Terms of Service

The service

TrainerBook provides booking, calendar, membership and payment-tracking tools for personal trainers and their clients. We may add, change or remove features over time.

Your account

You must provide accurate information and keep your login details secure — you are responsible for activity under your account. We recommend enabling two-factor authentication. You must be old enough to enter a contract in your jurisdiction.

Acceptable use

You agree not to:

• use TrainerBook for anything unlawful, or to harass or harm others;
• upload other people’s personal data without a lawful basis to do so;
• attempt to break, overload, scrape or interfere with the service or its security;
• misuse the platform to send spam or unsolicited marketing.

Trainer responsibilities

If you use TrainerBook as a Trainer, you are the data controller for your clients’ information. You are responsible for having a lawful basis to hold it, for obtaining consent where required (especially health information), and for giving your clients your own privacy notice.

Intake forms (PAR-Q and waiver) are a screening and record-keeping aid, not medical advice or a diagnosis. You remain responsible for your professional advice, qualifications, insurance and the safety of your sessions.

AI session suggestions (if you choose to enable them) are an optional aid that drafts ideas for you to review — they are not advice, a training programme or a diagnosis, may be inaccurate or incomplete, and must never be acted on or shared with a client without your own professional review. You remain fully responsible for the training you provide. Enabling the feature sends the relevant client’s data (without their name or email) to our AI sub-processor to generate a suggestion; you are responsible for having a lawful basis and any necessary consent to do so.

Payments

TrainerBook offers a free tier and a paid "Pro" subscription, billed through Stripe at the price shown when you subscribe. Subscriptions renew automatically until cancelled; you can cancel from Settings → Billing and will keep Pro until the end of the paid period.

Payments from a Trainer’s clients (cash, standing order or Direct Debit) are a matter between the Trainer and their client. Direct Debits are collected via GoCardless and settle directly to the Trainer’s own bank account — TrainerBook never holds client funds and takes no cut of them.

Cancellations and refunds

You can cancel your Pro subscription at any time. Except where the law requires otherwise, fees already paid for the current period are non-refundable.

Intellectual property

TrainerBook and its software remain our property. You keep ownership of the content and branding you add, and grant us the limited licence needed to host and display it to provide the service.

Availability and disclaimers

We work hard to keep TrainerBook available and reliable, but it is provided "as is" without warranties of uninterrupted or error-free operation.

Limitation of liability

To the fullest extent permitted by law, we are not liable for indirect or consequential losses, and our total liability is limited as set out in the finalised terms. Nothing in these terms excludes liability that cannot be excluded by law.

Termination

You may stop using TrainerBook and delete your account at any time. We may suspend or end access if these terms are breached. On termination, your data is handled as described in the Privacy Policy.

Changes and governing law

We may update these terms; continued use after an update means you accept the change. These terms are governed by the laws of England and Wales.