Terms of use

1. Accepting these terms

These terms are an agreement between you and Gymgator (“we” or “us”). By creating an account, accepting the terms in the app or continuing to use the service, you accept these terms and our privacy policy. If you do not accept them, please do not use the service.

If you use the service on behalf of a gym or a company, you confirm that you have the authority to bind that gym or company to these terms.

2. The Gymgator service

Gymgator is an online gym and studio management service made up of:

• •A back office for gym owners and staff to manage members, packages, class schedules, check-ins and payments
• •A member app to view class schedules, book classes, check in by QR, buy or renew packages and receive notifications from the gym

3. User accounts

• •You must give accurate, up-to-date information and keep your password secret. You are responsible for activity on your account.
• •One member account works with every gym you join. Your name and profile photo are shown to every gym you are a member of.
• •Staff can use the back office only by invitation from a gym. The gym sets its staff’s roles and permissions and is responsible for how its staff use the system.
• •If you suspect someone else has used your account, change your password and tell us right away.

Members can delete their account in the app at any time. See the steps and what deletion means on Delete your account.

4. Plans and fees for gyms

This section applies to gyms that subscribe to Gymgator.

• •New gyms get a 14-day free trial with Pro features, with no card details needed. When the trial ends, choose a plan to keep using the service.
• •The Starter, Pro and Max plans come in monthly and yearly options. Prices and what each plan covers are as shown on the Pricing page. Prices are in Thai baht and exclude 7% VAT.
• •To sign up for, change or renew a plan, contact our team on 081-113-9520. Once payment is received, the team records it and activates the service up to the “paid until” date shown in the back office.
• •There are no automatic charges. After the “paid until” date, the gym keeps full use for another 7 days with a reminder. After that the back office becomes read-only and new packages cannot be sold, while existing members can still book classes and enter the gym as usual.
• •If payment is overdue for more than 30 days in a row, we may suspend the gym’s account. Once paid, the account is restored as before.
• •If usage goes beyond the plan — for example in branches, members or staff — we will ask you to upgrade without cutting off the service right away. You can move to a smaller plan once your usage fits within it.

5. Payments between members and gyms

• •Gym packages and services are paid to the gym directly, by bank transfer or PromptPay with the slip attached in the app, or at the gym’s counter. Gymgator never holds the money, is not a payment intermediary and takes no transaction fees.
• •Slips are checked by gym staff only. A package starts once the gym confirms the payment. The system never decides for the gym whether a slip is genuine.
• •Invoices without an attached slip expire after the time the gym sets, and packages are never renewed or charged automatically.
• •Refunds, package freezes, package changes and discounts follow each gym’s own policy. Please contact the gym directly.

6. Booking, cancellation and check-in

Each gym sets its own booking rules, which the app shows before you confirm. In general:

• •Cancelling before the gym’s cut-off has no consequences and your credit is returned. Cancelling later, or not showing up, may lose the credit and count as a no-show.
• •After the number of no-shows the gym sets, the gym may pause your advance bookings for a while. You can still enter the gym as your package allows.
• •If the gym cancels a class, your credit is returned and it does not count as a no-show.
• •Your check-in QR is yours alone and its code keeps changing. Do not pass it on or let anyone else use it.

7. Prohibited use

You agree not to:

• •Use the service unlawfully, fraudulently or in a way that infringes others’ rights, including attaching fake or reused slips
• •Access, or try to access, the data of another gym or user without permission
• •Disrupt the system, for example by sending unusually large numbers of requests, using bots to book or getting around system limits
• •Reverse engineer, copy or resell the service without written permission
• •Upload content that is unlawful, contains malware or is inappropriate

8. Gym data and content

• •The gym owns the data that the gym and its members record in the system and is the data controller of its members’ personal data. Gymgator processes that data only on the gym’s instructions, to provide the service.
• •The gym is responsible for collecting and using its member data lawfully, including any notices and consents needed, and for the accuracy of the packages, prices, class schedules and payment details it sets up.
• •The gym allows Gymgator to use the gym’s name, logo and colors to display them in the member app and in documents the system issues for the gym.

How we collect and use personal data is described in our privacy policy.

9. Intellectual property

The Gymgator software, design, name and marks belong to us or our licensors. We grant you a non-exclusive, non-transferable right to use the service for as long as you are entitled to under these terms. We may use any feedback you send us to improve the service, without any obligation to you.

10. Availability and changes to the service

• •We aim to keep the service available at all times and back up data regularly, but we do not guarantee that it will be uninterrupted or error-free.
• •We may take the system down for maintenance from time to time and will try to give notice when it significantly affects use.
• •We may add, change or remove features. If a change reduces what a plan the gym has paid for covers, we will give notice in advance.
• •To keep things running smoothly for every gym, usage is rate-limited by plan.

11. Suspension and termination

By you

• •Members can stop using the service at any time by deleting their account in the app.
• •Gyms can stop by not renewing their plan, or by asking our team on 081-113-9520 to close the gym account. You can ask for a copy of your gym’s data before the account is closed.

By us

We may suspend or end access if these terms are breached, if use puts the system or other users at risk, or if service fees are overdue as described in section 4. We will tell you why, unless the law prevents us.

Data after the service ends is kept and deleted according to the retention periods in section 6 of our privacy policy.

12. Limitation of liability

• •Gymgator is not responsible for services, injuries, lost property or disputes that arise in a gym or between members and a gym, including payments and refunds between them.
• •To the extent the law allows, we are not liable for indirect losses such as lost revenue or business opportunities, and our total liability to a gym is limited to the service fees the gym paid us in the 12 months before the event.
• •This section does not limit liability that the law does not allow to be limited, and does not affect consumers’ statutory rights.

13. Changes to these terms

We may change these terms from time to time. The latest version is always on this page with its version number and date. If we make a significant change, we will tell you by email or in the back office before it takes effect. Continuing to use the service after the effective date means you accept the updated terms.

14. Governing law

These terms are governed by Thai law. Any dispute that cannot be settled by agreement falls under the jurisdiction of the Thai courts.

15. Contact us

Service provider

Gymgator

Phone

081-113-9520