulent, abusive, or harmful to any person.
• Gymatrix is required to do so by law, court order, or regulatory authority.

In cases of termination for serious breach, Gymatrix may terminate your account immediately without prior notice.

9.3 Effect of Termination

Upon termination of your account for any reason:

• Your licence to use the Platform will immediately cease.
• Your gym members and trainers will lose access to their respective apps.
• Your Data will be retained for 90 days, after which it will be permanently deleted.
• Any outstanding payment obligations will survive termination and remain payable.

Sections 1, 5 (prohibited use provisions), 7, 8, 9.3, 10, and any other provisions that by their nature should survive termination, shall continue in full force and effect after termination of these Terms.

10. Governing Law & Dispute Resolution

10.1 Governing Law

These Terms and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of the Republic of India, without regard to its conflict of law provisions.

10.2 Jurisdiction

Subject to the dispute resolution process described below, you and Gymatrix agree to submit to the exclusive jurisdiction of the competent courts located in India for the resolution of any disputes arising out of or relating to these Terms or the Platform. The specific court of jurisdiction shall be determined based on the location of Gymatrix's registered office at the time of the dispute.

10.3 Dispute Resolution — Good Faith Negotiation

Before initiating any formal legal proceedings, both parties agree to attempt to resolve any dispute informally. If you have a dispute with Gymatrix, you must first contact us at hello@gymatrix.in with a written description of the dispute and the resolution you are seeking. Gymatrix will make a good-faith effort to resolve the matter within 30 days of receiving your notice.

10.4 Applicable Legislation

These Terms are subject to applicable Indian laws and regulations, including but not limited to the Information Technology Act, 2000 and its amendments; the Consumer Protection Act, 2019; the Indian Contract Act, 1872; and the Digital Personal Data Protection Act, 2023. Nothing in these Terms limits or excludes any right or protection that you are entitled to under mandatory applicable law.

11. Changes to These Terms

Gymatrix reserves the right to update, modify, or replace these Terms of Service at any time to reflect changes in our services, business practices, applicable law, or for any other reason we consider appropriate. We will always maintain the most current version of these Terms on this page, updated with the "Last updated" date at the top.

When we make material changes to these Terms, we will notify you by:

• Sending an email notification to the registered email address associated with your account, at least 14 days before the changes take effect (for significant changes).
• Displaying a prominent notice within the Gymatrix admin panel.
• Updating the "Last updated" date at the top of this page.

Your continued use of the Gymatrix Platform after the effective date of any updated Terms constitutes your acceptance of and agreement to the revised Terms. If you do not agree to the updated Terms, you must stop using the Platform and cancel your subscription before the effective date of the changes.

We encourage you to review these Terms periodically. Minor changes (such as corrections of typographical errors or clarifications that do not materially affect your rights) may be made without advance notice.