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Legal

Terms of Service

Last updated: 10 July 2026

These Terms of Service ("Terms") are an agreement between you and [LEGAL ENTITY NAME — business registration in progress; the registered entity name will replace this on incorporation] ("Clubstance", "we", "us"), the operator of the Clubstance gym management platform. By creating an account or using Clubstance, you agree to these Terms, our Privacy Policy, our Acceptable Use Policy, and — where you upload member data — our Data Processing Terms. If you sign up on behalf of a business, you confirm you have authority to bind it.

1. The service

Clubstance provides cloud software for running fitness businesses: member management, attendance and check-in (including QR and on-premise biometric integration), membership plans and renewals, billing and payments, lead management, workout and nutrition plans, inventory and point of sale, staff management, WhatsApp and email messaging, analytics, and a public gym page. We continuously improve the service and may add, change, or remove features; we will give reasonable notice of changes that materially reduce core functionality you pay for.

2. Eligibility & your account

  • You must be at least 18 years old and able to enter a binding contract.
  • You are responsible for your credentials, for all activity under your account, and for the accuracy and lawfulness of data you upload.
  • Give team members their own logins with appropriate roles instead of sharing yours.

3. Your data — ownership, isolation, and export

  • You own your data. Everything you or your members enter into your workspace (member records, payments, plans, content) remains yours. We claim no ownership and use it only to provide the service, as set out in the Privacy Policy and Data Processing Terms.
  • Tenant isolation. Clubstance is a multi-tenant platform. Each gym's data is logically isolated with database row-level security so one customer cannot access another's data.
  • Export. You can export your data (CSV/PDF reports, member lists) at any time while your account is active and for 12 months after cancellation.
  • Backups. We take automated daily backups of the production database for disaster recovery. Backups are retained on a rolling window and are not a substitute for your own exports.
  • Your responsibilities as a Data Fiduciary. For your members' personal data, you are the Data Fiduciary under the DPDP Act, 2023. You are responsible for having a lawful basis (including verifiable guardian consent for members under 18), for honouring member requests, and for the accuracy of records you upload.

4. Subscriptions, fees & taxes

  • Subscriptions are billed in advance in Indian Rupees (₹) and renew automatically until cancelled. Fees are exclusive of applicable taxes such as GST, which will be added where required.
  • You can cancel anytime from the app; cancellation takes effect at the end of the current billing period. Refunds are governed by our Refund & Cancellation Policy.
  • We may change prices with at least 30 days' notice; changes apply from your next renewal.
  • Payments your members make to your gym go to your own payment account (e.g. Razorpay). Clubstance is not a party to those transactions and does not take a cut of them; your gym's own terms and refund policy apply to your members.

5. Acceptable use

You must follow our Acceptable Use Policy. In short: no illegal use, no spam or unsolicited marketing through our messaging features, no uploading data you have no right to, no attempts to break, probe, or reverse-engineer the platform, and no reselling the service without our written agreement.

6. Intellectual property & copyright complaints

The Clubstance software, brand, and site content are our intellectual property; these Terms grant you a limited, non-exclusive, non-transferable right to use the service for your business while subscribed. If you believe content hosted on Clubstance (for example, on a gym's public page) infringes your copyright or other rights, notify our Grievance Officer via the Grievance Redressal page with the work, the location of the infringing material, and your contact details. We handle such notices under the Copyright Act, 1957 and the IT Act, 2000 and Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, and may remove or disable access to infringing material.

7. Service availability

We aim to keep Clubstance available around the clock, but we do not currently offer a contractual SLA. Planned maintenance is scheduled during low-usage hours with advance notice where practical. If we ever discontinue the service, we will give at least 90 days' notice and keep your data exportable throughout.

8. Suspension & termination

  • You can stop using Clubstance and delete your account at any time.
  • We may suspend or terminate accounts that materially breach these Terms, abuse the service or other users, create legal risk, or have fees more than 30 days overdue — with notice and a chance to remedy where reasonable.
  • On termination, your data remains exportable for 12 months (for paid accounts in good standing), after which it is deleted per our retention schedule. On written request, we will delete your data sooner.

9. Disclaimers

Clubstance is provided "as is" and "as available", without warranties of any kind, express or implied. We do not warrant uninterrupted or error-free operation. Clubstance is business software — it does not provide legal, tax, medical, or fitness advice, and reports (including GST summaries and AI-generated insights) are aids, not professional advice; verify them with a qualified professional.

10. Limitation of liability

To the maximum extent permitted by law: neither party is liable for indirect, incidental, special, or consequential damages, or loss of profits, revenue, or data; and our total aggregate liability arising out of the service is limited to the subscription fees you paid us in the 12 months before the event giving rise to the claim. Nothing in these Terms limits liability that cannot be limited under Indian law.

11. Indemnity

You will indemnify us against third-party claims arising from your data, your use of the service in breach of these Terms, or your violation of law — including claims from your members about data you collected without a lawful basis or messages you sent without consent.

12. Changes to these Terms

We may update these Terms as the service and law evolve. For material changes we will give at least 15 days' notice by email or in-app. Continuing to use Clubstance after the effective date means you accept the updated Terms.

13. Governing law & disputes

These Terms are governed by the laws of India. Courts at Hosur, Tamil Nadu have exclusive jurisdiction, subject to any rights you have under the Consumer Protection Act, 2019 to approach a consumer forum.

14. Contact

Questions about these Terms? Write to legal@clubstance.com. Grievances: see our Grievance Redressal page.