Terms & Conditions

1. Acceptance of Terms

By registering a gym account, accepting an invitation as staff/trainer, or using any part of the Service, you confirm that you have read, understood, and agree to these Terms and our Privacy Policy, which is incorporated by reference. If you are agreeing on behalf of a gym or business, you confirm you have the authority to bind that entity to these Terms.

2. Description of Service

GymPilot is a subscription-based software-as-a-service (SaaS) platform that helps gyms manage day-to-day operations, including: member registration and profiles, attendance tracking (including QR-code check-in), membership plans and renewals, payment and invoice records, staff and trainer management, diet and workout plan creation and assignment, class scheduling and bookings, lead/enquiry tracking, stock and product sales, and related reporting and notifications.

GymPilot is a technology platform. We do not operate gyms, provide fitness training, offer medical or dietary advice, or verify the accuracy of health, fitness, diet, or workout content entered by a gym's own staff or trainers. All fitness, diet, and health-related content within the Service is created and controlled entirely by the gym and its staff, at their own professional discretion and responsibility.

3. Account Registration & Responsibilities

• You must provide accurate, current, and complete information when creating an account and keep it up to date.
• You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.
• Gym owners/admins are responsible for managing which staff members have access to the Service and for setting appropriate role-based permissions for receptionists, trainers, and other staff.
• You must notify us promptly at support@pinakra.com if you become aware of any unauthorised use of your account or a security breach.
• One gym account may not be shared across unrelated, independently operated gym businesses without our prior written consent.

4. Acceptable Use

When using the Service, you agree that you will not:

• Use the Service for any unlawful purpose or in violation of any applicable local, state, national, or international law
• Upload, store, or transmit any content that is defamatory, obscene, infringing, or that violates the privacy or rights of any third party
• Attempt to gain unauthorised access to any account, system, or data not belonging to you, including other gyms' data
• Reverse-engineer, decompile, scrape, or attempt to extract the source code of the Service, except as permitted by law
• Introduce viruses, malware, or other harmful code, or attempt to disrupt or overload our infrastructure
• Use member contact details obtained through the Service (e.g. phone numbers, WhatsApp links) for unsolicited marketing unrelated to the member's own gym membership, or in violation of applicable telecom/spam regulations
• Misrepresent your identity or affiliation with any gym

We reserve the right to suspend or terminate accounts that violate these terms, at our reasonable discretion.

5. Subscription & Billing Terms

Access to GymPilot is provided on a subscription basis, as agreed between the gym and Pinakra (or our authorised reseller/platform administrator) at the time of onboarding, covering the applicable plan tier, billing cycle, and pricing.

• Subscription fees, once paid, are generally non-refundable except where required by law or expressly agreed in writing.
• It is the gym's responsibility to renew its subscription on time; we may suspend access to the dashboard if a subscription lapses, without affecting the gym's ownership of its underlying data (see Section 6).
• Any in-app "UPI Payment" feature used between a gym and its members is a convenience tool for recording and reconciling member fee payments; GymPilot is not a party to, and does not guarantee, settle, or insure, any transaction between a gym and its member.
• Prices and plans may be revised prospectively with reasonable notice to the gym owner.

6. Data Ownership

As between GymPilot/Pinakra and the gym, the gym retains full ownership of all data it enters into the Service — including member records, attendance logs, payment records, diet/workout plans, and any other content created through its account. GymPilot claims no ownership rights over this data; we process and store it solely to provide the Service, as described in our Privacy Policy.

Gyms may request an export of their data, or deletion of their account and associated data, at any time by contacting support@pinakra.com, subject to any statutory retention requirements described in our Privacy Policy.

7. Service Availability / Uptime Disclaimer

We aim to keep the Service available and performant at all times, but the Service is provided "as is" and "as available", without any guarantee of uninterrupted or error-free operation. Access may occasionally be affected by scheduled maintenance, updates, third-party hosting or network issues, or circumstances beyond our reasonable control. We do not warrant that the Service will be free from bugs, downtime, or data loss, and we are not liable for losses arising from temporary unavailability of the Service.

8. Intellectual Property

The Service, including its software, design, branding, logos ("GymPilot" name and mark), and underlying technology, is the property of Pinakra and is protected by applicable intellectual property laws. These Terms do not grant you any right to use Pinakra's or GymPilot's trademarks, logos, or branding without our prior written consent. You retain no rights to the Service itself beyond the limited right to access and use it in accordance with these Terms.

9. Limitation of Liability

To the maximum extent permitted by applicable law, GymPilot and Pinakra, together with their officers, employees, and agents, shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, goodwill, or business opportunity, arising out of or related to your use of, or inability to use, the Service — even if we have been advised of the possibility of such damages.

Our total aggregate liability arising out of or relating to these Terms or the Service shall not exceed the total subscription fees actually paid by the gym to GymPilot/Pinakra in the twelve (12) months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable Indian law.

10. Indemnification

You agree to indemnify and hold harmless GymPilot and Pinakra from any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising out of your use of the Service, your violation of these Terms, or your violation of any rights of a third party, including but not limited to a gym member whose data you have entered into the Service without proper authorisation or consent where required.

11. Termination

• You may stop using the Service and request closure of your account at any time by contacting support@pinakra.com.
• We may suspend or terminate access to the Service, with notice where reasonably practicable, if: (a) subscription fees remain unpaid after the applicable grace period; (b) you breach these Terms or our Acceptable Use provisions; or (c) we are required to do so by law.
• Upon termination, your right to access the Service ceases immediately; provisions of these Terms that by their nature should survive termination (including Data Ownership, Limitation of Liability, Indemnification, and Governing Law) will continue to apply.

12. Governing Law & Jurisdiction

These Terms, and any dispute arising out of or in connection with them or the Service, shall be governed by and construed in accordance with the laws of India, without regard to its conflict of law principles. The courts at Delhi shall have exclusive jurisdiction over any disputes arising under these Terms.

13. Changes to These Terms

We may revise these Terms from time to time to reflect changes in our Service, business practices, or legal requirements. When we make material changes, we will update the "Last Updated" date above and, where appropriate, notify gym owners via the dashboard or registered email. Your continued use of the Service after any such update constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you should stop using the Service and may request account closure as described in Section 11.

14. Contact Us

If you have any questions about these Terms & Conditions, please contact us: