Terms of Service
Welcome to GymFlow POS! These Terms of Service govern your use of our gym management software and related services. By accessing or using our platform, you agree to comply with these terms. Please read them carefully before using our services.
1. Acceptance of Terms
By accessing, subscribing to, or using GymFlow POS and its related services, you agree to comply with and be bound by these Terms of Service.
GymFlow POS may integrate with third party platforms, APIs, and services including but not limited to:
- WhatsApp Business Platform
- SMS Gateway Providers
- ZKTeco Biometric Devices
- Payment Gateways
- Cloud Hosting Providers
- Analytics and Reporting Services
By using GymFlow POS, you also agree to comply with the applicable terms and policies of these third party providers wherever applicable.
2. Subscription and Access
GymFlow POS grants the Subscriber a non exclusive, non transferable, and limited license to access and use the Service according to the selected subscription package.
The Service is intended solely for internal business operations of gyms, fitness clubs, yoga studios, health clubs, and related fitness businesses.
Subscribers may not:
- Resell or redistribute the Service
- Share access credentials with unauthorized users
- Copy, reverse engineer, or replicate the platform
- Use the platform for unlawful activities
3. Platform Features
Depending on the selected subscription package, GymFlow POS may include:
- Membership Management
- Biometric Attendance
- POS Billing
- Trainer Commission Management
- Expense Tracking
- WhatsApp Notifications
- SMS Notifications
- Digital Receipts
- Thermal Receipt Printing
- Lead Management
- Group Classes Scheduling
- Multi Branch Management
- Reporting Dashboards
Features may vary depending on the selected package, deployment setup, technical limitations, or future updates.
4. Fees and Payment
Subscription fees are payable in advance and are non refundable unless expressly approved in writing by GymFlow POS.
Monthly subscription fees must be paid before the beginning of the billing period.
Failure to make payment may result in:
- Temporary suspension of services
- Restricted feature access
- Termination of account access
Restoration of services may require settlement of outstanding dues and reconnection charges where applicable.
All subscription fees are exclusive of:
- Taxes
- Bank charges
- Payment gateway fees
- Currency conversion fees
- Third party messaging charges
5. Refund Policy
5.1 General Policy
All payments are non refundable unless approved in writing by GymFlow POS.
5.2 Refund Requests
Refund requests must include:
- Customer details
- Payment reference
- Reason for refund request
- Supporting evidence if applicable
5.3 Refund Processing
Approved refunds may be processed as:
- Monetary refund
- Service credits
- Subscription extension
Refunds may take a minimum of 15 working days after approval.
5.4 Non Refundable Charges
- Setup Fees
- Onboarding Charges
- Customization Charges
- Biometric Configuration Charges
- Development Charges
- Integration Fees
- Third Party Costs
- Technical Consulting Charges
5.5 Early Termination
No refunds will be issued for unused subscription periods if the Subscriber terminates the Service before the subscription end date.
6. Subscription Renewal
Subscriptions renew automatically unless cancelled prior to the next billing cycle.
Failure to renew may result in:
- Loss of access
- Temporary suspension
- Restricted services
7. Biometric Device and Hardware Disclaimer
GymFlow POS may integrate with supported biometric devices including selected ZKTeco models.
GymFlow POS is not responsible for:
- Hardware failure
- Device firmware issues
- LAN or network issues
- Router or switch failures
- Power outages
- Device misconfiguration
- Third party device limitations
Device functionality may vary depending on model, firmware, network infrastructure, and local deployment environment.
8. WhatsApp and SMS Notifications
GymFlow POS may provide automated notifications through WhatsApp Business Platform and SMS providers.
Delivery of notifications depends on:
- Meta Platform availability
- Telecom provider uptime
- Internet connectivity
- Approved WhatsApp templates
- Third party API availability
GymFlow POS shall not be liable for message delays, failed deliveries, blocked accounts, template rejection, or Meta related restrictions.
9. Data Privacy and Security
Subscribers retain ownership of all uploaded and generated business data.
GymFlow POS implements commercially reasonable security measures including:
- Secure authentication
- Role based access
- Encrypted communication where applicable
- Regular backups
GymFlow POS may access customer data only for:
- Support
- Troubleshooting
- Maintenance
- Backup restoration
- Service delivery
10. Service Level Agreement (SLA)
10.1 Service Availability
| Subscription Tier | Monthly Uptime Target |
|---|---|
| Starter Flow | 99.0% |
| ProFlow | 99.5% |
| Enterprise | 99.9% |
Uptime excludes:
- Scheduled maintenance
- Emergency maintenance
- Third party outages
- Internet provider issues
- Force majeure events
10.2 Support Response Targets
| Priority | Description | Starter Flow | ProFlow | Enterprise |
|---|---|---|---|---|
| Critical | Complete system outage | 6 Hours | 4 Hours | 1 Hour |
| High | Major feature issue | 24 Hours | 8 Hours | 2 Hours |
| Medium | Partial issue | 48 Hours | 24 Hours | 8 Hours |
| Low | Questions or cosmetic issue | 72 Hours | 48 Hours | 24 Hours |
10.3 SLA Exclusions
SLA commitments do not apply to:
- Free trials
- Beta features
- Customer network issues
- Third party provider outages
- Unsupported hardware
- Customer misuse
11. Customization and Change Requests
Any customization outside standard product functionality shall require a formal Change Request process.
Customizations may include:
- Custom reports
- Third party integrations
- Workflow modifications
- Feature development
- API enhancements
Customizations are billed separately unless agreed otherwise in writing.
12. Out of Scope Services
- Custom API development
- Third party software support
- Private hosting
- On premise deployments
- Network infrastructure management
- Hardware repair
- Regulatory consulting
- Data cleansing services
13. Acceptable Use
Subscribers shall not:
- Use the platform unlawfully
- Transmit spam
- Share unauthorized access
- Attempt system intrusion
- Reverse engineer the Service
- Misuse customer data
14. Confidentiality
Both parties agree to maintain confidentiality of proprietary and business information shared during the subscription period.
15. Limitation of Liability
GymFlow POS shall not be liable for indirect, incidental, special, or consequential damages including:
- Loss of revenue
- Loss of members
- Data loss
- Business interruption
- Third party platform outages
Total liability shall not exceed the subscription amount paid during the preceding month before the claim.
16. Intellectual Property
All intellectual property rights related to GymFlow POS remain the sole property of GymFlow POS.
17. Governing Law
These Terms shall be governed under applicable laws of the jurisdiction where GymFlow POS operates unless otherwise agreed.
18. Updates to Terms
GymFlow POS reserves the right to update these Terms at any time. Continued usage of the platform after updates constitutes acceptance of revised Terms.