Terms of Service

The service and your gym

MyFitDesk provides software for gym operations, including branches, team access, members, leads, membership plans and renewals, freezes, payment records, receipts, inventory, expenses, communications and reports. Features and usage limits depend on your plan and available integrations.

The gym provides its own fitness services and sets its own membership, cancellation and refund policies. MyFitDesk is not a party to the agreement between a gym and its members. Reports, dues calculations and tax settings are management tools; the gym remains responsible for checking its records, invoices and accounting and tax obligations.

Accounts and team access

• You must be able to enter into a binding agreement and be authorised to act for the gym you register or access. Give accurate information and keep it current.
• Keep passwords and sign-in codes secure. Do not share a personal login; use the team access controls for each person who needs access.
• The gym owner is responsible for invited staff and trainers, their assigned roles and branches, and removing access when it is no longer needed.
• Tell support promptly if you suspect unauthorised account access. We may restrict access to protect accounts, investigate abuse or meet legal obligations.

Your records and personal information

You retain your rights in the business records and content you provide, subject to the rights of the individuals concerned. You authorise MyFitDesk and its service providers to process this information to provide, secure and support the service, as described in our Privacy Policy.

• The gym is responsible for explaining how it uses member, lead and team information, collecting only what it needs, and obtaining any permissions or consent required by law.
• Upload photos, identity documents, receipts and other files only if you are entitled to use them. Avoid unnecessary sensitive information in notes, uploads or messages.
• Respond to requests to correct information, stop communications or erase personal data. Archiving a member preserves their history and does not permanently erase their personal information.
• Protect downloaded exports and shared receipts. Export tools cover the records offered by the relevant feature and are not a complete backup of the gym's account.

Plans, trials and manual payments

• Paid plans are billed in advance for the period selected. Available trials, prices, applicable taxes and plan limits are shown in the app or checkout before you pay.
• Manual subscription payments do not, by themselves, enable automatic renewal. Access is updated after payment verification; closing checkout alone does not confirm payment.
• Renewals and plan changes follow the access dates shown in the app. A purchased change may be scheduled to start after your existing paid period.
• When a trial or paid subscription ends, changes to gym records may be paused and the account may become read-only until renewed. A lapse alone does not delete your gym's data.

Optional AutoPay

Where available, the owner can enable AutoPay for the gym's MyFitDesk subscription by authorising a recurring payment mandate with Razorpay. Checkout shows the amount, first charge date, billing interval and maximum number of cycles. Authorising a mandate does not itself buy a subscription period or change your existing trial or paid access dates. Razorpay may require a small authentication transaction.

• Automatic renewals continue on the authorised schedule until the mandate is cancelled or completes. Failed or pending payments may be retried by the provider; access depends on a confirmed payment.
• Cancel AutoPay from the subscription page. Where available, choose immediate cancellation or cancellation at the end of the current billing period. Future debits stop once the provider confirms cancellation; already-paid access continues until its existing expiry.
• To change an AutoPay plan, cancel the current mandate first, resolve pending payments, and authorise a new mandate. Follow the app's instructions before making a manual payment while AutoPay is active or a charge is unresolved.
• Renewal uses the current published price for the chosen plan. If that price changes, MyFitDesk stops the previous mandate and requires fresh authorisation at the updated price, or a manual renewal. Your existing paid access is unchanged. Contact support if a payment at the previous price needs to be resolved.

Gym payments, cancellations and refunds

MyFitDesk subscription and WhatsApp credit-pack payments use MyFitDesk's Razorpay account. Member payments through a connected gym gateway use the gym's own Razorpay or PhonePe account. Those funds are handled by the gateway for the gym; MyFitDesk does not hold them. Provider terms, payment method rules and settlement times also apply.

Cancelling AutoPay or requesting account deletion does not automatically refund an earlier payment. Contact support@myfitdesk.app with the payment reference for a duplicate, incorrect or disputed payment to MyFitDesk. Refunds required by law remain available. Members should contact their gym about membership charges and refunds. Recording a refund in MyFitDesk does not itself return money through a gateway; the gym must complete any required payment-provider steps.

Messages, automations and WhatsApp

You authorise messages you send, campaigns you schedule and automations you enable. These can include welcome messages, receipts, expiry reminders and bulk communications to selected members or leads. Owner notifications can include business summaries, approval alerts and subscription receipts according to the available settings. Review recipients, content and timing before enabling or scheduling messages. App schedules and displayed dates use Indian Standard Time (Asia/Kolkata).

• WhatsApp may use your connected WhatsApp Business number or, where available, a MyFitDesk-managed number. Connecting your account authorises us to use it for gym messaging. Disconnecting your own number does not necessarily disable managed messaging; disable relevant automations and scheduled campaigns too.
• Only contact people who have provided their contact details and the required permission to receive your messages. Honour requests to stop, including requests outside the app. A member or lead record does not by itself establish consent.
• Comply with WhatsApp Business terms and policies and your email or SMS provider's rules. Approved templates, recipient restrictions and provider decisions can affect which messages can be sent.
• Member and lead WhatsApp messages use prepaid credits at the category rates shown in the app. Credits can be deducted when sending is attempted. If the service confirms a final sending failure or skips a charged message without delivery or read confirmation, eligible credits are returned to the gym's credit balance. Sending that message again after credits are returned can use credits again.
• A return of message credits is not a cash refund of a credit-pack purchase. Contact support about purchase disputes or legally required refunds. Review current prices before buying credits or sending a campaign.
• Delivery, timing and read confirmation depend on third parties, recipient settings, available credits and service availability. They are not guaranteed. Do not rely on messages for emergencies or essential safety notices.

WhatsApp use is subject to the WhatsApp Business Terms and WhatsApp Business Messaging Policy.

Acceptable use and software rights

• Do not use MyFitDesk for spam, unlawful communications, fraud or other illegal activity.
• Do not access another gym's records, bypass permissions or usage limits, interfere with the service or attempt to compromise its security.
• Do not upload unlawful content or content that infringes someone else's rights, or impersonate another business.

MyFitDesk and its licensors retain rights in the software, design and branding. Your plan permits use for authorised gym operations and does not transfer ownership of the software. We may suspend accounts that break these rules or put the service or other users at risk.

Availability and liability

We work to keep MyFitDesk available and accurate, but maintenance, third-party outages and other interruptions can occur. The service is provided “as is”. To the extent the law allows, MyFitDesk is not liable for indirect or consequential losses, and our total liability is limited to the amount you paid us in the three months before the claim. Nothing here limits liability or statutory rights that cannot be limited by law.

Ending use and deleting a gym

You can stop using MyFitDesk at any time. Cancel any recurring payment mandate before closing the gym's account; stopping use does not cancel AutoPay. The owner can request gym deletion in Settings after cancelling and resolving any active AutoPay setup. This immediately restricts gym access and normally allows seven days for recovery. An administrator-arranged request may allow three to seven days; the deadline shown for the request governs. After it expires, permanent cleanup begins automatically.

A staff or trainer deletion request deactivates that person's gym access and does not delete the gym's records. Read our data deletion instructions for recovery, individual requests and information that may need to be retained.

Changes, governing law and contact

Features and these terms may change as the service develops. We will bring material changes to gym owners' attention and obtain any additional agreement required by law. The date above identifies this version. Continued use after revised terms take effect means you accept them, subject to applicable law. These terms are governed by the laws of India.

MyFitDesk service, billing, terms and grievance enquiries: support@myfitdesk.app.