Terms of Service

Last Updated: October 20, 2026

1. Acceptance of Terms

By accessing, registering for, or using MyGymDesk ("Service"), you ("You", "Tenant", "Customer") agree to be bound by these Terms of Service ("Terms"), our Privacy Policy, our Refund & Cancellation Policy, and — where you are an EU/UK or other non-Indian customer — our Data Processing Agreement, all of which are incorporated herein by reference. If you do not agree to these Terms, please do not use our Service.

By clicking "I agree" or checking the consent checkbox during registration, you confirm that you have read, understood, and agree to be bound by these Terms. This constitutes a valid electronic contract under the Information Technology Act, 2000 and rules made thereunder, and (for EU/UK customers) a binding agreement under applicable law.

MyGymDesk ("Company", "We", "Us", "Our") is owned and operated by Mygymdesk Technologies Private Limited (CIN: U62013TS2026PTC213750), a company incorporated under the Companies Act, 2013, with its registered office at Flat J705, Aparna Sarovar Zicon, Nallagandla, Serilingampally, Hyderabad - 500019, Telangana, India.

2. Description of Service

MyGymDesk is a cloud-based, multi-tenant gym management software platform ("SaaS") that enables fitness businesses to manage members, subscriptions, billing, attendance, classes, and related operations. The Service is provided on a subscription basis and includes:

Owner/Staff Portal for gym management
Member Portal for member self-service
WhatsApp-based communication and automation (via approved third-party integration)
Payment processing integration (via Razorpay for Indian customers, and Stripe and/or PayPal for international customers)

3. User Accounts

You must provide accurate and complete information when creating an account.
You are responsible for maintaining the confidentiality of your account credentials.
You must be at least 18 years old to create an account and use the Service.
One account per gym/business location unless on an Enterprise plan.
You are responsible for all activities that occur under your account.
Account creation is subject to review and approval by MyGymDesk. We reserve the right to reject account registrations without providing a reason.

4. Free Trial

We offer a free trial period from the date your account is approved: 7 (seven) days for Indian customers and 14 (fourteen) days for international customers. During the trial:

No payment information is required to start a trial. You are not asked for a card to begin the trial in any region.
You have access to the features available in your selected plan.
The trial does NOT auto-convert to a paid subscription. You must explicitly choose to upgrade and make a payment to continue using the Service after the trial period. Adding a card as a payment method (see Section 5) does not by itself convert your trial; recurring billing only begins when you explicitly subscribe to a paid plan.
If you do not subscribe before the trial expires, your account will be suspended. Your data will be retained for 14 days after trial expiry, after which it may be permanently deleted (subject to Section 14 and the Privacy Policy).

5. Subscription Plans & Payments

We offer multiple subscription plans. Plan features and pricing are detailed on our pricing page. Pricing for international customers may be quoted in USD or other applicable currency.
Free plan. If you are on the Free plan, the Free Plan Terms also apply and form part of these Terms.
Fees for Indian customers are quoted and payable in Indian Rupees (₹ INR). Fees for international customers are quoted and payable in the currency shown at checkout (e.g. USD).
Payments are due in advance on a monthly or annual billing cycle, as selected by you.
All fees are exclusive of applicable taxes (including GST for Indian customers, and any applicable VAT/sales tax for international customers), which will be charged as per prevailing rates.
We reserve the right to modify pricing with 30 days' prior written notice. Existing subscriptions will continue at the agreed price until the end of their current billing cycle.
Payments are processed through our payment partners: Razorpay (Indian customers, and cards for international customers) and PayPal (international customers, where we offer it). By making a payment, you also agree to the applicable payment partner's terms of service.
Failed payments may result in service suspension after a 7-day grace period and notification.

5A. Auto-pay

This section applies when you set up auto-pay for your invoices from us, on any plan: the monthly invoice on the Free plan, and the renewal of a flat plan (a plan with a fixed monthly or yearly price) and its add-ons. You can set it up with UPI AutoPay or a card in India, or with a card outside India (or PayPal, where we offer it). You agree to it by ticking the box when you set up auto-pay, either on its own or when you pay for a plan with auto-pay turned on.

What you authorise

You authorise us to collect your invoices from us automatically from the payment method you set up, through our payment partners: Razorpay for UPI AutoPay and cards, and PayPal for PayPal. That is:
- On the Free plan: each monthly Free plan invoice.
- On a flat plan: each renewal of your plan and its add-ons, for the billing cycle you chose (monthly or yearly), at the price shown in Settings → Billing when the renewal is due.
Each debit is exactly the total of one invoice. We never debit more than the invoice. On the Free plan the amount changes from month to month with your revenue, the cap, your add-ons and tax. On a flat plan it is your plan and add-ons with tax, and it changes only when your plan, your add-ons, the price or the tax changes.
Setting up a card or UPI AutoPay on its own takes a small authorisation payment (₹1 in India, $0.50 outside India), which is refunded. Setting up PayPal takes no payment. If you turn auto-pay on when you pay for a plan, that payment is also your approval.
Auto-pay lasts until you turn it off (see "Turning auto-pay off" below). A UPI AutoPay or card registration expires after 10 years; you can then set auto-pay up again.
We do not store your full card number. Card details are tokenised and stored securely by our payment partner (Razorpay or PayPal) in line with card-network and PCI-DSS requirements.

Your limit

Every debit is also within the limit for your payment method:

UPI AutoPay (India): up to ₹15,000 per debit.
Card (India): up to ₹50,000 per debit. Under RBI rules, a debit above ₹15,000 needs your approval (an OTP) each time, so it may not go through on its own.
Card outside India: up to $250 per debit. If your Free cap plus your monthly add-ons can come to more than $250, the limit we ask your card for at set-up is that higher amount instead. Your card's limit is shown before you approve.
PayPal: PayPal does not hold a fixed limit for us, so our own limit applies: we never charge more than that invoice. On the Free plan that is never more than the Free cap ($149) plus your monthly add-ons for that month plus any small amount carried forward from an earlier month (under $2).

If an invoice is above your limit, we do not debit it: pay that invoice with its payment link instead. A flat-plan renewal that is above the limit of every method (for example some yearly renewals) is paid with a payment link each time.

If you add add-ons and your monthly maximum grows above the limit your card holds, we ask you to re-authorise your card for a higher limit. Until you do, invoices come with a payment link. Re-authorising for a higher limit removes your old saved card first; if you do not finish, auto-pay is off and invoices come with a payment link.

Notice before each debit

India, Free plan: we raise your invoice on the 2nd and email it to you. Your bank or UPI app then sends you a pre-debit notification (through Razorpay) with the amount, at least 24 hours before the debit. The debit is usually made on the 3rd.
India, flat plan: a few days before your renewal date, your bank or UPI app sends you a pre-debit notification (through Razorpay) with the amount, at least 24 hours before the debit.
Outside India: before each debit we email you the amount, the card or PayPal account we will charge, and the date. We charge it no earlier than about 25 hours later. On the Free plan this email comes with the invoice on the 2nd, and the charge is usually on the 3rd.
On the Free plan you can pay the invoice with its payment link before the debit. We then do not debit it.
If you pay by PayPal subscription, PayPal charges the plan price on each billing date and sends you its own notice; you can cancel in PayPal or in Billing.

If a debit fails

We tell you by email (and by push notification if you use the MyGymDesk app), and we try again on the following days: up to 3 more attempts.
If the invoice still has not been paid, auto-pay stops and we tell you:
- Free plan: pay the invoice with its payment link by the 7th. If it is still unpaid on the 8th, your account is locked until it is paid, as the Free Plan Terms say.
- Flat plan: we send you a payment link for the renewal. Your plan keeps working for its grace period after the renewal date; if the renewal is still unpaid when the grace period ends, your account is paused until it is paid (see Section 5).
You can set auto-pay up again at any time in Settings → Billing.

Turning auto-pay off

The account owner can turn auto-pay off at any time in Settings → Billing (Cancel auto-pay or Switch off auto-pay), or by emailing support@mygymdesk.com. Nothing is debited automatically after that; each invoice comes with a payment link (on the Free plan, due by the 7th; on a flat plan, for each renewal). Access continues until the end of the period you have already paid for. See the Refund & Cancellation Policy.
You can also cancel it from your UPI app, bank or PayPal account. We stop as soon as we are told.
If you turn auto-pay off after an invoice has been raised, a debit already requested for that invoice may still go through. If it does not, pay that invoice with its payment link.
Switching to another payment method, or re-authorising a card, is a new set-up under this section.

Who sets it up, and our records

Only the account owner can set up, switch or turn off auto-pay, in Settings → Billing. The owner of a new business can also turn it on when paying for a plan at sign-up. By setting it up you confirm that you may authorise payments from that payment method for your business.
We keep a record of each set-up: the business, the person who accepted, the version of these Terms, the date and time, and the device or app and IP address it was accepted from.
If we change this section, Section 18 applies. Auto-pay you have already set up keeps running under the updated Terms.

6. User Responsibilities

Comply with all applicable laws and regulations, including the Digital Personal Data Protection Act, 2023 ("DPDP Act") and, where applicable, the EU/UK General Data Protection Regulation ("GDPR").
As a Data Fiduciary / Controller: You are responsible for obtaining valid, informed consent (or establishing another lawful basis) from your gym members and prospective members (including people who enquire through your MyGymDesk website) before collecting and uploading their personal data (name, phone number, attendance, payment records, health data, etc.) to the Service. MyGymDesk acts as a Data Processor on your behalf and processes this data solely to provide the Service and on your documented instructions.
Maintain accurate records of your members and the lawful basis/consent on which you rely.
Use the Service only for lawful purposes related to fitness business management.
Not share your account credentials with unauthorized parties.
Ensure that any staff you grant access to your account are authorized to view and manage the data within it.

By creating an account, you consent to receive communications from MyGymDesk via:

Email: Transactional emails (receipts, account updates, onboarding guidance) and occasional product updates.
WhatsApp: Service-related messages, onboarding tips, subscription reminders, and support communications sent to the mobile number registered with your account.
In-App Notifications: Feature announcements and system alerts within the Service.

You may opt out of non-transactional communications at any time by emailing support@mygymdesk.com or clicking the unsubscribe link in any marketing email. Transactional messages related to billing, security, and account status cannot be opted out of while your account is active.

8. Prohibited Activities

You agree not to:

Use the Service for any illegal purpose or in violation of any applicable law.
Attempt to gain unauthorized access to the Service, other accounts, or our systems.
Interfere with, disrupt, or overburden the Service or its infrastructure.
Upload malicious code, viruses, or harmful content.
Resell, redistribute, sublicense, or commercially exploit the Service without written authorization.
Use the Service to send spam, unsolicited communications, or bulk messages to gym members in violation of applicable laws (including anti-spam and electronic-communications laws in your jurisdiction).
Violate any third-party intellectual property rights.
Use the Service for any business other than fitness, wellness, or related services (gyms, yoga studios, pilates, martial arts, dance studios, swimming pools, CrossFit boxes, sports academies).
Upload, store, or process data that you do not have lawful authority to process, or data obtained without proper consent or another lawful basis from the data subjects.

9. Intellectual Property

MyGymDesk, including its source code, design, logo, branding, documentation, and all associated intellectual property, is owned by MyGymDesk.
Your Data: You retain full ownership of all data you upload to the Service, including member records, payment data, attendance logs, and any other content. We do not claim ownership over your data.
You grant us a limited, non-exclusive, revocable license to use, process, and display your data solely to provide, maintain, and improve the Service, and as further described in the Privacy Policy and Data Processing Agreement.
Our trademarks, logos, and branding may not be used without prior written permission.

10. Data Privacy & Processing

We collect and process data as described in our Privacy Policy, which forms an integral part of these Terms.
Data Processing Relationship. When you use MyGymDesk to manage your gym members' and prospective members' data (including enquiries and leads you receive through the Service, such as your MyGymDesk website), you act as the Data Fiduciary (under the DPDP Act) / Controller (under the GDPR) and MyGymDesk acts as the Data Processor. We process your members' and prospective members' personal data strictly on your documented instructions and only to provide the Service.
Data Processing Agreement. For customers subject to the GDPR (and on request for any customer), a separate Data Processing Agreement governs our processing of personal data on your behalf, including sub-processors, security measures, breach notification, audit rights, and deletion on termination. Where the DPA conflicts with these Terms in respect of personal-data processing, the DPA prevails.
You are responsible for obtaining appropriate consent (or establishing another lawful basis) from your members and for complying with all applicable data protection laws.
We implement industry-standard security measures including encryption, access controls, and row-level data isolation between tenants.
International Data Transfers. Personal data may be processed in India and in other countries where our sub-processors operate. Where personal data of EU/UK individuals is transferred outside the EU/UK, we rely on appropriate transfer safeguards (such as Standard Contractual Clauses). See the Privacy Policy, Section 11.
Data Breach Notification: In the event of a personal data breach affecting your data, we will notify you without undue delay and within 72 hours of becoming aware of the breach, along with details of the nature of the breach and steps being taken to mitigate it.

11. Service Availability

We use commercially reasonable efforts to maintain high availability of the Service. However, we do not guarantee uninterrupted or error-free service.
Scheduled maintenance will be communicated at least 24 hours in advance via email or in-app notification, and will be scheduled during off-peak hours where possible.
We are not liable for downtime due to factors beyond our reasonable control, including but not limited to internet outages, third-party service failures, natural disasters, or government actions.
YouTube API Services. MyGymDesk uses YouTube API Services to publish videos to its own YouTube channels; it does not use them to access your YouTube account. That use is subject to the YouTube Terms of Service and the Google Privacy Policy, and is described in Section 5C of our Privacy Policy.

12. Limitation of Liability

The Service is provided on an "as is" and "as available" basis without warranties of any kind, whether express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement.
To the maximum extent permitted by applicable law, MyGymDesk shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business, or goodwill.
Our total aggregate liability arising out of or in connection with these Terms or the Service shall not exceed the total fees actually paid by you to MyGymDesk in the 12 (twelve) months immediately preceding the event giving rise to the claim.
Nothing in these Terms shall exclude or limit liability for fraud, gross negligence, death or personal injury caused by negligence, or any liability that cannot be excluded under applicable law.

13. Indemnification

You agree to indemnify, defend, and hold harmless MyGymDesk, its directors, officers, employees, and agents or contractors from and against any claims, losses, damages, liabilities, and expenses (including reasonable legal fees) arising out of or in connection with:

Your use of the Service in violation of these Terms.
Your breach of any applicable law, including data protection laws.
Any claim by a third party (including your gym members) arising from your use of the Service or your failure to obtain proper consent or another lawful basis for data processing.
Any content or data you upload to the Service that infringes on third-party rights.

14. Termination

You may cancel your subscription at any time from Settings > Billing & Plan, or by emailing support@mygymdesk.com.
We may suspend or terminate your account for material violation of these Terms after providing 15 days' written notice and an opportunity to cure (except in cases of egregious violations where immediate termination may be necessary).
Upon termination: Your data will be retained and available for export for 30 (thirty) days. After 30 days, your data will be permanently deleted from our active systems. Backup copies may be retained for up to 90 days before permanent deletion, except where longer retention is required by applicable tax/accounting law.
You may request a full data export (CSV/Excel format) at any time before or during the 30-day post-termination window from within the Service or by emailing support@mygymdesk.com.
Termination does not relieve you of the obligation to pay any fees accrued prior to termination.

15. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under these Terms if such failure or delay results from circumstances beyond the reasonable control of the party, including but not limited to natural disasters, epidemics, war, terrorism, riots, government actions, internet or telecommunications failures, power outages, or failures of third-party service providers. The affected party shall promptly notify the other party and make reasonable efforts to mitigate the impact.

16. Dispute Resolution

Disputes arising out of or in connection with these Terms shall first be attempted to be resolved through good-faith negotiation within 30 (thirty) days of written notice of the dispute.
If negotiation fails, the dispute shall be resolved by binding arbitration in accordance with the Arbitration and Conciliation Act, 1996 (as amended). The arbitration shall be conducted by a sole arbitrator mutually agreed upon by both parties. The seat and venue of arbitration shall be Hyderabad, Telangana, India. The language of arbitration shall be English. The arbitration award shall be final and binding on both parties.
Each party shall bear its own costs of arbitration unless the arbitrator directs otherwise.

17. Governing Law & Jurisdiction

These Terms are governed by and construed in accordance with the laws of India. Subject to the arbitration clause above, the courts of Hyderabad, Telangana, India shall have exclusive jurisdiction over any disputes arising under these Terms.

18. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes at least 30 days in advance via email to your registered email address and/or through a prominent notice within the Service, and (where the change is material) require renewed acceptance on next login. Your continued use of the Service after such notice period constitutes acceptance of the updated Terms. If you do not agree with the changes, you may terminate your subscription before the changes take effect.

19. General Provisions

Entire Agreement: These Terms, along with the Privacy Policy, Refund Policy, (on the Free plan) the Free Plan Terms, and (where applicable) the Data Processing Agreement, constitute the entire agreement between you and MyGymDesk with respect to the Service.
Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
Waiver: The failure of either party to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.
Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations to an affiliate or in connection with a merger, acquisition, or sale of substantially all of our assets.

20. Contact Information

For questions about these Terms:

Email: support@mygymdesk.com
Founder / Grievance Officer: Biswanath Sarkar — biswa@mygymdesk.com
Address: Mygymdesk Technologies Private Limited, Flat J705, Aparna Sarovar Zicon, Nallagandla, Serilingampally, Hyderabad - 500019, Telangana, India