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Fitness OS Terms of Use, Trial & Subscription Agreement

Last updated: 06/03/2026

These Terms of Use, Trial & Subscription Agreement (“Terms”) govern your access to and use of the Fitness OS platform and any related services we provide.

By clicking to accept these Terms, starting a trial, creating an account, or using Fitness OS, you agree to be bound by them.

If you do not agree to these Terms, you must not use Fitness OS.

1. About Us

Fitness OS is provided by FITNESS OS LTD (“Fitness OS”, “we”, “us” or “our”).

Company name: FITNESS OS LTD

Company number: 15629363

Registered office: 43 High Street, Uppermill, Oldham, Greater Manchester, England, OL3 6HS

Company type: Private limited company

Email: [email protected]

FITNESS OS LTD is an active private limited company incorporated in England on 9 April 2024.

2. These Terms

These Terms apply to all users of Fitness OS, including trial users, paying subscribers, and anyone accessing the platform on behalf of a business.

If you use Fitness OS on behalf of a business, you confirm that you have authority to bind that business to these Terms. In that case, “you” means both you and that business.

You may only use Fitness OS if:

you are at least 18 years old;

the information you provide is accurate and complete; and

you will use the platform only for lawful business purposes.

3. The Service

Fitness OS is a subscription software platform designed to help fitness businesses manage and grow their operations.

Depending on your plan, Fitness OS may include tools and features such as:

CRM and contact management;

forms, landing pages, websites and funnels;

calendars, booking systems and appointment workflows;

invoicing, payments and billing tools;

email and automation tools;

client onboarding and communication tools;

templates, reporting and related support features.

We may improve, update, modify, replace or remove features from time to time. We may also suspend parts of the platform for maintenance, updates, security, legal reasons or operational improvements.

We do not guarantee that every feature will be available at all times or that the platform will be uninterrupted or error-free.

4. Account Registration and Account Responsibility

To use Fitness OS, you must create an account and provide any information reasonably requested by us.

You are responsible for:

keeping your login details confidential;

all activity that takes place under your account;

ensuring that any team members or users you allow onto your account comply with these Terms; and

promptly notifying us of any unauthorised access, misuse or suspected security issue.

You must not share access in a way that breaches your plan limits or allows unauthorised use of the platform.

We may suspend or restrict your account if we believe there has been a security breach or a breach of these Terms.

5. Free Trial

5.1 Trial Offer

We may offer a 7-day free trial to new users.

The purpose of the trial is to allow you to evaluate the platform before becoming a paying subscriber.

We may decide eligibility for a trial at our discretion and may refuse, limit or withdraw trial access where we reasonably believe a user has already received a trial or is attempting to misuse the offer.

5.2 Payment Details Required

To begin the trial, you must provide valid payment details.

By starting the trial, you authorise us and/or our payment processor to store your payment method and to charge it if you do not cancel before the end of the trial period.

5.3 Automatic Conversion to Paid Subscription

Unless you cancel before the end of the 7-day trial, your account will automatically convert into a paid subscription on the plan and billing basis shown at checkout.

You are responsible for cancelling your trial before it ends if you do not want to be charged.

5.4 Checkout Notice and Reminders

At checkout, we make clear that:

the trial will automatically convert into a paid subscription unless cancelled in time; and

payment details are required up front.

We may also send reminder emails or notifications before the trial expires. These reminders are provided as a courtesy only. It remains your responsibility to cancel before the trial ends if you do not wish to continue.

5.5 Cancelling During the Trial

You may cancel your trial at any time before it expires by using the cancellation method made available in your account or by contacting us using the support details we provide.

If you cancel before the end of the trial, you will not be charged the first subscription fee unless a payment has already been validly processed before your cancellation takes effect.

5.6 No Refund for Failure to Cancel

If you do not cancel before the trial expires, the subscription will begin automatically and the relevant fee will become payable. Failure to cancel in time does not entitle you to a refund, except where required by law.

6. Subscription Plans, Fees and Billing

Fitness OS is provided on a subscription basis.

Your access, features and usage limits depend on the plan you select.

By subscribing, you agree to pay the fees shown at checkout or otherwise agreed with us.

6.1 Recurring Billing

Subscriptions renew automatically on a recurring basis unless cancelled before the next renewal date.

You authorise us and/or our payment processor to collect recurring subscription charges using your chosen payment method.

6.2 Fees

All fees are stated in pounds sterling unless otherwise stated.

We are not currently VAT registered, so VAT is not currently charged. If our VAT status changes in future, we may update our pricing and invoices accordingly.

6.3 Failed or Late Payments

If a payment fails, is declined, or cannot be collected, we may:

retry the payment;

suspend access to all or part of the service;

restrict functionality;

recover any outstanding sums; and/or

terminate your account if payment remains overdue.

6.4 Price Changes

We may change pricing from time to time. Where we do so, we will give reasonable notice before the new price applies to your next renewal.

7. Cancellation of Subscription

You may cancel your subscription at any time before your next renewal date.

Cancellation stops future renewals but does not usually entitle you to a refund for any current billing period that has already started or been paid for, unless required by law or expressly agreed by us.

Following cancellation:

your access may continue until the end of the current paid period;

after that, access to the platform and certain data may be restricted or removed;

you are responsible for exporting any data you wish to keep before access ends.

8. Domains

8.1 Domain Registration as Part of the Service

Where we register a domain for you or in connection with your Fitness OS account, we may do so as part of your subscription package and cover the registration and renewal cost while you remain an active Fitness OS subscriber, subject to your plan and continued payment.

Unless we expressly agree otherwise in writing, any domain registered by us through our account or provider relationship as part of the Fitness OS service is registered and held by or on behalf of Fitness OS while you remain a Fitness OS user.

8.2 Domain Responsibility During Subscription

While a domain is held as part of your Fitness OS subscription:

Fitness OS is responsible for the registration arrangement and renewal handling through our chosen provider;

the domain remains within the Fitness OS environment;

your right to use that domain through the platform is conditional on your active subscription and compliance with these Terms.

8.3 Transfer of Domain Out of Fitness OS

If, after cancellation or during an exit process, you want a domain transferred out of Fitness OS for use elsewhere, we can arrange this for a fixed fee of £50.

This fee covers:

the administration involved in releasing and transferring the domain; and

the fact that Fitness OS has already paid the domain registration cost for the relevant registration period.

The £50 transfer fee must be paid in full before we are required to begin the transfer process.

8.4 Effect of Transfer

Once the domain has been successfully transferred out:

the domain will no longer belong to, sit within, or be the responsibility of Fitness OS;

you will be solely responsible for ongoing renewal fees, registrar charges, DNS management, hosting configuration and all future costs or administration relating to that domain;

Fitness OS will have no further responsibility for that domain.

8.5 Transfer Cooperation

You agree to provide any information or action reasonably required to complete a domain transfer, including destination registrar details, account information, and confirmation steps.

We are not responsible for delays caused by third-party registrars, incomplete information, failed transfer requests, or issues outside our reasonable control.

9. Customer Data and Your Responsibilities

You retain responsibility for all data, content, materials, communications, branding, copy, images, forms, automations, contact records and other information that you upload to or create within Fitness OS (“Customer Data”).

You are solely responsible for:

the legality, accuracy and quality of your Customer Data;

making sure you have all necessary rights, permissions and lawful bases to use that data;

how you communicate with your leads, customers and contacts;

the content of emails, messages, automations, forms, pages and workflows you create;

keeping appropriate backups or exports where needed.

You grant us a non-exclusive, worldwide, royalty-free licence to host, process, store, copy, transmit and otherwise use Customer Data only to the extent reasonably necessary to provide, support, secure and improve the service and to comply with law.

10. Data Protection, GDPR and ICO Compliance

You acknowledge that Fitness OS is a software platform and that you are responsible for how you use it in your business.

By accepting these Terms, you confirm and agree that:

you will comply with all applicable data protection, privacy and electronic marketing laws and regulations;

you will only upload or process personal data where you have a lawful basis to do so;

you will provide any privacy information, notices and disclosures required by law to your leads, contacts and clients;

you will obtain valid consent where consent is required;

you will honour opt-outs, unsubscribe requests and objections to direct marketing;

you will act in accordance with applicable GDPR requirements; and

where legally required, you are registered with the ICO and have paid any applicable data protection fee, or you have correctly determined that you are exempt.

You are solely responsible for your own compliance with data protection law and the lawful operation of your business.

11. Acceptable Use

You must not use Fitness OS:

for any unlawful, fraudulent or misleading purpose;

to send spam or unlawful marketing communications;

to store, use or process data unlawfully;

to infringe any third party’s rights;

to upload harmful, offensive, defamatory or unlawful content;

to misuse payment tools, communications tools or automations;

to attempt unauthorised access to the platform or related systems;

to copy, reverse engineer, resell, sublicense or commercially exploit the platform beyond the rights granted under these Terms.

We may suspend or terminate access where we reasonably believe there has been misuse, unlawful activity, security risk or a breach of these Terms.

12. Third-Party Services and Integrations

Fitness OS may connect with or rely on third-party tools and service providers, including payment processors, messaging services, email services, domain services, calendars and other software integrations.

Your use of third-party services may be subject to separate terms and fees imposed by those providers.

We are not responsible for:

third-party outages or service failures;

third-party pricing or policy changes;

third-party acts or omissions; or

losses caused by third-party services outside our reasonable control.

13. Intellectual Property

All intellectual property rights in Fitness OS, including the platform, software, systems, templates, workflows, branding, documentation and related materials, belong to us or our licensors.

We grant you a limited, non-exclusive, non-transferable, revocable right to use Fitness OS during an active trial or paid subscription, solely for your internal business use and in accordance with these Terms.

You must not copy, distribute, modify, reverse engineer, or create derivative works from Fitness OS except where required by law or expressly permitted by us in writing.

14. Availability, Support and Changes

We will use reasonable care and skill in providing the platform, but we do not guarantee uninterrupted availability.

We may carry out maintenance, updates, upgrades, repairs and security work at any time. This may affect availability or features.

Any onboarding, support, guidance or implementation assistance we offer is provided on a reasonable efforts basis unless expressly stated otherwise.

We may change, improve or discontinue parts of the service at any time.

15. Suspension and Termination by Us

We may suspend, restrict or terminate your access immediately if:

you breach these Terms;

payment is overdue;

we reasonably suspect fraud, abuse, spam, unlawful activity or security risk;

your use exposes us, the platform or others to legal or operational risk; or

we are required to do so by law or by a key supplier.

Where appropriate, we may allow you an opportunity to remedy the issue, but we are not obliged to do so in urgent or serious cases.

16. No Guarantee of Results

Fitness OS is a business software tool.

We do not promise or guarantee that use of the platform will:

generate leads, clients, revenue or profit;

improve sales or conversion rates;

ensure legal compliance in your business; or

produce any specific commercial result.

You remain responsible for how you use the software and the outcomes of your business activities.

17. Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so.

Subject to that:

we are not liable for indirect or consequential loss;

we are not liable for loss of profit, revenue, business opportunity, goodwill, anticipated savings or data;

we are not liable for losses caused by third-party providers, internet failures, misuse of the service, incorrect configuration by you, or matters outside our reasonable control.

To the fullest extent permitted by law, our total aggregate liability arising out of or in connection with Fitness OS or these Terms shall not exceed the total amount paid by you to us in the 12 months immediately before the event giving rise to the claim.

18. Indemnity

You agree to indemnify us against losses, costs, claims, damages, liabilities and expenses arising out of or connected with:

your breach of these Terms;

your use of the platform in breach of law;

your Customer Data;

your marketing, messaging or payment activity;

your breach of data protection or privacy law;

claims by third parties arising from your business, products, services or content.

19. Consumer Rights and Immediate Access

Fitness OS is intended for business use.

If you are contracting as a consumer, nothing in these Terms affects any rights you have that cannot legally be excluded.

If you request immediate access to the platform during the trial or subscription period, you agree that digital services will begin immediately after sign-up.

20. Changes to These Terms

We may update these Terms from time to time.

Where we make material changes, we will take reasonable steps to notify users, such as by email, in-platform notice or website notice.

Your continued use of Fitness OS after updated Terms come into effect means you accept the revised Terms.

21. General

If any part of these Terms is found to be invalid or unenforceable, the rest will remain in force.

Our failure to enforce any right does not amount to a waiver of that right.

You may not assign or transfer your rights under these Terms without our prior written consent. We may assign or transfer our rights as part of a business reorganisation, sale or transfer.

These Terms, together with any pricing page, order details, privacy documents and other documents expressly incorporated into them, form the entire agreement between you and us regarding Fitness OS.

22. Governing Law

These Terms are governed by the laws of England and Wales.

Any dispute arising in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales, except where mandatory law provides otherwise.