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Terms of Service

Last updated: April 11, 2026

These Terms of Service (“Terms”) govern your use of GymFlow CRM (“GymFlow,” “the Service”), operated by GymFlow CRM. By creating a membership account or using the Service, you agree to be bound by these Terms.

1. Acceptance of Terms

By accessing or using GymFlow — whether as a gym operator, staff member, or gym member — you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree, do not use the Service.

2. Description of Service

GymFlow is a gym management CRM that provides member management, class scheduling, payment processing, lead management, point-of-sale, analytics, and facial recognition check-in capabilities. The Service is provided as a cloud-based software-as-a-service (SaaS) platform.

3. Membership and Billing

  • Gym subscriptions: Gym operators subscribe to GymFlow on a monthly basis. Pricing is as listed at the time of subscription. We reserve the right to change pricing with 30 days' written notice.
  • No long-term contracts: All subscriptions are month-to-month. You may cancel at any time. Cancellation takes effect at the end of the current billing period.
  • Member billing: Gym operators are responsible for their own billing relationships with their members. GymFlow provides tools to facilitate payment processing but is not a party to the membership agreement between a gym and its members.
  • Refunds: We do not provide refunds for partial billing periods. If you believe you were charged in error, contact us within 30 days.

4. Biometric Data Consent

GymFlow offers facial recognition check-in as an optional feature. By enrolling in facial recognition check-in, the member provides the following explicit consent:

Biometric Data Consent Statement

By providing written consent (via checkbox at enrollment), you authorize your gym and GymFlow CRM to collect, store, and use your biometric identifiers and biometric information, including facial geometry, solely for the purpose of member check-in and identity verification. This data will not be sold, leased, traded, or otherwise disclosed to third parties. Data will be permanently destroyed no later than 30 days following membership termination or upon written request to privacy@gymflow.app.

  • Biometric data enrollment is voluntary. Members may use manual check-in methods instead.
  • Consent may be withdrawn at any time by contacting the gym or emailing privacy@gymflow.app.
  • Upon withdrawal of consent, biometric data will be permanently deleted within 30 days.
  • For members under 18, consent must be provided by a parent or legal guardian.

5. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose.
  • Attempt to gain unauthorized access to any part of the Service.
  • Reverse-engineer, decompile, or disassemble any part of the Service.
  • Use the Service to collect biometric data without the data subject's explicit consent.
  • Share login credentials or allow unauthorized access to your account.

6. Data Ownership

  • Your data: Gym operators retain ownership of all member data, business data, and biometric data processed through GymFlow. We are a data processor acting on your behalf.
  • Export: You may export your data at any time via the built-in CSV export tools.
  • Deletion: Upon account cancellation, all data (including biometric data) will be permanently deleted within 30 days unless retention is required by law.

7. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, GYMFLOW AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM:

  • Your use of or inability to use the Service.
  • Any unauthorized access to or alteration of your data.
  • Any third-party conduct on the Service.
  • Any errors or failures in the facial recognition system.

OUR TOTAL AGGREGATE LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

8. Indemnification

You agree to indemnify and hold harmless GymFlow from any claims, damages, or expenses arising from your use of the Service, your violation of these Terms, or your violation of any rights of a third party.

9. Modifications to Terms

We may update these Terms from time to time. Material changes will be communicated via email or in-app notification at least 30 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

10. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, without regard to its conflict-of-law provisions. Any disputes arising under these Terms shall be resolved in the state or federal courts located in Virginia.

11. Contact

Questions about these Terms? Contact us at privacy@gymflow.app.