Terms and Conditions

These Terms and Conditions (“Terms”) govern your use of GymLink, a gym-management platform owned and operated by Byteplex Technologies Private Limited (“Byteplex”, “we”, “us”). They apply to our website gymlinklabs.com, the GymLink web dashboard, the GymLink app for gym owners and staff, and the GymLink member app (together, the “Services”).

By creating an account, signing in or using the Services, you agree to these Terms and to our Privacy Policy. If you do not agree, please do not use the Services.

If you accept these Terms on behalf of a gym or business, you confirm that you have authority to bind it, and “you” includes that gym or business.

You must be at least 18 years old, and able to form a binding contract under Indian law, to use the Services.

• Accurate details: give accurate, current and complete information when you register, and keep it up to date.
• Account security: keep your sign-in details and one-time passwords (OTPs) confidential. You are responsible for all activity under your account.
• Staff access: the Owner decides which Staff can sign in to the Gym, and each role comes with a fixed set of permissions: a receptionist runs the front desk, and a trainer sees their own clients and sessions. The Owner is responsible for Staff activity, and should switch off a person’s access as soon as they leave.
• Member access: a Member can use the member app only while their Gym keeps them on its GymLink account.
• Report misuse: email info@gymlinklabs.com at once if you suspect someone has accessed your account without permission.

GymLink is software that helps Gyms run their business and helps Members keep track of their membership.

• For Gyms: tools to manage memberships and renewals, attendance, Staff, personal training, offers and coupons, payment records and reports.
• For Members: a member app to check in at their Gym and view their membership, personal training and other information their Gym shares.

We provide software only. We do not run gyms, employ trainers, or provide fitness, medical or nutrition services. Each Gym is solely responsible for its own facilities, staff, services, prices and dealings with its Members.

We may add, change or remove features over time. We will give reasonable notice before removing a feature that materially reduces what a paid Subscription includes.

If you use GymLink for a Gym, you are responsible for the following.

• Lawful collection: give any notice the law requires, and obtain any required consent, before adding a Member’s or Staff member’s details to GymLink.
• Health details: record details such as weight and height only with the Member’s consent, and only when you need them.
• Accuracy: keep Gym Data accurate, including membership dates, fees, payments and attendance.
• Your own records: keep the business and tax records the law asks of you, such as the GST invoices you issue to Members. Download them from GymLink before you delete your account: deleting it deletes them, and they cannot be recovered.
• Your members: your arrangements with Members, including fees, refunds, freezes and transfers, and the quality and safety of your services. GymLink is not a party to those arrangements.
• Your messages: make sure reminders and offers you send to Members follow applicable law, including consent for promotional messages.
• Your team: the actions of your Staff on GymLink.
• Data requests: respond to Members’ requests about their personal data. We will help where needed.

Under India’s Digital Personal Data Protection Act, 2023, you are the Data Fiduciary for your Members’ data, and we process it on your behalf as your Data Processor.

If you use the member app, your gym membership is an arrangement between you and your Gym, not GymLink.

• Questions about your membership: fees, refunds, renewals, freezes, attendance and services at the Gym are handled by your Gym.
• Your information: your Gym enters and manages most of the details you see in the app. If something looks wrong, ask your Gym to correct it.
• Messages: your Gym may send you reminders and offers through GymLink. Tell your Gym if you no longer want promotional messages.
• Health and safety: GymLink does not give medical or fitness advice. Consult a qualified doctor before starting any exercise programme, and follow your Gym’s safety rules.
• Access: your access to the member app may end if your Gym removes you, closes its account or stops using GymLink.

Gyms pay for GymLink through a Subscription. Members do not pay GymLink.

• Plans and prices: plans, prices, features and offers are shown on our pricing page or quoted to you in writing. The price shown when you buy applies for that Subscription period.
• Free trials and offers: we may offer free trials or promotional periods. The terms shown with the offer apply, and when a trial ends you need a paid Subscription to keep using the Services.
• Payment: Subscriptions are paid in advance, online through Razorpay or by another method we agree in writing. Razorpay’s own terms apply to your payment.
• Taxes and invoices: all prices include GST. We issue a tax invoice for each payment.
• Renewal: Subscriptions do not renew automatically. To keep using the Services, pay for a new period before your current one ends.
• Late renewal or failed payments: if you do not renew in time, or a payment fails, we may suspend access after giving you notice. Your Gym Data is then kept as described in section 13.
• Price changes: we may change prices for future Subscription periods. We will tell you at least 30 days before a change affects you, and it never affects a period you have already paid for.

Subscriptions do not renew automatically, so a Gym can stop using GymLink at any time by not renewing. You keep access until the end of the period you have paid for. To close your account sooner, delete it in the GymLink gym app (Settings → Delete my account), or email info@gymlinklabs.com, as our account deletion page describes. Deleting ends any period you have already paid for, without a refund.

• Refunds: Subscription fees are non-refundable once paid, including if you stop using the Services partway through a period, except as set out below or where the law requires.
• Duplicate or wrong charges: if you are charged twice, or charged for a payment that failed, we refund the extra amount to your original payment method. Refunds usually reach you within 5 to 7 working days after we process them, depending on your bank.
• If we cannot provide the Services: if we stop providing the Services for reasons within our control, we refund the unused part of your paid period on a pro-rata basis.

Members pay their Gym, not GymLink. Refunds of gym membership fees are handled by the Gym under its own policy.

Gyms own their Gym Data, and we use it only to provide the Services.

• Ownership: Members and Staff keep whatever rights they have in their own personal data.
• Our licence: you allow us to host, store, process and display Gym Data only to provide, secure and improve the Services, and as our Privacy Policy describes.
• Aggregated data: we may use aggregated or de-identified data, which does not identify any person or Gym, to understand usage and improve GymLink.
• Export: an Owner can ask us for a copy of the Gym Data at any time, including after the Subscription ends, until the account is deleted.
• Deletion: an Owner can delete their account in the GymLink gym app (Settings → Delete my account), or by emailing info@gymlinklabs.com. This closes every Gym the Owner owns and deletes its Gym Data, apart from the records our account deletion page lists. It is available once no Member of those Gyms has an active or paused membership; a Member you have removed from your member list no longer counts. Deleting does not end anything you still owe your Members or any fees already due to us.
• No sale: we do not sell Gym Data, and we do not use Member data to market our own products to Members.

You must use the Services lawfully and only for their intended purpose. You must not:

• use the Services for anything unlawful, fraudulent or harmful;
• upload data you have no right to share, or add personal data without the required notice or consent;
• send spam or unsolicited promotional messages using GymLink;
• try to access another Gym’s data, another person’s account, or any part of the Services you are not authorised to use;
• probe, scan or test the Services for vulnerabilities, or disrupt them, without our written permission;
• copy, modify, reverse-engineer or decompile the apps or software, except where the law allows it;
• scrape the Services or use bots or automated tools on them without our written permission;
• upload viruses, malware or other harmful code;
• resell, rent or sublicense the Services without our written permission; or
• use the Services to build a competing product.

We may remove content, or suspend access, that breaks this section.

Some parts of the Services rely on other companies, and their own terms apply.

• WhatsApp: GymLink can open WhatsApp with a Member’s number and a pre-written message. The Gym sends the message from its own WhatsApp account and must follow WhatsApp’s terms and policies.
• SMS and email: we send sign-in codes (OTPs) by SMS, and reminders and service messages by email, through our providers. Delivery depends on those providers and on mobile networks, so we cannot guarantee it.
• Payments: Razorpay processes Subscription payments under its own terms.
• Other providers: we use providers for hosting, sign-in, security checks and monitoring, as listed in our Privacy Policy.

We are not responsible for the availability, content or actions of third-party services.

The Services belong to Byteplex, and you receive a limited right to use them.

• Our property: the software, apps, design, the GymLink name and logo, and all related content belong to Byteplex or its licensors and are protected by law.
• Your right to use: we give you a limited, non-exclusive, non-transferable and revocable right to use the Services while you follow these Terms. Gyms may use them for their internal business, and Members for personal use.
• Our brand: you may not use our name, logo or trademarks without our written permission.
• Feedback: if you send us suggestions or feedback, we may use them freely, without any obligation to you.

We work to keep the Services available and secure, but we cannot guarantee they will always be uninterrupted or error-free.

• Maintenance: we may carry out planned maintenance. Where practical, we schedule it at low-use times and give advance notice.
• Outside our control: access may be affected by internet, device or third-party problems that we do not control.
• Support: support is available by email at info@gymlinklabs.com, and we aim to respond promptly on working days.
• Updates: please keep the apps updated. Older versions may stop working as we improve security and features.

Either you or we can end your use of the Services, as set out below.

• By you: a Gym can stop using GymLink at any time (see section 7). Anyone can delete their account at any time: Members in the member app (Profile → Delete my account), and Owners and Staff in the gym app (Settings → Delete my account), or by email. The steps, the conditions and what we keep are on our account deletion page.
• By us: we may suspend or end your access, with notice where reasonable, if you breach these Terms, fail to pay, misuse the Services, create a legal or security risk, or if the law requires it.
• Immediate action: we may act without notice where needed to prevent harm, fraud or a security incident.
• After termination: your right to use the Services ends. Gym Data is kept until the Owner deletes the account, so the Gym can come back or ask us for a copy. Deleting it then works as our account deletion page describes.
• What continues: terms that by their nature should last beyond termination continue to apply, including fees owed, intellectual property, disclaimers, limitation of liability, indemnity and disputes.

To the extent the law allows, the Services are provided “as is” and “as available”.

• No warranties: we give no warranties, express or implied, including that the Services will meet your particular needs.
• Gym Data: we do not guarantee that information entered by Gyms is accurate or complete.
• No professional advice: GymLink does not provide medical, fitness, nutrition or legal advice. Reports and figures in the Services are for information only.
• Gyms’ services: we are not responsible for any Gym’s facilities, services, staff, trainers or conduct, or for any injury, loss or dispute arising from them.
• Your legal rights: nothing in these Terms removes rights you have under the Consumer Protection Act, 2019, or any other law that cannot be excluded.

To the extent the law allows, our liability to you is limited as follows.

• Indirect losses: we are not liable for indirect, incidental, special or consequential losses, or for loss of profits, revenue, goodwill or data, even if we knew they were possible.
• Overall cap: our total liability for all claims relating to the Services is limited to the fees you paid us for the Services in the 12 months before the event that led to the claim.
• Exceptions: these limits do not apply to liability that cannot be limited by law, such as liability for fraud.

If you use GymLink for a Gym, you agree to indemnify Byteplex, its directors and employees against claims, losses and costs, including reasonable legal fees, arising from:

• Gym Data, including data added without the required notice or consent;
• your dealings with your Members and Staff, and the services at your Gym;
• messages you send using GymLink; or
• your breach of these Terms or of any law.

These Terms are governed by the laws of India.

• Talk to us first: if you have a dispute, email info@gymlinklabs.com. We will try in good faith to resolve it within 30 days.
• Courts: if we cannot resolve it, the courts at Lucknow, Uttar Pradesh have exclusive jurisdiction. This does not affect any right you have under consumer protection law to approach a forum elsewhere.

We may update these Terms when GymLink or the law changes. We will post the new version on this page with a new “Last updated” date and, for significant changes, notify you in the app or by email before they take effect.

If you keep using the Services after the changes take effect, you accept the updated Terms. If you do not agree, stop using the Services and, if you are a Gym, cancel your Subscription.

• Entire agreement: these Terms, our Privacy Policy and any plan details you accept form the whole agreement between you and us about the Services.
• Severability: if any part of these Terms is found invalid, the rest still applies.
• No waiver: if we do not enforce a right, we have not given it up.
• Assignment: you may not transfer your rights under these Terms without our written consent. We may transfer ours as part of a merger, acquisition or sale of assets.
• Events beyond control: neither of us is liable for delays or failures caused by events beyond reasonable control, such as natural disasters, network or provider outages, or government action. This does not excuse payments already due.
• Notices: we may send notices to the email address or phone number on your account, or through the app. You can send notices to info@gymlinklabs.com.
• Relationship: these Terms do not create a partnership, agency or employment relationship.
• Language: if these Terms are translated, the English version prevails.

For questions or complaints about these Terms or the Services, contact us:

We acknowledge complaints promptly and resolve them within 30 days of receipt.