Terms of Service

These terms govern access to and use of boxop.co.uk and the BOXOP dashboard and member app (the “Service”), provided by Gareth Holton, trading as BoxOp, of Halifax, West Yorkshire, HX3 7SA, United Kingdom (“BOXOP”, “we”, “us”). By creating an account or using the Service, you agree to these terms.

1. Who these terms are for

The primary customer is the gym or studio operator (“Customer”, “you”) that signs up for a BOXOP account. Customer's members and staff who use the member app or dashboard under that account do so subject to these terms and any additional rules the Customer sets.

Members are consumers, so their own relationship with us is governed by the Member Terms rather than this document. Staff you invite (admins, coaches, trainers) are authorised users under your subscription, and these terms are what govern them.

2. The Service

BOXOP provides scheduling, membership, programming, messaging, and payment tools for gym operators, and a companion mobile app for their members. We may add, change, or remove features over time. We won't remove something you materially rely on without telling you first.

3. Accounts

• You must provide accurate information when creating an account and keep credentials confidential.
• You're responsible for activity under your account, including staff accounts you invite.
• You're responsible for removing access promptly when a staff member leaves.
• We may suspend or terminate accounts that violate these terms, abuse the Service, or pose a security risk.

4. Free trial

• New Customers get 30 days' free access to the whole Service from the date the account is created. There is no reduced feature set during the trial.
• We take payment details at signup and authorise them, but we charge nothing during the trial period.
• At the end of the 30 days the subscription starts automaticallyand the first monthly payment is taken from the payment method on file. We'll email you before this happens.
• You may cancel at any point during the trial, from Settings → Subscription in your dashboard. Cancel before the trial ends and you will not be charged at all.
• The trial is one per Customer. Cancelling and signing up again does not start a new one.

5. Subscription, fees & payments

• Access to the Customer dashboard is subject to the subscription plan selected at signup.
• Member payments (memberships, drop-ins, paid training programmes) are processed via Stripe Connect. A platform fee of 0.31% applies to each successful member payment — Stripe's own fees are separate and set by Stripe. The gym also pays the monthly platform subscription shown at signup.
• Payouts to Customer's connected Stripe account are handled by Stripe directly; BOXOP does not hold member funds.
• Subscription fees are stated exclusive of VAT, which we add where it applies.
• If a subscription payment failswe'll email you and keep the Service running in full while our payment provider retries the payment over the following days. Nothing is switched off during that period.
• If it remains unpaid after those retries, or if the subscription is cancelled or lapses, access to the Service is suspended. That suspension covers the Customer dashboard and the member app — your members will not be able to book classes or view their memberships until the subscription is restored. We tell you before this happens, and restoring the subscription restores access immediately. No data is deleted by a suspension; see §15 for how long we keep it and how to export it.
• We may change subscription pricing on at least 30 days' notice. If you don't accept a change you may terminate before it takes effect under §15.

6. Acceptable use

You agree not to:

• Use the Service for any unlawful purpose or to store/transmit content you don't have the right to share.
• Attempt to bypass authentication, rate limits, or tenant data isolation.
• Reverse engineer, scrape, or resell the Service without our written consent.
• Introduce malicious code, or use the Service to distribute it.
• Use AI drafting features to generate misleading, unlawful, or harmful content.

You remain responsible for content your staff or members put into the Service. We may remove content that breaches this section, and we'll tell you why.

7. Your responsibilities as the gym

The Service is how you run your gym; it is not a party to your relationship with your members. So you are responsible for:

• Your memberships and your money. Prices, what a membership includes, cancellation terms and refunds are yours to set and honour, under your own terms with your members. You are the merchant of record for member payments.
• Coaching, safety and supervision. The programming you publish and the conduct of your classes and personal training are yours. We present what you write; we do not review or endorse it.
• Your data protection duties as controller. Giving your members their own privacy information, holding a lawful basis for what you record about them, obtaining any consents (including for marketing you send through the Service and for anyone under 16 you enrol), and answering their data rights requests. See §8.
• The accuracy of what you import. Member lists, balances and card details migrated from another platform are yours to verify before you rely on them.

8. Data protection

Personal data is handled as described in our Privacy Policy. Where Customer data includes member personal data, you are the controller, we are the processor, and our processing on your behalf is governed by the Data Processing Agreement, which forms part of these terms.

9. Confidentiality

Each of us may learn things about the other that aren't public — your member numbers, revenue and business plans; our pricing, roadmap and how the platform is built. Neither of us will use the other's confidential information for anything except performing this agreement, or disclose it except to people who need it and are under a duty of confidence.

This doesn't apply to information that is already public, that the recipient already knew or worked out independently, or that has to be disclosed by law or a regulator — and in that last case we'll tell you unless we're prohibited from doing so. These obligations outlive the agreement.

10. Intellectual property

BOXOP and its licensors own all rights in the Service, including software, design, and branding. Customer retains ownership of the content and data it uploads (member lists, programming, media). Customer grants us a licence to process that content solely to provide the Service.

If you send us feedback or feature suggestions we may act on them without owing you anything for it. Nothing here transfers ownership of your data to us.

11. Third-party services

The Service integrates with third-party providers (payments, email, messaging, push notifications, AI). We're not responsible for outages or errors originating from those providers, though we'll work to minimise impact. Your use of Stripe is also subject to Stripe's own agreement with you, which we are not party to.

12. Availability & support

We aim for high availability but the Service is provided without a guaranteed uptime SLA at this time. We'll give reasonable notice of planned maintenance where practical, and emergency maintenance may occasionally happen without it.

Support is included in the subscription rather than sold as a tier — see Contact & support for how to reach us and the response times we aim for.

13. Liability

To the maximum extent permitted by law, BOXOP's total liability arising from use of the Service is limited to the fees paid by Customer in the 12 months preceding the claim. We're not liable for indirect or consequential losses, or for loss of profit, revenue, goodwill, business or data arising from lost use of the Service.

Nothing in these terms limits liability that cannot be limited by law — in particular death or personal injury caused by negligence, and fraud or fraudulent misrepresentation. We do not limit our liability for a breach of our data protection obligations to the extent the law prevents it.

14. Indemnity

You'll indemnify us against claims, losses and reasonable costs arising from a third party's claim that relates to your use of the Service in breach of these terms — for example a member's claim about your membership terms, refunds, coaching or safety, a claim that content you uploaded infringes someone's rights, or a data protection claim arising from instructions you gave us as controller.

This does not apply to anything caused by our own breach of these terms. We'll tell you promptly about any claim we want covered, let you take part in defending it, and not settle it without your agreement.

15. Term & termination

• The subscription runs month to month unless your plan says otherwise. You may cancel at any time, effective at the end of the current billing period; we don't refund part months.
• We may terminate for convenience on 30 days' written notice, or immediately if you materially breach these terms and don't fix it within 14 days of us asking, or immediately on insolvency.
• On termination you can get your data out. Your member, booking and programming data stays exportable for a reasonable period after termination, then is deleted per the DPA §8 and our Privacy Policy§8. Tell us if you need longer and we'll be reasonable about it — nobody is held hostage to their own records.
• Terminating does not cancel your members' memberships or your Stripe account. Those are yours to wind down, and members must be told rather than discovering it when a booking fails.
• Sections that are meant to survive termination do: confidentiality, intellectual property, liability, indemnity and governing law.

16. Events outside our control

Neither of us is liable for failing to perform because of something genuinely outside our reasonable control — infrastructure or network failure at a provider, government action, industrial action, or natural disaster. We'll tell you what's happening and work to limit the effect. If it lasts more than 30 days, either of us may terminate without penalty. A supplier outage does not excuse us from refunding fees for a period in which the Service was substantially unavailable.

17. Changes to these terms

We may update these terms. For material changes we'll give at least 30 days' notice by email or in the dashboard, and record the new version so it's clear what you agreed to and when. If you don't accept a material change, you may terminate under §15 before it takes effect. Continuing to use the Service after it takes effect means you accept it.

18. General

• Assignment.You may not transfer your rights under these terms without our written consent. We may transfer ours to a group company or to a buyer of the business, and will tell you if we do; it won't reduce your rights.
• No partnership or agency.Nothing here makes either of us the other's partner, agent or employee, and neither may bind the other.
• No third-party rights. This agreement is between you and us. Nobody else may enforce it under the Contracts (Rights of Third Parties) Act 1999.
• Severance. If any provision is found unenforceable, the rest continues in force and that provision applies to the fullest extent it can.
• Waiver.Not enforcing something straight away doesn't waive our right to enforce it later.
• Entire agreement. These terms, the DPA, the Privacy Policy and your plan are the whole agreement, and replace anything said beforehand. Nothing here limits liability for fraudulent misrepresentation.
• Conflict. If these documents disagree, the DPA wins on data protection and these terms win on everything else.
• Notices. Formal notice to us goes to hello@boxop.co.uk; notice to you goes to your account's registered email. Email counts as writing.

19. Governing law & jurisdiction

These terms are governed by the laws of England and Wales, and the courts of England and Waleshave exclusive jurisdiction over any dispute. We'd both rather settle it with a phone call, so raise it with us first.

20. Contact

Gareth Holton, trading as BoxOp, Halifax, West Yorkshire, HX3 7SA, United Kingdom. Email: hello@boxop.co.uk.