Terms of Service

Last updated: 25 October 2026

1. Acceptance of Terms

By accessing or using GymFlow ("the Service"), you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use the Service.

These terms apply to gym owners who create an account and to anyone who accesses the Service on a gym's behalf. Gym members who use the member app do so through their gym and are covered by the Privacy Policy. The Service is operated from India and is intended for gyms in India. These terms form an electronic contract under the Indian Contract Act, 1872 and the Information Technology Act, 2000.

2. Description of Service

GymFlow is a gym management platform that lets gym owners manage members, track payments and dues, record attendance, create membership plans, import members from Excel or CSV files, run reports, and send WhatsApp messages to members. Paid plans also include the member app, where members see their progress, streaks, points, badges and leaderboards, and where owners can award prizes and run challenges. The Service is delivered over the web at app.gymflow.sbs.

GymFlow is software only. We do not process, hold or settle any money between a gym and its members: UPI QR codes and links created in the app send payments straight to the gym's own UPI account, and the owner records them in GymFlow.

3. Account Registration

To use the Service, you must:

• Provide accurate and complete registration information, including a working mobile number. We do not verify it with a code.
• Maintain the security of your account credentials and keep them confidential.
• Be at least 18 years old or have the legal authority to enter into this agreement on behalf of your gym.
• Accept responsibility for all activity that occurs under your account.

You are responsible for any accounts you create for members and for the actions taken under those accounts.

4. Plans, Subscription and Payments

GymFlow is offered on the following terms:

• Free trial — new gyms get a 14-day free trial with every feature unlocked and no payment required. During the trial, importing from a file can bring in at most 50 members in total.
• Free forever plan — when the trial ends you can choose to move to the free forever plan instead of paying. It is limited to 50 members and does not include the member app. WhatsApp messages on the free forever plan need the paid add-on below. The free forever plan is available only after the trial and only if the gym has 50 members or fewer.
• Paid plans — monthly and yearly plans with unlimited members, WhatsApp messaging and the member app, at the prices shown on our pricing page. Prices are in Indian Rupees (INR). A paid plan is never moved to the free forever plan automatically.
• WhatsApp add-on (free forever plan only) — Rs 299 for 30 days of WhatsApp messaging, activated once we approve the payment. Paying early adds 30 days to the end of the current period. It is not needed on paid plans.
• Payment by UPI — subscription payments are made by UPI to the details shown in the app, and you submit the payment reference. We check each payment by hand before activating your plan or add-on. We do not store card details or keep a payment method on file.
• No auto-renewal — plans and add-ons do not renew automatically. You renew by making a new payment. We may remind you before a plan ends.
• Refunds — fees already paid for a billing period are non-refundable, except where the law requires otherwise.
• When a plan ends — when the trial or a paid plan ends, you are taken to the subscription page until you renew or, if you are eligible, move to the free forever plan. We do not delete your data because a plan ended.

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable law or regulation.
• Upload malicious code or attempt to probe, scan, or compromise the security of the Service.
• Share your account credentials with unauthorised users, or resell or sublicense the Service.
• Send spam, or messages that are not permitted by the WhatsApp integration terms below.
• Upload or enter personal data you have no right to use.
• Attempt to access data belonging to another gym, or interfere with other users' use of the Service.

6. WhatsApp Integration

Messages are sent through the WhatsApp Business Cloud API provided by Meta, from one shared GymFlow number. You agree to comply with Meta's WhatsApp Business Platform terms and policies. Meta limits how many different people the number can message in a 24-hour period, so a message may sometimes be delayed; we do not promise that a message will be delivered at a particular time.

You are responsible for getting your members' consent before they are contacted on WhatsApp, for stopping messages to anyone who asks, and for making sure the messages sent through your account are the service messages GymFlow provides (welcome messages, payment confirmations, renewal reminders and member app notices) and comply with the law. Misuse may lead to the feature or your account being suspended.

7. Member Data & Your Responsibilities

The member records you enter or import belong to your gym. Under the Digital Personal Data Protection Act, 2023 your gym is the Data Fiduciary for that data and GymFlow acts as your Data Processor. You are responsible for having the right, and where needed the consent, to collect and upload it (including consent from a parent or guardian for anyone under 18), for keeping it accurate, and for responding to your members' requests about their data. You must be entitled to upload any file you import. How we handle personal data is set out in our Privacy Policy.

8. Data Ownership

You retain ownership of all data you put into the Service. You grant GymFlow a limited licence to host, process and use that data only to provide and improve the Service. Our database provider keeps backups under its own terms, but we do not offer customer-initiated restore, so you are also responsible for keeping your own records and for the accuracy of what you enter. You can export members, attendance, payments and reports from the app.

9. Third-Party Services

GymFlow relies on third-party providers to operate, such as Supabase, Vercel, Cloudflare, Meta (WhatsApp), Upstash, Resend, Sentry, Google (Maps and Firebase) and others listed in our Privacy Policy, which also explains what each one receives, including that Sentry session replays can show information displayed in or entered into the Service. Your use of the Service is also subject to these providers' terms where they apply. We may change providers over time to keep the Service reliable.

10. Service Availability

We work to keep the Service available and reliable, but we do not guarantee uninterrupted access. The Service may be temporarily unavailable for maintenance, updates, or circumstances beyond our control, including outages at the third-party providers mentioned above. We will give notice of planned downtime where reasonably possible.

11. Limitation of Liability

To the maximum extent permitted by law, GymFlow shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, goodwill, or business opportunities, arising from your use of, or inability to use, the Service. The Service is provided on an "as is" and "as available" basis. Nothing in these terms limits any liability that cannot be limited under applicable law.

12. Suspension & Termination

Either party may end this agreement at any time. You can stop using the Service, delete all members, or delete your whole gym account from your account settings; deleting is permanent and is confirmed with a one-time code sent to your email. When your access ends, your data is handled as described in the Data Retention and Exporting and Deleting Your Data sections of our Privacy Policy. Please export what you need first. We may suspend or end accounts that break these terms or put the Service or other users at risk.

13. Support

Support is available by email, WhatsApp and in the app, using the details below. We aim to reply promptly but do not promise a fixed response time. Some replies are drafted with an AI tool and reviewed by our team before they are sent.

14. Changes to Terms

We may update these Terms of Service from time to time. When we make significant changes, we will update the "Last updated" date above and, where appropriate, notify you through the Service or by email. Your continued use of the Service after changes take effect means you accept the revised terms.

15. Governing Law

These terms are governed by the laws of India, and any disputes arising from them or from your use of the Service are subject to the exclusive jurisdiction of the courts of Puducherry, India.

16. Contact Us

If you have questions about these Terms of Service, please contact us at: